GETTING TO KNOW MICROSOFT TEAMS

Rasyiqah Zakiah Md. Rasid
Assoc. Prof. Dr Rafiza Abdul Razak

GETTING
TO

KNOW
MICROSOFT

TEAMS

Guidelines for beginner on
how to use Teams and
applying in the class
activities

Department of Curriculum and Instructional Technology
Faculty of Education
Universiti Malaya

Published by:
Curriculum & Instructional Technology Department (CiTeD),
Faculty of Education,
Universiti Malaya

Copyright ©
Curriculum & Instructional Technology Department (CiTeD)

Distributed digitally via
citedum.com/inside2020
Copyright

CONTENT PAGE

1. INTRODUCTION 6
1.1 Introduction to Microsoft Teams 9
1.2 Microsoft Teams in Education 12
1.3 Advantages of Microsoft Teams
23
2. EXPLORING MICROSOFT TEAMS 25
2.1 Feature available 35
2.2 Steps to create team 41
2.3 Chatting and conversation 48
2.4 Tab in a channel 53
2.5 Create or schedule a meeting
58
3. REFERENCES

HELLO EVERYONE.
NICE TO MEET YOU !

In this e-book, you will
learn about Microsoft
Teams and the steps to

use it efficiently.

Without further ado,
let’s go to the next page
to see the courses that
you will go through in

this e-book.

3

WHAT WILL YOU
ACQUIRE FROM THIS

EBOOK

Microsoft Teams feature Familiar yourself with
feature in Microsoft Teams

Ability to create online team Team creating
in second
Maximize the conversation
Chatting and Conversation function available in Teams

Customize the workspace in Tab in channel
a team

Online Meeting Getting hold on how to create
or schedule meeting

FINISH 4

Do you know what is Microsoft
Teams? Have you heard about it
before? If you do, what do you think
Teams about? Before we go further
into using Teams, let’s get to know a

bit about Teams.

5

INTRODUCTION TO
MICROSOFT TEAMS

6

A hub to collaborate All needed tools in
and working in teams one platform

First launched in Teamwork can be done
2017 in real-time

Included in Office 365 Support by many operating
systems such as Windows, mac

OS, iOS and Android

Integration with the other
Microsoft applications and third-

party application

7

Wow! Teams is really a great
application.

How about education? Can Teams be
used in teaching and learning?

Yes you can. Microsoft Teams is a
very useful tool for education where

teacher can distribute notes and
give assignment in the same
platform.

Oh really? Cool! What about if we
need to do classes but the school

need to be closed for certain
reason?

Of course Teams have a solution for
that. Let’s go to the next page to see
how Teams functioned in education.

8

MICROSOFT TEAMS
IN EDUCATION

9

Suitable for remote Unlimited
learning and face-to- ways for
conversation
face learning
Bridge of
Using Meet communication
for online between teachers and

classes students

Allow educators to Hundred of
share class material different
application
Many types of available
Teams including
Facilitate collaboration
between in class either online or
teachers
offline
10

We have seen what Microsoft
Teams is and it’s relation to the

education.

Next, we will see the advantages
of using Microsoft Teams and how
it can make our live much easier.

11

ADVANTAGES OF
MICROSOFT TEAMS

12

1 Can be accessed by all types of
EASY ACCESS device

Supported by many operating
systems

Available in mobile app store

Accessible anytime and
anywhere

It is very easy to have access to Microsoft Teams.
This is because it does not only available for
desktop but also for mobile phone. Teams is

supported by many types of operating systems
including android and iOS which means people

can install this application from app store so
that they can use it on their phone. The data

of the teams in phone will be synchronous
with the desktop app or from browser

if user enter the same account. This makes it
is easy for user to access anytime and anywhere
even if they are outside from home or workplace.

