Using Teams

Navigation

Activity

Chat

Teams

Calendar

Calls

Recording

Whiteboard

Overview of Teams Navigation

Activity: Recent activity from other team members.
Chat: Contact other students, faculty, and staff within Embry-Riddle.
Teams: Stay in contact with your groups.
Assignments: View what a professor has posted; this may not be active if your instructor does not utilize this feature.
Calendar: View your current Teams calendar.
Calls: Video chat with colleagues.

View Activity Notifications

By selecting Activity, you'll be able to see recent notifications inlcuding chats and reactions. Use the Image below and it's corresponding areas to view activity notifications.

Choose commonly used filters to narrow the type of Activity you wish to view.
View a preview notification of the chat message or reaction.
When you select a preview, the full conversation will appear larger for you to see - Teams will jump to and highlight the specific message or reaction relevant to the notification.

Individual Chats

Group Chats

Create a Individual Chat

Step 1

Select Chat

Select Chat.

Step 2

Search for desired user

Begin typing the name of the user you want to chat with.

Note: Microsoft Teams will search the Embry-Riddle database for people. It is best to know the email address of the user you're searching for to avoid selecting the wrong person.

Step 3

Select User

Select the user you want to chat with.

Step 4

Start Chatting

Write a chat, then when ready, select to send your Individual chat.

Create a Group Chat

Step 1

Select Chat

Select Chat.

Step 2

Create New Chat

Select the icon.

Step 3

Add Members

Once you've added everyone, you can type the first message.

Note: Microsoft Teams will search the Embry-Riddle database for people. It is best to know the email address of the user you're searching for to avoid selecting the wrong person.

Teams

A team within Microsoft Teams represents a space for a team of people to collaborate. It allows the team to share files, add connecting apps, connect to SharePoint, and much more. There are several benefits to using the team tool in Microsoft Teams and it's functionality is complex. The purpose of this section is to help users create a team.

How to Create a Team

Step 1

Teams

Select Teams.

Step 2

Create Team

In the top right corner, select Join or create team.

Then select Create team.

Step 3

Team creation options

Select the type of team you want to create:

From template: This is the default option, select Basic team.
From another team: This option allows you to create a team structured like a previous team you have.
From group: This is ideal if you already have everyone you want in the team in a group chat, eliminating the need to manually enter each team member.

Step 4

Review Template

Review the following information:

Template Name:Ensure that the template name is correct, we are using a Basic team template.
Template Contents: This contains all the channels and pages being created with the team.
Use this template: If all the information is correct select Use this template.

Step 5

Select Privacy

The following are the team permission options:

Private: People will need permission to join the team.
Public: Anyone in your organization can join the team.

Select whichever is best for your use.

Step 6

Enter Team Information & Create team

Fill out the following:

Team name: You are required to name your team, you cannot move forward with creating a team otherwise.
Description: Optional to give a team description.

Once the information is filled out, select Create.

Step 7

Add team members

Follow the steps below to add people to your team:

Type a name or email in your organization, and select the correct person. The person added will show up below the search bar.
Select the persons role in the team (Owner or Member).
Once you have added everybody you want to your team, and set their roles, select Add.

Step 8

Finished Creating a Team

This is what your screen should look like after you have successfully create a Team.

Calendar

If you utilize Microsoft Outlook, your Teams calendar will sync with your Outlook calendar and vice versa! Events created or invites accepted in one platform will appear in the other. Below are steps to creating calendar events in Teams.

Step 1

Select Calendar

Select Calender.

Step 2

Change View

View by Day, Work Week, or Week.

Step 3

Create Event

Select the time block to create new meeting/event.

Step 4

Enter Event Information

Enter the following information for your event:

Title: Label the meeting.
Invite: Search and select users to invite to the meeting.
Start: Select the start date and time.
End: Select the end date and time.
Team: Select the Team channel to meet in.
Location: Select a location.
Details: Insert the description of the meeting.
Select Save.

Advanced Settings

These are additional settings you can adjust when creating a calendar event. Changing these settings is not required to create the calendar event.

Top Bar Settings

Settings in Top Bar reading from Left to Right:

Show as: Once the meeting starts, all members availabilities will be shown as this until the conclusion of the meeting.
Category: Select category of importance (default red or most important).
Time zone: Select the time zone in which the meeting is taking place.
Response options: How members are allowed to respond to the meeting invite.
Require registration: In order to join the meeting you can require people in your organization to register.

Right Sidebar Settings & More options

Settings in Right Sidebar

Bypass lobby: People who are allowed to automatically be let in the meeting.
More options: Advanced setting options for meetings.

Make a Call

Step 1

Open Calls

Select Calls

Step 2

View Call Information

You'll see this screen. Here you can view your recent contacts and call history as well as access your voicemails, speed dial and other contacts. Select View Contacts in the top right corner, to view your contacts.

Step 3

Search For User

To call a specific user by search, you can type their name in the search bar; you'll see a list of suggested contacts as well.

Note: Microsoft Teams will search the Embry-Riddle database for people. It is best to know the email address of the user you're searching for to avoid selecting the wrong person.

Step 4

Select User

Search and select desired user.

Step 5

Call User

Once you've selected a user, you can simply hit the call button and the call will start.

Recording

All Teams meetings can be recorded. The directions below will help you start, stop, view, and share a recording.

Note: You will only be able to record if you are in a meeting that was scheduled in your Teams calendar. Recording can only be started by the Organizer, the person who created the meeting. Please see the Calendar section of this guide for information on how to schedule a meeting in Teams.

Start Recording

Step 1

Start Recording

Select the ellipsis .
Select Record and transcribe.
Select Start Recording.

It may take a few seconds for the recording to begin.

Step 2

Select Language

Prior to starting the recording, teams will ask you to confirm the language being used to communicate.

Step 3

Recording Confirm

Once the recording has begun, a pop-up will appear.

Stop Recording

Step 1

Stop Recording

Select the ellipsis .
Select Record and transcribe.
Select Stop Recording.

Step 2

Confirm Stop Recording

Confirm in the pop-up dialog box by selecting Stop.

View Recording

Recordings can be viewed either within the chat of the meeting, or in Microsoft Stream on the account of the person who started the recording.

For ease of access, most users are advised to utilize the link in the chat of the meeting. You will need to end the meeting prior to completing these steps.

Step 1

Select Meeting

Select the Chat button.
Select the new Meeting Chat.

Confirm in the pop-up dialog box by selecting Stop.

Step 2

View Recap

Here you will be able to view your recording directly.

Note: The recording will not be available to you until after you have ended the meeting. It may take a few minutes for the recording to appear depending on the length and size of the recording.

Share Recording

Step 1

Copy Link

Select the Shared tab in the meeting chat.
Select the ellipsis on the recording in the Shared tab.
Select Copy link.

Step 2

Link Copied

After the link is successfully copied, you will have the option to edit who has access to the link, and their specific permissions.

Whiteboard

The Whiteboard Tool is a useful collaborative tool. To use this tool, you must be in a meeting that was scheduled in your Teams calendar.

Note: When recording a Microsoft Teams meeting, the Whiteboard will not record as part of the session. To turn in your work, you will need to upload the Whiteboard separate from the meeting recording.

How to Open Whiteboard Tool

Step 1

Select Share

Select the Share icon

Step 2

Microsoft Whiteboard

Select Microsoft Whiteboard

Step 3

Collaborate

A dialog box will appear asking if you want to Present Whiteboard (only you can edit) or if you want to Collaborate on Whiteboard (everyone can edit).

This selection can be changed at any time by selecting the to open the Settings menu.