Top 25 Microsoft Teams tips and tricks for 2021

i'll be showing 25 tips and tricks in microsoft teams these include new features productivity enhancers and some hidden gems because teams is quite expansive i've tried to group these together where possible to make it easier to follow along so let's get started the first feature is the number one question i get asked which is when i'm presenting powerpoint in a teams meeting how can i see the screen and everyone in it so let's join the meeting join okay now we're in a meeting and i'm going to show the new powerpoint presenter view so i'll go to the share tray and click this instead of sharing your desktop or window we're going to upload a powerpoint into this so click browse and upload from my computer and we'll choose the solar system duct now we're in the new presenter view and you can see along the bottom we still have the ability to see videos they're not on right now but all these videos would show so you could see the faces of people the other nice thing is you can see your notes so all the notes for powerpoint are here i could open up the participants pane at the same time and i can see people so i can see everything at once you can see your slides here along the bottom and if i can navigate forward you can see here now it's on slide two and i can go backwards just like i would in presenter view the other thing is people say what if i don't want to see the notes well if you click more actions here i can say hide presenter view and right there now it's just showing the people along the bottom or the side i could close this just like i would and i hit the dot dot dot menu and i go show presenter view if i want to stop people from their end to navigate forwards i click this and now the people will have to stay on the slide that i'm on and i can uncheck that to turn it back off the second tip is focus mode i'm here in a team meeting and i'm an attendee and someone's going to share the screen so here's the content now i want to be able to focus a bit more and i want those videos along the bottom to disappear i'll go to the three dot menu and drop that down and i'm going to choose focus and that will have the videos along the bottom disappear okay now those videos are gone i can focus a little bit better the third tip is full screen mode i want the top bar and the bottom taskbar to disappear to get even more focus i'll hit the three dot menu and i'll go down i'll choose full screen now notice how both the top and bottom taskbar areas have disappeared i have a full screen to completely focus on that content and if i want to bring these back i just go to the three dot menu and first on i will uncheck full screen and those are back now i'll go uncheck focus and those come back the fourth tip is built-in meeting options so i'm going to launch a meeting here and join join now so inside of the meeting i can hit the three dot menu here and i can choose meeting options now instead of launching out what you can see here is i can choose anything here who can bypass the lobby you know i can say only me and i can have things about announcement callers libra join maybe i want to turn that off who can present hey it's just me and i'm going to allow reactions and i'm not going to allow attendees to unmute so i can save all these now it's saved directly in the meeting instead of having to go out to meeting options the fifth tip is one of my nitpicks is adding a picture when you have a new team instead of just the default little letters so i'll join and create a new team here and click create team now i'm going to create just a generic team give it a name the best team ever and we're going to make it public and we'll hit next now if you see here it just says tb and it's pretty boring and when you have a whole line of teams with just a bunch of letters at least for me i can't see where it is so i like to add a picture so if you go here and you click the little edit pencil change team picture now if you're in teams for education you'll actually have a lot of awesome choices here but you can also upload your own so i'm going to upload an image and i'm going to upload a picture of michael scott for my team hit open hey there's michael scott hit update and check it out now we've got a nice team logo the sixth tip is one i use every day for either posts or chat so when i hit new conversation instead of just typing i might start typing hey there and i inadvertently hit enter and it sends the message like that i don't want to do that i want to have a little backup in case i accidentally hit enter so i'll delete this and now i'm going to hit new conversation do ctrl shift x which opens up it's the equivalent of hitting this compose box so now i'm typing hey there i accidentally hit enter it just does a carriage return so it's the same thing in chat if i go into chat and i'm going to send a message down at the bottom instead of just typing i always hit ctrl shift x to open this box up so it's kind of like when you're sending a mail and you inadvertently send it it's the same thing catch your message by opening up that compose box the seventh tip is using announcement headers when you create a message so i'm going to create a new conversation here and i'm going to do ctrl shift x to open it up and i'm going to drop this conversation and choose an announcement now