13

Easy to hold an online meeting

Team members have option to 2
join or not CONNECT REMOTELY

Camera can be on to make it
more like face-to-face meeting

Meeting can be recorded to be
watched later

By using Microsoft Teams, it is easy for people to connect with each
other even if they are far away. People can use this feature for many
purpose such as holding an online classes. Students can also make a
meeting to discuss about their assignments. If a meeting is made for
a team, the team member can see the meeting details in their
conversation panel. They will have an option either to join the
meeting or not. The meeting also has feature for camera where people
can see each other face
and this makes the
communication more easily.
User can choose to on or not
their camera. Not just that,
the meeting can be recorded
to be watched later.

14

A team can work on a task
together and collaborate in real

time

3 Work together while having a
meeting or by chatting
LIVE
COLLABORATION Teacher can give task in group
even though they are living far

from each other

Students can work on an
assignment or task given by

teacher synchronously

Next is the opportunity to collaborate live in real time. By using Teams,
several users can work on a task together in real time. There is no need

to give turns for each person to complete their part of the job then
pass to the next person. Several colleagues can work together while
having a meeting or by chatting. For classroom held by the meeting
of Teams, students can work on an assignment or task given by teacher

synchronously and this makes
teacher can give task in group

even though they are living
far from each other.

15

Access to use any Microsoft tools
in Office 365

Integrate with application such as 4
PowerPoint, Sway or OneNote
APPLICATION
Teams also integrate with third- INTEGRATION
party applications such as

YouTube, Zoom and Kahoot!

Increase the team’s productivity
where various application
available

The other advantage is Microsoft application integration. In Microsoft
Teams, user can use all other Microsoft tools that are available in Office
365. This feature makes the works easier when you need to access
other application such as PowerPoint, Sway or OneNote. Not only that,
Teams can also integrate with hundreds of third-party applications such
as YouTube, Zoom and Kahoot!. This feature
will increase the team’s productivity where
various application available to simplify
the works that need to be done.

16

Scheduling a meeting can be
done in Teams

5 User can choose any date that
MEETING PORT they want to do the meeting

Other members of the team will
be automatically informed about

the meeting

All members can chat in the chat
thread about the information for

the meeting

Besides that, feature such as scheduling a meeting is also available in
Microsoft Teams. User does not need to try to schedule meeting

outside anymore. User can just click on the calendar button on the
left side and choose the date that they want. Then the meeting on
that date will be set up. After that, the other members of the team

will be automatically informed about the
meeting. Then, user can chat with other

members in the chat thread about the
information for the meeting.

17

User can make a call by using 6
Teams application without CALLS

worrying about the audio quality

When a user received a call, it will
also ring on the phone if the
phone have the Teams

User can answer the call not just
in their home but also when they

are outside

The call is also synchronous with
the meeting they need to attend

One more advantage of Microsoft Teams is voice calling. User can
make a call by using Teams application without worrying about the
audio quality. When a user received a call, it does not ring on the
desktop but also on the phone if the user installs the application in
their mobile phone. It means that user can answer the call not just
in their home but also when they are outside. The call can also be
the meeting set up beforehand. So, if
other members call the other person,
they will be automatically be in the
meeting when they answered the call.

18

7 User will receive the notification
NOTIFICATION of the important tasks

All the likes and mentions are
being highlighted on the Activity

and Chat panes.

All the important emails would not
be missed out

Moreover, by using Microsoft Teams, all the important emails would
not be missed out by user. User will receive the notification of the
important tasks from group and even from individual people.

All the likes and mentions are also being highlighted on the Activity
and Chat panes. Here, user can see if they are being mentioned by

other where this means that it
is an important notice for them.

This way, user will be more
alert about the activity.

19

User can customise their own 7
workspace to makes it
comfortable for them WORKSPACE
CUSTOMIZATION
All the other application including
the third-party application can be
customised into the workspace

Can also integrate other cloud
storage solution for easier
handling

Furthermore, user can customise their own workspace so that they will
be more comfortable to use Teams. Different people have different
styles of organizing things where this makes the feature is really handy.
User can choose the application that they want to on the tap at the top
of the canvas. or at the sidebar. All the other application including
the third-party application can be customised into the workspace.
User can also integrate other cloud storage
solution for easier handling.

