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Hands-On Microsoft Teams
Hands-On Microsoft Teams

Hands-On Microsoft Teams: A practical guide to enhancing enterprise collaboration with Microsoft Teams and Microsoft 365 , Second Edition

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Hands-On Microsoft Teams

Microsoft Teams' Core Features

Now that you know what Microsoft Teams is and what it looks like, it is time to look at its core features and how they can be used to achieve more with the platform.

A hub for communication and collaboration, Microsoft Teams brings people together. It is Microsoft's carefully designed features that allow the platform to do this in such a unique way.

To get the best out of Microsoft Teams, you will need to understand not only the basic concepts explained in the first chapter but also how to manage all the assets that the platform brings together.

In this chapter, you will gain an overview of the following main topics:

  • Understanding chats and meetings
  • Managing your time using the Microsoft Teams calendar
  • Working faster on Microsoft Teams with search, filters, and commands
  • Customizing Microsoft Teams
  • Understanding where Microsoft Teams data is stored

Understanding chats and meetings

Microsoft Teams' main features can be divided into two major sections: chats and meetings.

The chat feature takes a principal role in Microsoft Teams, allowing you to communicate with your peers in a few different ways with text. You can have one-to-one or group chats, which can be public or private. One-to-one chats are always private, and you will be able to start a new conversation with anyone from your own organization internally, or someone external—if your organization allows such communications.

Group chats, which you can start manually by adding people to the chat, are private, while team chats that you start in the context of regular channels are public and accessible to all team members.

The chat feature is heavily used by Microsoft Teams users and has many functionalities that deserve to be explained in detail. Chapter 3, How to Use Microsoft Teams: Chats and Conversation, is exclusively dedicated to chats and all of their built-in features.

The meetings feature on Microsoft Teams provides a rich environment that allows for collaboration with peers who are not in the same location as you. It allows you to bring people from all over the world into the same virtual space in a matter of seconds. Meetings allow each member to share audio and high-definition video, including screen sharing – you can share your entire desktop or individual applications with other users.

Meetings on Microsoft Teams can also be recorded and shared with other members of the organization in a matter of minutes. If you have a conflict in your schedule and are not able to attend the meeting, you can always watch the recording later.

Chapter 4, How to Use Microsoft Teams: Meetings, Webinars, and Live Events, is exclusively dedicated to meetings, and you will find instructions there on how to use their built-in features.

Now that you understand what chats and meetings are, you need to learn how to manage your meetings and schedule. Let's see how to do this in the next section.

Managing your time using the Microsoft Teams calendar

Microsoft Teams would not be a true collaboration solution if it were not equipped with a calendar. The calendar app is available by default on Teams and allows you to view and schedule team meetings.

The calendar with filled-in example slots is shown in Figure 2.2.1:

Figure 2.2.1: Scheduled appointments in the Teams' calendar

The Microsoft Teams calendar includes the following features:

  • Daily view
  • Weekly view, with the ability to display just workdays or the entire week
  • A visual identification of the work schedule, with the working hours displayed with a white background and the hours out of the schedule displayed in a light gray. This feature can be seen in Figure 2.2.1.
  • The ability to view the meeting scheduling details
  • The ability to schedule a meeting or live event
  • The ability to cancel a meeting
  • Synchronization with the Outlook and Exchange calendars
  • The ability to meet immediately, without previous scheduling

The detailed features related to meetings and events are explained in Chapter 4, How to Use Microsoft Teams: Meetings, Webinars, and Live Events.

In the next section, you will learn how to work faster with Microsoft Teams by making use of search, filters, and commands.

Working faster on Teams with search, filters, and commands

All the collaboration work that is done using chats and meetings on Microsoft Teams will generate a considerable amount of data, which can easily reach hundreds of megabytes across all the teams and channels in an organization.

Microsoft Teams comes with three features that can help you find content and carry out tasks without spending hours looking through the information manually:

  • Search
  • Filters
  • Commands

Let's look at each one of these in more detail.

Search

The search feature is available in all versions of Microsoft Teams. On the desktop version, you can find it in the title bar, as shown in Figure 2.3.1.