i can have a couple of different options here i can have a red background i can have a blue background i can also add my own image select a background and if you're in education you can actually choose an illustration we have a bunch of fun ones here you know bumblebees i can also upload my own image so i'm going to click upload an image and choose here and i've added my own image hit done and then i can type a headline big news exclamation point we can add a heading and then i can type my message into the body so this can help get attention a little bit more when you have a big announcement you can see another one up here staff meeting follow-up and other information so then i just go down here and click send and there is my announcement message the eighth tip is saving out your messages so kind of like a message flag here's one i want to save this hybrid training coming soon i'll have the three dots go here and say save this message and it saves it up here and i'll go there in a second maybe there's another one here there's from from arden i'm going to go here and click save this message and i'll go and i will save this one as well so now i've saved three messages and they always are saved here if i drop down my profile picture you're gonna see this saved it's almost like a favorites or a bookmark and i click this and it has those three messages right here on the left so now i can browse and find those messages see how it highlights it in yellow here i click on this one and it highlights that message and then after you are done with that kind of like unfavoriting something i just go and check that there and click it and it makes it go away so i can always access my saved message list really easily right up here in the profile drop down the ninth tip is sharing a message to outlook directly from teams so here's a message right here i'm gonna hover and click the three dot menu i'm gonna choose share to outlook i'm going to send that to this account i'll hit send now i'm going to sign in to outlook and show how that looks when i receive the message i'm signed into my mic account and here's that message from cara there's the teams message right here and i can even click the link and say go right into teams the 10th tip is the immersive reader in teams immersive reader is designed to make content more accessible easier to read and inclusively design it's also something i work on in my day job so i'm a big fan so here's a message here and maybe i have challenges with reading this message i'm going to go to the three dot menu on the hover click that and then choose immersive reader to launch it now you're going to see we reduce all the distractions and this is the immersive reader at the bottom there's a play button so i can go and choose part of this and just read it out loud new midterm format and timing i am revising the midterm exam in the following ways i can pause i can choose the voice speed faster slower male or female voice i can go up here and i can increase spacing that helps reduce visual crowding for some people i can change the background color some people have challenges reading with just a white or a black background so this is tuned for accessibility i can even go up here and make the text size much bigger if i want and make it a little bit smaller again if i need extra help focusing i go here i choose line focus this can help focus the eyes some people with adhd or cerebral palsy will prefer reading like this i can also change three lines or five lines i can even do things like a picture dictionaries if i click on book i can read it out loud book book i can also translate maybe i need to translate this into a different language we have over 70 different languages so i'm going to go down here and choose spanish in this case i'll choose to translate the entire document and now i'm going to read it out loud so all that is built right into the immersive reader you can use it on any message in the posts area you can also use it on any message in your chats the 11th tip is muting meetings so sometimes you might be having a regular meeting that you're not always attending so maybe they're meeting for office hours every single week and all of a sudden you're not there at the meeting this time but other people are meeting and you start getting dinged in the chat all the time you can just go to the three dot menu here and choose to mute that meeting so i'm going to say mute and it turns that to a little gray bell with a line through it meaning okay i'm not going to keep getting notified if i'm doing work and i don't happen to be attending that meeting now i can go up here and i can also mute this one the other thing you can do if you really want to make it go away it's like i don't want to see that in my chat anymore i can go here for sync up meeting i can just say hide and that just hides it right away so now i can clean this up so i don't have all these old meetings in my chat stream that might be dinging me and then if i want to unmute this later same thing i go right here and i choose unmute the 12th tip is adding apps and pinning them to your conversation so i'm here in post i hit new conversation you can see there's these little apps down here and i'll hit the three dots and maybe i want to add a new one first off i'm going to right click and say pin so now i've pinned forms