How to use Microsoft Teams (Step by Step Guide)

Want to know how to use Microsoft Teams? You are at the right place, here we will discuss in detail, how we can use Microsoft teams effectively.

This is a step by step guide on how to use Microsoft teams. We will discuss here:

  • What is Microsoft Teams
  • How to use Microsoft Teams
  • How to access Microsoft Teams
  • How to use Microsoft Teams mobile app
  • How to create a team in Microsoft Teams
  • How to create a channel in Microsoft Teams
  • How to Start a conversation in Microsoft Teams
  • How to start a video call or conference in Microsoft Teams
  • How to schedule a meeting in Microsoft Teams
  • How to start an instant messaging in Microsoft Teams
  • How to start an instant call in Microsoft Teams
  • How to share files in Microsoft teams
  • How to add third-party apps in Microsoft Teams
  • Is Microsoft teams free?

More than 145 million users are using Microsoft teams all over the world and is giving tough completion to Slack. In the year 2020, Microsoft added 95 million users. More than 500,000 organizations use Microsoft teams.

What is Microsoft Teams?

Microsoft Teams is a chat-based workspace in Microsoft 365 or Office 365. Microsoft Teams is the online team communication and collaboration tool (group chat software) from Microsoft.

With Microsoft teams, we can do the below things:

  • Chat, Group Chat, and Meetings
  • Voice and video calls (Up to 10,000 people can meet at one place from anywhere), Group calling, cloud voicemail, Call transfers, etc.
  • Share screen with team members
  • Document collaboration
  • File storage, share, coauthor files with team members
  • Within Microsoft Teams, you can easily find, share, and edit files with apps like Word, PowerPoint, Excel, etc.
  • Various third-party tool integration

Microsoft Teams is available in 181 countries and 18 languages to use for commercial customers.

How to use Microsoft Teams?

Now, let us see how to use Microsoft Teams step by step.

1# Create an account

To use Microsoft Teams, we need an organizational Office 365 or Microsoft 365 account or we need a school account.

If you can sign up for an Office 365 account or developer account.

Once you have an account, there are different ways, we can access Microsoft Teams.

2# Access Microsoft Teams Online

We can easily access Microsoft Teams online from the browser. Follow the below steps:

Step-1: Open https://teams.microsoft.com/

Step-2: It will ask you to enter the credentials, you can enter the organization or school account details:

access microsoft teams online
Access microsoft teams online

Step-3: Then it will ask you to Get the Windows App or you can continue with the browser itself.

how to access microsoft teams
how to access microsoft teams

We will discuss later how we can download and Install Microsoft teams.

Step-4: Now, Microsoft teams will open in the browser, from where you can see all your teams, you can start a call or chat, etc.

Use microsoft teams online
Use microsoft teams online

This is how we can start with Microsoft Teams online. You can also schedule your webinars and online meetings, etc.

3# Use Microsoft Teams Desktop App

Microsoft also provides a desktop app for Microsoft teams, that you can download and install.

First Download Microsoft teams desktop app. Then double click on the Teams_windows_x64.exe file to install it on Windows.

Then it will take sometime and install Teams in your desktop.

download and install microsoft teams
download and install microsoft teams

Once Microsoft teams installed successfully, when you open teams, it will ask you to sign in to Microsoft teams with your organization office 365 credentials or school account.

microsoft teams desktop app login
microsoft teams desktop app login

Then it will open Microsoft Team, where you can see all your Teams. Also, you can see options to start chat, start call, share files, work with calendars, etc.

how to use microsoft teams desktop app
how to use Microsoft teams desktop app

This is how we can use Microsoft teams desktop app.

4# Use Microsoft Teams Mobile App

We can also access Microsoft Teams in mobile. Microsoft Teams is available in both iOS and Android. If you are using windows mobile, then you can not use Microsoft teams in your windows mobile.

There are different ways you can install the Microsoft teams in your mobile device.

The easiest way is you can add it from the play store. In your android mobile, search for “Microsoft Teams” and then you can click on Install to install teams mobile app.

microsoft teams download for mobile
Microsoft teams download for mobile

Once you install, when you will open Microsoft teams in your mobile, first time it will ask you to enter your Microsoft 365 credentials or school account. Then you can see all your Teams in your Microsoft teams mobile app.

How to use microsoft teams mobile app
How to use Microsoft teams mobile app

In the same way, you can also download Microsoft Teams from iOS App Store.

