Microsoft Teams manuals & FAQ

Teams is automatically activated for every employee when they join the organization. Teams is compatible with the following operating systems:

• Windows
• macOS
• Android
• iOS/iPadOS
• Linux (web version of Teams)

Multiple people, as well as guests from outside UT, can participate in online meetings, chats and regular phone calls. An internet connection is required to participate.

You can register or log in using your UT email address.

See this introduction to Teams to learn more about the basics.

You must be employed by UT and have an internet connection to use this service. No costs are charged.

For any questions about Teams or to report malfunctions, contact the servicedesk ICT.

• Apps and services

• Meetings and calls in Microsoft Teams

This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold. 

Only for employees.

CALLS IN TEAMS

Click in Teams on the Calls button.

From the dial pad, enter the number of the person you want to reach. Then click Call. To call using someone’s name, go to Calls and from the dial pad text box, type the name of your contact.

You can also call someone by entering the /call command, followed by a space. Enter a number or name after the space. Type the full name of a person or, for instance, secretariat to reduce the search results.

While in a call, click the three dots to put a call on hold or transfer a call.

To change, among other things, audio and call settings, click your profile picture and then Settings. The options for microphone and speaker can be adjusted at Devices; the call settings can be found at Calls.

Click here for more information about calls in Teams.

New employees will receive a telephone number and traffic class 2. Contact the departmental telephony contact person to change the traffic class. The telephony contact person will provide the Service Desk ICT with the following information:

• Name, personnel number, telephone number to be adjusted in traffic class
• Traffic class; choose from the following: 

Available traffic classes:

• Chat in Microsoft Teams

• How to save and access your files in Microsoft Teams

INTRODUCTION

An employee has telephone number 1234 and uses the services of a secretariat. He / she wants to be able to choose to forward calls directly to the secretariat at number 5678 or to take the call themself. In all cases, the secretariat must be able to call him / her, even if his / her own telephone number has been forwarded to the secretariat.

In Skype for Business, an extra private line was used for this, but within Microsoft Teams this is no longer necessary because the employee for the delegate remains directly available on his / her own number even if the transfer to the delegate is active (provided that the employee is not offline). The private line is obsolete when using Teams.

BEFORE YOU START

• This manual is written for Windows, Linux and Apple.
• This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold.  

AUTO FORWARD INCOMING CALLS

In the account of the employee who wants to transfer the phone to the secretariat, complete the following steps:

• In Teams, click the profile picture in the top right corner and select Settings.
• Go to the General tab and press Manage delegates at the bottom.

• Go to Your delegates and add the secretariat. The secretariat receives a message in Teams as confirmation.

• Select at least Receive Calls and press Add.

• Click < Back to settings.
• Go to the Calls tab, select Forward my Calls, Forward to: My Delegates.
• Select the delegated secretariat for calls that go unanswered under If unanswered.

PRIORITY ACCESS

In the account of the employee who wants to transfer calls, complete the following steps:

• In Teams, click the profile picture in the top right corner and select Settings.
• Select the Privacy tab and click Manage priority access.
• Enter the authorized secretariat, so that messages from this person are still displayed when your status is other than available. Messages are shown even if your status is Do not Disturb.

TURN OFF AUTOMATIC FORWARDING

• In Teams, click the profile picture in the top right corner and select Settings.
• Go to the Calls tab and select Calls ring me.

TRANSFER A CALL

Additional information is shown in the notification message when a call is transferred. It states who is trying to reach the caller.

• To transfer a call, click the three dots (…)  and then Transfer.

• Type the name of the person you want to transfer the call to and select them. To finish, select Transfer.

TRANSFER WITH CONSULT

• To consult first before transferring a call, click the three dots (…) and then Consult then transfer.

• Type the name of the person you want to transfer the call to and select them.

• A new chat window will appear. Type a message or click the handset icon at the top right to make the inquiry call by phone.

INTRODUCTION

Teams is the successor of Skype for Business. With Teams, you invite colleagues to chat, meet, call and collaborate. All this in one place, wherever you are.

BEFORE YOU START

• This manual is written for Windows, Linux, Apple, Android and Apple mobile telephones.
• This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold.  

YOU REQUIRE THE FOLLOWING THINGS:

• An Internet connection.
• (UT) e-mail address.

