Whether you’ve just joined a remote team or your workplace is making the switch to hybrid collaboration, Microsoft Teams is one of the most powerful tools available to stay connected, organised and productive. From chat and video calls to shared files and integrated apps, it’s a hub for teamwork that can feel a little overwhelming at first. To help ease the transition, here are 10 practical tips for first-time Microsoft Teams users.
Familiarise Yourself with the Layout
Start by exploring the Teams interface. The left-hand sidebar is your main navigation tool, giving you quick access to Activity, Chat, Teams, Calendar, Calls, and Files. Spend time clicking through each section to understand how it all fits together.
Set Up Your Notifications
Don’t get flooded with alerts—customise your notification settings to suit your workflow. Click on your profile picture > Settings > Notifications to choose when and how you’re alerted about messages, mentions, or team activity.
Master the Chat Function
The chat tool is ideal for quick one-on-one or group conversations. You can reply inline, format your messages, or use @mentions to grab someone’s attention. Remember, chat isn’t just casual—use it thoughtfully and professionally.
Use Teams and Channels Effectively
Teams are typically grouped by department or project, while Channels break down communication into specific topics. Use Channels to keep discussions organised and ensure relevant content is easy to find for everyone involved.
Make the Most of Microsoft Teams Calling Services
If your organisation uses Microsoft Teams calling services, take advantage of the ability to make and receive external phone calls directly through Teams. It replaces the need for traditional phone systems, streamlining communication across locations and devices.
Schedule Meetings Through the Calendar
The built-in calendar syncs with your Outlook account, making it easy to schedule or join meetings. Use the ‘Meet Now’ button for instant calls, or book ahead with a detailed agenda and invited participants.
Collaborate in Real-Time on Files
One of Teams’ best features is real-time collaboration on documents. Upload Word, Excel, or PowerPoint files directly into a chat or channel, and work on them together without ever leaving the app.
Pin Important Items
Pin essential chats, teams or channels to the top of your navigation for easy access. You can also pin messages or files within a channel to ensure key information stays front and centre.
Explore Integrated Apps and Tools
Microsoft Teams supports hundreds of third-party and Microsoft-integrated apps. Tools like Planner, OneNote, Trello, or even fun bots can be added to enhance productivity and bring everything into one digital workspace.
Keep It Clean and Organised
Avoid clutter by archiving old teams and channels, deleting outdated messages, and naming files clearly. A tidy workspace saves time and helps new users get up to speed quickly.
Getting started with Microsoft Teams might feel like learning a new language, but with these tips, you’ll be well on your way to mastering the essentials
Whether you’re collaborating across cities or managing hybrid workdays, the platform offers a flexible and powerful way to stay in sync. And if you’re ready to enhance communication further, integrating Microsoft Teams calling services can transform how your business connects—both internally and with the outside world.
