How to Use Microsoft Teams like a Pro

How to Use Microsoft Teams like a Pro

Dennis Snider

347 Posts



Microsoft Teams has played a significant role in helping businesses in the transition to remote work, increasing productivity, and making working from home a lot easier.

However, it seems many people haven’t learnt how to use Teams to its optimal level. Want to get the best out of Teams? Here’s how to do it.

How work is grouped in Office 365

Groups can be defined in two different ways:
– As a group of people working on one team, task, or project.
– A collection of apps used by people in a group

If you put a few people together into one shared space to work on a joint project, you have created an Office 365 group.

When you give a group of people access to a collection of apps in Office 365, you are also creating a group.

An example of this is if you created a Team in Microsoft Teams called “Sales Report” and added a few your coworkers to that team. You have not only created a Team, but this also automatically creates a Microsoft 365 Group.

If you then add a bunch of other apps for your team members to use, that is another Group you have created.

You can learn more about this in Microsoft’s free training on Teams.

Making Use of Teams, Channels, and Tabs.

When you create a Microsoft Team, the two main ways of organization provided are these:

● Channels
● Tabs

A channel is the main space where all activity happens. It’s the central place where all conversation is made, and actual work is done.

Tabs are little sections that allow you to link or ‘pin’ external tools such as, web pages, 3rd party Apps, and other Microsoft apps for your team members.

By default, all teams come with a ‘General’ channel. As the name suggests, this channel is meant for all general conversations. Team goals, weekly or daily announcements, news reports – information like that is excellent for the ‘General’ channel. You can also connect it to your SharePoint News.
You can easily add tabs to any channel you create – and as we mentioned before, this is where you add tools or apps to your channel. Microsoft 365 apps like Planner and Bookings or 3rd party services like GitHub can be pinned to your tab.

Meetings and When to Use Them

While ‘Meeting’ is not the technical name, it is the easiest way to explain this concept.

The main difference between the two types of meetings in Teams is whether or they happen inside or outside of a Channel.

Meetings that happen in channels usually are scheduled for specific times and are centered on a particular topic.
These are traditionally SCRUM meetings, weekly performance meetings, and so forth.

Meetings that happen inside channels have all their files, recordings, and chat stored inside the channel.

Meetings that happen outside of channels could be a simple video or audio calls, or screen sharing. You can schedule these meetings in Teams or Outlook, and other people can access the call with the Teams app or any compatible web browser.

Depending on your subscription level, people can join your call by telephone without using the Teams app.