# Microsoft Teams Using Microsoft Teams for chat, meetings, channels, and file collaboration. # Joining a Teams Meeting from Your Outlook Calendar ## Steps 1. Open **Outlook** and go to your **Calendar** 2. Find and open the meeting 3. Click **Join Microsoft Teams Meeting** 4. Teams will open — click **Join now** **Tip:** You can also join directly from the Outlook meeting reminder popup when it appears — click the **Join Online** button. # Joining a Teams Meeting via the Outlook Reminder ## Step-by-step guide 1. Before the meeting Outlook will remind you of the meeting. Click on the **Join Online** button. [![image.png](https://bookstack.pbr.org.au/uploads/images/gallery/2022-10/scaled-1680-/FRCimage.png)](https://bookstack.pbr.org.au/uploads/images/gallery/2022-10/FRCimage.png) 2. If you asked to choose an application, make sure Microsoft Teams is selected and click ****Open Link.**** [![image.png](https://bookstack.pbr.org.au/uploads/images/gallery/2022-10/scaled-1680-/WmCimage.png)](https://bookstack.pbr.org.au/uploads/images/gallery/2022-10/WmCimage.png) 3. The new meeting will open in Teams. Click on ****Join now.**** [![image.png](https://bookstack.pbr.org.au/uploads/images/gallery/2022-10/scaled-1680-/gEhimage.png)](https://bookstack.pbr.org.au/uploads/images/gallery/2022-10/gEhimage.png) # Scheduling a Teams Meeting ## Overview You can schedule a Teams meeting directly from Outlook or from within Teams. All attendees will receive a calendar invite with a Join link. --- ## Schedule from Outlook 1. Open Outlook and go to your **Calendar** 2. Click **New Teams Meeting** in the ribbon at the top 3. Fill in the meeting title, add attendees in the **To** field, and set the date and time 4. Add any agenda or notes in the body 5. Click **Send** --- ## Schedule from Teams 1. Open **Microsoft Teams** 2. Click **Calendar** in the left sidebar 3. Click **New meeting** in the top right 4. Fill in the meeting details and add attendees 5. Click **Save** # Sending a Chat Message in Teams ## Overview Teams Chat allows you to send quick messages to individuals or small groups without needing a formal meeting or email. --- ## Starting a New Chat 1. Open **Microsoft Teams** 2. Click the **Chat** icon in the left sidebar (speech bubble icon) 3. Click the **New chat** icon (pencil icon) at the top 4. In the **To** field, type the name of the person you want to message 5. Type your message in the box at the bottom and press **Enter** to send --- ## Group Chat To chat with multiple people at once: 1. Follow steps 1–3 above 2. In the **To** field, add multiple names (up to 20 people) 3. Type a group name in the **Group name** field (optional but recommended) 4. Type your message and press Enter --- ## Useful Chat Features - **Formatting:** Click the **A** icon below the message box to add bold, bullet points, headings, and more - **Attach a file:** Click the paperclip icon to attach a file from your computer or OneDrive - **React to a message:** Hover over a message and click the emoji icon to react - **Reply to a specific message:** Hover over the message and click the curved arrow (reply) icon --- ## Chat vs Email — When to Use Which
Use Teams Chat forUse Email for
Quick questions, informal conversationFormal communication, external parties
Real-time collaborationLong records that need to be archived
Small group coordinationDistribution to large groups
# Finding and Using Teams Channels ## Overview Teams are organised into **Channels** — dedicated spaces for different topics, projects, or departments. Channels help keep conversations organised and searchable. --- ## Finding Your Teams and Channels 1. Open **Microsoft Teams** 2. Click **Teams** in the left sidebar 3. You will see a list of Teams you are a member of 4. Click on a Team to expand it and see its channels 5. Click a channel name to open it --- ## Posting in a Channel 1. Open the channel 2. Click the message box at the bottom that says **Start a new conversation** 3. Type your message and press **Enter** to post **Tip:** Click **New conversation** to start a distinct thread, rather than replying to an existing one. --- ## Replying to a Channel Post 1. Find the post you want to reply to 2. Click **Reply** below the post 3. Type your reply — this keeps the conversation grouped together as a thread **Important:** Always click Reply on the original post rather than starting a new conversation, so the thread stays together. --- ## Channel Notifications By default you are notified when someone @mentions you in a channel. To change notification settings for a specific channel: 1. Hover over the channel name in the sidebar 2. Click the **three dots (...)** 3. Select **Channel notifications** 4. Choose your preference (All activity, Mentions only, Off) # Sharing Files in Teams ## Overview You can share files directly in Teams — either in a chat or in a channel. Files shared in channels are stored in SharePoint automatically, making them accessible to all channel members. --- ## Sharing a File in a Chat 1. Open the chat 2. Click the **paperclip (attach)** icon below the message box 3. Select **Upload from this device** to share a file from your computer 4. Or select **OneDrive** to share a file already in your OneDrive 5. The recipient can view or download the file directly in the chat --- ## Sharing a File in a Channel 1. Open the channel 2. Click the **Files** tab at the top of the channel 3. Click **Upload** to add a file, or drag and drop a file into the window 4. The file is now available to everyone in the channel You can also post a message with the file attached by using the paperclip icon in the channel message box. --- ## Opening a Teams File in the Desktop App When you click a file in Teams, it opens in the browser by default. To open it in the full desktop app (e.g. Word or Excel): 1. Click the file to open the preview 2. Click **Open in Desktop App** at the top right --- ## Co-editing a File with Colleagues Multiple people can edit a file at the same time in Teams. Open the file from the channel Files tab — you will see other people's cursors in real time. Changes are saved automatically.