There is another way, we can also get the mobile app.

Go to this link and then enter your email address, then click on Send now, you will receive the download link into your email address.

microsoft teams download for mobile devices
Microsoft teams download for mobile devices

This is how we can use Microsoft teams in our mobile devices.

Create Teams and Channels in Microsoft Teams

Now, we will see how we can create teams and channels in Microsoft teams so that we can connect with the team or members in our organization.

What is a Team in Microsoft Teams? A team in Microsoft Teams is the place where a group of people will collaborate with each other like start a chat, call, share files, etc. According to Microsoft, A team is a collection of people, content, and tools based on a specific group or project.

For example, you can create a team for your project team or for your Department. You can create a team for your HR, Finance, IT, Testing, or Development team or group.

On the other hand, a channel within a team is the place where you can start a separate conversation on a different subject.

For example, if we create a team as Technology, then we can create channels like SharePoint, Azure, Python, etc.

Let us see first, how we can create a team with in Microsoft teams to with a team in our organization.

Create a Team in MS Teams (Desktop App)

Now, let us see how to create a team in Microsoft teams desktop app.

  • Open Microsoft Teams desktop app, then click on Join or create a team like like below.
create a team in microsoft teams
create a team in Microsoft teams

Then it will show different options:

  • Create team: Click the Create team button to start creating a new team in Microsoft teams
  • Join a team with a code: If you have a code, then you can join an existing team by entering the code in the Enter code box.
  • Join an Existing Team: It will show a Team that you are not a part of and you can join the Team by clicking on the Join team button.

Here simply click on the Create team button like below:

How to create a team in Microsoft teams
How to create a team in Microsoft teams

Then it will open the Create a team dialog box, and show you below 3 options to create a team in Microsoft teams.

  • From scratch: Choose this option if you want to create a team from scratch.
  • From a group or team: Choose this option, if you already own an Office 365 group or Microsoft 365 group or you own an existing team.
  • Select from a template: Microsoft also provides a lot of templates and you choose an existing template to create a team in Microsoft teams. Few templates are: Manage a project, Manage an Event, Onboard Employees, Patient Care, Hospital, Bank Branch, etc.

Here, we will create a team from scratch, so choose From scratch option like below:

microsoft teams create a new team
Microsoft teams create a new team

Next, it will ask what kind of team will this be? This is basically about the permission to join the team in Microsoft teams. Choose from the below options:

  • Private: Chose this option if you want to make the team private, people will need permission to join the team.
  • Public: Make public, if you want anyone in your organization can join.
  • Org-wide: Choose this option, if you want everyone from your organization to automatically join the team in Microsoft teams.

Here, I want to create a private team, so choose Private.

how to create a team in microsoft teams app
How to create a team in Microsoft teams app

Then it will ask you for the Team name, Description and then click on the Create button like below:

create a team in microsoft teams desktop app
create a team in Microsoft teams desktop app

Once you click on the Create button, it will create the team, and also, it will ask you to add members to the team. You can also Skip and add members later to the team.

Note: You can also add people outside your organization as guests by typing their email addresses.

  • Here you can see I have selected a few members and then click on the Add button to add those people to the team.
Add member to a team in Microsoft teams
Add member to a team in Microsoft teams
  • You can see all the team members and also, you can also make Owner to any team member for the team that you have created.
Make owner in a team in Microsoft teams
Make owner in a team in Microsoft teams
  • Then click on the Close button. The team will get created and you can see below:
Microsoft teams how to create a team
Microsoft teams how to create a team

By default, the team will have a channel as General. And then you can start adding more people, create more channels, and you can also create a new conversation, call, etc.

Create a team (Microsoft Teams Mobile App)

Now, let us see how to create a team in Microsoft Teams mobile app. It is very easy to create a team in Teams mobile app. Here I am using the Android mobile device.

Open Team in your mobile and then go to the Teams tab and then click on the like below:

Create a team in Microsoft teams mobile app
Create a team in Microsoft teams mobile app

Then it will display the below 4 options:

  • Manage teams
  • Create new team
  • Browse teams
  • Join a team with a code

To create a new team in Microsoft Teams mobile app, select + Create new team option like below:

Create a team in teams mobile app
Create a team in teams mobile app
  • Then it will ask to provide a name for the team and optionally put a description for the team. Then select the Privacy, by default it will be Private like below:
How to Create a team in teams mobile app
How to Create a team in teams mobile app

The privacy will have below options to choose from:

  • Private: Only team owners can add members.
  • Public: Anyone in your organization can join the team.

