Microsoft Teams is Microsoft's communication and collaboration platform and part of Microsoft 365. More than 300 million people use Teams every day for chatting, video calls, file sharing and collaboration. Its tight integration with other Microsoft products such as Word, Excel and SharePoint makes it especially popular with companies that already use Microsoft.

Teams combines the functionality of a chat app, a video conferencing tool and a project management platform in one application. For many employees, Teams has become the central place where all their work communication comes together.

Installing Teams and signing in

Microsoft Teams is available for computers, smartphones and web browsers. You need a Microsoft account to use Teams.

Installing the desktop app

  1. Go to microsoft.com/teams/download
  2. Click "Download Teams"
  3. Open the downloaded installation file
  4. The installation starts automatically
  5. Sign in with your work or school account

Installing the mobile app

  1. Open the App Store (iPhone) or Play Store (Android)
  2. Search for "Microsoft Teams"
  3. Install the app
  4. Open Teams and sign in with your Microsoft account

Using Teams in your browser

You can also use Teams without installing anything:

  1. Go to teams.microsoft.com
  2. Sign in with your Microsoft account
  3. Click "Continue on this browser" or "Open Teams"

Exploring the Teams interface

Teams has a clear interface with the navigation bar on the left.

Main sections

  • Activity: All notifications and mentions
  • Chat: Personal and group conversations
  • Teams: Your team channels and collaboration spaces
  • Calendar: Your calendar with meetings
  • Calls: Phone and video calls
  • Files: Shared documents

The difference between Chat and Teams

This is an important distinction:

  • Chat: For quick, informal conversations with one or more colleagues. Similar to WhatsApp or text messages.
  • Teams: Structured collaboration spaces with channels for different topics, including shared files and apps.

Chatting in Microsoft Teams

The chat feature is ideal for quick communication with colleagues.

Starting a new chat

  1. Click "Chat" in the left navigation
  2. Click the "New chat" icon (pencil and square)
  3. Type your colleague's name or email address
  4. Select the right person from the suggestions
  5. Type your message and press Enter

Creating a group chat

  1. Start a new chat
  2. Add several names in the "To" field
  3. Click the small arrow to add a group name
  4. Start chatting

Formatting messages

Teams offers extensive formatting options:

  1. Click the format icon (A with a brush) below the text box
  2. Use the toolbar for bold, italics, bulleted lists, etc.
  3. Add tables, links or code snippets
  4. Mark messages as important with the exclamation mark

Reactions and replies

You can respond to messages in several ways:

  • Emoji reaction: Hover over a message and click an emoji
  • Reply: Click "Reply" to start a thread
  • Quote: Select text, right-click and choose "Quote"

Working with teams and channels

Teams and channels are the foundation for structured collaboration.

A team is a group

A "Team" in Microsoft Teams is a collection of people who work together, for example:

  • Your department (Marketing, Sales, IT)
  • A project group
  • A working group for a specific topic

Channels within teams

Each team has channels for specific topics:

  • General: Default channel for general communication
  • Project channels: For example "Website redesign" or "Annual report 2024"
  • Topic channels: Such as "Questions" or "News"

Posting messages in a channel

  1. Select the team you want in the navigation
  2. Click the channel where you want to post
  3. Click "Start a post" or "New conversation"
  4. Type your message
  5. Optionally add a subject via the formatting bar
  6. Click "Send" (the arrow)

Using @mentions

Make sure the right people see your message:

  • @name: Tag a specific colleague
  • @teamname: Notify the whole team
  • @channelname: Notify all channel members
  • @General: Message to everyone in the team

Sharing files and collaborating

Teams makes it easy to share documents and edit them together.

Sharing a file in chat

  1. Click the paperclip icon in the message box
  2. Choose "Upload from my computer"
  3. Select the file
  4. Add a message and send it

Files in channels

Each channel has its own "Files" tab where shared documents are stored:

  1. Go to a channel
  2. Click "Files" at the top
  3. Upload files via "Upload"
  4. Or click "New" to create a Word, Excel or PowerPoint document

Working on documents together

  1. Click a shared document
  2. It opens directly in Teams
  3. Several people can edit at the same time
  4. Changes are saved automatically
  5. Use the chat on the side to discuss

Video meetings and calls

Teams offers extensive options for online meetings.

Starting a video call from a chat

  1. Open a chat with a colleague
  2. Click the camera icon at the top right
  3. The call starts right away

Scheduling a meeting

  1. Click "Calendar" in the navigation
  2. Click "New meeting"
  3. Add a title, attendees and a time
  4. Optionally choose a Teams channel
  5. Click "Send"

Meet now

Start a meeting in a channel right away:

  1. Go to the channel
  2. Click the "Meet now" camera icon
  3. Give the meeting a name
  4. Click "Join now"

Handy chat features

Teams has several features that make communication more efficient.

Saving messages

  1. Hover over a message
  2. Click the three dots
  3. Select "Save this message"
  4. Find saved messages via your profile picture > "Saved"

Editing or deleting messages

  1. Hover over your own message
  2. Click the three dots
  3. Choose "Edit" or "Delete"

Setting your status

Let colleagues know whether you are available:

  1. Click your profile picture
  2. Click your current status
  3. Choose Available, Busy, Do not disturb, etc.
  4. Optionally set a status message

Searching messages

  1. Use the search bar at the top (Ctrl/Cmd + E)
  2. Type your search term
  3. Filter by Messages, People or Files
  4. Use filters such as From, In, Has attachment

Managing notifications

Avoid distractions by setting up your notifications smartly.

Changing notification settings

  1. Click the three dots next to your profile picture
  2. Go to "Settings"
  3. Select "Notifications"
  4. Adjust the settings for chats, mentions and meetings

Muting a chat

  1. Right-click the chat
  2. Select "Mute"
  3. You no longer receive notifications from this chat

Setting focus time

  1. Set your status to "Do not disturb"
  2. You only receive notifications from priority contacts

Microsoft Teams is a complete platform for work communication. By understanding the chat features well and combining them with channels and meetings, you collaborate more efficiently with your colleagues.

Frequently asked questions

What is the difference between Chat and Teams?

Chat is for informal, quick conversations with specific colleagues, similar to WhatsApp. Teams are structured collaboration spaces with channels for different topics, including shared files and integration with other apps. Use Chat for short questions and Teams for project work.

Can I use Microsoft Teams for free?

Yes, there is a free version of Microsoft Teams with basic features such as unlimited chat, video calls of up to 60 minutes and 5GB of cloud storage. The full version with all features is part of the Microsoft 365 subscriptions that many companies already have.

How can I see whether someone has read my message?

In one-on-one chats, Teams shows read receipts. You see a small profile picture below your message once the other person has read it. This does not work in group chats and channels. You can turn off read receipts in your privacy settings.

Can I use Teams if I don't have Microsoft 365?

Yes, you can use the free version of Teams with a personal Microsoft account. You can also be invited as a guest to another company's Teams environment without having a subscription yourself.

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