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Microsoft Teams Tips that will help and save you time in 2021

Microsoft Teams has become huge. 500,000 organizations were using it in March 2019, and 13 million people were active every day. As of the start of 2020, these numbers were already soaring.

The Covid-19 pandemic arrived and turned our lives upside down, forcing us to undergo two years’ worth of digital transformation in a matter of weeks. Active daily users reached 44 million users in March 2020, but that was just the beginning. By the end of April 2020, 75 Million daily active users are expected due to forced digital transformation and global changes in working patterns and practices.

The fact that these numbers continue to grow shows how popular it has become. Despite this, the array of available functions can be daunting to many users when getting started.

Whenever you use any of Microsoft’s tools, you will find features you didn’t even realize existed. These can improve productivity, save you time, or simply be cool.

Microsoft Teams Tips and Tricks to Use in 2021

Adding features to applications in a short amount of time has been a Microsoft focus. Microsoft Teams has turned out to be a boon in disguise as we approach the end of 2021 and look forward to more enhanced collaborations. The majority of us work remotely, so apps like Teams are more important than ever.

• Chat exchanges should have titles

Many people or groups of people talk to you each day. To make your conversations more memorable and searchable, you can add titles to your chats rather than scrolling through long lists of conversations.

It is easier to search up these conversations later if the titles indicate what they are about. Select the pencil icon on the top next to the member’s name and type a title.

• Utilize Tabs to their full potential

In a channel or a chat, team members can access services and content using tabs. As a result, the team can work with tools and data directly, and have conversations in the chat room about the tools and data.

It’s one of the simplest and most powerful new features of Microsoft Teams. You can organize everything essential to your project or team into tabs, whether it is a spreadsheet, video, or website.

• Excluding the lobby from your meetings

The default setting for your meetings can be that participants will always be held in a lobby until access to the meeting is granted, depending on your organization’s IT set-up.

The fact that internal meetings are generally held in a lobby can be irritating at times. Staffs often wait for the person to whom meeting invites were sent to arrive, or ‘own’ the meeting. Educating your team on more than just booking and joining meetings is crucial.

A meeting option such as removing the lobby, or allowing it only to be used for external stakeholders, as well as allowing users to present or speak, is very useful. A company’s meetings will be more effective if employees’ skills are raised across the board.

• Saving a post for later

Information needs to be shared more often. You receive a lot of chat messages, emails, posts in a channel, and so on, so use the ‘save’ button on a post to create your list of readings for later in the day when you have the time to focus and absorb.

• Focusing on work by shutting out the world

There are many alerts and interruptions during the day. Many people are finding that email is still busy, and on top of that they are also receiving chat messages, posts, and all kinds of alerts.

Microsoft Teams users may want to teach staff how to use ‘Do Not Disturb’ or ‘Appear Away’ to get shut out of the world and focus on their work for a while. Likewise, you can change how notifications are displayed in your Teams app and reduce the interruptions they will cause.

• Record your Teams meetings

Microsoft Teams meetings can be recorded. It records audio, video, and screen sharing activity. Stream records the meeting in the cloud so it can be managed, downloaded, and shared with other video content your organization has.

Having a record of the meeting allows you to go back to it later or share it with non-attendees if need be.

• Exiting or muting a meeting chat you didn’t attend

The Microsoft Teams app will light up when you’re not in a meeting and you’re not attending one.

The chat might keep alerting you if you miss a meeting due to an urgent deadline. People may not know how to silence this, so it can be super irritating.

Wouldn’t it make more sense to simply mute? In case you want to view any information, updates, or check out the recording later, remember to return to the thread.

Additionally, you should keep in mind that if you ‘leave,’ it will post in the thread from which you chose to exit, which may give a negative impression in some sessions. Pick the best meeting option for you.

• Transcend language barriers

With MS Team’s built-in translator, you can go global. Click the More […] option on top of the message and select the Translate option if you get a message in a language you do not know.

Microsoft Teams will automatically translate the message in the language you set up in your account. Please make sure your team uses Microsoft Teams-supported languages.

• Make sure your secondary ringer is set up so you don’t miss calls

Despite its age, this is a very useful tip. The story goes back to the launch of Skype for Business. There are many complaints and confusion when walking the floor and supporting users during a go-live within a previous Skype implementation or now when staff switches to Teams.

Microsoft Teams calls are likely to ring in your headset when you receive one. In case a call is incoming, take off your headset and walk to the kitchen or office so that you don’t hear it.

Click the ‘settings’ tab on Microsoft Teams. You will see the secondary ringer midway down in this area. The second ring is being set up through your speakers. Through your headset, the call will continue as usual, but you are turning up the volume for the incoming ring. It may not be appropriate to wear this ring while working remotely, perhaps with a spouse nearby.

Conclusion

Besides offering easy collaboration, Microsoft Teams provides convenient access to all files inside an organization, as well as integration with many popular apps.

The Microsoft Teams collaboration and productivity management tool is a great solution for companies looking for an easy-to-use, robust but still user-friendly collaboration tool. It facilitates the sharing of ideas and files, the organization of tasks, and the ability to communicate in real-time. So they can stay connected, anytime, anywhere.