Each team comes with a General channel by default with the option to create additional channels that represent topics, work groups, or themes. Standard channels are visible to everyone or you have the option to create a private channel.
Create a New Channel
Select More options […] next to the Team name > Add channel > provide a name for your channel > choose Standard or Private channel > Add
Standard, Private, Shared Channels
Everyone on a team has access to standard channels.
- Private channels can only be seen by the person who created the channel (channel owner) and members added to the channel.
- Members added to this channel must already be a member on the team.
- Anyone can add private channels unless Team owners change that permission. [under Manage Team > Settings > Member permissions/Guest permissions].
- Team owners do not have access to a private channel unless they create it or are added to the channel by the channel owner.
- Team owners can delete any private channel.
- Private channels create their own SharePoint document libraries accessible only to those who are channel owners and members of that channel.
- You cannot schedule meetings.
- Does not support some apps like Planner.
- You can add people to this channel not already on your team.
- Those added may be from KU or an external organization with a licensed Team tenet.
- Those added to this channel can see the shared channel and no others.
- All Members on your team can see the shared channel without having to be added, but Guests do not have access.
- Before you add external users, you must contact our Office 365 admin to work with the other organization to configure access to our tenet, if not already set up.
Restore Deleted Channel
Deleted channels are permanently deleted after 30 days. Before that time, team owners have the option to restore the channel back to your active list of channels.
- Hover over team name and select More options [...] to the right of the name
- Select Manage team
- Select the Channels tab from the top menu
- Below all of your Active channels, select the Deleted dropdown option.
- Select Restore to the right of channel name.
Channels and SharePoint Folders
Creating a Standard Channel in Teams creates a corresponding folder in the SharePoint Document library.
All folders and files created and uploaded within these folders from SharePoint will sync back to your team's channels.
If you create a folder in SharePoint that exists outside of the folders created by channels, it will not sync back to Teams unless you create a new channel with the same name as the new folder.
It is a best practice to always create channels in Teams first to easily create syncing.
Channel Menu Options
Pin will place the channel to the top of your list. Only available in List view.
Manage channel to set moderation preferences.
Get email address allows you to copy the email address of this channel, which enables you to email the channel. The message will appear in posts.
Note: By default, only KU internal addresses are allowed to email directly to a channel. Requests for external email addresses need to be evaluated by IT.
Get link to channel allows you send a link for others to access your public team or add the URL to your SharePoint site for quick navigation.
Edit this channel - Edit channel name and description – This does not automatically change the name of the folder in SharePoint. You must go to SharePoint to change the name of the folder.
Connectors keep your team current by delivering content and updates from services you frequently use directly into a channel.
Delete this channel – By default, everyone is allowed to delete a channel. Team owners can change the permission on who is allowed to delete channels [under Manage Team > Settings > Member permissions/Guest permissions].
Notifications are sent when you are mentioned in a post, messages are posted in the Posts tab or Chat, and other activities, such as membership changes, seeing when someone is on or offline, meeting notifications, etc.
How You Receive Notifications
- Your feed notifications will show on the Activity icon at the top part of your app bar and on the Desktop app.
If you don't have the Desktop app in your toolbar, you can download it from the Teams web app under Settings.
- If banner notification is selected, a rectangle message will slide out from the right side of your screen for a few moments, then will disappear.
- Email notifications will happen only when you are not logged in to Teams.
Manage Notification Preferences
You can change email, banner, and feed preferences from different areas in teams. Manage your notifications from Settings, conversations, and channels.
Notifications from Settings
Select your profile image (or circle icon) at the top-right of screen > Settings > Notifications. From here, you can choose a variety of notification settings.
- Hover over the top-right corner of a conversation
- Select More options […]
- Select Turn off notifications
- Hover over the channel name and select More options […]
- Choose Channel notifications
- Change options
Mention a Person, Channel or Team
When posting in a channel, use the "@" symbol followed by the name of a person, channel, or the name of the team. This will send a notification to that person or team based on their preferences.
By default, all channels and teams are visible, allowing you to receive notifications for teams and channels that you haven’t hidden from your list. You can choose Show or Hide to ensure you get notifications from teams and channels you care about.