i'll go also pin right click power bi and now anytime i want if i just want to launch a new form i click here and here's my form hit save and i'll send that out so i just added a form quickly and again power bi i can just click this and access directly if i want to search for power bi apps and i can add anything essentially to that three dot menu and pin it right here so i always have access when i'm creating messages the 13th tip is dark mode so i'm going to go up here to my profile drop this down and i'm going to choose settings and one of the very first ones you see are the themes so there's default which is kind of grayish i'm going to choose dark and i will go into dark mode much easier on the eyes looks pretty cool the 14th tip is filtering and i'm here in chat and a lot of people don't know that you can filter right here there's the filter button i'll do control shift f as a shortcut now i can filter by name if i'm looking for something so if i'm looking for ella that's really quick and easy but the one that's kind of cool is being able to filter with the three dot menu here so i can filter by unread messages so those are all my unread i can go here and filter by things that are just meetings there's my meetings i can even filter by things that are muted so if i've muted some of these meetings and if you have a lot of different chats this filtering can be really helpful in a good time saver the 15th tip is getting an email address to a channel name so i've got a data analysis channel here and i want to actually send a mail to someone so i'm going to hit the three dot menu and i'm going to choose get email address it pops up an email address so i can just hit copy now and i can switch out to outlook and mail that to someone and when they get the link it'll open it right to this channel the 16th tip is setting channel notifications so maybe i have this logic puzzles channel that's really cool and i'm gonna hit the three dot here and i'm gonna go to channel notifications now by default it's gonna be custom which is if you reply in here and you add a message and other people reply to that thread you'll get notified maybe you're like you know what this logic puzzles get so many notifications i just want to turn them off unless they at mention me but then there's also and i have a couple channels i work with where i want to know anything that's happening in that channel all set to all activities so now that means any post any ad mentioned any thread anything in that channel will show up as a notification in my activity feed so i will turn that one on for channels that i really care about and maybe again for physical simulation i don't care anything about that i'm just going to say off the 17th tip is adding a whiteboard to a channel this is great in education or as well as corporate brainstorming anywhere you need to have a whiteboard pinned up in a channel now i'm here in a team it has a few channels but i'm going to create a new one so i'll go to the dot dot dot menu and choose add channel there's my channel name click add so i have a new channel here i'm going to go up to the plus right here and i'm just going to search for whiteboard and there it is so click whiteboard i'll give it a name project blue whiteboard and click save now first off it's going to ask do i want to present or collaborate and this is really handy if i just want this to be a read-only whiteboard that other people can't mess with i'll choose present and click this now the whiteboard is read-only for everyone else and as you can see only i can edit and if i want to change that i can go here to the gear and say other participants can edit so if i want to make this read write a little bit later i'll turn that on and close now you have that full whiteboard capability right here on a channel and it's always there and maybe what you can do is do a brainstorm so do something that looks like this here's an example of a whiteboard i feel that in a different channel so i can go full screen just like this i can zoom in i can scroll around the page just like i would in a normal whiteboard and again over on the gear after we're done editing i can just say you know what now this is read only and no one else can mess with it the 18th tip is adding emojis to your channels and you can see right here that i've already added a bunch i'm going to add a new channel i'll show you how to do that so i'm going to say add channel and we'll add one called study group and i do the windows key and dot to pull up the emoji keyboard and maybe i'll put a little graduation hat right there and i'll hit add so it's added the study group channel with an emoji a lot of times people will put the emoji in the front of the channel too you can do it at the end or the front or the middle doesn't matter but adding emojis can make your channel more memorable and being able to distinguish it with your eyes more quickly the 19th tip is file sharing improvement so i can be in a chat or the main area and i can add a file and set permissions just like in sharepoint so i'm going to click the little paperclip and i can choose from my onedrive or i can upload i'm going to choose to upload from my computer i'm going to upload this pdf file here hit open it'll attach this pdf to the message now i can choose this here and change it so now just like in sharepoint i