How to use Slack: team communication at work

What is Slack and why do companies use it?

Slack is a communication platform designed specifically for teams and businesses. The name stands for "Searchable Log of All Conversation and Knowledge", and that describes exactly what it does: all your work communication in one searchable, organized place. Millions of companies worldwide use Slack every day to work together.

Unlike email, where conversations quickly become hard to follow, Slack organizes communication into channels by topic, project or team. This makes it much easier to find relevant information and ensures that conversations reach the right people.

Installing Slack and creating an account

You can use Slack through the desktop app, the mobile app or a web browser. For the best experience, we recommend the desktop app.

Installing the desktop app

1. Go to slack.com/downloads
2. Click the download button for Windows or Mac
3. Open the downloaded file
4. Follow the installation instructions
5. Start Slack

Installing the mobile app

1. Open the App Store (iPhone) or Play Store (Android)
2. Search for "Slack"
3. Install the official Slack app
4. Open the app

Joining a workspace

Most users are invited to an existing Slack workspace of their company:

1. Open the invitation email
2. Click "Join Now"
3. Create an account with your email address
4. Choose a password
5. Enter your display name and, optionally, a profile photo
6. You are now a member of the workspace

Creating your own workspace

If you want to set up Slack for your own team:

1. Go to slack.com/create
2. Enter your email address
3. Confirm with the verification code
4. Give your workspace a name (for example your company name)
5. Invite team members

Understanding the Slack interface

Slack has a clear interface made up of several parts.

The sidebar

On the left side of Slack you'll find the sidebar with:

• Workspace switcher: At the top, to switch between workspaces
• Home: Your home screen with unread messages
• DMs: Direct messages with colleagues
• Activity: Notifications and mentions
• Channels: A list of all your channels

The message pane

The central part of Slack shows the selected conversation. Here you see messages, can reply and type new messages in the text field at the bottom.

The right sidebar

This appears when you click details and shows information about the channel or person, shared files and more.

Working with channels

Channels are the core of Slack. They organize conversations by topic so the right people see the right information.

Types of channels

• Public channels (#): Visible to everyone in the workspace
• Private channels (lock icon): Only visible to invited members
• Shared channels: Connect people from different organizations

Creating a channel

1. Click the plus sign next to "Channels" in the sidebar
2. Select "Create a new channel"
3. Choose a name (use hyphens for spaces, e.g. marketing-team)
4. Add a description
5. Choose public or private
6. Click "Create"
7. Invite members

Joining a channel

1. Click "Channels" in the sidebar
2. Browse the list or use the search bar
3. Click a channel to view it
4. Click "Join" to become a member

Sending and replying to messages

Communicating effectively in Slack requires understanding the different message options.

Sending a message

1. Select a channel or DM
2. Type your message in the text field at the bottom
3. Use the formatting tools for bold, italic, etc.
4. Press Enter to send (Shift+Enter for a new line)

Using threads

Threads keep related messages together and prevent channels from becoming cluttered:

1. Hover over a message
2. Click the speech bubble icon "Reply in thread"
3. Type your reply
4. Optionally check "Also send to channel"
5. Send

Tagging someone with @

Use @mentions to get the attention of specific people:

• @username: Tag a specific person
• @here: Notify all active members in the channel
• @channel: Notify all members of the channel

Emoji reactions

React quickly with emoji without typing a new message:

1. Hover over a message
2. Click the smiley icon
3. Select an emoji

Teams often use standard emoji for acknowledgments, such as a check mark for "read" or a thumbs up for "agreed".

Direct messages (DMs)

For one-on-one conversations or small groups, you use direct messages.

Starting a DM

1. Click the plus sign next to "Direct messages"
2. Search for and select one or more colleagues
3. Click "Go"
4. Start typing

Group DMs can include up to 9 people. For larger groups, it's better to create a channel.

Files and integrations

Slack integrates seamlessly with other tools and makes sharing files easy.

Sharing files

1. Click the paperclip icon in the message field
2. Select a file from your computer
3. Optionally add a message
4. Click "Upload"

You can also drag files straight into the message field.

Popular integrations

Slack connects with hundreds of other apps:

• Google Drive/Dropbox: Share documents directly
• Trello/Asana: Get project updates in Slack
• Zoom/Google Meet: Start video calls from Slack
• GitHub: Receive notifications about code changes
• Outlook/Google Calendar: Sync your calendar

Adding apps

1. Click "Apps" in the sidebar
2. Browse or search for the app you want
3. Click "Add"
4. Follow the configuration instructions

Calling and video meetings

Slack has built-in audio and video calling features called "Huddles".

Starting a Huddle

1. Open a channel or DM
2. Click the headphones icon at the bottom left
3. The Huddle starts and others can join
4. Optionally turn on your camera
5. Share your screen if needed

Searching in Slack

One of Slack's strongest points is its search function.

Basic search

1. Click the search bar at the top (or Cmd/Ctrl+K)
2. Type your search term
3. Filter by messages, files or channels

Advanced search with filters

Use search filters for more precise results:

• from:@name: Messages from a specific person
• in:#channel: Search in a specific channel
• before:date: Messages before a certain date
• has:link: Messages with links
• has:file: Messages with attachments

Managing notifications

Avoid distractions by setting up your notifications smartly.

Adjusting notification settings

1. Click your profile photo at the top right
2. Go to "Preferences"
3. Select "Notifications"
4. Choose when you want to receive notifications
5. Set schedules for your working hours

Turning on Do Not Disturb

1. Click your profile photo
2. Select "Pause notifications"
3. Choose the duration

Slack is a powerful tool that can transform your work communication. By using channels effectively, applying threads and managing notifications, you keep track of everything and collaborate more productively.

Frequently asked questions

Is Slack free to use?

Yes, Slack has a free version with basic features that is sufficient for small teams. The free version limits search history to 90 days and the number of integrations to 10. Paid plans (Pro, Business+ and Enterprise) offer unlimited history, more integrations and extra security features.

What is the difference between a channel and a direct message?

Channels are conversations around a topic that multiple team members can join, and the content stays searchable. Direct messages are for private conversations between two or more specific people, up to a maximum of 9. Use channels for work-related topics and DMs for quick personal coordination.

How do I avoid being constantly distracted by Slack notifications?

Adjust your notification settings: only receive notifications for @mentions, set working hours during which you get notifications, and use "Do Not Disturb" for focus time. You can also choose per channel whether you want notifications. Mute channels that aren't urgent.

Can I use Slack with people outside my company?

Yes, with Slack Connect you can create shared channels with external parties such as customers, suppliers or partners. Both organizations need a paid Slack subscription for this. Alternatively, you can invite guests to specific channels in your workspace.