Microsoft Teams is one of the most widely used collaboration tools. And for good reason. It comes with a massive range of Microsoft apps, all integrated to provide a streamlined and productive modern workplace suite.

At 320 million monthly users and counting, Microsoft Teams offers businesses a platform for video conferencing, file sharing and team communication. You can use it for virtual meetings, project coordination or real-time messaging - but knowing how to use Microsoft Teams properly makes a big difference.

In this guide, we’ll go through the basics, including creating Teams meetings and channels, managing files and improving workplace collaboration.

How to use Microsoft Teams

Microsoft Teams is an all-in-one collaboration tool. It helps businesses, schools and organisations schedule meetings, host video calls and share files on Windows, iOS or Android. It has a desktop app, mobile app and web version.

As part of the powerful Microsoft 365 suite of apps, it integrates with Excel, PowerPoint, and Outlook - making it a powerful tool for teams working across different locations.

Above all, Microsoft Teams is designed to make workplace communication smoother. It combines video calls, chat functionality, file storage and project management in one platform. The most common uses include:

• Hosting Teams meetings via video call

• Using channels for instant messaging and group chats

• File sharing in OneDrive, SharePoint and other integrated apps.

• Managing tasks and projects using Microsoft Planner, Lists or third-party integrations.

How easy is Microsoft Teams for beginners?

Microsoft Teams is designed to be intuitive. However, first-time users may need a tutorial to understand its features. Teams provides built-in step-by-step guides for new users, helping them learn how to create teams, start a new meeting and use advanced tools like Copilot for AI-powered productivity.

Nathan Foley, Managing Director at Bridgehampton, explains: "Microsoft Teams is an essential tool for modern businesses. But using it to its full potential requires some training. Teams lets organisations simplify communication, but setting up additional things like notifications, permissions and team settings correctly is the key to a smooth experience."

Getting started with Teams: Microsoft Teams tutorials

Download and install Microsoft Teams

To begin, you need to download Teams from the official Microsoft website or app store. Windows & Mac users can install the desktop app from Microsoft Teams. On iOS & Android, download the mobile app from the App Store or Google Play. You can also use a more lightweight version by signing in via a browser without downloading.

Create a team and invite people

Once you’ve installed Microsoft Teams, you can set up a workspace. To do this:

• Click Teams in the left-hand menu.

• Select Create Team and choose a team type

• Add team members by entering their email or Teams account

• Adjust permissions as you need to improve productivity and security.

Microsoft Teams meetings and video calls

With Teams, you can schedule meetings directly in Outlook or within the Teams app. To do this:

• Open Calendar and select New Meeting

• Add a title, participants and time

• Click Send to invite attendees.

Then, during a Teams meeting, you can use screen sharing to present slides, record meetings for later reference, and use a range of accessibility and productivity tools.

File sharing and collaboration tools

File sharing? Teams integrates with OneDrive and SharePoint. This means your users can share files, collaborate on documents and track revisions all in the same place. To get started, simply:

• Click the Files tab in a chat or channel

• Select Upload to add documents

• Open files in PowerPoint, Excel or Word for real-time editing.

Colleagues can also collaborate using instant messaging. For ease of use, you can also send emojis and gifs to get the message across.

Customise notifications and settings

With Teams, you can customise notifications for messages, mentions and meetings. You can change these settings by:

1. Clicking your profile picture in the top-right.

2. Selecting Settings and selecting Notifications.

3. Choosing how and when to receive alerts.

Of course, these are just some of the many ways you can improve your Microsoft Teams experience. If in any doubt, it’s a good idea to talk to an expert Microsoft Teams specialist for further advice.

Your Microsoft Teams user guide

Microsoft Teams simplifies teamwork, project management and virtual collaboration. It’s become an essential tool for bringing colleagues together while maximising work quality and IT ROI.

Do you need help setting up Microsoft Teams or training your staff? Bridgehampton can provide expert advice and ongoing support. Contact us today to optimise Microsoft Teams for your organisation.

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