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Posts, Chat, and Meetings

Microsoft Teams supports a variety of ways to communicate with your team, including group conversations in the Posts tab, private Chats, calls, meetings, and breakout sessions.

Channel conversations

All members of a team can view and add to conversations in the Posts tab in any standard channel.  These conversations can be seen by everyone on the team. Documents can be attached and shared in a post are automatically saved to the Files tab of that channel. Posts are different from Chats because they are visible to everyone in a channel and not private. 

Persistent chat will keep all posts without the need to archive. You can search all posts by keywords or headings. 

Mentions can be created by typing ‘@’ before an individual’s name, channel name, or team name.  Notifications to be sent to those included in the mention based on their notification settings, which can be adjusted as needed. [See notifications in left navigation] [see screenshot]

More options in conversations

Arrow pointed at encircled 3 dots showing where to click to bring up a menu of options: save this message, edit, delete, mark as unread, copy link, share to outlook, translate, emmersive reader, turn off notifications, more actions.

Hover over the right corner of a post to bring up a response emoji. Click More options […] to bring up additional options.  

  • Team owners can delete any post; members can only delete their own post
  • Members can edit their own messages only
  • Team owners can delete any message
  • To find all Saved messages, click on your profile image in the top-right corner > Saved. [see screenshot]


Additional Post options and tools

Tool icons listed below the message area.

Additional formatting and fun ways to communicate The letter A with paint brush indicating Format tool

  • Additional formatting provides editing options, such as adding a subject, bulleted lists, tables, etc.  [see screenshot]
    Adding a subject can aid in searching for conversations.
  • Add an Announcement, which creates a more noticeable post: click the Format icon > New conversation > Announcement [see screenshot]
  • Post announcement in multiple Team channels: From Additional formatting, click Post in multiple channels > Select channels > select channels from your list of teams [see screenshot]
  • Use the paper clip icon to attach a file or drag and drop the file into the message. All attached files will be saved in your Files tab.
  • You can add GIFs and stickers, or send a Praise. These can also be turned off by Team owners: click on More options [...] next to the team name > Manage team > Settings tab > Fun stuff > deselect features. 

Meet now allows you to turn a team conversation into a quick meeting or you can schedule a meeting for later. You can record your meeting, share your screen, and invite external users. 


To set a quick meeting with others:

  1. Click the Meet icon in the upper right-hand corner.
  2. Turn the camera on or off.
  3. Provide a subject.
  4. Click the Join now button.

To set a future meeting: 

  1. Click the drop down arrow on the Meet icon in the upper right-hand corner.
  2. Choose Schedule a meeting.
  3. Provide meeting titledates, and invite people to the meeting.
  4. Click Send.

Schedule meeting from Outlook

You can use Teams features to schedule a meeting through Outlook. Attendees are not limited to members of your Teams. 

  • Open your calendar in Outlook > click on the Teams icon at the top of the view. [see screenshot]

Roles in a Teams meeting

Presenters and attendees have different capabilities in a meeting. You can assign roles to each participant based on what contols they might need. Learn more on Microsoft's support information on Roles in a Teams meeting

Chat allows you to have private, one-on-one or group conversations that are not in the public team channel.

Start a Chat

  1. Click on the Chat icon located at the top of the screen, just left of the Seach tool. [see screenshot]
  2. Type the name of the team members you want to chat with. 

Attach files 

Attach files by using the paper clip or drag and drop into the message area. [see screenshot]

To find the files later:

  • Click on the chat where the file was posted and click on the Files tab. [see screenshot]
  • Click on Files icon in the left panel. If the Files icon isn't present, click on the More options [...], then Files. File from all of your channels will be located here. [see screenshot]
  • All chat files will be stored in your OneDrive for Business in the Microsoft Teams Chat Files folder. 

Other options

You have the option to create a meeting, call, and share screen. You can also add additional people to the chat as needed. 

Create breakout rooms

Create separate channels for each breakout room you need. You can use the General channel as the main session where everyone regroups or create an additional channel for this. 

Breakout rooms allow organizers to divide the meeting into sub-groups to facilitate discussions and brainstorming sessions. The meeting organizer can create up to 50 breakout rooms and choose to automatically or manually assign participants into rooms. 

To see the breakout rooms option within your meetings, you must turn on the new Teams meeting experience. This option is only found in the desktop app:

  1. Click on your profile image within Teams
  2. Select Settings
  3. Check the “Turn on new meeting experience” option within General settings
  4. Restart your Teams client
  5. You can double check that the setting is setup correctly by starting a meeting and verifying that the meeting opens in its own window

Only meeting organizers can see the breakout room icon after you’ve joined a meeting, which is located next to the Raise hand icon in your controls.

After the organizer joins the meeting, they can manage breakout rooms:

  1. Click on the ellipsis […] to the right of Breakout rooms to get to more Settings. This allows you to manage whether you automatically move people into open rooms and let people go back to the main meeting. 
  2. Assign participants manually or auto-assign or the organizer can choose auto-assign when they set up the meeting.
  3. Add rooms
  4. Get more options by hovering over a specific room and click on the ellipsis […] to the right of the room name to open room Settings. Options include open/close/join room, rename room, and delete.

Make sure all participants, including the meeting organizer, are using the latest version of Teams.

  • If joining on Android or iOS mobile or tablet, make sure participants go to their App Store and download the latest update.
  • If joining via computer, updates are typically automatic, but if there are any issues, users can check for updates

Video Resource

Review this video for additional instructions to Breakout rooms

Link to KU IT's YouTube  Powered by KU IT 

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