Everyday Etiquette In Microsoft Teams Delaware

Everyday etiquette in microsoft teams delaware

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The Definitive “How to“ Guide
Ensuring you and your colleagues
have a better Teams experience
by keeping things clean,
organized, and productive

Microsoft Teams is a chat-based It combines the features of Skype
workspace app that’s meant to for Business (status, chat, audio &
facilitate ongoing collaboration and video conferencing), SharePoint
communication occurring among Online and OneDrive (file sharing
any team, project, organization, and collaboration), OneNote
or group of people. Teams (note-taking), Planner (everyday
provides single-point access to task management), plus tabs
conversations, planner, files, notes, that provide other tools like MS
and tasks. Lists, and MS Forms. Access to all
of this – and more - is available
directly in the Teams app. No
jumping between windows,
Table of Contents logins, or screens to access all
› General your team’s content

› Chat For many users, Teams is a breath of
Conversations fresh air compared to working with
colleagues via separate tools like email,
› Teams &
file shares, and phones. As with any
Channels new tool, the best practices on how to
› Files use it are still developing. But it’s safe
to say the community of Teams users
› Meetings & Calls
has quickly learned the rules that help
› Resources everyone make the most of Teams

This definitive “How to” guide
covers some everyday etiquette
and best practices for using
Microsoft Teams. Following these
guidelines should ensure you and
your colleagues have a better
Teams experience by keeping
things streamlined, organized, and
productive (yet still fun and

Table of Contents CHAPTER 1

Chat Conversations
› Teams and Channels Below are some initial tips that will help you enhance your overall Teams experience

› Files
› Access the Teams app from your computer and download the app to your phone

› Meetings & Calls
You’ll be able to leverage better features, built-in notifications and offline support as well. Also, access Teams online at
› Resources teams.microsoft.com. Login using your State of Delaware credentials. Note: Company portal is required on the

› Configure your notifications

If you’re over- or underwhelmed by the notifications you’re getting, make sure you get them right. Check Settings in
the desktop app or Notifications on your mobile device. This video can help

› Keep Teams as your internal collaboration tool; use email for more formal, external communication

Contrary to your initial reaction, it’s easy to juggle the two

› Understand the difference between Microsoft Teams (the application) and
a Teams workspace and Channels

Microsoft Teams (the app) consists of Activity, Chat, Teams, Calendar, Calls, Files
and other MS products that are accessible directly from the Teams left menu. A
Teams workspace a nd Channels, once requested and established, will be
accessed by selecting the menu icon labeled Teams

Table of Contents CHAPTER 2

Chat Conversations
› Teams and Channels
Persistent chat is the name of the game with Teams. While it might seem like you’re using iMessage,
› Files
WhatsApp, or Android Messenger, you’re definitely not. These are some ways to keep things organized,
› Meetings & Calls easy-to-follow, and streamlined

› Resources
› Use chat for ad hoc conversation or just to ping co-workers

Teams chat is equivalent to any other instant message service. Use it that way

› Urgency in conversations is comparable to urgency of an email

Don’t expect an immediate response even if you @mention someone in a conversation. Expect the response time
to be similar to if you had sent an email

› The like button isn’t for sentiment

Use the thumbs-up button as an equivalent for “got it,” “sounds good,” and “okay.” This saves the
unnecessary and annoying “I acknowledge”-responses

› Pay attention to your colleague’s availability status. They could be available, away, busy, or out of the
office (typically displayed as a green, yellow, red, and purple, respectively)

If you see that they are out of the office, your commentary about yesterday’s meeting can probably wait until they
get back in the office. A red status can mean busy, in a meeting, or do not disturb. Message accordingly

Table of Contents
› General
› Try to keep messages short and concise

› Chat and Conversations
No one likes a long email and even fewer like long chat messages. Keep things on point and try to avoid telling your
› Teams and Channels
life story

› Files
› Find or start a chat from the command-search bar

› Meetings & Calls
Type the name of the person in the Search bar with who you want to chat. Their name and any group chats you
› Resources both are a part of will appear

› Pop out a chat

Find the name of the chat you want and double click on the Chat name to open a new pop-out chat window!
› Pin frequent chat sessions to the top of chat

You can pin frequent conversations to the top of your chat list. Find the name of the conversation you want to
pin. Select the ellipse (…), select Pin. This ensures that the chat stays at the top of your list. Drag and Drop
pinned conversations to the order you choose

› Create a group chat with a custom name

Have 3 or 4 co-workers you regularly chat with as a group? Give that chat group a custom name. Select the
group chat you want to rename. Click the pencil icon next to the list of co-worker's names at the top of
the screen. Enter a new name for the group chat

