Microsoft Teams is a workspace for real-time collaboration and communication, meetings, file sharing.
- Our most popular FAQ is: How do I open multiple documents at once?
If your area would like to use Teams for online collaboration but you have not been officially migrated from J:Shared to Microsoft Teams yet, please log a job for ISS and we will be in touch.
We are looking for new candidates for J: shared migrations. Please get in touch with Lori Conroy-Smith or Troy Thorpe if you are interested in discussing further.
Also: See the Moodle tutorial on how to use Microsoft Teams for teaching online.
- Understand what a team is
- Create a channel
- Change my settings (eg. out of office status, view or notifications)
- Understand the Activity feed
- Learn how to use @mention
- Use tabs in chats or channels
- Use meetings:
- Use files:
- Understand files
- Open multiple documents at once
- Print from Teams
- Move a document from one Team to another
- Link to an existing document in conversations
- Change the order of the folders
- Resolve file error messages
- See recently used files
- Sync Teams files to OneDrive
- Collaborate on a file with my teammate
- Accessing Teams on a non OP device
Here we will post updates/additions to this knowledge base. This is an easy way for returning visitors to see what's new or changed. Due to the fast paced deployment of features and updates we can expect to see something new once a week.
In this weekly update we focused on Teams recordings and delving into Microsoft Stream. See the below links for further info.
A team is a group of people gathered to get something big done in your organisation.
Teams at OP are made up by members of our service delivery areas or academic staff. For example, OP Comms includes all the Marketing and Communications staff members. Other Teams are groups of people working together on the same project or area and can come from within the same area or across different areas of service or academic delivery.
Within Teams, you can create channels. Channels focus conversations on a specific project or topic.
Channels are where the work actually gets done—where text, audio, and video conversations open to the whole team happen, and where files are shared.
You can also create chats between two or more people. While channel conversations are public, chats are just between you and those included in the chat. Think of them like instant messages in Skype for Business or other messaging apps.
Every member in Teams has a role, and each one has different permissions.
1. Team owners manage certain settings for the team. They add and remove members, add guests, change team settings, and handle administrative tasks. There can be multiple owners in a team. For official OP Teams, ISS are the only owners.
2. Members are the people in the team. They talk with other team members in conversations. They can view and usually upload and change files. They also do the usual sorts of collaboration that the team owners have permitted.
3. Guests are people from outside of your organization that a team owner invites, such as partners or consultants to join the team. Guests have fewer capabilities than team members or team owners, but there's still a lot they can do.
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About the 'staff' team type:
- OP staff can collaborate on administration, service delivery and development.
- Your official teams created by ISS fall in this category. ISS created teams are owned by ISS.
- Owners control posting settings.
- Staff members may only have write permission in certain areas.
Create a channel
1. To create a standard channel, start in the team list.
2. Find the team name and click More options.
3. Then select Add channel
4. By default, all members of a team can access the channels.
Find out more about using Teams and Channels from Microsoft Support.
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Change your settings (eg. out of office status, view or notifications)
1. Navigate to your settings by selecting your profile picture in the top right-hand corner of Teams.
2. At this stage, you can change your ‘out of office’ status.
3. Select Settings
4. You can change your view from a grid layout to a list layout. You can also change your theme.
5. The default settings view is General. Select this category if it isn't already selected.
6. Choose your preferred theme or swap your view between Grid or List layouts.
7. To change your notification settings select Notifications from the settings menu.
8. To change your notification sounds go down to Other, and turn Notification sounds On or Off.
9. In the same view, you can also set email and popup banner notifications to On or Off.
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1. Select Activity to view your Activity feed. This is a summary of everything that's happened in the channels that are in your teams list.
2. Select Filter at the top right corner of the feed to show specific types of messages such as unread messages, @mentions, replies, and likes.
3. When a red circle appears next to Activity, you have a notification—such as an @mention, a reply, someone is added to a Team or if someone reacts to your comment—in your feed. These notifications remain in your feed for 14 days. After that they expire and no longer show in your feed.
4. You will also see a red dot beside a channel or chat that has a notification.
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@mention Team members
1. To get someone's attention in a channel conversation or a chat, @mention them. Just type @ before their name and then select them from the menu that appears.
2. You can also @mention a Team, so everyone in the team receives a notification, for example @OP Comms.
1. You can start a private chat with one or more people outside of a channel. To see current chats go to the Chat icon.
2. You can start a new chat form any view. Select the small notepad icon at the top.
3. In the To: field, type the people’s names you want to include in the chat.
4. You can choose to add a name for a group chat to make it easier to identify. To start, select the down arrow on the far right-hand side of the ‘To’ field.