Graphical user interface, application, Teams

Description automatically generated

Figure 2.3.1: Searching through chat histories to find a specific message

The search feature looks for information in three different scopes:

  • Messages
  • People
  • Files

The search results are displayed in the left pane and you can alternate between the results using the tabs at the top of the pane. When you click on one of the results displayed in the Messages tab, it opens the message in the context of where it was posted, that is, in the team, channel, group chat, or one-to-one chat.

If you are looking for a team member and click on one of the results shown in the People tab, you will get access to a private chat window with that particular member.

The results shown in the Files tab are displayed in their Microsoft Teams context. For example, a Microsoft Word document will be opened in the web version of the application in the stage area. If the file is not compatible with the Microsoft Teams preview functionality, you will have the option to download the file locally or open it in a browser.

The mobile version of Microsoft Teams has the same search functionalities as in the desktop version, with the search bar also located at the top of the app. To use it, you will need to click on the magnifier icon and type in your search query. The results are then displayed in a separate window divided into the same three categories: Messages, People, and Files.

Pro tip: Search in your current location using keyboard shortcuts

When in the context of a chat or team, you can use the keyboard shortcut Ctrl + F on Windows, or Command + F on macOS, to restrict the scope of the search bar to your current location. After executing the keyboard shortcut, the search bar will display the information where the search is being made, as seen in Figure 2.3.2.

Figure 2.3.2: Searching in the command bar is restricted to the current channel

While performing a search, you can take advantage of the typeahead feature included in the search box that displays suggested results based on the words you are typing, as seen in Figure 2.3.3. These results are divided up into seven categories: People, Group chats, Teams, Channels, Files, Apps, and Commands. To view all the results, you must press Enter.

Figure 2.3.3: Suggested search results

Pro tip: Advanced search queries

To get more precise search results, the Keyword Query Language (KQL) included in Microsoft Teams can be used. This allows you to prefilter the information using four types of selector:

From: User

In: Team or Channel

Subject: Keywords

Sent: Date

Note the syntax used with the KQL: there is no space between the colon and the search keywords.

Other than KQL, the Microsoft Teams search box also allows you to search for partial or exact keywords:

Partial keyword: Use an asterisk, *, to perform a search with a partial keyword; this must be used in combination with a prefix or suffix as shown in the following two examples:

Prefix, e.g., Mark*: This keyword search will find results for all the words that start with Mark

Suffix, e.g., *.docx: This keyword search will find results for all the words/files that end with .docx

For an exact keyword, in which you know exactly what the word or term is that you want to search for, you must use quotation marks around the keyword, for example, "monthly reports".

Filters

The filters function offers another way to find content inside Microsoft Teams. You can use it, along with the search function, to filter the results retrieved, or in the context of Activity, Chat, and Teams. In the context of a search, filters are located in a second bar below the Messages, People, and Files tabs, as shown in Figure 2.3.4.

Graphical user interface, application

Description automatically generated

Figure 2.3.4: Filters can be accessed to refine a search

Filters are dynamic and display different fields depending on the context of your search. They are only available for Messages and Files—it is not possible to filter when searching for People.

Outside of the search context, the filter option also has its own search box and predefined tags that can be selected to retrieve information faster.

To filter in the context of Activity, Chat, or Teams, click on the filter icon (the three stacked horizontal lines) and type what you are looking for in the textbox. To use the predefined tags, click on the three dots () and choose one of the available options.

The tag feature is only available in the Activity and Chat contexts; in Teams you will only be able to filter using the filter textbox.

Figure 2.3.5: Filtering by activity type

Once a tag is selected, an icon is added to the text box, immediately filtering the results; this can be combined with your own search query to refine the results even further.

Commands

Commands are designed to help you work faster; they are shortcuts for tasks such as opening a channel or changing your present status. There are two types of commands: the ones built into the Teams application and the ones added by third-party apps.

To use the built-in commands, you will need to type a forward slash, /, into the command box at the top of the screen, followed by the command you want to use.

Pro tip: Open the command box using keyboard shortcuts

To gain quick access to the command box from any location inside Microsoft Teams, you can use the keyboard shortcut Ctrl + E on Windows, or Command + E on macOS. Once executed, the command box will be in focus and you can start typing right away without the need for the mouse.

