Following these guidelines should ensure you and your colleagues have a better Teams experience by keeping things clean, organized, and productive (yet still fun and enjoyable).Keep Teams as your internal collaboration tool use email for more formal, external communication.Contrary to your initial reaction, it’s easy to juggle the two. But it’s safe to say the community of Teams users has quickly learned the rules that help everyone make the most of Teams.This definitive guide covers some everyday etiquette for using Microsoft Teams. As with any new tool, the best practices on how to use it are still developing. No jumping between windows, logins, or screens to access all your team’s content.For many users, Teams is a breath of fresh air compared to working with others via separate tools like email, file shares, and phones.Thirty draft copies of a file flying around your inbox is so last decade. Stick to a single source of truth. Say “Thanks for your message,” rather than, “Thanks for your email.” Send links to documents rather than attachments.One of the advantages of Office 365 is the ability to co-edit documents—take advantage of it. Make your out-of-office response Teams-friendly.Your Outlook out-of-office response displays in Teams as well. PRO TIP: If you need to jump between accounts or you’re a guest in another organization’s Teams system, use Google Chrome or Microsoft Edge profiles to separate everything.Profiles keep things much simpler. Send join codes they let the recipient decide if it's appropriate for them to take part.And sometimes you just want to be informal with your colleagues. Press backspace/delete after inserting an to remove surnames or extraneous information.Sometimes Teams includes job titles, locations, or “Guest” in user names, wasting valuable space. Use accordingly Don’t overuse it. Consider what settings (private or public) and tabs you would like to add for Team individuals to get their attention and a is equivalent to placing someone in the To or CC field of an email. Add a unique photo or graphic for the Team profile. If you are an owner of a Team, you have etiquette rules as well.Stay up to date on adding and removing members from the Team.
![]() ![]() Microsoft Teams Space Requirements How To Use ItUse the ! button to mark a message as important. Expect the response time to be similar to if you had sent an email. Urgency in conversations is comparable to urgency of an email.Don’t expect an immediate response even if you someone in a conversation. Match your meme and gif usage to your organizational culture. Don’t overuse announcements they take up a lot of space and too many will dilute their importance. Use announcements appropriately.Announcement message types have an image banner with large text. ![]() People who join a Channel.New Channels may not be followed by everyone automatically. The wiki can be an excellent About document.Post the Team description, goals, expectations, and behavioral norms in the wiki and rename the tab toAbout if you’d like. Avoid that from the start by not creating a Channel unless you really need it. Only create Channels when you know you really need them.It’s common to end up with too many Channels, which leads to confusion on where to post. Keep the General Channel for that. Download skype for business app for macExternal guests can be part of the PC.Just remember they have to be a member of the parent Team first. PC members are always a subset of the parent Team’s members.You can’t add people to the PC that aren’t already members of the Team. It’s useful for anAnnouncements Channel where only assigned individuals can post articles.The owner of the parent Team isn’t necessarily the owner of the PC.Team owners that aren’t PC owners can only see the PC nameAnd description. Use Channel moderation to restrict who can start conversations in any Channel.You can prevent guests from starting conversations while still allowing them to reply. Files uploaded in Channels are stored in SharePoint.Check out the Files chapter below for lots more helpful information on how to work with files in Teams. Work onThe plane without needing WiFi! You can always view your files directly in SharePoint if you prefer.When you’re in the Files tab, click Open in SharePoint to access the files with all the complex goodnessSharePoint offers. Sync files for offline access.Install OneDrive for offline access built directly into WindowsExplorer, MacOS Finder, and the OneDrive mobile app. There are a lot more details to using PCs correctly.Please review this supplemental blog post 1 to understand all the nuances and intricacies of usingPrivate Channels if you’re planning to use them.That’s the limit! Limit to three levels of folders deep.Not only is this best practice, but there is a character limit to theFolder path length. But PCsDo not support bots, apps (including Planner), Moderation, or scheduled Channel meetings. PCs have limited integration features.Tabs and connectors are supported, and each PC has an email address like normal Channels. The PC SharePoint site has limited permissions options.You can’t change the owner/member groups through SharePoint, though you can use the visitorGroup and create new SharePoint security groups. Where you upload your files matters.If you upload a file into the Files tab in a Channel, it gets saved to SharePoint. If you do a simple drag-and-drop move, the file inThe new location is considered a completely new copy of the original, with the original having been deleted. If you want to move files from one Team or Channel to another, use the Move button in TeamsThis ensures you won’t lose version history of the file(s). But be careful: file-level permissionsCan quickly get difficult to manage. PRO TIP: Use Priority Notifications to alert someone in case of real urgency.Click the “!” in the text toolbar to reveal the bell. Use in chat to give that extraNudge in their activity feed. Urgency in private chat is comparable to urgency in Skype for Business.If you message someone, you’re implying a higher urgency than if them in a conversation. Adding participants to a chat gives you the option to see prior discussions in that chat. This canGet confusing, so try to avoid it unless necessary. Membership matters.If you already have a chat going with three people and you create a new chat with those same threePeople, there will be two different chats with the same individuals in the two conversations. Work shouldn’t beCompleted in private chat. Keep conversations ad hoc.If the discussion starts getting into business decisions, bring it back to a Channel.
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