INSTALLING MICROSOFT TEAMS

• Go to teams.microsoft.com.
• Log on with your (UT) email address.
• Click on the three dots in the upper right corner and select Download the desktop app.

• Install Teams with predefined settings.
• Once installed, log on with your (UT) email address .

You have now downloaded and installed Microsoft Teams.

Mobile apps can be downloaded here: Android or iOS.

SCHEDULING A MICROSOFT TEAMS MEETING

It is easy to schedule a meeting directly in Teams. Please, follow these steps.

If you want to use Outlook, follow the steps below:

• Open your calendar in Microsoft Outlook.
  
• Click on the button New Teams Meeting.
  
• Enter the Title of the meeting, insert the people required or optional and select the date and time. Click Send. 
  

The people you selected will now receive a Teams meeting invitation.

PARTICIPATE IN A MICROSOFT TEAMS MEETING

• If accepted the invitation, an item will be added to your calendar. To join the meeting, click the link Join Microsoft Teams Meeting in the calendar item.
  
• Outlook will open Microsoft Teams directly or a new webpage will open to Microsoft Teams.
• Now enable or disable your microphone and camera and click Join Now to enter the meeting.
  

Download the quick start guide (scroll up to the top of this page) to learn the basics of Microsoft Teams.

• Keep track of conversations

• Meetings and calls

INTRODUCTION

In Microsoft Teams, users can record their Teams meetings and group calls to capture audio, video, and screen sharing activity. The recording happens in the cloud and is saved to the Recording folder in your OneDrive or SharePoint, depending if the meeting was held stand-alone (OneDrive) or in a Teams Channel (SharePoint).

BEFORE YOU START

• This guide has been written for the Teams desktop app (Windows, OS X or Linux).
• This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold. 

RECORD A MEETING

To start a recording, click the More options button and select Start recording.

Everyone in the meeting is notified that the recording has started.

For more information check Record a meeting in Teams - Office Support (microsoft.com).

SHARING

The recording is automatically shared with the participants of the meeting at the time you start the recording, except for external participants. You can find the list of participants when you click the Show participants icon in the meeting:

If you want to add or remove people that have access, find the recording in OneDrive or SharePoint (https://universiteittwente-my.sharepoint.com/ > folder Recordings), click on more options  behind the recording and select Manage access:

Here you can see who has access to the recording. By default, a read and edit link is created to give access to the participants present. If you want to add or remove people, just click the more options button behind the link.

• Set delegate for Teams meeting

TEAM CHANNEL MESSAGES

Everyone in a Team, including guests, can share files in the Teams channel conversation. These files are stored in your Team's SharePoint environment and are shared with every team member.

PERSON-TO-PERSON CHAT

In a person-to-person chat, a guest user cannot share files.

Microsoft Teams uses a personal OneDrive folder (called Microsoft Teams Chat Files) to share files in a person-to-person chat. The files uploaded in the chat will be placed in that folder and are automatically shared with the person you’re chatting with. As a guest user, you don't have a personal OneDrive. This prevents you from sharing files. However, it is possible to share files from an internal account to a guest.

ALTERNATIVES FOR SHARING FILES WITH A GUEST

If you’re chatting with a guest who is not a member of a Team that you’re part of, the fastest way to share files is through e-mail.

When a guest is a member of your team and only wants to share files with you, you can create a new private channel in your Team and add the guest as a member. Now you can share files in the tab Posts.

• Click on the 3-dots behind your Team

• Select Add channel
  
• Give your channel a name and select Private
  

Click here for more information about guest access in Teams.

• Differences between Team types

• Teams and channels within Teams

Teams Premium offers the ability to transcribe and summarize online meetings. This means that spoken content is converted into text verbatim and then summarized. Transcribing is not the same as taking minutes, where a substantive judgment is made about what is recorded.

Transcripts and the summaries created from them via Teams Premium can serve as the basis for the minutes of the meeting being documented. The following principles must be observed:

1. Do not use the transcription feature for confidential conversations in which many (sensitive) personal data are shared or discussed.
2. Inform participants of the meeting in advance about the use of the transcription feature.
3. Do not store audio and video recordings and transcripts longer than strictly necessary, and ensure they are stored securely to prevent unauthorized access.
4. Clean the transcript (text) and summary of unnecessary personal data (or other sensitive information) before saving and/or using them to prepare minutes.