› Newly added chat participants may see prior discussions in that chat

If there is an existing chat between two or more people and another user is added to the chat, the user adding
them has the option to share the full chat history or no history

› Do not assume you have privacy, Teams activity can be audited

Chats can be audited. To be fair, from a personal privacy perspective, this is no different from using Outlook
or Skype

› Teams Activity IS subject to FOIA

Table of Contents CHAPTER 3

Chat Conversations
› Teams and Channels
Channels in Teams are like folders in a shared drive or SharePoint. It’s a way to logically organize topics that
› Files
your Team will be dealing with. For example, a Team planning a product launch event may have the
› Meetings & Calls following Channels: General (default), Catering, Events, Marketing, Public Relations, and Venue. Incidentally,
› Resources each channel gets its own folder for files, further keeping the Channel topics separate and organized

› Not everyone will be a member in a Teams workspace

Each team workspace requires two owners. The owners will assign membership and manage the workspace

› Only create new Teams workspace when you must

Talk to your group to make sure they all agree a new Teams workspace is the right approach. Frequently, when a
Teams workspace already exists, a new Channel will suffice

› Reorder your list of Teams

Are there specific teams you access more frequently throughout the day? Use drag and drop to reorder your list of
Teams workspaces

› Hide and Show Teams and Channels

Are you a member of multiple Teams workspaces, that have multiple Channels but you’re only working within a
few of the Teams and Channels? Hide or Show Teams and Channels by selecting the ellipse (…). They are always
accessible, just conveniently hidden

› Match your meme and gif usage to your organizational culture. Don’t go overboard

They take up space, not everyone likes them, and you may not be as funny as you think you are! Keep a specific channel for fun stuff
where memes and gifs are fair game. And remember you are in a work environment

Table of Contents
› General
› Use subject lines when starting new conversations

Subject lines make conversations easier to find. And you wouldn’t send an email without a subject, would you? Select
› Chat Conversations
New Conversation and use the formatting tool to launch text formatting options, such as bold, italicize, underline and
› Teams and Channels more

› Files › When chatting in a Channel, @mention individuals to get their attention and a response

› Meetings & Calls When you are posting something on a channel, you are posting it for all members to see. But if there’s a particular
› Resources person whose attention the message needs, you can mention them using @ and the person will get a notification

Use @mentioning accordingly; don’t overuse it

› Don’t @mention a Team or Channel unless you really need to

Nobody likes more notifications than they need

Don’t mix up Start a conversation with Reply to a conversation

These are different boxes and it’s difficult to recover if you start a new conversation when you
meant to reply to one

Table of Contents
› General
› Chat Conversations › If you are an owner of a Team, you have etiquette rules as well

› Teams and Channels Stay up to date on adding and removing members from the Team. Add a unique photo or graphic for the Team
profile. Consider what settings and tabs you would like to add for Team members. View the “Teams Owner Training”
› Files

› Meetings & Calls
› Resources › Only create Channels when you know you really need them

It’s common to end up with too many Channels, which leads to confusion on where to post. So, avoid that from the
start by not creating a Channel unless you really need it. Also, once a Channel is created, don’t rename it

Renaming a Channel will create a new document file path and break previously shared document hyperlinks

› Keep the General Channel for announcements and topics not fit for other Channels

Every Team Workspace is set up with a General Channel by default. You need to have a miscellaneous space. The
General Channel is a convenient place for that

› Channel names can’t contain certain characters or words

› Don’t invite external guests unless everyone knows they’re there

By default, guest access is not permitted the use of chatting, external sharing, etc. unless the external entity
has been vetted and approved by the Enterprise Security Office. When there is a business need to collaborate
with an external partner/vendor a request must be submitted

Table of Contents CHAPTER 4

Chat Conversations
› Teams and Channels
Teams is an excellent place to work on files alone or simultaneously with coworkers. However, many
› Files
users don’t have a clear understanding of where the files are stored

› Meetings & Calls
› Resources › Files stored in Team Channels

Files uploaded and shared in a team channel are stored in SharePoint Online. Each channel gets a dedicated folder
in the SharePoint library. Every member of that team workspace has access to these files

› Files stored in Chat Conversations

Files uploaded and shared in a chat message are stored in the submitter’s OneDrive for Business

› Send links to documents rather than attachments

One of the advantages of Office 365 is the ability to co-edit documents — take advantage of it. Stick to a single
source of truth. Thirty draft copies of a file flying around your inbox is so last decade

› Keep file folder limit to three levels of folders deep

Not only is this best practice, but there is a character limit to the folder path length

› Create specific folders

It’s important to create specific folders. Then add your files to the appropriate folders. The most important thing is
to decide on a structure and stick to it

