‭(Hidden)‬ What Team types are available?

When you create a Microsoft Team four team types are available:

  • Class: Add your class distribution list for easy classlist management. Add content files and assignments. Grades becomes available when the first assignment is created.

  • Professional Learning Community (PLC)creates a Professional Learning Community (PLC) Notebook on the General tab. Each new channel contains a Notes tab which syncs with the PLC Notebook.  The PLC Notebook contains instructions and suggestions for use.

  • Staff: creates a Staff Notebook on the General tab. Each new channel contains a Notes tab which syncs with the Staff Notebook.  The Staff Notebook contains instructions and suggestions for use.

  • Other: a simple and versatile team type - great for committee and group work. add a OneNote tab for easy team collaboration and note taking.

Note: The above Team types have a one-year expiration policy. Teams with no activity for a one-year period are deleted.  For more information about this expiration policy see Team expiration and renewal in Microsoft Teams.  For long-term file storage and records retention within a department, see Department Team Sites below.


Department Team Sites

Information Technology offers IT-Supported Department Team Sites for long-term file storage of department shared files (DFS shares).  Learn more about the benefits of having an IT-Supported Department Team Site created for your department.

 ‭(Hidden)‬ Can Teams be used for file storage

Only IT-supported Department Team Sites are intended for long-term file storage. 

Department Team Sites
replace the shared file drives (DFS) that have historically been used for file storage within a department.

All other Team sites are subject to a one-year inactivity Office 365 Group expiration policy put in place to automatically clean up unused Teams.

  • Team owners receive notification for team renewal 30 days, 15 days and 1 day before the team's expiration date.  Team owners can click Renew now in team settings to renew the team.

  • One channel visit from any team member will also automatically reset the one-year expiration.

  • Teams with no activity within a one-year period will be deleted.

See the section, "Sync channel files to your OneDrive for Business Sync Client".

Microsoft Teams​

Microsoft Teams is the perfect solution for large and small group communication within a department, and for working on group projects.  

Do you regularly lose time searching for the right email thread or looking for lost files?  Use Team Channels to keep all of your conversations and files dedicated to a topic or project all in one place. Would you like your work group to use a Wiki or co-author a survey in Microsoft Forms?  Add these apps to your Team channel for easy access!

Teams can be created as either Public or Private.  Teams are Private by default.  This means that people from outside of your Team need your approval to join.

Teams can also be set to Public so that anyone within your organization can search for and join your Team.

Choose from four different Team Types for your team needs.

Check out this quick overview of Teams!

 Important getting started tips

  • Select good Team and Channel names with the intent that you will not be changing the names.  When Teams and Channels are created and named, matching SharePoint folders are created in the background. Renaming Teams and Channels can cause a name mismatch with the background SharePoint folder structure.

  • Keep your Team and Channel names short. Microsoft provides powerful search tools in Teams, however the full Team and Channel path that is returned with each search result may not fully display due to team/channel name length.  Keeping team and channel names short and unique makes it much easier to see the complete team and channel path in your returned search results so that you can find what you need.

  • Channels cannot be changed from private to public and vice versa once created.

 How do I create a Team?

Teams best practice - creating numerous teams requires a lot of maintenance.  Instead, create more channels within a Team.  Consider starting with one Department Team, then add channels named for specific work groups and projects.  Channels can be open (public) to all members of the team or set to private - accessible only to the channel members.
  1. To create a Team, click Join or create a Team at the bottom left of the Teams screen.  


  2. Click Create team.


  3. Select a Team type. For example, click Staff to create a team for your department work.


  4. Give your new Team a descriptive Name and optional DescriptionYour team defaults to "Private". This means that people from outside of your team need an invitation from you or another team owner to join.


  5. Click Next.

  6. Add your team members.  

    1. Search by name or your department's Distribution group, then click Add.  

    2. Once added, you can change membership from Member to Owner if needed.


    You can also return to your team and add more members once you have completed your team setup.

  7. Click Close. Your Team displays at the left.


Note:  You are the owner of this Team.  It is a good practice to add at least one additional Team Owner.

Each Team contains one channel, named General, by default.  Channels are where you and your team members work and communicate. The General channel is open to all members of the team.  

  • Use the General channel for all team communications. 

  • Create additional channels for member groups working on specific projects and topics.

 Add Team members

Note: Only a Team Owner can add members.

To add team members after the Team is created:

  1. Click the Ellipses (...) to the right of your Team.  

  2. Select Add member from the fly-out list.


  3. Begin typing the name of the person or distribution group.  

  4. Select them from the list that displays and click Add.

  5. To the right of the added name specify whether they should be added as a team Member or Owner.


  6. Click Close.


 
You can also Use a Team Code (see "Invite people to join my team using a Team Code" below)

 Add more channels

Note: Only a Team Owner can add Private channels.

