Installing Teams for Mac/PC

Step 1

Screneshot of Microsoft Teams website landing page

Step 2

  • After Teams has been downloaded, run the application and sign in with your [email protected] and normal UT Dallas password.

Screneshot of Microsoft Teams login window

Step 3

  • You will need to authenticate using NetIDplus; if you have not set up a NetIDplus powered by Duo, please visit our NetIDplus Enrollment page.
  • After you have authenticated, you will be signed into Teams and any Teams that you are currently a member of will appear under the tab on the left panel tab labeled Teams.

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Installing Teams Mobile App

To download the Teams mobile app, sign into Teams online and select the option Download the Mobile App from your user settings menu. You can also download it from the iOS App Store or Google Play Store.

Screenshot of Teams menu option for Download the mobile app

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Switching Teams Views

Step 1

  • Click on the Teams tab on the left panel to bring up all the teams you are currently a part of.

Step 2

  • Click on the 3 dots Teams more menu options icon that are shown above you teams and select the switch view option.

Screenshot of menu showing switch view option

Step 3

  • A menu will appear where you can select either grid or list view. Once you chose your preferred view click on OK to confirm.

Screenshot of Teams view options

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Teams Notification

Step 1

  • Click on the user profile icon on the top right (This will either have your initials or your profile picture if you have on set.

screenshot of user profile icon in Microsoft Teams

Step 2

  • Click on settings in the menu.

screenshot of settings menu option in Microsoft Teams

Step 3

  • You will then be brought to a settings menu where you can modify how you want your notifications delivered to you.

screenshot of notifications settings in Microsoft Teams

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Scheduling a Teams Meeting in Outlook

Step 1

  • Open Outlook.
  • Go to the home tab and click on the New Items drop down in the ribbon. Click on Team Meeting.

Screenshot of Teams Meeting option in Outlook

Step 2

  • Add the recipients to the email that you wish to send the Teams meeting invite too and set the time and date you would like the meeting to be scheduled.

Screenshot of Teams Meeting details in Outlook

Step 3

  • Send the invitation by clicking Send it the left corner.

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Scheduling a Teams Meeting in Teams

There are several ways to schedule a meeting:

  1. Select Schedule a meeting Teams Calendar Icon in a chat (this is below the compose box) to book a meeting with the people in the chat.
  2. Or go to Calendar Teams Calendar Icon on the left side of the app and either select New meeting at the top right of the app, or select a range of time in your calendar and it will pop open a scheduling form.

In the scheduling form is where you’ll give a title to your meeting, invite people, and add meetings details.

On the right side of the scheduling form you will have the option to add a channel, individual people, or leave both blank to book yourself an appointment.

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Scheduling a Teams Meeting in a Channel

Step 1

  • Select the Team tab on the left side bar and select the channel you want to schedule a meeting for.

Screenshot of Teams channels

Step 2

  • Select the Meet Now button at the bottom of the chat window.

Screenshot of Meet Now button in Teams channel conversation

Step 3

  • A window will open, select Schedule a meeting to begin the process.

Screenshot of meeting schedule description

Step 4

  • Fill out the form with all the necessary details of the meeting. Once the details have been filled out you can select send at the top of the page.

Screenshot of meeting details form in Teams

Step 5

  • Once the scheduled meeting has been sent out all of the recipients will receive message with an embedded link that can be clicked on.

Screenshot of meeting details form in Teams

Step 6

  • After the link has been clicked on, a page with the details of the meeting will appear along with the option to Join the meeting at the top right of the page.

Screenshot of join button in the meeting details form in Teams

Step 7

  • Click the Join now button in the center of the screen.

Screenshot of join button in the meeting screen in Teams

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Setting Meeting Options

Default participant settings are set by an org’s IT admins. They try to optimize for most use cases, but sometimes a meeting organizer may want more granular control for specific meetings.

You can make changes to your meeting settings before a meeting by going to Meeting options. There are two ways you can get there:

  1. In Teams, go to Calendar Teams Calendar Icon, select a meeting, and then Meeting options.
  2. In a meeting invitation, select Meeting options.

Then, a web page will open in your default browser with the following options:

Who can bypass the lobby?

You can decide who gets into your meetings directly and who should wait to be let in.