The minutes are generated in a fixed way based on the transcript: a summary of the points discussed and the tasks to be followed up. It is not possible to generate the minutes based on a different structure. Only people with a Teams Premium license can view and possibly share the Intelligent Recap. 

Requirements 

• The meeting must be at least 5 minutes long. 
• Transcription must be enabled in the meeting to generate the AI summary. 
• Intelligent Recap only works in Teams Meetings and cannot be used with e.g. audio recordings from previous meetings. 
• It is only available for Teams meetings, not for calls.

Tips for use 

• Intelligent Recap works best in online meetings where participants are not in the same room. This allows Teams to most accurately identify which person is speaking from which account. 
• Physical or hybrid meetings: When multiple people are speaking on a single device, it’s harder for Teams to transcribe the text and identify who’s speaking. In this case, use a Teams Room or a speakerphone, such as a Jabra Speak, that plugs into a laptop to join the meeting. 
• Intelligent Recap maintains a follow-up tasks list. To help this feature, say the tasks in the meeting out loud and state who is responsible to help with the recognition of these tasks. 

FAQ 

Watch the following video to see how it works: Organize a webinar (Microsoft Teams Premium how-to video series) – Microsoft Adoption 

The following features are available with Teams Premium: 

• Custom emails for webinars - Organizers and co-organizers can customize the webinar email templates sent to attendees. 
• Custom webinar reminder email send times - Webinar reminder emails are automatically sent to registrants an hour before the event starts. With Teams Premium, organizers can edit the send time to notify attendees sooner. 
• Enable and manage the waitlist for webinars beyond capacity - When the webinar's registration reaches capacity, organizers can manage overflow registration requests through a waitlist. 
• Hide attendee names - Meeting and webinar organizers can hide the names of attendees from other attendees in the stage, roster, and chat. 
• Limit registration start and end times - Organizers can set a time window during which potential attendees can register for their webinar. 
• Manage what attendees see - Webinar organizers can decide whose avatars or video feeds to spotlight during a Teams webinar while others are hidden from view. 
• Manually approve registrants - Organizers can approve or deny requests to register for their webinar. 

• Teams is already installed on UT-managed PCs.
• For non-UT-managed PCs, go to teams.microsoft.com for the web version of Teams. You can also download the app for Mac or Windows here.
• Mobile apps can be downloaded here: Android or iOS.

A team owner can invite guests based on their email address.

Place the documents in Teams. Documents that are not placed in Teams (for example OneDrive) are not accessible to guests.

You can schedule a Teams meeting via the Outlook calendar or directly in Teams.

A Team can be created by employees and students. This is not possible for HR guest registrations.

You can find more info here.

Yes, Outlook contacts are synced with Teams.

If you want to call someone and you end up directly in the voicemail, it may be that the user has not yet activated TEAMS at his workplace. It is then wise to leave a voicemail message and ask to activate Teams. You can also call the UT number with your mobile.

The basic difference between public and private teams is:

1. Public teams are visible and accessible to anyone with a UT login account (employees, students). For security reasons, all public teams will be converted to private teams.

2. Private teams are only visible to their members. The team owner manages who gets access, including external users.

When a meeting recording starts, Teams displays a notification to all participants, but it is a good idea to report it to everyone. Once a recording stops, it will be uploaded to SharePoint or OneDrive. The person who starts the recording is the owner of the video. External parties cannot start a recording, but can view the recording when the owner invites them afterwards.
Depending on the type of meeting, others have access to the recording:

Click here for more detailed information about permissions or role-based access.

Click here for more information about channels.

Click here for the manual.

• Network devices are managed separately and their management must be set up as efficiently as possible.
• Of the 4,000 connections, 80 are network telephones
• Teams clients are available for Linux and Apple, network phones are not needed anymore.
• Searching and calling a person is nowadays by name and no longer with a number. The use of a numeric keyboard is less relevant.
• Network telephones at the UT are not supported in Teams and must then be replaced.
• Network telephones must be secured separately.
• Network telephones need a separate network infrastructure, separate network cabling, network switch ports etc.
• When relocating, the network cabling must also relocate and this entails additional costs.

It's important to remove guests from recurring meetings to prevent them still having access when not needed anymore.

The Teams desktop client updates itself automatically every two weeks. New features become available as soon as Microsoft releases them.