By default, when a Team is created, a channel named General is also created. All members of the team can access the General channel. Use this channel for all-member communications.

To add additional channels for group and project work:

  1. To the right of your Team, click the Ellipses (...) to access the More options fly out menu.

  2. Select Add Channel.


    • Give your channel a short but meaningful Name and an optional Description.

    • Place a check next to "Automatically show this channel in everyone’s channel list" to let Team members immediately see the channel. If this option is not checked, the channel will still be available to team members from the hidden channels list in the list of channels.

    • By default your channel's Privacy setting is set to Standard meaning that everyone in the Team has access. Changing this to Private only allows access to team members who you manually add to the channel.


  3. Click Add. Your new channel displays below the General channel in your Team.

Why would you not check "Automatically show this channel in everyone’s channel list"?

Team owners can select up to 10 channels to display automatically in a Team. Typically the team owner will check "Automatically show this channel in everyone’s channel list" for the most important channels that team members should attend to regularly. Channels where this option is not checked are still available to team members from the hidden channels list.  See "How many channels can a Team have?" below.

 Add members to a channel

Note: Only a Team Owner can add members.

Standard Channels:  Standard channels can be accessed by all team members. You will not see an option to add members to a Standard channel.
 
Private Channels:  Only Team Owners can create Private channels.  Members must be added to Private channels. 
 
To add a member or distribution list to a Private channel, click the Ellipses to the right of the channel and select Add Members from the More options fly-out menu.

 Channel posts and replies

Type your message, or Post, into the conversation box at the bottom of the channel. To apply formatting, add an attachment, or perform other actions, locate the feature by mousing over the icons below.

To direct your post to a specific Team member, type "@" and then the person's name, followed by your post text. 

Click the Post icon at the lower-right, or press Enter on your keyboard to let your Team members read your post.

Replying to a Post:  make sure to click Reply below the post when replying. Your reply will be associated with that specific conversation thread and topic.  Do not Reply by creating a new post in the Start a new conversation box. This begins a new conversation.

Watch for the following text:

  • See more: Click See more to view a complete post.

  • x replies from: Teams collapses lengthy threads for ease of scrolling. Click x replies from to view replies that are not displaying.


 Easily join an online Teams meeting

The easiest way to join an online Teams meeting is to watch for your Outlook meeting Reminder.

  • When the Outlook meeting Reminder displays, click the Join Online button to join your meeting.  

  • You can also access the online meeting through the link in your calendar invitation.

Note: The Join Online button only displays in Outlook meeting reminders for meetings scheduled through Teams.

 

Click Meet Now to join your online meeting.


 Schedule a Teams meeting through Outlook

Scheduling a Teams online meeting through Outlook is like scheduling your other Outlook meetings except that a Microsoft Teams video link is included.  Your recipients receive a meeting invitation in their inbox that they can accept/decline just like other Outlook meeting requests.

A Teams meeting scheduled through Outlook is not associated with a Teams channel.  If the video meeting is recorded or Teams notes are taken, a group in Teams Chat is created for all meeting attendees.  The recording and notes are made available here.

See "Easily join an online Teams meeting" for a quick tip!


From your Outlook Desktop app calendar,

  1. Click New Teams Meeting on the Home tab.
  2. An Outlook meeting invitation opens.  A Microsoft Teams online meeting link is included in the message box. 

  3. Add your attendees, a meeting time and any other meeting information, then SendYour Teams online meeting will be added to your attendees' and your calendars.

From your Outlook web app calendar,

In a New Event meeting, move the Teams Meeting slider to the right.


 Sync channel files to your OneDrive for Business Sync Client

Are you and your team members collaborating on an important document in Teams?  No need to access your channel in Teams each time you make an edit. 

You can easily sync your group's channel Files with your OneDrive for Business sync client, then read/edit the files from your local Windows File Explorer. All sharing permissions are included in the file sync so you and your group can continue to collaborate.

From Files within your channel, click Sync.


Close the Gettng ready to sync... box that opens.


Open your Windows File Explorer.  At the left a new UWSP sync client displays containing a sync folder named for the Team and channel. Open this folder to access your channel files.


 Access channel files from your UWSP Office 365 portal

Files available to you through Teams channels are also available from your Office 365 OneDrive cloud portal.

Log into your UWSP Office 365 portal.

Open OneDrive.

At the left under Shared Libraries, click to select the team where your channel files are located.

Click the Documents folder. The Documents folder contains a folder for each channel that contains one or more files.

A folder displays for each channel storing one or more files. Select the channel folder to access it's files.

Note: your Team will not display in the Shared Libraries list unless at least one file is stored in at least one channel within that team.  Channel folders are only created for team channels that contain files.

​But wait! There's more!

The above information gives you a good overview of Teams to help you get started. Here are also some excellent support videos and resources from Microsoft.