20

8 Search function feature which
SEARCH BUTTON makes it easier for the searching

of past conversation or files

To find the past document that
they want to review or use

Simplifies the task if a student
wishes to find the assignment

given by teachers

Lastly, there is also search button at the top of the application where
you can do immediate searching for information in Teams . It made it
easier if you are looking for past conversation or files. User can use it
to find the past document that they want to review or use. This
feature simplifies the task if a student wishes to find the assignment
given by teachers or any information regarding the assignments that
they need to do by searching in one platform without needing to
open few applications.

21

You have seen the So, how is it?
advantages of Teams. Teams is
Now we will move on awesome
to the steps in using right?

Teams.

I’m sure you
can’t wait
anymore. So,
let’s go and find

out!

22

EXPLORING
MICROSOFT TEAMS

23

Before we start and look into each feature available in Teams, you can
have a look first at the division of the space in Microsoft Teams. The
division separated into me space, we space and canvas where each
space consist of different purpose and function.

Consists of class navigation, team WE SPACE
we belong to, the channel of the
team and the tabs for the team

ME SPACE CANVAS

Consist of app bar and left rail. The space where all contents
App bar : activity, chat, teams, files, are shown
assignment and more
Left rail : All the teams and channel 24
we are in

FEATURE AVAILABLE

25

Represents the activity
involving the user of the

account.

All the recent activities
will be shown here

Show the activities
happen in channel or
being mention by other
members of the group

This icon named Activity represents the activity involving the user of the
account. In this Activity view, user can look at their recent activities which will

be shown at the left rail beside the app bar. The feeds about the activities
happen in the user’s team channel can also be viewed. This also includes the

important notice like being mention by other members of the group.

26

Functioned as the
message inbox.

This panel show all the The chat conversation is
private chat you have shown here

with other people

The Chat icon functioned as the message inbox. When user click on the Chat
icon, they will be able to view and read the messages received from other
people. The chat is a private conversations of one-on-one or a group of
people. They can reply privately compare to when they are having
conversations in a team or a channel. User can also call the other person or
sharing file in the chat.

27

To view their team that user had joined
and channel available in each team

User can see all their teams here

All teams and channel in The conversation in the team and files
each team is shown here are shown in the canvas space

User can click on this Teams icon to view their team that they had joined and
channel available in each team. User can select which team and channel they

want to see and all the conversations in the channel will appear on the
canvas. In this team section, user can also create, join or leave a team. Other
than that, user can also start a new conversation, reply to others or share any

content with the team.

28

The Assignment icon is to view any
assignments given by teachers.
All assignment will be shown and
divided into assigned or completed.

The deadline or your submission
date for each assignment will be

shown here.
The Assignment icon is to view any assignments given by teachers. Only
teacher can create an assignment for students. Teacher can set the deadline for
each assignment. Students must turn in before the deadline where their
submitted date and time will be shown at the upper right of the canvas. The
types of the assignment given can be done using variety application and form

which will made it easy for both teachers and students.

29

User can view the meetings
schedule for upcoming session

Both the button above are to
create meeting either for now or

later

The schedule meeting will be
shown in the calendar according to

the date and time that was set

When user click on the Calendar icon, they can view the meetings schedule
for upcoming session. In this section, user can also create a meeting of their
own either for their teams or for personal. On top of that, user can schedule

the meeting ahead from the targeted date.

30

In the Call view, user can make a call
to other people.

These button is to add speed dial
and make a call for new group

User can click here to see all the
speed dial, contacts, history and

voicemail

This button is for user to make
a call to other people

In the Call view, user can make a call to other people. They can add speed
dial to give a shortcut to their favourite contact. User can also make a call for
a group of people. Besides that, user can view their contact, history of the call

they made and view the voicemail they received.

31

By clicking on the Files icon, user
can view all their files in Teams.