- Hover over channel or team, then select More options [...] on the right of the channel name
- Select Hide channel/team
Your hidden channels and teams will be condensed in your list, but will remain available if you want to bring them back at a later time. Once you hide a channel or team, you will no longer receive notifications for them until you bring them back.
To bring the channel back:
- Hover over Hidden channel and select the arrow > to the right of your channel.
- Select Show next to the team/channel you want to bring back.
Teams Posts and Chat
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.
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.
More Options for Posts
Hover over the right corner of a post to bring up a response emoji. Select 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
Review of Options
Save this message allows you to bookmark a message. You can find all bookmarked messages by typing /saved in the Search / command field at the top of the screen. You can also find it by selecting on your image (or encircled initials) at the top-right then choose Saved messages.
Your saved messages will open in a panel to the left. You can remove a saved post by selecting on the bookmark icon to unsave the post.
Copy link to share a post in another team or chat message.
Share to Outlook send post as a message via Outlook.
Translate will translate the post into the language chosen in your Settings. English is set by default.
Immersive Reader can read text for users, adjust font size, etc.
Pin allows you to pin posts in the channel information panel. To view pinned items, go to the Show Channel Info icon at the top-right of the screen. You'll find your pinned posts towards the bottom of this panel.
More Actions allows you to add polls to your posts. Select More actions and a new panel will open allowing you to create a new poll.
Additional Post Options and Tools
Additional formatting and fun ways to communicate.
- Additional formatting provides editing options, such as adding a subject, bulleted lists, tables, etc.
Add an Announcement, which creates a more noticeable post: select the Additional format icon > New conversation located at the top-left of panel > Announcement
Post announcement in multiple Team channels: After you select Announcement, select Post in multiple channels > Select channels. From the panel, select channels from your list of teams, then select the send button at the bottom right of the screen
- 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: select More options [...] next to the team name > Manage team > Settings tab > Fun stuff > deselect features.
- The Stream icon that takes you to where your Teams videos are stored. Currently, Stream is being revamped and will not load recordings. All channel recordings will be saved in your SharePoint library in a folder titled Recordings.
Start a Chat
Chat allows you to have private, one-on-one or group conversations that are not in the public team channel.
- Click in the Search field at the top of the screen and begin typing the name of the person you want to chat with.
- Select their name from the drop down choices.
Attach files by using the paper clip or drag and drop into the message area.
To find the files later:
- Select the chat where the file was posted and select the Files tab.
- You can also view all your files by selecting on Files icon in the left panel. Files from all of your chats and channels will be located here.
- Select the More options [...], then Files. If the Files icon isn't present, type files in the search field, then select files.
- All chat files will be stored in your OneDrive for Business in the Microsoft Teams Chat Files folder.
- To pin your files app to the app bar for easy access, right-click on the files app and select Pin.
- Select the More options [...], then Files. If the Files icon isn't present, type files in the search field, then select files.
You have the option to create a meeting, call, and share screen. You can also add additional people to the chat as needed.
Files in Teams
The Files tab displays all of a team’s files within a given channel, which are stored in you Team's SharePoint Document library.
Browser vs. Desktop App
By default, opening files from the cloud will open them in the browser. You have many of the tools you expect from the file, but not all. Access to all of the tools wil be in the Desktop versions of the files.
If you want to change the default so that your files open in the Desktop app:
- Select Settings
- Files from the left panel
- Select Desktop app from the drop down list
Create and Manage Your Files
To create new files or folders:
- Select a channel, then choose the Files tab at the top.
- Click +New in the top menu and select the file type or folder.
- Provide a title, then click Create.
To upload files and folders:
- Click Upload at the top menu or drag and drop the file from your computer.
- In the Posts tab within a channel, you can attach a file to a conversation using the paperclip icon or drag and drop the file into the message. These options will upload the attached file to the Files tab in that channel. These options will upload the attached file to the Files tab in that channel.
- After you sync your folders, you can drag and drop files into you File Explorer on a PC or Finder on a Mac.
- You have the option to edit in the browser, from the desktop app, or in Teams.
- While the browser offers many of Word's editing tools, you will get full editing tools when editing in the Desktop app.
Conversations in Editing
Editing in Teams includes a persistent conversation option to discuss the file while editing. The conversation always stays with the respective file and can also be viewed in the Posts feed of that channel.
