3 Amazing Tools n’ Tricks in Microsoft Teams to Keep Teachers, Advisors, and Students Connected

​by Monika Fudala (CMST student), Tim Keown (CMST alumnus), and Craig Engstrom (CMST faculty)

The Communication Career Council provides Southern Illinois University Carbondale students with career-ready skills training and job preparation in business communication and organizational communication. Because we are preparing ourselves for the workplaces of the future, we try to stay ahead of workplace trends. Therefore, when Covid-19 came onto the scene and led to cancellation of classes and in-person meetings, we thought to ourselves— “no problem!” We'll just keep using Microsoft Teams.

While many people were adjusting to working and collaborating online, it was business as usual for us. This is because we were already proficiently using Microsoft Teams before C-19 hit. Of course, in-person meetings would have been preferred. But we did not fall apart. In some ways, we were more productive.
 
We are a student-led class that adheres to a mantra never stop training. So we were super excited when we received a note that the Microsoft Store – Oakbrook Center was offering a webinar on Microsoft Teams. We immediately signed up.
 
Wowzah! We are thrilled that we joined this session. The host and trainer, Paul Roumeliotis, did an amazing job. He was very thorough and patient. We not only learned things we did not know about Microsoft Teams but, as a bonus, we observed how to deliver effective online training sessions. In this post, we offer three things that impressed us about Teams, which we hope will impress you too.
 
For those nervous about using Teams, note that it can be used in a browser, PC or Mac app, or phone/tablet app. Functionality may change across these devices; however, using Teams is just as easy as using Zoom. Anyone can join a meeting without installation of software.
 
For those using Office 365, Teams is available in the waffle menu of Outlook or via the chat icon (see Image 1)

How to Get to Microsoft Teams via Outlook

Image 1. Menu in MS Outlook

#1. The Search Bar is So Much More! ​

​The search bar is located at the top of the Teams window (see Image 2). Here are a few things users can do in the search bar:

• Type a command to search all chats and posts in Teams. Boolean search can be used as well.
• Forward slash "/" generates list of quick commands. For example, typing /busy changes the user’s status in Teams, Outlook, etc. to busy.
• Type someone’s name for a quick message or call (see screenshots)

Image 2. Search bar in MS Teams

When we type /call [space] options appear.  If we then type Craig Engstrom this person will populate. (See Image 3.) Because this is connected to Outlook, all users (faculty, staff, advisors, students) will be in the database. 

Image 3. Calling in MS Teams

​#2. Chat is Not Just Chat

Chat keeps a record of users’ conversations with students and colleagues, which can be saved, shared, or assigned. Teams is better than email for quick side conversations. To get to chat, just click the chat icon (item 1 in Image 4).

Image 4. Menu tab in chat menu.

What is more awesome than awesome? Users can add apps by clicking the “+” in the menu (see item 2 in Image 4). (FYI: this is a feature in the Teams Channel as well. See Image 5.)
 
So many apps! Go forth and be productive!

Image 5. Screenshot of Apps menu in MS Teams.

Other things to note about chat:

• In the chat box (where users type their message), click the Compose Box (item 1 in Image 6). When in this mode, users can format their chat message, using features like bold, italics, underlines, bullet points, paragraphs, etc. This is not your grandparents' AoL chat. LOL. (See Image 7.)

See >>

1. Compose/edit format of message
2. Schedule a meeting (goes directly into Outlook calendar too!)
3. … Apps, baby!​

Image 6. Screenshot of Chat in MS Teams

Image 7. Editing text in MS Teams. Photo by Microsoft.

• The exclamation point "!" under the chat box changes the Delivery option to "Standard," "Important," or "Urgent," which changes how the message is received on the receiver’s end.
• Typing "@" in the chat box can call someone out in a group message.
• Sending attachments through chat will allow for the group to open the document online and the members can all edit it live in real time.
• Edit already sent messages—for those oopsie moments.
• Under the chat threads on the left side, pin important messages, and hide unimportant message threads.
• Users cannot delete messages, but they can hide them to clean up the stream. To find hidden messages, search for them in the search bar 

#3. Teams is a Fully Functional Communication Portal and Learning Management System ​

Image 8.  MS Teams as an LMS

Everything in the Microsoft universe is now fully integrated. If users save a file in Teams, it is in their OneDrive. If they schedule a meeting, it is in their Outlook Calendar. If they are not logged into Teams, they will receive an email with the voicemail or text message.
 
Teams can create a SharePoint portal that links back to the Team platform. Video calls that are recorded are saved in Microsoft Stream, making them easy to share.
 
As highlighted in the image below, users can schedule assignment release dates, due dates, and accept submissions (which can be in MS Word for immediate online editing—saving instructors time). Use the Planner to schedule tasks.
 
Set up a private channel for specific members of a team or class. Users can integrate their phone system and make and receive calls directly through Teams. 

A few practical tips:

• To start a meeting, choose "Meet Now" or schedule a "New Meeting."
• Add required/optional members to attend meetings and get a sharable link to send via an email to people.
• "Scheduling Assistant" will suggest the best meeting times for a group to meet based on a scanning of everyone's Outlook calendar. Use a separate tab for "Scheduling Assistant" to look more in depth into everyone's availability. (This requires its own post!)

​Bonus: Want More? Just click on Apps/Help

• Under "Help," there are refreshers on how to use Microsoft Teams.
• Check "What’s New?" for new updates in Teams
• Click "Suggest a Feature" to provide feedback and suggest new Teams features.
• Go here for more information on Teams >> https://support.office.com/en-us/teams

We hope this post will be the inspiration you need to start using Teams!