All the files are shown in the canvas

User can select which source of the
file to be shown

By clicking on the Files icon, user can view all their files in Teams. They can
browse and search for specific file that they want. The files will be either from

OneDrive, or the files shared by team members or the file edited in Teams.
Every file in Teams can also be downloaded to the device used.

32

 Both functions in me space and we space can be added and removed.
The only difference is that the me space is organized by the account
owner and can only seen by them while in the we space can be edited
by all team members.

This is where student can see all the tabs
available in a channel. User can find any
information regarding the class like the

posts, any files, assignment given by
teacher and many more.

To add new tabs, click the +
and choose any application
that want to be added. There

are variety of application
available.

33

You have done well in learning
the Teams feature.

Next, we will enter the first step
in becoming a Teams expert.
Let’s start by creating a team.

34

STEPS TO CREATE TEAM

35

Click on this button
to see and view
Teams section

Click this button to
create a new team

36

 There are few types of teams that can be created in Microsoft Teams. Only
people who have access can create the variety types of teams for their class.
While for people who have access as student only, they can just create one
type of team.

Choose your team’s type

 After a type of team had been chosen, user need to enter the name of the
team and provide the description for the class. User can choose either to make
the team private or public. Private means only team owners can add the
members while public means anyone in the organization who wish to join can
join the team.

Type the
team’s name

Fill the description
about the team

Choose type of team After finish,
click next

37

 After that, owner can add members to the team.

After typing the name of
people you want to add,
click add button at the right

side

Click here to start
adding people to

the team

 Then, your new team will come out like this. You can start the activities
together with your team members.
Add new tab for
the team

Having meeting
with team
members

Add new channel
for different
categories

Start by having
new

conversation

38

 All your team both the team you joined and created will appear here.

39

You have created a team? That’s great!

There are so many activities you
can do together with you
teammates.

Firstly, let’s start a conversation
with your friends.

40

CHATTING AND
CONVERSATION

41

COMPARISON BETWEEN
CONVERSATION IN GROUP AND PRIVATE

CHAT

Conversation is public and can be
seen by all team members. It will show

in the channel of the team.

Chat is a private conversation between
two people or more. Only the people in

the chat group can see the
conversation.

42

To start a conversation, you can click on the new conversation at the
bottom.

You can also use the @mentions to specifically mention someone in the
conversation of the team. The person who was mentioned will receive a
notification in the activity feed. That person can click on the notification to
get to this conversation which mentions their name.

Type at this space and add @ to
mention someone in the team

43

In Teams conversation, user can follow the thread of the conversation with
reply. Whenever there is a conversation, all members of the team can see
the messages and reply by click on the reply below the message. You can
also react to the message using emoji. In addition, you can also add subject
to the conversation to make it pop up more.

Reply button to To react to the
reply the conversation using

conversation emoji
posted

Add subject to the
new conversation

44

For chat, click on the chat icon on the left bar. Then, click to create new chat
and choose the person you want to have a chat with. t can be ether one
person or a group of people.

Click here to Click here to
open chat start new chat

Type your message here

Start by typing name and
adding people

45

• You can also attach any file from the team or channels, OneDrive or
computer to the conversation if needed. For example, a teacher wants
to give the marks for the recent test. So, he or she choose to attach file
contain the marks so that student can see the conversation and can
view their marks. Apart from that, you can also send emoji, GIF, sticker
and many more to the conversation.

To include emoji To attach
in conversation any types

of file

To give GIF
to others

To paste a link
from Microsoft

Stream

Attach sticker To give praise to
with the students for their good

conversation work

46

Yay! You have built trust with your
team members by having interactive

conversation.
So then, why not we have a look on
how to organize your team to make it
more productive and interesting.

47

TAB IN A CHANNEL

48

When you create a team, post and files tabs will appear in the we
section automatically. But, you can add new tab and put the
application you want in the team.
Below is the files tab. When you click on the files button on the
top, all the files posted in the team can be view here. If you are a
student, all the notes and assignment given by your teacher can
be searched in the files tab.

49