Here choose Private.

How to Create a team in Microsoft teams mobile app
How to Create a team in Microsoft teams mobile app
  • Then it will display options to Add members. You can see, two members added to the team in Microsoft teams.
How to Create a team in Microsoft teams mobile app
How to Create a team in Microsoft teams mobile app
  • Then click on the Save icon. The team will be created and you can see it in the Teams tab in the Microsoft Teams mobile app.
How to Create a team in Microsoft teams mobile app
How to Create a team in Microsoft teams mobile app

This is how we can create a team in Microsoft Teams mobile app.

Create a channel (Teams Desktop App)

Now, let us see how to create a channel in the Microsoft Teams desktop app.

Whenever you will create a Team, it will create a default channel as General, where you can discuss the overall goals and objectives of the team.

We can create channels under the team that we have created.

  • Open Microsoft Teams, Select the Team where you want to add the channel. Then click on the and then click on Add channel.
create a channel in teams
create a channel in teams

Then it will open the Create a channel dialog box, here provide a Channel name, Description and also choose the Privacy.

  • Standard – Accessible to everyone on the team
  • Private – Accessible only to a specific group of people within the team.

Also if you want the channel to appear in everyone’s channel list then check the checkbox “Automatically show this channel in everyone’s channel list“.

  • Then click on the Add button.
create a channel in Microsoft teams
create a channel in Microsoft teams

The channel will be added the team in Microsoft Teams. You can see for the Technology Team I have added 3 more channels.

Here Asp.Net channel is private, only members can see it. Python and SharePoint channels are public channels, can be accessed by the team members.

All channels of a team
All channels of a team

Once the channel got created, you can start a New conversation, or you can share files, start a video call, etc.

Add a Channel (Teams mobile app)

Now, let us see how we can add a channel to team in Microsoft Teams mobile app.

  • Open Microsoft Teams mobile app and then click on the Teams tab. The go to the particular Team for which you want to create the Channel. Then click on the … (More information) icon. Then click on Manage Channels like below:
How to add a channel in teams mobile app
How to add a channel in teams mobile app
  • Then click on the + icon to add a channel to the team.
Add channel in Microsoft teams mobile app
Add channel in Microsoft teams mobile app
  • Then this will open the Add channel screen, here provide a Channel name, Description and select the Privacy and click on the tick icon like below:
How to Add channel in Microsoft teams mobile app
How to Add channel in Microsoft teams mobile app
  • Once you click on the Tick icon, the channel will get created and you can see in the Team on the Microsoft Teams mobile app like below:
How to use Microsoft teams step by step
Microsoft Teams Mobile App view channel

This is how we can create a channel for a particular team in Microsoft Teams mobile app.

Once we created a team and channel in Microsoft teams, let us see how to use Microsoft teams to start a conversation, video call, or even how to schedule a meeting in Teams.

How to Start a conversation in Microsoft Teams

Teams Desktop App:

Let us see how to start a conversation with your team using the Microsoft teams desktop app.

Go to the Team or channel, where you want to start the conversation, then click on the New conversation button like below:

Start a conversation in Microsoft Teams
Start a conversation in Microsoft Teams

You can type something in the chat box like below:

How to Start a conversation in Microsoft Teams
How to Start a conversation in Microsoft Teams

You can even share files with the team members. While conversation, you can use the @ mention to notify individual users in your channel.

Microsoft Teams Mobile App:

Starting a conversation or chat in Microsoft Teams mobile app is also extremely easy and user friendly.

Open the channel in the Microsoft Teams mobile app, where you want to start the conversation. Then click on the Conversation icon to start the conversation.

Start a conversation in Microsoft Teams mobile app
Start a conversation in Microsoft Teams mobile app

This way, you can start a chat or conversation with a team or channel in Microsoft teams mobile app or desktop app. This way you can start a new chat in Microsoft Teams.

How to start a video call or conference in Microsoft Teams

Another way, we can use Microsoft Teams is by doing video calls or conferences. Let us see how to start a video call in Microsoft teams.

Starting a video conference in teams is extremely easy, you are just a click away from starting a video call in Microsoft teams.