To share files with others outside of your team, there are a few places to find the share files tool:
- Open the file you want to share
- Click on Open in Desktop or click the ellipsis [...] in the top right menu then Open in Browser
- Click the Share button at the top-right above the tool ribbon
The other place to find the Share tool is via SharePoint.
- From files in Teams, click on the ellipsis [...] in the top right menu > Open in SharePoint
- Hover over the file you want to share, then click on the Share icon
Use left menu to navigate to more information about sharing files.
SharePoint in Background
Your Microsoft Team also comes with a SharePoint site. All Teams files are stored in the document library found on that site which you can access by clicking Open in SharePoint in the Files tab.
Each channel will be assigned its own folder in SharePoint.
- If you add a channel in Teams, it will be stored as a folder in a SharePoint library.
- If you change the name of the Teams channel, it will not automatically change the name of the folder in SharePoint. You must do this manually.
Go to SharePoint Document Libraries for more information about managing folders in Teams and SharePoint.
Private Channels in SharePoint
When a private channel is created, a new, abbreviated SharePoint site is created just for that channel. This ensures any files created in the private channel can only be accessed by those who are owners/members/guests of that channel. The channel will have the same name as the team with Private channel added to the end of the name [Team name - private channel name]. Find more information about private channels.
Tabs in Teams
Tabs allow team members to access services and content in a dedicated space within a channel or in a chat. Owners and team members can add tabs to a channel, private chat, and group chat to help integrate their cloud services.
Every channel comes with two default tabs: Posts tabs provide a dedicated space for conversations in a channel, and the Files tab is where you upload, create, and share all of the files pertinent to that channel.
Learn more about Posts and Files features by selecting on the respective links in the left navigation.
- Additional tabs can be created to quickly access apps or data.
- If you want to create a tab for a PDF, Excel, Word, or PowerPoint, the files must be uploaded to your channel's Files area before they can be converted to a new tab. Select the file, then select Make this a tab.
Create a New Tab
- Open the channel and select the + Add a tab icon located at the top of your screen to the right of your default tabs.
- Choose from the available apps and connectors within Teams, such as OneNote, Tasks by Planner, Forms, etc.
The top apps under Recent are KU supported and most of those listed under More tabs are third party.
Common Integrated Apps
Channel Calendar App
Teams Channel calendars shows all of your channel meetings in one organized view. Any member or owner on the team can view and add meetings to the calendar, as well as join the channel meetings.
Add a Calendar to Your Channel
- Select the +plus sign in your tabs area to add a tab
- Choose Channel calendar
- Select Add
- Provide a name for your calendar
- Select Add
- Any team member can schedule a meeting as you normally do through the Meetings tool or in the Channel calendar app and it will show in the calendar.
- See all scheduled channel meetings in one place.
- Scheduled meetings notifications will show in channel feed.
- The meetings do not consistently sync with your Outlook calendar except for those you add to the Add required attendees field.
- Guests cannot access the calendar app.
- One calendar per channel.
- No list of channel calendars anywhere.
- Not available in private channels.
- No SharePoint calendar integration.
Navigate to a different page to view all Teams Meetings instructions. The following features are covered:
- Schedule a Meeting
- Join Meetings
- Breakout Rooms
- Polls in Teams
Follow up on Messages
First you must add Power Automate to your Teams client.
- Select 3 dots in app bar on left edge
- Select Power Automate
- Select the built-in "flow" (in this case, Follow up on a Message)
- Ensure you are connected
- Select the Create flow button
The flow should be set to run. Go to the message to set your follow up:
- Hover over message, select 3 dots to the right of emojis
- Hover over More actions at the bottom of the panel
- Select See More
- Select Follow up on a message
- Set Date, Time, and provide notes
You will be notified in Teams in the Activity icon and Desktop app.
Clear Cache for Tech Issues
As Microsoft Teams usage increases on campus, we're seeing more incidents of people with login issues, slowdowns, or other errors. In many cases clearing the cache resolve these problems.
See Microsoft's Support page for instructions to clear cache on a PC and Mac.
Teams with Courses
Instructors can use Teams to complement their courses. The Education Technology has expertise in best practices and recommendations for how it should and should not used.