Many of know how use Microsoft Teams for its chat functionality and perhaps web conference calls, but what most people don’t know is that Teams is built to be the central app for all your business activities. You are provided a default chat group, which allows you to communicate with not only your own organization’s team but other organizations who are also 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.

 

STOP!  Make sure you have the latest “work or school” version, not “personal” Desktop Teams.

 

How to use Microsoft Teams

 

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 the 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).

What is the quickest way to setup OneDrive shortcut?

I would go to the Teams app. It should be on your desktop computer as a desktop application, but there is also the option to access the same setup through the web. The web URL allows you download the desktop application too. From there, you can follow these instructions:

  1. Select “Teams”
  2. Select one ‘Active Site’ from the list that you’d like the OneDrive shortcut to be set up on.
  3. Select “Open in SharePoint”

 

 

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

Where is my organization’s data located on my computer? 

  • Look in Finder or File Explore
  • OneDrive shortcuts for Active Site(s) should be in the mix of OneDrive personal data.
  • The OneDrive Shortcut icon should notify you of the active site(s) location and file/folder sync status.

 

 

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 get 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.

 

How to use Microsoft Teams

 

Finally, a soft-phone is available at your finger when you click “calls”. Frequent users who know how to use Microsoft Teams calls feature for conducting a 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.

https://teams.office.com 

https://outlook.office.com

The Microsoft 365 & Teams Apps

It is more than likely installed on your PC and Mac. Add these apps to your phone too!

365 app

How to Use Microsoft Teams with SharePoint & Other Important Features Summary

At a glance, Teams 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

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