Who can bypass? What happens Recommended when…
People in my organization Only people in your org, including colleagues and guests who have different email domains than you do, can get into your meetings directly. You want all external guests to wait in the lobby so you can approve them one by one.
People in my organization and trusted organizations Only people in your Teams org and external guests from trusted organizations can get into your meetings directly. You want some external guests to wait in the lobby so you can approve them one by one.
Everyone Anyone who has access to the meeting link gets into the meeting directly, including people who call in. You don’t want anyone to wait in the lobby. You want everyone to be able to join your meetings without specific approval.

If you have people wait, then you (and anyone else allowed to admit people from the lobby) will see a list of people who are waiting. You can review the requests and choose whether to admit or deny them.

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Record a Meeting or a Group Call

Step 1

  • Start or join the meeting.

Step 2

  • To start recording, go to the meeting controls and select More options More Options icon > Start recording.

    • Everyone in the meeting is notified that recording has started and is posted to the chat history.
    • You can’t make multiple recordings of the same meeting at the same time. If one person starts recording a meeting, that recording will be stored on the cloud and available to all participants.

Screenshot of start recording option

Step 3

  • To stop recording, go to the meeting controls and select More options More Options icon > Stop recording.

    • The recording is then processed (which could take a while) and saved to Microsoft Stream, and then it’s ready to play.
    • The person who started the recording receives an email from Microsoft Stream when the recording is available. It also shows up in the meeting chat—or in the channel, if you’re meeting in a channel.
    • Note: In addition to storing the recording on Microsoft Stream, Microsoft will provide a link to the recording in the meeting chat which is available for seven days. Anyone who participated in the meeting can access this link and download the recording.

Screenshot of stop recording option

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Teams Chat Basics

Screenshot of chat in Teams

1 – Chat Window 6 – Screen Share
2 – Recent Chats 7 – Add people to chat
3 – Pinned Chats 8 – User and group search
4 – Video call 9 – Message box
5 – Audio call 10 – User or group name

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Create a Group Chat

Step 1

  • Click the new chat button at the top of the page.

Screenshot of new chat button in Teams chat

Step 2

  • A new chat will be created and a recipient field will appear at the top where you can add users to the chat.

Screenshot of search box in Teams chat

Step 3

  • Add one or multiple users to the chat by typing either a name or group.

Screenshot of search box in Teams chat

Step 4

  • Once you have added all the users you want to the chat you can begin sending a message at the bottom of the page.

Screenshot of search box in Teams chat

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How to Pin a Chat

Step 1

  • Click on the Chat tab in the in the left menu pane on the left side of the page.

Step 2

  • Right click on an available chat and a menu will appear. Click the pin option, the chat will then be pinned to the top of your chats list. (Pinned section).

Screenshot of pin menu option in Teams chat

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Screen Sharing in Teams

Step 1

  • Open up a chat with the person you would like to screen share with.

Step 2

  • Click the screen share button at the top of the chat window.

Screenshot of share button in Teams chat

Step 3

  • Select a screen that you would like to share. You can share specific screens or specific applications you currently have open.

Screenshot of screen share options in Teams chat

Step 4

  • The recipient of the screen share will receive a notification requesting them to accept the screen share.

Screenshot of screen share prompt to accept screen share

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Change your Microsoft Teams Status

Step 1

  • Click on your initials or profile picture (if you have one set) on the top right.

Screenshot of profile picture location in Teams

Step 2

  • Hover over your status and select a new appropriate status you wish to set.

Screenshot of status in Teams chat

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How to Request a Team

Login to utdallas.edu/oit/o365/newteam using your UTD credentials.

Step 1

  • Provide the NetID of the Team Owner. This is the person who is responsible for the Team and adding additional members. Additional owners can also be added by this person after the Team is created.

Step 2

  • Next, type the preferred Team name and an alternative in case the preferred name is already taken. Your Team name should include your department name/abbreviation at the beginning.

Step 3

  • Here you will want to select the Type of Team you’d like:
    • PLCs: PLCs are made for Educators collaborating within a professional environment or learning community, like teachers teaching the same class.
    • Staff Members: A Staff Member focused Team would be used by faculty within the same department not just for a specific class like a PLC
    • Anyone: a generic Team type for anyone. (Recommended)

Screenshot of request form

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Teams, Channels, Membership, Roles, and Settings

Team

A team is a group of people gathered to get something big done in your organization. Sometimes it’s your whole organization.

  • Teams can be created to be private to only invited users.
  • Teams can also be created to be public and open and anyone within the organization can join (up to 5000 members).
Channels

Teams are made up of channels, which are the conversations you have with your teammates. Each channel is dedicated to a specific topic, department, or project.

