20 Need-to-Know Microsoft Teams Productivity Tips

20 Need-to-Know
Microsoft Teams
Productivity Tips
Christian Buckley

AvePoint.com
Lehi, Utah
Microsoft GTM Director
Christian Buckley
Email: christian.buckley@avepoint.com
Blog: buckleyplanet.com
Twitter: @buckleyplanet
LinkedIn: /christianbuckley
YouTube: /c/CollabTalk
Some of my community activities:
• Weekly interviews with Microsoft MVPs (#MVPbuzzChat)
• Weekly interviews on technology, business productivity, and
collaboration culture (#CollabTalk Podcast)
• Monthly tweetjams via Twitter and the #CollabTalk hashtag
• Bi-monthly deep dives into Microsoft technology with MVPs, RDs and
experts (#O365hours)
• Monthly panel of experts answering community questions
(#M365AMA)

@buckleyplanet
1. Quick view of all of your Teams

@buckleyplanet
See all of your Teams!
What
It is easy to lose track of all of the Teams that
you’re a member of – but there’s also a quick
way to view all of your Teams, membership
types, basic analytics, and more.
Why
It is a healthy governance habit to regularly
review and clean up group, team, team site, and
community membership. It makes navigation
easier, and de-clutters your life.
How
From the Teams tab on the left nav, you’ll nee
your list of current pinned channels and active
Teams. At the bottom, click on the wheel icon to
access the ‘Manage teams’ page.

@buckleyplanet
2. Access the History Menu

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Maximize your screen!
What
“If you spend most of your day in Microsoft Teams, you know how
difficult it is to bounce back and forth between various teams, apps,
tabs, and so forth. If you have to go to a new workspace, you then
have to try and figure out where you were before. Microsoft has made
it easier to get back and forth between areas by giving you a History
Menu in the upper-left corner of the Teams client, much like the
forward and backward buttons in a browser.”
Why
We spend far too much time trying to remember where we’ve been,
which tab we accidentally closed, or what we were working on before
going to lunch. This makes life easier.
How
Hover over the back arrow and you’ll see the last 10+ locations you
visited. Select from these recent sites, or click the arrows to move
back and forth between visited Teams and Channels.
This tip courtesy of @duffbert
at oneminuteofficemagic.com

@buckleyplanet
3. Send Urgent Messages

@buckleyplanet
Urgent Messages!
What
Within chats, you have the ability to mark messages as
urgent, alerting the user every two minutes until they look at
your message.
Why
Modern life is all about instant gratification, isn’t it? But
seriously, with so much content and so many conversations
throughout the day, sometimes you need a digital
flamethrower to cut through the noise.
How
Within your chat, type your message and before hitting
return/send, select the exclamation icon and set the urgency
level of your message. Then hit send, and your message will
appear with a red header and desktop alert.

@buckleyplanet
4. Connect to your Cloud Storage

@buckleyplanet
Cloud Storage!
What
No matter how much we may attempt to pull all relevant
content into a single location, the reality is that our
content and artifacts are spread across multiple locations.
Teams provides a native capability to link to cloud storage,
whether they be non-Teamified SharePoint sites, OneDrive
accounts, or other competitive storage locations.
Why
Sometimes it makes sense to leave content in its original
location, but you still want quick access to everything
related to your Team or Channel.
How
Within Files, simply click on ‘Add cloud storage’ and select
from the available options. Or click on the + on the top nav
and add a cloud storage option as a tab.

@buckleyplanet
5. Use the Slash and Keyboard Commands

@buckleyplanet
More shortcuts!
What
Another hidden feature in Microsoft Teams that can improve
your productivity is using slash commands and keyboard
shortcuts.
Why
Not everyone is a fan of keyboard shortcuts, but for oft
repeated actions, these shortcuts can save a lot of time and
extra mouse clicks.
How
To see what different slash commands you can use, type a
forward slash ‘/’ into the search bar and you will see a list of
options. These include quickly changing your status, making a
video call or starting a chat.
To see the menu of keyboard shortcut, simply click Ctrl and .
(a period)

@buckleyplanet
6. Refine your Search Results

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Better search!
What
While the search experience within Teams is still a work in
progress, many people are unaware of the progress already
made, including refiners and sort options.
Why
We need help sorting through the complexity of messages,
conversations, files and people profiles. No matter how much
we tag, sort, and organize, we still rely on search – and Teams
provides some excellent sorting features.
How
To start your search, type in your search term in the
command bar at the top of Teams. Here, I'm searching for
items related to ‘co-sell.’ I can narrow my search to Messages,
People, and Files, and have several sort options. More details
at https://support.microsoft.com/en-us/office/search-for-messages-and-more-in-
teams-4a351520-33f4-42ab-a5ee-5fc0ab88b263

@buckleyplanet
7. Mark Messages as Unread

@buckleyplanet
Unread messages!
What
Users often look for a way to flag messages in Teams. Other
than saving a message, there is not currently a way to flag a
message.
Why
Most information workers are task-minded and list-driven. Work
conversations may, logically, generate work activities. While
Cortana is getting better at identifying potential tasks within
email, we’re still stuck with manually flagging chats and creating
our own tasks within Teams.
How
You can mark an already read message as unread by selecting
“mark as unread” from the ellipses (…) menu. This will show that
you have an unread message in the left rail and the message will
be turned to bold type for easy identification.

