Many of know how use Microsoft Teams for its chat functionality and perhaps web conference calls but what most people don’t know is Teams is built to be the central app for all your business activities. You are provided a default chat group. This allows you to communicate with not only your own organization’s team but other organization’s utilizing Teams. Of course, the more your team utilizes Teams… the more features you are going to want to take advantage of. The chat feature on the application is the gateway to many other key features for conducting your business needs. We will introduce these features here.
What is SharePoint & OneDrive?
OneDrive Syncing Tool – A syncing tool installed on both Mac’s and PC’s for OneDrive Personal Storage and SharePoint Active Sites
OneDrive Personal Storage – Your computer’s desktop and documents folder are typically synced to OneDrive Personal Storage but not always. Please contact IT administrator to confirm the sync. Please also confirm the data being synced to the cloud is being backed up.
SharePoint – An organization’s cloud repository for accessing data. You cannot see data you saved in your SharePoint from your PC or Mac unless you activated OneDrive to perform a sync.
Do you see your Teams Active Site(s)?
Teams contains a default chat communication that also includes an easily accessible communal file sharing location in SharePoint. Businesses know how to use Microsoft Teams chat but fail to apply best practice when scaling up communication from there. Always start by creating channels first before ever pursuing creating another Team Site. I would remove the ability for other Team members from creating another Team site. An organization with ten people probably only needs two Team Sites. Please contact your IT administrator if you do not Teams “active sites” in the left pane. You can access the SharePoint Active in the right upper corner drop down if this feature is enabled.
Windows File Explorer & Mac Finder “OneDrive” Access
Do you see your OneDrive in File Explore or your Mac Finder? While many know how to use the Microsoft Teams SharePoint through poking around enough on the Teams app, they may not know how the SharePoint location can also be accessible through file explore when utilizing OneDrive for Business on the Windows desktop. Illustrated below is your SharePoint Library in File Explore and some related resources:
Desktop SharePoint Library Sync is Out of date, Rogue Files… oh my! – Network Antics
Sharepoint OneDrive IT Support – Network Antics
Best Ways for Creating Teams Meetings
Businesses who may not utilize Teams on a regular basis will realize the workflow for setting up calendar appointments is different than Teams. They know how to use Microsoft Teams for accepting invites and participating on a Teams conference call. However, they do not know how to create a conference call. Click the “calendar” tab and you instant access to your Outlook calendar. Click “Meet now” if you feel compelled to have a web conference call with your team or a client. See Microsoft Teams Support for your first SharePoint Site – Network Antics for more specifics on syncing the desktop to SharePoint. NetworkAntics preferred method for scheduling meetings is through Outlook email client.
Finally, a soft-phone is available at your finger when click “calls”. Frequent users who know how to use Microsoft Teams calls feature for conducting a call web-cam call but do not realize they scale the calling features to a full-on VoIP PBX with the purchase of an additional license.
Teams on the Web & SharePoint
Microsoft has made a strong effort over the years to have a browser version of your desktop applications. Simply insert your favorite Office suite app name in front of office.com and see if the app loads. Alternatively, go to the left top corner and select the app after utilizing one of the links below.
The Microsoft 365 & Teams Apps
It is more than likely installed on your PC and Mac. Add these apps to your phone too!
How to use Microsoft Teams with SharePoint & other key features Summary
Teams at a glance looks like a fairly basic chat system that is supposed to compete with Slack but savvy users who really know how to use Microsoft Teams take advantage of all of its features including conference calling, file sharing on SharePoint, and making phone calls to your team as well as a full blown business phone system.
Additional Resources:
Conference Call Software Support and Reviews – Network Antics
Teams Phone Conference Dial-in Number and Phone System Greeting – Network Antics