Microsoft Teams Desktop App:

Open Microsoft Teams and then open the Team -> Channel, where you want to start the video call. Then click on the small video icon in the top right side and then click on Meet now like below:

start a video call in Microsoft Teams
Start a video call in Microsoft Teams

Then you can enable the video if you want to do the video call, also optionally you can add a Subject to the meeting. Then click on the Join now button like below:

How to start a video call in Microsoft Teams
How to start a video call in Microsoft Teams

The video call or video conference will start with the team members who are part of the channel or team.

Microsoft Teams Mobile App:

Let us see how to start a video conference in Microsoft Teams mobile app.

Open Teams mobile app, then go the the particular Team -> Channel, then click on the small video icon in the top right corner like below:

How to start a video call in Microsoft Teams mobile app
How to start a video call in Microsoft Teams mobile app

Then you can change the subject for the meeting, enable video and mic and then click on Join now. Then the video call will start.

start a video call in Microsoft Teams mobile app
start a video call in Microsoft Teams mobile app

This is how we can start a video call in Microsoft Team.

How to schedule a meeting in Microsoft Teams

Another important thing we can do in Microsoft Teams is that we can schedule a meeting with team members in Microsoft Teams. There will be a number of scenarios where you will want to schedule a meeting in advance with your team members so that they can plan to join.

Let us check out, how to schedule a meeting in the Microsoft Teams desktop app as well as in teams mobile app.

Microsoft Team Desktop App:

Open Microsoft Teams desktop app, then click on the Calendar icon from the left navigation. This will open the Calendar in Teams. There you can click on + New meeting -> schedule meeting, or even you can select the time when you want to schedule the meeting.

schedule a meeting in Microsoft Teams
schedule a meeting in Microsoft Teams

Then it will open the New meeting window. Here provide the below details:

  • Subject: Provide a subject for the meeting
  • Attendees: Mentioned the attendees if you want to add explicit people
  • Date time: Select the meeting date and time
  • Make repeat meeting: Select the option if you want to repeat the meeting.
  • Add Channel: Select the channels you want to add into the meeting
  • Add location: Add the location for the meeting
  • Add Description: Provide a meeting description.

You can also use the Scheduling Assistant to check everyone’s availability.

Then click on Send.

How to schedule a meeting in Microsoft Teams
How to schedule a meeting in Microsoft Teams

Then the meeting will be created and and the meeting invite will be send automatically to each participant.

You can click the meeting to see the details about the meeting, like you can see the meeting link to join through teams and also you can see the Join meeting to join the meeting.

schedule a meeting in Microsoft Teams desktop app
schedule a meeting in Microsoft Teams desktop app

This way, you can schedule a meeting with others in Microsoft teams.

Microsoft Teams mobile app:

Now, let us see how to schedule a meeting in Microsoft Teams mobile app.

Open Microsoft Teams mobile app -> Go to the Calendar -> then click on the + button like below:

How to use Microsoft Teams
schedule a meeting in Microsoft Teams

Then it will open the New event screen, where you can provide the meeting details like, Meeting subject, Add participants, Share to a channel if you want, select the date and time for the meeting, select the location and provide a description for the meeting.

How to schedule a meeting in Microsoft Teams mobile app
How to schedule a meeting in Microsoft Teams mobile app

Then click on the tick icon to create the meeting. Now you can see the meeting in the calendar in Microsoft Teams.

steps to schedule a meeting in Microsoft Teams mobile app
steps to schedule a meeting in Microsoft Teams mobile app

This is how to schedule a meeting in Microsoft Teams.

How to start an instant messaging in Microsoft Teams

Let us how see how to start an instant chat in Microsoft teams.

Microsoft Teams Desktop App:

Lot of time, you might want to start a chat with a team member instantly.

Open Microsoft Teams desktop app, then click on Chat and then click on the start chat icon. Then you can select the user with whom you want to start the chat.

start an instant messaging in Microsoft Teams
start an instant messaging in Microsoft Teams

You can also chat with an external user in Microsoft Teams.

Microsoft Teams Mobile App:

It is also very easy to start an instant conversation with a user in Microsoft Teams mobile app.

Open Microsoft Teams mobile app, then click on Chat tab. Then click on the Chat icon. You can also directly search for people and select the user to start an instant chat in Microsoft Teams.

