How to Use Microsoft Teams for Remote Collaboration

Learn how Microsoft Teams can support remote collaboration. Check out tips for using this powerful collaboration app. Be safe and healthy with remote team working tools.

When you’re trying to facilitate collaboration and communication between remote team members, Microsoft Teams can provide the solutions you need. Available with an Office 365 subscription, Microsoft Teams also offers a free version with scaled down features, available to anyone. You can access these tools through a web browser or using a desktop or mobile app.

Microsoft Teams lets you efficiently work with a remote team of people on documents, spreadsheets, and other files, and it eliminates the need to email files to each other. Keep reading to learn how your organization can leverage this very powerful collaboration app to enhance productivity whether you’re all in the same office or different corners of the world.

Creating Teams

When you create a team in Microsoft Teams, it automatically gets Planner, SharePoint, Office 365 Group, and OneNote. You can also add in other apps as desired. Teams supports all Microsoft applications and offers integration for a constantly growing number of third-party apps as well.

With Planner, you can assign tasks, track what your team members are doing, and keep big projects organized. SharePoint provides you with the capabilities to build websites together or create internal sites. At the same time, Office 365 Groups gives you the ability to collaborate using the Office 365 tools you’re accustomed to using on your own. Of course, OneNote lets you create notes, share them with team members, and edit collaboratively as desired.

Setting Up Channels

Once you set up your teams, you can divide them into a variety of channels. Depending on your needs, you may want to have everyone in your business be on the same team and then create a separate channel for each department, or you may want to have a team for each department and narrow further down into specific channels.

For instance, if your marketing department makes up a team, you may want different channels for social media management, product launches, content, or other projects or areas of focus.

Chatting With Your Team

When you open Microsoft Teams, you see three tabs for every channel, and one of the tabs is Conversations. One of the app’s most critical features, Conversations streamlines communication and saves a record of everything so you can effortlessly search conversations or review old messages as needed.

When you want to reach a particular team member, you simply use the “@” symbol plus their username. Then, they see your comment when they sign into the app or they get an instant notification if they have alerts set up on their device.

Team members can also like or react to comments. For instance, if you want to ensure everyone has seen a particular comment, you can ask them to leave a thumbs up or another indicator. GIFs and emoticons help to add personality and levity into team conversations.

Sharing Files

In addition to Conversations, Files is one of the other three tabs that gets instantly created when you set up a channel. You can open your files right in the Teams app or through your browser. You don’t have to close Teams and open the app for the type of file you want to use.

Then, you can make edits, which your entire channel can see in real time. You can delete, move, or copy files. You can also get links to share the file with people outside your team or channel. To foster communication, you can create a group conversation next to the file or leave comments within the file itself.

Administering Microsoft Teams

Microsoft Teams offers a host of features that can boost productivity, improve communication, and streamline collaboration. Still, you also need to manage this app to ensure it meets your organization’s policies and practices.

In the control panel of the admin settings, you can establish who can create teams, and you can also set parameters on which features you want accessible to individual teams or channels. For instance, you can control who can use video meetings or screen sharing, and you can create rules related to animated images or using extensions.

Shifting to a remote workforce can be challenging, but tools like Microsoft Teams help to keep you on track, regardless of where your team members are located. To learn more about how to foster remote workers, contact National Networks today.