Everyday Etiquette In Microsoft Teams Delaware
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EVERYDAYETIQUETTE INMICROSOFTTEAMSThe Definitive “How to“ GuideEnsuring you and your colleagueshave a better Teams experienceby keeping things clean,organized, and productive
EVERYDAY ETIQUETTEIN MICROSOFT TEAMSMicrosoft Teams is a chat-based It combines the features of Skypeworkspace app that’s meant to for Business (status, chat, audio &facilitate ongoing collaboration and video conferencing), SharePointcommunication occurring among Online and OneDrive (file sharingany team, project, organization, and collaboration), OneNoteor group of people. Teams (note-taking), Planner (everydayprovides single-point access to task management), plus tabsconversations, planner, files, notes, that provide other tools like MSand 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 enjoyable)
Table of Contents CHAPTER 1›› General Chat Conversations GENERAL› 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 device
› 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›› General Chat Conversations 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›› General Chat Conversations TEAMS AND CHANNELS› 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
IMPORTANT: 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 recording
› 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›› General Chat Conversations FILES› 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›› General Chat Conversations MEETINGS AND CALLS› 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.