  • Team channels are places where everyone on the team can openly have conversations. Private chats are only visible to those people in the chat (and files that you share in a chat are stored in OneDrive for Business).
  • Channels are most valuable when extended with apps that include tabs, connectors, and bots that increase their value to the members of the team. To learn more, see Apps, bots, & connectors in Teams.
Chats

While channel conversations are public, chats are just between you and someone else (or a group of people). Think of them like instant messages in Skype for Business or other messaging apps.

Team Roles

There are two main roles in Microsoft Teams: a team owner, the person who creates the team, and team members, the people who they invite to join their team. Team owners can make any member of their team a co-owner when they invite them to the team or at any point after they’ve joined the team. Having multiple team owners enables you to share the responsibilities of managing settings and membership, including invitations. UTD recommends at least two owners on every Team.

Team Settings

Team owners can manage team-wide settings directly in Microsoft Teams. Settings include the ability to add a team picture, set permissions across team members for creating channels, adding tabs and connectors, @mentioning the entire team or channel, and the usage of GIFs, stickers, and memes.

For more information on Teams channels, settings, roles and membership please see this web page from Microsoft.

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Pinning a Channel

Step 1

  • Click on the Teams tab in the in the left menu pane on the left side of the page.

Step 2

  • Right click on an available Channel and a menu will appear. Click the pin option, the Channel will then be pinned to the top of your Channels within the selected Team. (Pinned section).

Screenshot of the pin menu option

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Sharing and Co-authoring on Documents, Spreadsheets, and PowerPoints

Step 1

  • Select the attachment icon from your current chat and choose a file to share. You can upload files from Box, OneDrive, your local device, or from recent chats.

Screenshot of attachment icon in Teams

Step 2

  • Some documents you upload will be protected and will require you to allow access to anyone you share with. To change the permission settings on your file, select the dropdown menu under the title of your file.

Screenshot of attachment permissions message in Teams

Step 3

  • Choose which people or group of people you would like to grant access to and check the box for Allow Editing if you wish to make them a co-author of the file you are sharing.

Screenshot of attachment permissions settings in Teams

Step 4

  • After granting permissions, send the file as a message and the recipient will be able to open the document within the Teams app by clicking on the message.
  • From here you will be able to see who is actively looking at the shared document by viewing the user icon in the top right, as well as view where a co-author is editing the document by looking for a flag with the co-author’s initials or name.

Screenshot of attachment permissions settings in Teams

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Teams Expiration Policy and Renewing your Team

From the date your team is created, you are given a full year before you are required to renew your Team. Teams that have recent activity will be renewed automatically if not renewed by the Owner. Teams without recent activity that are not renewed manually will be deleted.

Email notifications for renewing the Team are sent to the Office 365 group owners 30 days, 15 days, and 1 day prior to expiration of the group.

To renew your team or check when your Team expires, please follow the guide below:

Step 1

  • Select More Options More options menu icon and then select the option Manage Team from the menu.

Screenshot of location of the Team more options menu icon

Screenshot of location of the Team more options menu icon

Step 2

  • Select the Settings tab and open the dropdown for Team Expiration. This will show you the date that the specified Team will expire. To renew your Team for a whole year, just click the Renew Now button and a message will appear informing you of the new Team expiration date.

Screenshot of Teams expiration settings

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Adding Guest Users to Teams

Guest users are users outside of UT Dallas. NOTE: Depending on the user you are adding (and whether they are already a member of another UT Dallas Team), it may take 2-3 attempts to successfully add them to your Team.

You must also be an owner of the Team to add guests or members.

Step 1

  • Click on Teams in the left menu.

Screenshot of Teams icon on the left menu

Step 2

  • On the reading pane on the left side you will see all your Teams listed. Find the team you want to add a member too. Click on the 3 dots More Options Menu Iconto the right of the team which will open a menu with options you can select from.

Screenshot of More Options menu icon

Step 3

  • A menu will appear with options you can choose from. Select Add member in the menu.

Screenshot of Add member menu option

Step 4

  • Search for the person you would like to add to the team via name or email. Select the user from the drop-down menu.

Screenshot of Add member search bar

Step 5

  • When adding a user that does not have a UTD email address, you will get a drop down indicating that the user you are trying to add to the Team is a guest.

Screenshot of Add member search bar for guests

Step 6

  • Once you select the person you would want to add, click send request at the bottom. The user will then be sent a request they must accept in order to be added to the team.

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