Commands will perform simple tasks. Some of them will trigger the command action, while others will require input data to trigger the action. Figures 2.3.6 and 2.3.7 show two different examples of actions that can be carried out in Teams using commands. If you type /busy, your presence status will be modified to busy:

Figure 2.3.6: Modifying your online status using a command

If you type /chat, the search bar changes its layout so that you have access to your contacts list and a textbox to send a quick message. This is particularly handy if you are in a meeting and need to send a private message to someone:

Figure 2.3.7: Sending a message using a command

Table 2.1 is taken from the official Microsoft documentation; you can see all the default commands included in the platform. This list might change in the future as new functionalities are added to Teams. To get the latest version, use the following link: https://support.microsoft.com/en-us/office/use-commands-in-teams-88f61508-284d-417f-a53d-9e082164050b

Command

Description

/activity

See someone's activity

/available

Set your status to available

/away

Set your status to away

/busy

Set your status to busy

/brb

Set your status to be right back

/call

Call a phone number or Teams contact

/chat

Send a quick message to a person

/dnd

Set your status to do not disturb

/files

See your recent files

/find

Search the page

/goto

Go right to a team or channel

/help

Get help with Teams

/join

Join a team

/keys

See keyboard shortcuts

/mentions

See all your @mentions

/org

See someone's org chart

/offline

Set your status to appear offline

/pop

Pop a chat to a new window

/saved

See your saved messages

/testcall

Check your call quality

/unread

See all your unread activity

/whatsnew

See what is new in Teams

/who

Ask the Who bot a question about someone

/wiki

Add a quick note

Table 2.1: Commands available to users in Teams

To view all the available commands at any given time, you can type a forward slash, /, into the search bar, as shown in Figure 2.3.8.

Figure 2.3.8: A forward slash, /, can be used in the search bar to display all available commands

Some apps can install new commands, and these are also available from the search bar. To use them, you will need to type the "at" symbol, @, followed by the name of the command. Typically, these types of commands are used to bring information from outside the organization into Teams.

As an example, if the Microsoft weather app is installed in your Microsoft Teams tenant, you will be able to get the current weather for any city when you type @Weather, followed by the name of the city:

Graphical user interface, application, Teams

Description automatically generated

Figure 2.3.9: Using commands to see information from custom apps installed in Microsoft Teams

Both built-in and third-party commands are only available on the desktop version of Microsoft Teams.

In this section, you learned how to harness a variety of tools that allow for the quick execution of tasks using Microsoft Teams shortcuts. Knowing how to use the command bar effectively will improve your efficiency while working with Microsoft Teams.

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Key benefits

  • Updated with new chapters on Teams templates, the special editions of Teams, and Microsoft Viva
  • Customize Teams for increased efficiency, collaborate with best practices, and use advanced Teams functionalities to your advantage
  • Extend Teams through integration with Microsoft services such as PowerShell, SharePoint, Power Apps, and Power Automate

Description

Microsoft Teams is a permanent fixture in the modern workplace, but many of its productivity-boosting features go unnoticed or unused. Hands-On Microsoft Teams shows you how to use Teams to its full potential through easy-to-follow practical tutorials. This guide to mastering Teams explores the platform in comprehensive detail and how it interacts with the rest of the Microsoft ecosystem to help you work efficiently and manage your resources. You'll get to grips with core functionality like setting up and managing teams, channels, chats, tabs, and meetings. You'll also learn to get the best out of Teams by adding custom apps, integrating with Microsoft 365, using PowerShell automation, and exploring useful settings you didn't know existed. Along the way, you'll be shown various real-world scenarios and how to implement solutions for them in Teams that will increase your productivity. Whether you're an administrator, manager, or team member, by the end of this book you'll be confident in using everything Microsoft Teams has to offer.

Who is this book for?

This Microsoft Teams book is for users who want to get a better handle on Teams, managers looking to improve the way their teams are working, and Microsoft 365 administrators who want to implement Teams effectively.