Table of Contents CHAPTER 5

Chat Conversations
› Teams and Channels
Teams isn’t just some chat app. It’s also your new home for audio and video conferencing. In fact, Teams
› Files will replace Skype for Business. Many of us are already fluent in how to deal with online phone calls and
› Meetings and Calls conferences. Here are some of the ways you can ensure a positive experience when using Teams

› Resources
› Turn a chat into a call

Sometimes, it’s easier to talk things through than to try to type them out. If you’re in a chat with one or more other
people in Teams, you can “pick up the phone” (without picking up anything!) by clicking the Phone Icon button at
the upper right of your screen

› Schedule your Teams meetings from either your Outlook or Teams calendar

Outlook and Teams calendars sync

› Internal or external, there is no need to dial-in to a meeting

Dialing-in to a meeting is a thing of the past. Team meetings allow attendees to join via the computer and mobile
Teams app. An audio dial-in license is only necessary when devices are ill-equipped, or WiFi is unavailable. Contact
your IT Support group if a Teams Audio Dial-in # license is needed

› When sharing documents and webpages, zoom in

This helps your attendees see what you’re showing, which is usually smaller on their end. Ctrl/Cmd + will zoom for
most browsers

› Use video only when circumstances and internet connection support it

Video can help to facilitate a much more effective meeting than audio, however if your screen freezes or audio
becomes spotty turn off the video feed

Table of Contents
› Know your meeting features:
› General
› Chat Conversations
› Teams and Channels
› Files
› Meetings and Calls
› Resources
Show participants - Open the participant panel to see who has joined the meeting
Use chat to help share resources and information during meetings without creating a
distraction - It’s helpful to share web addresses, contact names, spellings, and other information while
someone else is talking. Chats are part of the meeting, so everyone can refer to them after the meeting,
all without disrupting the call

Give your approval or gain attention - Use the emoji panel to give a thumbs up, applaud, or raise
your hand without interrupting the presenter

Are you the organizer of the meeting? – Use the Breakout Rooms feature to break large meeting
groups into smaller groups for group discussions. Then bring everyone back for the larger discussion and
closing comments

Ah, the ellipse (…) - Whenever you see an ellipse, click on it and check out more actions that are
available beneath it

Webcam – Easily turn it on or off

Audio – Easily mute or unmute yourself

Share content – When the organizer permits it, participants have the ability to share content

Leave or End meeting – understand the difference. Leave means “you” are exiting the meeting. End
meeting means you are ending the meeting for everyone!
Table of Contents
› General › Get the most out of your Teams audio and video experience with 3 experts tips:
› Chat Conversations
› Teams and Channels › 1 - Get a Good Set of Headphones: Before you start calling in Teams, connect a set of headphones to
› Files ensure high-speaker quality and to block out the ambient noise around you

› Meetings and Calls › 2 - Make a Test Call to ensure your devices are working properly and are connected

› Resources This is how you do it: Open your Teams desktop client >>> Click the ellipse (…) to the left of your
name/picture meme, which appears in the upper right-hand corner

>>> Choose settings, which is represented by a gear icon

>>> A pop-up should appear in the Settings menu

>>> Find the menu for Devices. Click that and you are almost ready to perform your test call

>>> Click Make a test call. Teams will now test the performance of your headphones, returning nicely-
formatted results in four areas. It checks the status of the following components and identifies them by
name so you can make any necessary adjustments: Microphone, Speaker, Camera, and Network

IN MICROSOFT TEAMS It combines the features of Skype for Business (status, chat, audio & video conferencing), SharePoint ), OneNote (note-taking),Planner(everyday task …

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Frequently Asked Questions

What is the etiquette for using microsoft teams?

This definitive guide covers some everyday etiquette for using Microsoft Teams. Following these guidelines should ensure you and your colleagues have a better Teams experience by keeping things clean, organized, and productive (yet still fun and enjoyable). Want to know more about Teams Management & Governance?

Did you know you can set up meetings in ms teams?

Meetings and calls are a highly valued feature of MS Teams, making the entire collaboration experience more meaningful and effective. Therefore, there is no doubt that one needs to conduct them as seamlessly as possible for the best results. Did you know you can set up a meeting by choosing to have it within the channel?

Why is chat etiquette important in the workplace?

Whether you work in the same room as your teammates, a cubicle away, or across an ocean, maintaining a robust, respectful chat etiquette can help you boost productivity, engagement, and connection with colleagues. It even can help improve your wellbeing and mental health.

How do i change the gearicon of a meme in microsoft teams?

This is how you do it: Open your Teamsdesktop client>>>Clickthe ellipse (…) to the left of your name/picture meme, whichappearsin the upper right-handcorner. >>>Choose settings,whichis representedby a gearicon.