Are you looking for some specific answers to questions?  Maybe questions like, "How do I know if a Team member has posted to a channel?", and "How do I find an earlier post?"?

For answers to these and other questions, please see the following:

 About channel layout

When you select a team channel at the left in Teams, the channel's Conversation pane displays in the work area at the right.  At the top of the channel's work area, tabs for additional tools display. These tools are specific to the channel.

Two tabs display by default:

Posts: click Posts to return to your Conversation pane if another tab is selected.

Files: Files only displays those files and folders added to the channel.  Standard channel files are available to all team members.  Files in Private channels are only available to the members of that channel.

Depending on the type of Team you have created, an additional notebook tab may display in the general tab, and a Notes tab will be available on all additional channels.

For example, when you select a Staff team type to create your Team a Staff Notebook is available from the General tab of a Team.  All other channels have a Notes tab.  Channel Notes sync into the Staff Notebook.

Click Staff Notebook for information and to help you get started.


To add more tabs (e.g. a Wiki, a link to MS Forms, etc), click the plus (+) to the right of the tabs.

 Add an app

Are you and your Team members creating a survey in Microsoft Forms, or are interested in using a Wiki for collaboration?  Increase your efficiency by adding these and other apps as tabs to your Team channels and chat.  Or add personal apps to the left of your Teams window.

For more information on adding apps, see this Microsoft support document.

 Chat vs channel posts

Posts that you create in a Standard channel can be read by all Team members.  Channels created as Private are only accessible to the channel members.  Only channel members can read posts in a private channel.

Chat, located at the upper-left corner of Teams, allows you to correspond privately with one or several people who may or may not be in the same Team.

 Add someone to your chat contacts

To chat with a new contact,

  1. In Teams Chat, click the New Chat icon to the left of Search.

  2. Begin typing your contact's name and select them from the Contacts list that displays.

  3. Your new contact adds to the Recent list in your Chat.

To add your new contact as a favorite contact, 

Right-click the contact and select Add to favorite contacts from the menu.

 

 Delete your chat or channel post

To delete your chat message or channel post, mouse over the upper-right edge of the post or chat to display the Emoticon list.

Click the More Options ellipses and select Delete.


 Save chat and channel posts

To Save chat and channel posts to return to later:

Click within or mouse over the post to display the post's emoticon toolbar.

To the right of the toolbar, click the More Options Ellipses and select Save this message.


The post is now saved for you to easily find later.

To find your saved posts:

Click your profile at the upper-right in Teams.

Select Saved from your profile menu.



A list of your saved posts will display at the left in teams.


To unsave a saved post and remove it from your Saved list:

Click the Unsave this message icon at the right of a saved post.


 Schedule a Teams meeting through Teams Chat

See "Easily join an online Teams meeting"!


To schedule an online meeting through Chat,

  1. Select the person from your Teams Chat list.

  2. In the Chat pane at the right, click the Schedule a meeting icon. The Schedule a meeting icon is located in the icon list below the new message box.

  3. In the New meeting box that opens, fill in your meeting detail. The person you selected in Chat is automatically added.  To add additional participants begin typing their names after the original chat member(s).

  4. To associate your online meeting with a Channel, click Add channel. Note: Private channels do not display in this list.

  5. Click Send.

Your meeting attendees will receive an Outlook meeting invitation in their email.

 Schedule a Teams meeting through Teams Calendar

  1. Select  your Teams Calendar. Your Teams Calendar is fully integrated with your Outlook calendar.

  2. At the Calendar's upper-right, click New meeting.

  3. In the New meeting box that opens, fill in your meeting detail. The person you selected is automatically added.  To add additional participants begin typing their names after the original chat member(s).

  4. To optionally associate your online meeting with a Channel, click Add channel. Note: Private channels do not display in this list.

  5. Click Send.

Your meeting attendees will receive an Outlook meeting invitation in their email.

To join your meeting

Click Join Online in your meeting reminder.

 

 Start a channel video chat

If you are just about to post to a Teams channel and notice the team members in your channel are online, start a quick video chat instead with selected team members.

From the icons below the conversation box, click Meet now.


Click Meet now to start the video chat.


In the People pane that displays at the right, right-click a team member name and select Ask to join to invite team members to meet.


 Direct a channel post to an individual(s)

To ensure that a team member notices your channel post you can "@" ("at") mention them.  Team indicators then let the team member know a new post needs their attention.

To direct a post to a team member,

Type "@" (no quotes) and begin typing the person's name.

Select their name from the Suggestions list that opens, then complete and post your message.


Finding posts when you are "@" mentioned

When you are "@" mentioned, or have received a reply to one of your existing posts, Teams will display a pop up message at the lower-right corner of your screen. The Teams Task bar icon will also indicate that you have a new post directed to you.

On the Teams left sidebar, an "@" symbol at the right of the Teams icon indicates that you have been "@" mentioned.


