Microsoft Teams - Frequently Asked Questions | St. George's University

Microsoft Teams Frequently Asked Questions

Microsoft Teams

What is Microsoft Teams and why would I use it?

Microsoft Teams is a messaging app for teams where all conversations, meetings, files, and notes can be accessed by everyone, all in one place. It’s a place for collaboration and work to happen in the open. Microsoft Team’s interface is reminiscent of social media chat clients, like Facebook or Google Hangouts.

View this introduction to Teams video

How do I know if I have Teams and, if I don’t, how can I get it?

Make sure you have the Teams app:

  • All University owned PC’s have Microsoft Teams
  • Some University owned laptops have Microsoft Teams, some do not
  • To check on a Windows PC:
    • Option 1 click start menu, if installed you should see “Microsoft Teams”
    • Option 2 click Windows key, type “Teams” and click to launch the app
  • To check on a Mac:
    • Option 1:
      • Open Finder
      • Select “Applications” in the left navigation pane
      • Locate “Microsoft Teams”
    • Option 2:
      • Open App Launcher icon on taskbar (bottom of screen)
      • Locate “Microsoft Teams”

What if I don’t have Microsoft Teams installed?

  • Go to our https://www.sgu.edu/teams and click the “Download Microsoft Teams” button OR
  • Log into Office365.sgu.edu, choose the Teams tile, click the “Download desktop app” icon in the bottom left of the webpage

What if I close out of Teams and can’t find it?

You can launch it from the system tray, from the start menu, or by pressing the windows key and typing “Teams” and launching the app.

Which browsers are supported?

The Microsoft Teams app works in the following desktop browsers:

  • Microsoft Edge – Fully supported, except no outgoing sharing
  • Microsoft Edge (Chromium-based) – Fully Supported
  • The latest version of Chrome – Fully supported
  • Firefox is not currently supported
  • Safari is not currently supported

Is Microsoft Teams only accessible from my browser?

The Microsoft Teams app can be downloaded for Windows, Mac, Android, & iOS here.

See how Teams keeps you connected while on the go

How do I log out of Microsoft Teams?

To log out of Microsoft Teams:

  • Click on your profile picture at the top right corner of the app, then select Log out.
  • You can also right-click the app icon as it appears in your task bar then select Log out.
  • For Mac users, instead of right-clicking on the Microsoft Teams icon in your dock, you’ll head to the app menu bar at the top of your screen, click Microsoft Teams, then select Quit Microsoft Teams. You can also just press Cmd + Q.
  • For all operating systems, once you log out of Microsoft Teams, you’ll need to enter your credentials again to launch the app again.

What if I was given an IT loaner laptop?

Users are required to activate O365 apps, Outlook & Skype when they check-out an IT loaner.

Skype Upgrade

Is Teams replacing Skype?

Microsoft has announced Skype for Business will be retired and will no longer be supported; the replacement is Microsoft Teams. Microsoft Teams extends our online collaboration capabilities, bringing together instant message, web conferencing, and file storage into a single interface.

What are the differences between Skype and Teams?

  • An IM in Skype for Business is called a chat in Teams. In Teams, you can add emojis, GIFs, and memes and even convert a chat into an audio or video call. In addition, Teams offers persistent chat, so you can find and resume any conversation.
  • Like Skype for Business, you can schedule and host online meetings in Teams, as well as manage chat and people from your meeting window. Even better, meetings are part of your Teams interface, keeping all contacts, conversations, calls, and meetings in one place.
  • Try Teams on the go! Sign into Teams on your mobile device to chat, call, join meetings, and more, wherever you are.

What changes are made once we upgrade to Teams?

  • Routing of all calls and chats to this user will be to Teams, regardless of sender
  • Skype for Business Client restricts itself to enable meetings-only
  • Meeting scheduling switches to Teams
  • Teams add-in enabled
  • Skype for Business add-in disabled
  • User’s Teams presence is made available to Skype for Business Users

What happens to my contacts in Skype once we upgrade?

  • Contact migration triggered at next Teams logon
  • Outlook People cards invoke Teams functionality for IM/Calling/Presence
  • Contacts are copied from Skype for Business Online in 2 phases
  • After first logon to Teams, contacts are copied to Teams
  • At next Teams logon after user is “Teams-Only”, contacts are copied to Teams and merged with existing contacts

What about meetings that were already scheduled in Skype for Business?

  • Microsoft Meeting Migration Services will migrate meetings from Skype for Business to Teams
  • Updates existing Teams meetings to reflect changes in Audio Conferencing configuration (add/remove/change the dial-in information as needed).
  • Convert Skype for Business meetings to Teams meetings when users are upgraded to Teams-Only mode

Meetings

What are Team meetings?

Team meetings are a quick and easy way for people in a channel to go from a conversation to an impromptu meeting.