5. Then enter the name for the chat.
6. You can see the example of both named and unnamed chats below.
7. Once you have set up the chat, begin chatting by typing in the dialogue box. You can add formatting attach files or insert emojis and GIFs etc.
Tabs in chats and channels
1. Tabs allow you to integrate the tools and files you use most often into your chat or channel. Tabs are always visible at the top of the screen, so everyone can get to them easily.
2. By default, you automatically get a couple of tabs. Files that get uploaded to the chat will live in the files tab. And notes people add will live in the Notes tab.
3. To add a new tab, select the + icon
4. For example, you may want to add a frequently used Word document in a tab. Select the Word icon.
5. You will see a list of all the Word files related to the channel or chat. Choose the one you want to turn into a tab.
6. Your file is now easily accessible as a tab.
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Meetings in Teams include audio, video, and screen sharing. You can also include external people in your Teams meeting, even if they don’t have a Teams account. The meeting invitation includes instructions about calling in.
You can join a Teams meeting from any of your devices. Teams meetings are best when you join them from the Teams app or Teams on the web.
- Join a meeting from a calendar invite
1. Open your Outlook Calendar.
2. Find and open the meeting invitation.
3. In the meeting invitation click Join Teams meeting.
- Join in a channel
1. If a meeting takes place in a channel, you’ll see an invitation to join, relevant content, and who’s in the meeting right in the channel. Just select Join.
- Join from chat
1. If the meeting has already begun, it appears in your recent chat list. Select the meeting in your chat list and then select Join at the top of the chat.
1. To share your screen in a meeting, select Share in your meeting controls.
2. Then, choose to present your entire desktop, a window, a PowerPoint file, or a whiteboard.
3. When you're done sharing, go to your meeting controls and select Stop sharing.
4. You can also share your system audio (to play a video during a meeting) and PowerPoint slides in a meeting.
5. You can give and take control of shared content, like a document you are working on in a meeting.
6. Find out more from Microsoft Support.
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1. Go to your Calendar in Teams. Your Teams calendar is connected to your Outlook calendar.
2. Select New meeting in the top right corner.
3. Select a range of time in the calendar. A scheduling form will pop open.
4. Use the scheduling form like you would when you are creating a meeting in Outlook. Give the meeting a title, invite people and add any meeting details.
5. You can make a Team channel meeting by adding the name of a channel in the Add channel dialogue box. This will invite all the channel members without having to add them individually as required attendees.
6. When you are finished select Save. This closes the scheduling form and sends an invite to the attendee’s Outlook inbox.
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1. You can add a dial-in number for a meeting in Teams. To do this, schedule your Teams meeting in Outlook. The dial-in details are automatically included.
2. Create an event in Outlook by selecting the New Teams Meeting icon.
3. Complete the fields. You will see the dial-in details are at the bottom of the invite.
4. If you are using Outlook in your web browser, create an event as you usually would but expand the Online meeting option and choose Teams meeting.
Start an instant meeting
1. You can start a meeting spontaneously from the calendar, a chat or a channel. You can choose if you want to use video or not.
2. To start an instant meeting in a chat go to the top right-hand corner of the screen and select the video icon.
3. To start an instant meeting from the calendar go to the top right-hand corner of the screen and use the Meet now icon.
4. To start an instant meeting in a channel, go to the bottom if the screen and use the video camera icon beneath where you type to start a new conversation.
5. Once you have set up your meeting, select Join now.
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Record a meeting
1. When you record a meeting or group call in Teams, you can capture audio, video and most screen sharing activity. You cannot record one-on-one calls.
2. Once the meeting has started, go to the controls and select More actions.
3. Then select Start recording.
4. Everyone in the meeting is notified that the recording has started.
5. To stop the recording go to More actions again and select Stop recording.
6. The recording is then processed (which could take awhile) and saved to Microsoft Stream, and then it's ready to play.
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As mentioned above, your recordings are saved to the Microsoft Stream platform. Think of this as the OP YouTube where you can upload and share video content across OP. Videos can either be public or have specific permissions such as meeting content.
The person who started the recording receives an email from Microsoft Stream when the recording is available.
In addition to storing the recording on Microsoft Stream, we'll provide a link to the recording in the private meeting chat which is available for seven days. Alternatively if this has been recorded in a Team's channel, It will post and remain in the channels feed.
IMPORTANT: Video calls 1:1 or group chats are not meetings. A Private meeting chat is distinguished by the calendar icon as seen below. This is where the chat messages are saved during and after a meeting.