can say you know what i just want this to be read-only i could set a password if i wanted i could set our expiration date i could block downloads of this file all the same things i can do in sharepoint but right here and i hit apply now this just says anyone with a link can view so i can send this now in the chat it sends it right into the chat with the right permissions i can do the same thing in a team so right here i can do new conversation and at the bottom i can do something similar where i click the paper clip in this case you know i can choose one drive i'll go here and select geography and i'll choose share a link and same thing i can click this and i can change it right here in that team's post the 20th tip is dragging attachments from outlook directly into teams files so i have my outlook open here and there's an attachment i'm going to drag it right from here and drop it over here in my team's files and it's uploaded that solar system deck directly into files just drag and drop the 21st tip is adding apps to your app bar on the left side so if i hit the three dot menu here i can pick an app here's one for example and i can right click and i can pin that let's find another app there's power bi i can right click and i'll choose pin and i can also search for apps so maybe i want to find the tasks app and here's task by planner and to do let's add this one as well and i'll right click and pin that one the 20 second tip is popping apps out of the app bar so i've got my apps pinned here let's say i want to right click and pop out onenote into its own window i choose pop out app and now onenote is popped out into its own window and i can use it just the way i normally would with one note if i want to right click and pop out tasks same thing there's my popped out tasks app the 23rd tip is using onenote inside of teams so i've got my onenote app that i just pinned earlier if i click here there are some options up here there's personal there's recent so these are a bunch of the other notebooks that i've recently used in here i can click on teams and these show the notebooks that i have inside of teams that are shared so if i plc notebook so really nice way to navigate onenote is right here on the app bar if you've pinned it now if i want to launch a notebook i just click on it and it's going to launch it right into the onenote web app and there i've launched my my kid contoso notebook the 24th tip is keyboard shortcuts in teams and there are a ton now to pull up all of them do control period this is the whole list and there are so many good ones there's navigation shortcuts messaging shortcuts meeting shortcuts a couple of my favorites that are really easy ones i'm going to close this control 1 and control 2 3 4 etc will control the left app bar so control 1 i go to activities control 2 chat control 3 teams and so forth assignments is control 4 and control five is calendar another nice one is control n just like a new email it takes you to a new chat so if i do control n it takes me here the two line is flashing if i wanna type a message to arden i'm ready to go there another nice one is control e that takes you to the search bar so if i want to look for messages control e and then just hit a name and there's ella it'll find her messages really fast the 25th and final tip are controlling notifications in teams and there's a lot of notifications so in the upper right i'm going to drop my profile name down and i will go to settings you're going to see notifications here in the settings list go here and there are a bunch and they've recently been reorganized to simplify so things like missing activity males if you want to get those digests you can get them all the time you can turn them off or you can get them daily once every eight hours etc there's some great ones for appearance and sound teams and channels this is a really important one and a lot of times you might want to customize it so if i go here i can customize all the different things firing at mentions or team engines or replies and likes and reactions so all the teams and channel settings are right in here and another set of important ones are for chat the way you get notified for chat for meeting people and others so explore the notifications and customize the way that you want to work best so teams doesn't overdo it but teams doesn't under do it if you found this video useful give it a like now if you want to keep up with all the latest quick tip videos that i'll keep releasing subscribe to my channel and then just ring the bell so you get notified for all the new videos that post

Channel: Mike Tholfsen

Views: 236,305

Rating: 4.9388952 out of 5

Keywords: Microsoft Teams tips and tricks, Microsoft Teams tips and tricks 2021, Teams tips and tricks, teams tips and tricks 2021, Microsoft Teams tips, microsoft teams 2021, microsoft teams best new features, microsoft teams new features, microsoft teams new features 2021, microsoft teams new update 2021, teams tips 2021, new features in microsoft teams, new features in microsoft teams 2021, teams new features, new features in Teams 2021, Mike Tholfsen, MS Teams tips and tricks

Id: nIxHXolDn6Q

Length: 18min 11sec (1091 seconds)

Published: Tue Mar 23 2021

Reddit Comments

[u/grey_eeyore]

i've watched 6 of these and they are very helpful. Thank you for curating these updates.