06 Jan Microsoft Teams End-user guide
This is useful guide for end-user who uses Microsoft Teams app for collaboration and Unified Communication. To see or change your Teams software settings, click your profile picture at the top of the app. You can change your picture, status, themes, app settings, notifications, or language, access keyboard shortcuts, and more. There’s even a link to download the mobile app.
Sign-in to Microsoft Teams
Microsoft Teams is a part of Office 365, so you need an Office 365 Business or Enterprise license to use it, (Microsoft Teams does available as free with some limitation, to access Teams free visit https://products.office.com/en/microsoft-teams/free). Teams apps available for Windows, MacOS, Mobile and even Web client via browser.
To Sign in to Teams; Start Microsoft Teams apps.
- In Windows, click Start > Search Microsoft Teams then sign in with your Office 365 username and password.
- On Mac, go to the Applications folder and click Microsoft Teams then sign in with your Office 365 username and password.
- On Mobile, find Teams Apps and tap the Teams icon then sign in with your Office 365 username and password.
- On the web, go to https://teams.microsoft.com then sign in with your Office 365 username and password.
Note: Depending on your org’s requirements, you might be asked for additional verification, such as a code from a mobile device, when you sign in. For more information, see How do I get access to Microsoft Teams
How to download Teams apps?
You can download the Microsoft Teams app by visiting https://teams.microsoft.com .
To download the Teams mobile app, go to your mobile device and follow the link on Microsoft download page. Or download it from the iOS App Store or the Google Play Store
How to change theme in Microsoft Teams app?
Turn on High Contrast mode:
Microsoft Teams app has three different themes, including Default (by default used), Dark and High contrast.
To change Teams theme, open Teams app and then click on your profile picture at the top of the app and then select “Settings” and then “General” and then select your choice of theme. Refer below image for theme.
How to set Teams app to auto start? How to set Teams to start automatically?
It is always useful to open Teams automatically and run in the background as soon as you start your device. Remember If you close the app, it keeps running in the background. By default, Teams apps set to open automatically.
To auto start Teams app, open Teams app and then click on your profile picture at the top of the app and then select ‘Settings’ and then ‘General’ and then scroll down, under ‘Application’ section select Check below options:
- Auto-Start Application
- On close, keep the application running
Refer below image.
From the Application section, you can disable auto-start. You can also change your settings, so the app won’t run in the background or keep running after you close your window.
For Mobile device (iOS and Android): Tap More > Settings to manage notifications and options, access help, get version information, and sign out.
Windows Phone: Tap More to manage notifications, get version information, and sign out.
How to change language in Teams app?
Teams client supports multiple languages, you can change language as per your preference by following below steps.
To change language, open Teams app and then click on your profile picture at the top of the app and then select “Settings” and then “General” and then scroll down, under Language section select your choice of language for Teams app.
Remember, App language determines the date and time format. Refer below image for Language change.
How to manage privacy access in Teams app?
In Teams apps, you can still receive notifications from people who have priority access when your status is set to Do not disturb. Follow the below steps to do so;
To set privacy, open Teams app and then click on your profile picture at the top of the app and then select “Settings” and then “Privacy” and then click on ‘manage priority access’ under Do not disturb. Click on Manage priority access.
Click on “Manage priority access” and then add people who can send chats, calls and @mentions to you when your status is “Do not disturb”.
How to set email notification for Teams activity?
Microsoft Teams apps has the default notification setup, so by default you will get email notification and banner in Teams app, when any activity happened in your Team including @mention, chat messages, calls, meeting etc.
If you are not getting email notification or banner, then you should check notification setting and configure correctly.
To set notification, open Teams app and then click on your profile picture at the top of the app and then select “Settings” and then “Notifications” and under that check if banners/emails are enabled for all required options. Refer below image for each notification options.
How to customize notifications?
To further customize your notification settings, click your profile picture at the top of the app and then click Settings > Notifications. Here you can fine-tune what notifications you receive and how they appear. Refer below image.
How to configure devices in Microsoft Teams?
Audio/Video devices are playing important role in call or meeting. So, you must set audio/video devices correctly before joining any call or meeting.
To set devices, click your profile picture at the top of the app and then click Settings and then click on ‘Devices’ then use the menus to select the speaker, microphone, and camera options you want. To see all connected device, you must click in drop down. Refer below image.
How to Manage audio settings in a Teams meeting?
If people in the meeting can’t hear you, you might be muted, or you might not have configured your mic correctly.
To change your speaker, microphone, or camera settings when you’re on a call or in a meeting, simply click Choose devices Settings button (geared icon) at the top right.
Then use the menus to select the speaker, microphone, and camera options you want. To see all connected device, you must click in drop down. Refer below image.
How to change calls ringtones in Microsoft Teams?
You can easily change ringtones in Microsoft Teams, to change call ringtone, open Teams app and then click on your profile picture at the top of the app and then select “Settings” and then “Calls”, under ringtones select your choice of ringtone. Refer below image.
How to change profile picture in Microsoft Teams?
Profile picture in Teams shows your photo identification, to change profile picture, open Teams app and then click on your profile picture at the top of the app and then select ‘Change picture’ below your name. Refer below image.
Then click on ‘Upload picture’ and then browse your picture path. Refer below image.
Change Presence information in Teams
Presence information is very useful for showing the real-time status in Microsoft Teams. Teams has different presence status, Available, Busy, Dot not disturb, be right back and Appear away.
How to Sign out of Teams?
To sign out of Teams, click your profile picture at the top of the app and select Sign out.
Mac users, head to the app menu bar at the top of your screen and click Microsoft Teams > Quit Microsoft Teams.
You’ll be able to sign in later with the same account or different credentials.
On Mobile device (iOS and Android): Tap More > Settings > Sign out.
You’ll be able to sign in later with the same account or different credentials.
On Windows Phone :Tap More > Sign out.
You’ll be able to sign in later with the same account or different credentials.
How to report a problem with an Teams app?
If you have any suggestion, Microsoft always encourage customer to provide suggestions and they hear it. Click Help on the left side of the app, then select Provide feedback to tell Microsoft what you think.
How do I find Teams help articles?
To access Help, click Help on the left side of the app, then select Browse topics or What’s new. Feel free to use the tabs at the top to watch help videos and browse the FAQ as well.
Another option is to head to the command box at the top of Teams and type /help.
To find Help online, go to the Microsoft Teams help center. For all you visual learners, our YouTube channel features help videos. From mobile device (iOS and Android) Tap More > Settings >Help.
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