Anyone from the team can join. Team meetings include audio, video, and screen sharing. You always have a meeting space, and you’ll never need a room or projector.

How can I schedule a meeting/group call with Teams?

These directions explain how to schedule a meeting (or group call) in Teams.

For an overview of all Teams meeting functionality

How do I join a meeting?

There are many ways to join meetings in Teams:

  • From your Outlook calendar or from an Outlook reminder that pops up.
  • In Teams, click Calendar on the left side of the app. Find the meeting and click Join.

Join meeting audio

  • After you click Join in Teams, you can choose how you get audio.
  • Teams automatically tries to connect to your computer headset or speakers. Alternatively, you can dial in using the phone number (if provided in the meeting invite).

How do I share my screen in a Teams meeting?

  • To share your screen, a specific app, or a file in a meeting, click Share desktop in your meeting controls.
  • While sharing, click Give Control at the top of the screen to hand the reins over to someone else.
  • Click Cancel Control to take them back.

How can I manage a Teams meeting?

In a meeting, go to meeting controls and do one of the following:

  • Click Show conversation to chat with people during a meeting.
  • Click Show participants to see the roster, where you can add, remove, or mute people.
  • Click More actions to locate additional functions including device settings and recording.

Chat

How do I send a private message?

To send a private message, first click  next to your search bar to start a new conversation. Type in the name of the person or people you want to chat with. Then, compose your message and press Enter.

To view information on private and group chats, see this video

How do I add more people to a group chat?

To loop someone into a private conversation, just click the Add people button at the top right corner of your screen. Then, type the name of the person you’d like to add and press Enter!

Can I still make one-on-one calls?

You can make direct calls and group calls without having to host a meeting. These are private and won’t appear in any team conversation. Click  to start a new conversation, and then choose  to start a video or audio call.

More information on how to make Calls 

Can I delete or clear chats in Teams?

  • According to Microsoft, this is not currently possible.
  • Individual messages can be deleted if you authored it.

Teams and Channels

What are Teams?

  • Teams are collections of people, content, and tools that center around different projects and jobs within an organization. In Microsoft Teams, team members can have conversations and share files, notes, and more.
  • Accessible from the “Teams” link on the left navigation bar.

Who can create a Team?

All requests must be approved by dept heads and include the following info:

  • Requested Team name (short but descriptive)
  • Department
  • Team members
  • Team owners

What’s a channel?

  • Channels are great because they allow teammates to have focused conversations about specific topics.
  • Every team has its own set of channels (starting with the General channel), and the members of that team get to decide what they want the rest of their channels to focus on.
  • Some channels are devoted to specific projects, initiatives, and locations. Some are for different areas of interest, updates, or discussion topics. Some channels are just for fun!
  • To view more about channels

What is the difference between Team channels and private chats?

What can a Team owner do?

Team owners can add and remove members. They can edit or delete a team, and to change the team picture. They can also:

  • Set team members’ permissions for channels, tabs, and connectors.
  • Control @[team name] mentions that will notify everyone on the team.
  • Allow @[channel name] mentions, which will notify members who’ve favorited the channel.
  • Allow usage of GIFs, stickers, and memes.
  • Create, edit, and assign “Tags”
  • For the “Team owner’s go-to guide” see this short video

Files and Sharing

Are there restriction on types and sizes of files that can be uploaded?

  • There are currently no known types of files that cannot be added.
  • Storage limit per Team = 25TB
  • File upload limit (per file) = 15GB

When a file is shared in the team conversations, where is it stored?

Each channel within a Team gets a folder created on the Team’s SharePoint site upon creation, files shared in the channel’s conversations or uploaded to the “Files” tab will be saved in that folder.

When a file is uploaded to the “Files” tab in a channel, where is it stored?

Each channel within a Team gets a folder created on the Team’s SharePoint site upon creation, files shared in the channel’s conversations or uploaded to the “Files” tab will be saved in that folder.

When a file is shared in a one-on-one chat, where is it stored?

Any file shared in either a one-on-one chat or a group chat is saved to the OneDrive of the person who shared it.

Do I have to adjust permissions on all files I share within Teams?

No, permissions are automatically added when shared.

Guest access/External users

Can we add external users to Teams?

Anyone with a business or consumer email account, such as Outlook, Gmail, or others, can participate as a guest in Teams with full access to team chats, meetings, and files.

Do external users need to have a license for Teams to join a meeting using the web app?

No, external users can access your meeting using only the web app with no additional installs or licensing required.

Support

I still need help, now what?

  • Visit our Teams Support Page for documentation, video training, hands-on activities and more.
  • Send an email to support@sgu.edu to automatically create a ServiceNow Ticket for you.
  • Contact the Helpdesk via phone at X4444