The fastest way to locate new and recent posts directed to your attention is to click the Activity indicator at the left in Teams and select your new post from your recent activity Feed.


When viewing posts where you have been "@" mentioned, your name will be formatted in bold, red font within the post.  An @ icon displays to the right of the post indicating the post is meant for your attention.



 Record Team meetings and take online notes

From within your meeting, click the More actions Ellipses on the calling bar.

  1. Select Start recording to begin recording the meeting.

  2. Select Show meeting notes to open an area for note-taking at the right.


  3. To stop recording, click the More actions Ellipses and select Stop recording.


 Where can I find my recorded meetings and meeting notes?

When a Teams online meeting is recorded, the recording itself is saved to Microsoft Stream for the person who clicks "Record".  A link to the recording is then shared from the recorder's Microsoft Stream to all members of the meeting.

When a channel is associated to the Teams meeting:

If a channel is associated with a meeting, a link to the meeting recording is made available through the channel when the meeting ends.  A Meeting Notes tab containing the notes is also added to the available channel tabs.

If the Teams meeting is not associated with a channel:

If a meeting is not associated with a channel, a meeting recording or meeting notes taken creates a group in Chat for you and your meeting attendee(s).  The recording link and notes are made available here. The meeting creator and attendees receive an email when the recording is available. 

 Delete meeting recordings

Teams meeting recordings are stored in Microsoft Stream within the UWSP Office 365 portal of the person who started the recording. 

If Stream is not a listed app when you log in to your Office 365 portal, click All Apps and select Stream from your available apps.


You can also Sign in to Microsoft Stream directly with your UWSP account.


To view your meeting recordings:

Click My Content and select Meetings from the Stream menu.


All meetings that have been recorded under your profile are displayed.

To delete a recording:

To the right of a recording click the More actions ellipses and select Delete.


In the box that opens, click the Delete the Video button to send the recording to the Stream Recycle bin.

 How will I know when there is Team activity?

Teams provides a number of ways to let you know when there is a new chat or channel post as well as when channel activity is directed to you.

When Teams is open, the Teams icon on your taskbar will indicate when you have new Chat messages and channel posts that @ mention or Reply to you.


From within Teams, indicators along the left show you that you have new chat messages and channel posts where you are @ mentioned individually or as part of a group.


Note: Activity maintains a list of the most recent channel posts where you are @ mentioned.  Use Activity to help find your way back to a post.

In your teams and channels list, select a bolded channel to see new messages posted for you and your team members.


 Find most recent activity

Looking for your most recent channel posts?  Click your Activity indicator at the top-left in Teams.

Posts directed to you individually, or where you are a member of a group will list in order of when posted.  An easy way to find your way back to a recent post that you read.

Can't find what you're looking for?  Filter your Activity to narrow your search.

Click the Filter funnel at the right of your Activity Feed.


Click the More options ellipses to open a list of filter options.


 View and manage Team membership

To see all members and modify their permissions, click the Ellipses (...) to the right of your Team name then click Manage Team.

 Can I add someone to help manage my Team?

Yes, add them as Owner.  See Add Team members above.

 How do I add a large group of people to my team?

No need to add each person manually.
 
Use a Distribution List: If you are adding all members of a group such as your department employees for example, a best practice is to use the group's Outlook Distribution List.  A Distribution List's membership automatically updates.  To add a Distribution List to your Team click the Ellipses (...) to the right of the Team and select Add Members from the fly-out menu.  Search for the Distribution List just as you do individual members.
 
Use a Team Code:  If the people you would like to invite into your Team aren't in a nice and tidy Distribution List, send them a Team Code.  To use a Team Code, click the Ellipses (...) to the right of the Team and select Manage team.  Select the Settings tab and click Team Code.  Click Generate.  Send the generated code in an email.

 Join a team With a Team Code

Click Join or create a team at the lower-left of the Teams screen.  Paste the Team Code into the Join a team with a code box.

 What is the difference between a Team Owner and a Team Member?

Microsoft provides a list of Owner versus Member permissions.

 How many Channels can a Team have?

There is a 200 standard channels per team limit.

Each team can also have a max of 30 private channels. This is in addition to the 200 standard channels limit per team.

​​
Working with Channels
How do I know when there is Channel activity?
How do I add more members to a Channel
How to Join a Team With a Team Code
How do I view and manage my Team's current membership?
How do I invite a large group of people into my team?
This should get you started...
Schedule Team Meetings
Start a video chat
Who can see the Team/Channel I create?
More about Channels
How can I add a file as a tab to my channel?
Where are Team files stored?
How many Channels can a Team have?
What is the difference between a Team Owner and a Team member?
Should I add someone to help manage my Team?
What is the difference between Channel posts and Chat?
Save a post to review later
Searching
Tags

Need help?  Contact the IT Service Desk!