(Private meeting recording shown below)
(Team's channel based meeting recording shown below)
Anyone who participated in the meeting can access this link and download the recording. If the meeting was held within a Team, all members of that Team have access to the recording.
To understand how to schedule a Team channel meeting opposed to a Chat meeting see Scheduling a Meeting for further info.
Accessing your content directly from Microsoft Stream.
1. Go to the Microsoft Stream web page.
2. Navigate to the "My Content" section
3. Under the "Meetings" section you will see the meetings that you have recorded (regardless if it was a private meeting or team meeting)
You also have the option to delete, download, share, trim etc from the ellipsis to the right of a video.
For more information from Microsoft click here
Once your recording is completed and saved to Microsoft Stream, you can then share the link with others. You do have to be the owner or have been given permission by the owner to share a video. More on permissions shortly.
1. Open Microsoft Stream
2. Click "My Content"
You will then be able to browse all of your recordings.
4. Click the ellipsis to the right of the recording and click share.
You will then be presented with a link to share the video.
You will notice that this dialogue box states "This video will only be viewable by authorised users". If you are the owner of this recording you will need to ensure permissions have been set for people to view your recording. As mentioned in Accessing your recordings, participants of the meeting will have access to view by default and if this was a meeting scheduled in a Team, all the members of that team will have also have access.
If you wish to share a recording with an individual, team or the entire organisation follow the steps below. If you are not sure how to access you recording please follow Accessing my recordings.
1. Click the Pencil icon to the right of a video noted "Update video Details".
You will be presented with the following screen where you can edit most aspects of your recording.
As you can see from the above video under permissions there are several options.
1. "Allow everyone in your company to view this video" This will make the video public to all in our organisation (Including students).
2. Share with:
- My Groups (Teams that you are a member of)
- Channels (These are Stream channels, not to be confused with Team channels)
- People (Individuals within the organisation)
Adding people/groups in this section will allow them to view your recording. Once permissions have been set the link can be shared.
Please Note: Stream only supports users with OP accounts. If you wish to share with someone outside the organisation, you will need to download the video and share via your OneDrive.
If your team’s files have been migrated to Teams, you can find them by navigating to your Team.
1. Click on the Teams icon on the left-hand menu. You may have to click it twice to get to the right screen.
2. Find and select your service area Team.
3. Click on the Files link in the top menu. This opens all of your Team’s files.
4. You can now navigate through the files structure to find a file. You can also create a new file, upload a file, copy the link of an existing file to share its location with someone else or download a file.
5. To search for a file, you will get the best results if you open your files in SharePoint and perform the search there.
6. Follow steps 1-4 above then select Open in SharePoint.
7. In SharePoint, type your key word in the Search box.
8. If your team's documents haven't been migrated, you can still share files to collaborate within Teams.
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1. Once you have the first document open in Teams, click the three dots (ellipsis) at the top right-hand corner of the document .
2. Then select 'Open in browser' – this will open the document in a new tab.
3. Go back to the original files tab and follow the steps for each document.
4. Alternatively, you can choose to open the file in the desktop app for full functionality.
5. Select ‘Open in Desktop App’ which will open the document in Word (or Excel) on your desktop.
1. Click the three dots beside the document (ellipsis menu).
2. Select ‘open in browser’. This will open the document in Word Online (or Excel Online).
2. Print as usual by clicking File
3. Then select Print.
1. Click the ellipsis menu beside the file.
2. Select the option to "Move".
3. You will be presented with a window that will allow you to move files between teams. By default, it will open the current team and channel, you will then need to navigate back through the Channels and Teams to select the appropriate folder.
4. Once you have selected your location, choose Move.
5. You can only move folders in SharePoint or via OneDrive sync.
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1. Click on the paperclip icon at the bottom of the conversation page.
2. Select browse teams and channels.
3. Select the file you wish to link from the selected Team or Channel.
4. Click share a link.
5. Alternatively, when you have a document open (for example in your desktop Word app) you can use the share button at the top.
6. You can then choose to send it in an email or copy the link.
1. By default, folders are presented by last modified. To change to alphabetical order, you need to click 'name'.
2. Unfortunately, this doesn't stay for the next time you access Teams but is something expected to be rolled out by Microsoft in the near future.
3. You can also pin a favourite folder or file to the top. Select the relevant item, and then expand the ellipsis and choose Pin to top.
1. Occasionally when working with files an error message has been known to appear in the bottom right corner of the screen. The most common reason this appears is due to very long file or folder names.