Start an instant messaging in Microsoft Teams mobile app
Start an instant messaging in Microsoft Teams mobile app

Once you select the user, you can start chatting with the user.

How to start an instant messaging in Microsoft Teams mobile app
How to start an instant messaging in Microsoft Teams mobile app

This is how to use Microsoft Teams to start an instant chat with users in our organization as well as with external users.

How to start an instant call in Microsoft Teams

Let us see how to start an instant call in Microsoft Teams. There might be a number of times, you want to start an instant call with any user in your organization or with your team members.

Microsoft Teams desktop app:

Open Microsoft Teams desktop app, and then click on the Calls tab. Here you have various options to start a call. You can directly select a user from the Suggested contacts. Even you can add users to speed dial, so that you can start a click directly on one click.

You can also select a user from the Suggested users in the Make a call section. Anytime you can type a name in the box to start a call with the user in Microsoft teams.

Microsoft Teams also allows you to create a group and add users to the group. Anytime you can call to that group in Microsoft Teams.

How to start an instant call in Microsoft Teams
How to start an instant call in Microsoft Teams

This is how we can start an instant call in Microsoft Teams desktop app.

Microsoft Teams Mobile App:

It is also very easy to do a instant call in Microsoft Teams mobile app.

Open Microsoft Teams mobile app and then click on the Chat tab. You can select any user and press the call button to start a call.

This is how to use Microsoft Teams to do instant calls with users in our organization or with external users.

How to share files in Microsoft teams

Now, let us see how to share files in Microsoft Teams. Microsoft Teams allows us to store, share, and edit files within Teams. Easily we can share files with users within your organization, as well as outside of your organization.

In Teams, we can share files within a channel, in meetings, chats by sharing a link or by uploading files directly in teams from OneDrive, SharePoint or even you can upload from your computer.

How to share files in Microsoft teams
How to share files in Microsoft teams

In the same way, you can also share files in Microsoft teams mobile app.

How to add third party apps in Microsoft Teams

Microsoft Teams allows you to add third-party apps in Microsoft Teams. For example, you can add and display a Power BI report or a SharePoint list or library in a channel.

Open Microsoft Teams and then go to the Team -> Channel. Here click on the + icon to add a tab in Microsoft Teams.

How to add third party apps in Microsoft Teams
How to add third party apps in Microsoft Teams

Then it will open the Add a tab dialog box, where you can select an app. You can search for your favorite app in the search box.

Microsoft teams add third party apps
Microsoft teams add third party apps

Here you can see I have added a SharePoint document library, that displays all the documents from the document library.

How to add third party apps in Teams
How to add third party apps in Teams

This way, you can display more 3rd party as a tab to a channel in Microsoft Teams.

Is Microsoft teams free?

Are you wondering if Microsoft Teams is free to use? To answer this question, Yes, there is a free version of Microsoft Teams that we can use with limited features.

Few features of Free Microsoft Teams are:

  • Unlimited chat
  • Online meetings, audio, and video calling for up to 60 minutes.
  • 10GB of file storage and 2GB per person personal storage, etc.

Microsoft Teams comes as a part of Microsoft 365 or Office 365 business suite. So if you have a license, then you can use Microsoft Team with additional features. If you have any plan like, Microsoft 365 Business Basic, Microsoft 365 Business Standard, or Office 365 or Microsoft 365 E3/E5/F3, etc, you can get Microsoft Teams in it.

If you are a student, then you can use Microsoft Teams with the Office 365 A1 plan for FREE. Apart from this if you have Office 365 A3 or Office 365 A5 license, then you can use Microsoft Teams.

You may also like the following Microsoft Teams tutorials:

Conclusion

Microsoft Teams has been widely used by a lot of organizations all over the world for calls, meetings, live events, conferences, sharing files, etc.

I hope you learn how to use Microsoft Teams to collaborate and communicate with your team members. Here we discussed the below points:

  • How to access Microsoft Teams
  • How to use Microsoft Teams mobile app
  • How to create a team in Microsoft Teams
  • How to create a channel in Microsoft Teams
  • How to Start a conversation in Microsoft Teams
  • How to start a video call or conference in Microsoft Teams
  • How to schedule a meeting in Microsoft Teams
  • How to start an instant messaging in Microsoft Teams
  • How to start an instant call in Microsoft Teams
  • How to share files in Microsoft teams
  • How to add third party apps in Microsoft Teams
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