What you will learn

  • Perform scheduling and manage meetings, live events, and webinars
  • Create and manage Microsoft Teams templates to streamline company processes
  • Deal with permissions and security issues in managing private and public teams and channels
  • Extend Microsoft Teams using custom apps, Microsoft 365, and PowerShell automation
  • Build your own Teams app with the Developer Portal without writing any code
  • Deploy helpful chatbots using QnA Maker and Power Virtual Agents
  • Explore Teams use cases for education, frontline work, and personal life
  • Bring together knowledge, learning, resources, and insights with the new employee experience platform, Microsoft Viva

Product Details

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Publication date, Length, Edition, Language, ISBN-13
Publication date : Dec 15, 2021
Length: 532 pages
Edition : 2nd
Language : English
ISBN-13 : 9781801075275
Vendor :
Microsoft
Languages :

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Product Details

Publication date : Dec 15, 2021
Length: 532 pages
Edition : 2nd
Language : English
ISBN-13 : 9781801075275
Vendor :
Microsoft
Languages :

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Table of Contents

15 Chapters
Microsoft Teams Basics Chevron down icon Chevron up icon
Microsoft Teams' Core Features Chevron down icon Chevron up icon
How to Use Microsoft Teams: Chats and Conversation Chevron down icon Chevron up icon
How to Use Microsoft Teams: Meetings, Webinars, and Live Events Chevron down icon Chevron up icon
Private vs Public vs Shared: Teams and Channels Chevron down icon Chevron up icon
Teams Templates Chevron down icon Chevron up icon
Employee Experience in Microsoft Teams Using Microsoft Viva Chevron down icon Chevron up icon
Other Microsoft Teams Use Cases Chevron down icon Chevron up icon
Extending Microsoft Teams Using Apps Chevron down icon Chevron up icon
Extending Microsoft Teams Using Custom Apps and Microsoft 365 Chevron down icon Chevron up icon
Building Your Own App for Microsoft Teams Using the Developer Portal Chevron down icon Chevron up icon
Building Your Own Bot for Microsoft Teams Chevron down icon Chevron up icon
Microsoft Teams PowerShell: A Tool for Automation Chevron down icon Chevron up icon
Other Books You May Enjoy Chevron down icon Chevron up icon
Index Chevron down icon Chevron up icon

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Pam P. Dec 17, 2021
Full star icon Full star icon Full star icon Full star icon Full star icon 5
You need this if you are new to Microsoft teams or want to learn more about it. The author has in-depth knowledge about Microsoft teams and I highly recommend reading this book for beginners and intermediate students.
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Aman Gupta Jan 05, 2022
Full star icon Full star icon Full star icon Full star icon Full star icon 5
I have been a frequent user of teams for work and for various external purposes as well. Before I got this book, I was under the impression that I am aware of everything teams can do. This book helped me explore teams through its various crucial chapters such as – Teams templates, Microsoft Viva, extending Teams uses through external apps and more.
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Amazon Customer Dec 16, 2021
Full star icon Full star icon Full star icon Full star icon Full star icon 5
One thing that I especially like about this book is although it is meant for experienced Microsoft professionals, it starts from teaching Microsoft Teams basics including topics like teams plans, web clients, desktop clients, creating a channel or a tab and more. It explains in detail the Teams' core features like search, filter, commands, customizing teams with custom status messages and focus time. It helped me brush up on the fundamentals before I dive deep into the vast details that it explores.
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GoBucks1 Feb 03, 2022
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I have read the first three chapters. In my current position, we use MS Teams. Based on what I’ve read so far, it makes what we use much more sense.
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NATHAN CHAMBERLAIN Feb 27, 2022
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Microsoft MVP João Ferreira released the second edition of his new Microsoft Teams guide in late December 2021, making this one of the most up-to-date Teams books currently available. Other books available are geared exclusively towards certification and/or administrator responsibilities. João’s book reaches a broader audience, sharing important information every Teams user should know.What I feel really adds value in this book is João provides more than just how-to. You’ll find scenarios and examples throughout the book in which João describes how particular features and tools are used in realistic business scenarios. You’ll also find more than theoretical information because of João’s step-by-step guidance through specific tasks, such as how to create a new team from a template.And while it’s important to know how to create a team and channels, João takes it a further step to make sure readers not only understand the steps involved, but also the implications in the background. For example, when readers create a team they’ll discover the other Microsoft 365 group resources that are built to support that team simultaneously.João has put together a clear and concise reference guide packed with realistic scenarios and ideas you could refer to regularly. This guide will also be a great gift for co-workers, new hires, and even seasoned administrators since there is truly content for all levels in this book. Personally, I really appreciated that João made sure this new release also included newer features, such as Shared channels, ensuring it’s the most up-to-date Teams reference possible.
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