2. Check the path of the file and if it seems to be several folders deep or the names of folders and files are quite long, consider renaming them to shorten the character length. Check to see if this resolves the issue. If not escalate to the Service Desk.
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1. Aside from your migrated files you can also access recently used files.
2. Click Files in the left-hand menu to see all your important files, which are sorted into the following categories:
- The Recent view shows you every Office 365 document you’ve viewed or edited in recent history.
- The Microsoft Teams view shows you all the documents that have been created or edited recently within your favourite channels.
- In the Downloads view, you'll see a list of all the files you've downloaded to Teams.
- The Cloud storage section shows all the different cloud storage services you've connected to Teams. Click one to see your cloud files.
Sync Teams files to OneDrive
Our recommended way of creating, accessing and editing files is through the Teams interface. This gives you the most seamless experience when working with files on a day to day basis.
There are, however, some instances where you will need to utilise the OneDrive sync facility.
OneDrive sync enables you to synchronise an entire channel or single folder from Teams to your machine. This will allow legacy applications to be able to save into the file system. This does use synchronisation technology which comes with its pros and cons. OneDrive sync is not perfect and should be used only when necessary to minimise the risk of issues. If unsure, please contact the service desk.
1. The First step to syncing is to ensure you have Microsoft One Drive running.
2. Click on Start (Windows Icon)
3. Then type 'OneDrive' in the search bar.
4. When one drive is running it will show in your app/system tray
5. If the one drive cloud is grey, you will need to sign in by simply clicking the cloud and select sign in. your email address will usually auto-populate and the password is not required as it uses the password you signed into your computer with. OneDrive will then give you a tour/tips and then ask you where you wish your default OneDrive location to be which can be left as is. Once completed you are all set to sync.
6. To sync a folder, you need to browse to the appropriate Team and channel.
7. Click on the files tab and then "Open in SharePoint" from the top navigation bar.
8. Once in SharePoint you can click sync to begin syncing the channel files. (Ensure you are in the correct channel before syncing)
9. After clicking Sync you may be prompted to "Open in OneDrive", Click allow (or similar). Then a window will appear to let you know it is getting ready to sync:
10. Once finished a message should pop up in the bottom right of your screen:
11. You can now access these files from Windows Explorer.
12. Expand ‘Otago Polytechnic’ and you will see all the folders you have synced.
13. You can refine the view of the folders you have synced by hiding the ones you do not wish to see via the settings within one drive. You can also sync lower levels of the file structure if you do not wish to sync the entire structure. There are pros and cons to both processes if you are unsure of what will suit you best, just ask Service Desk.
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- Work together in real time
1. Multiple members can have the same document open at the same time and edit in real time. This is true of Word, Excel or PowerPoint files. The paragraph or cell you are working in is locked during editing.
- Commenting in documents
1. Comments are a useful way to communicate within the document with other current and future contributors, they can act as mini conversations regarding aspects of the document.
Accessing Teams on a non OP device
MS Teams has an app for almost any platform such as Mac, Android, IOS and even Linux. Simply browse to the Microsoft Teams site and click the download button. Don’t want to install the app, not a problem! MS Teams is fully functional in a couple of browsers and partially supported in others.
The below screenshot was obtained from Microsoft documentation. See below link for “Get clients for Microsoft Teams.”
If you are using a Windows computer provided by an organisation that is not OP, you may find it challenging to get access to the OP Teams system. Mac’s are unlikely to be affected due to the difficulty/reliability issues of configuring single sign-on.
Single sign-on is the ability to pass login credentials to another application, such as a web browser. SSO provides an added layer of security as users are not required to enter their username and password, reducing the risk of a third party capturing those details.
Example of this issue:
Teams desktop app and Teams Web signs automatically in or prompts for other organisations credentials (username and password). When logging out and trying to sign in using OP credentials, the login attempt fails or signs in using other organisations details again.
Resolutions to this issue vary depending on what policies the organisation has deployed to its computers. You could try using the web browser to access OP Teams or the Desktop app if not already used/preconfigured to use other organisations details.
We have documented the most consistent solution below to save time.
You must first confirm that Google Chrome is installed on the device before proceeding. Chrome will either be present on the desktop or in the start menu. You can get Chrome by clicking the following link and clicking the download option. The Chrome installation does not require administrator privileges.
Open Google Chrome and then Open an Incognito window.
Once the window is open, you can navigate to https://teams.op.ac.nz. The following page that appears will ask you to sign in using your OP credentials.
Once the login process has completed successfully, the Microsoft Teams web app will load. You can now use Teams as you would in the desktop app or your regular browser.
If you have any issues with this process, please contact the service desk for further information.