@buckleyplanet
8. Use Meeting Reactions

@buckleyplanet
Meeting reactions!
What
Within Teams Meetings, we now have a way to give visual
feedback with the use of Meeting Reactions. It's a quick way
to express (and gauge) the feelings and emotions of the
audience while you're presenting. Here's how it works…
Why
Reactions are a great way to be engaged without interrupting,
and helps the speaker and fellow meeting participants know
that your screen has not become frozen.
How
In the menu bar at the top of the screen, hover over the Raise
Hand icon to get the four Meeting Reaction emoticons (Like,
Heart, Applause, and Laugh). Click on the appropriate icon,
and others in the meeting will see the emoticon on your
picture.
More info at: https://support.microsoft.com/en-us/office/express-yourself-in-
teams-meetings-with-live-reactions-a8323a40-3d07-4129-934b-305370a36e21

@buckleyplanet
9. Leverage the Immersive Reader

@buckleyplanet
Immersive reading!
What
The immersive reader is great feature that is available across a
number of Office 365 apps, such as Word and PowerPoint. With it
you can hear posts, chat messages, and assignments read aloud.
It also includes grammar tools such as Parts of Speech and Picture
Dictionary.
Why
Sometimes we need the “hands free” experience, allowing us to
multi-task (i.e. use the home gym while listening to an analyst
report being read back to you).
How
To use the immersive reader simply click the three dots next to a
message and select “immersive reader.” This will bring the
message into focus and you can click play to have it read out loud.

@buckleyplanet
10. Copy a Team to build a Team

@buckleyplanet
Copy-and-paste Teams!
What
Within Teams, you can use an existing Team structure and
attributes to create a new team.
Why
When creating a new Team, sometimes you want to build
from scratch – and sometimes you want to rinse and repeat
from other successful Team structures. This is especially
useful when creating similar product or product-focused
Teams where you want your sites to be consistently designed.
How
When creating a new Team, simply follow the dialog boxes to
create your new Team from an existing Team (or Office 365
Group). The Team structure is copied including channels, and
tabs are created but not connected. Files and chats do not
come over.

@buckleyplanet
11. Create a Custom Invite

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Custom invitations!
What
Personalize your Teams Meeting invitations
to include your company logo, URL and other
header and footer details.
Why
It provides a more polished look and feel to
your invites, but also allows you to promote
your site and support contact details with
every invitations sent.
How
Within the Teams Admin Center, go into
Meetings > Meeting settings >
Email invitation and add the necessary
details. Click ‘Preview invite’ to see your
meeting invitation and test your image link.
When done, click Save and wait for the
changes to propagate on your tenant.

@buckleyplanet
12. Automate routine tasks with Power Automate

@buckleyplanet
Automate tasks!
What
Automate routine tasks without leaving Teams
with a lightweight designer experience and a
number of templates to help you quickly get
started building workflows right within Teams.
Why
To streamline many of your common tasks. For
example, when a new Task is created in
Planner, you can automate a notification to
your Project Manager.
How
Install the Power Automate app and pin it to
your left nav. Click ‘Create’ and select from
one of the existing templates, or create a Flow
from scratch.
More details at https://docs.microsoft.com/en-
us/power-automate/teams/install-teams-app

@buckleyplanet
13. Use Live Transcriptions

@buckleyplanet
Live transcripts!
What
“Many Microsoft Teams users can now use a live transcription
feature to create a written record of what’s said in a meeting
almost in real time, which the company says should be helpful
for tardy meeting participants who want to catch up on what
was said--as well as for participants who want to review the
meeting later.”
Why
Transcripts make your Teams Meetings instantly searchable –
while the meeting is happening, and once the meeting is over.
How
This feature is available within the desktop version. More
details at https://support.microsoft.com/en-us/office/view-live-transcription-
in-a-teams-meeting-dc1a8f23-2e20-4684-885e-2152e06a4a8b

@buckleyplanet
14. Make your conversations more searchable

@buckleyplanet
Improve search!
What
Channels can carry thousands of threaded conversations.
Luckily, Microsoft Teams makes it easy for you to tag your chats
with memorable, more searchable titles so you can easily find
your way back to them in the future should the need arise.
Why
We add taxonomy and folksonomy to documents to make it
possible to find them via search, yet we don’t take similar steps
to make our chats/conversations searchable. We should.
How
For chats, select the pencil next to the member names at the
top and type in a title that relates to the content of the chat and
includes a word or phrase that will help you find it again.
In general, get into the habit of using tags (which can act as
DLs), hashtags and @mentions whenever possible.

@buckleyplanet
15. Treat Meetings as documents

@buckleyplanet
Meetings are documents!
What
By default, all Teams Meetings should be recorded and
transcribed, with appropriate compliance and security
measures to ensure that these important information assets
are treated as any other intellectual property.
Why
Meetings are essentially documents/artifacts that include
valuable contextual information that, if they are not recorded
and transcribed, could be lost.
The same can be said about chats.
How
Your governance team and/or Admins should establish
policies around all Teams Meetings within the Admin Center,
recording and transcribing them by default – but also setting
appropriate permissions and restrictions about who can view,
download, or delete them.

@buckleyplanet
16. Use Yammer Q&A

@buckleyplanet
Yammer Q&A!
What
“By including Q&A in any Teams Meeting or Webinar, event
organizers add the ability for attendees to have a focused,
structured conversation where they can ask questions and engage
in the discussion with the rich social Q&A features that they know
and love.”
Why
Engaged employees are happy employees. People want to be
seen/heard and want to be a part of the process. Allowing people
to ask questions and get (documented) responses is an important
part of a transparent organization. The more people are included
in the process, the more likely they will support the results of that
process.
How
Currently in public preview, Admins can make the app available for
employees to add to their Teams. More details at
https://techcommunity.microsoft.com/t5/yammer-blog/q-amp-a-in-teams-is-in-public-
preview-try-it-now/ba-p/2902137

@buckleyplanet
17. Leverage Loop Components

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Microsoft Loop!
What
Announced as part of Microsoft Ignite 2021, Microsoft Loop is
a “reimagining” of Microsoft Office that allows Teams users to
insert live components (previously called fluid components)
into conversations that can be viewed and updated
collaboratively from different workspaces.
Why
Loop components allow people to collaborate on and interact
with data no matter which workload they prefer. Loop allows
people to collaborate “in the flow of work” without having to
constant context switch between apps or tools.
How
Once your Teams Admin has enabled Loop, users will see the
Loop components icon appear within the toolbox. More info
at https://www.microsoft.com/en-us/microsoft-365/blog/2021/11/02/microsoft-
office-transforming-for-the-hybrid-world/
Video by MVP Darrell Webster at https://youtu.be/xQGOovY79VE

@buckleyplanet
Microsoft Loop!

@buckleyplanet
18. Get organized with MyHub

@buckleyplanet
Use MyHub!
What
MyHub streamlines your navigation within Teams,
allowing you to create “hubs” that act as favorites,
allowing you to quick locate and jump to the relevant
location. It provides a one-stop-shop for your sites,
teams, and communities.
Why
“Save time. Be more productive. Quit searching.
MyHub eliminates chaos and brings order to your
workspaces across Microsoft Teams, Groups,
SharePoint, and Yammer.”
How
Once approved by your admin, simply search for and add
the app, then pin to your left nav for easy access. Then
create hubs that fit the way that you work.
More info at https://www.avepoint.com/products/cloud/myhub
https://appsource.microsoft.com/en-us/product/office/WA200000726

@buckleyplanet
19. Sync with Message Center updates

@buckleyplanet
Triage Message Center!
What
The pace of new features and changes within
Microsoft 365 can be a challenge to keep up with,
but you can sync your Message Center updates
with Planner/Tasks in Teams, giving a broader
audience a heads up on changes to your tenant.
Why
A Message Center sync allows your team to more
readily review and triage announcements as they
appear, more quickly identifying and mitigating
changes that will impact your employees.
How
The Teams Admin needs to enable the sync, and
point the updates to a new or existing Planner
plan. There are a few basic options for how the
updates will be organized. More info at
https://docs.microsoft.com/en-us/office365/planner/track-
message-center-tasks-planner

@buckleyplanet
20. Utilize the Microsoft Teams Adoption Site

@buckleyplanet
Leverage Microsoft resources!
What
The Microsoft Adoption site is constantly being
updated with documentation, templates, and general
guidance on all-things Teams.
Why
Don’t recreate the wheel. Learn from Microsoft and
our amazing community of experts, many of which
have contributed to this content.
How
Simply visit
https://adoption.microsoft.com/microsoft-teams/

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