Choose an option below to get started.
- Getting Started
- Teams for Collaboration
- Teams for Chat
- Teams for Meetings
Installing Teams for Mac/PC
- Navigate to teams.microsoft.com/download and select Download Teams.
- After Teams has been downloaded, run the application and sign in with your [email protected] and normal UT Dallas password.
- You will need to authenticate using NetIDplus; if you have not set up a NetIDplus powered by Duo, please visit our NetIDplus Enrollment page.
- After you have authenticated, you will be signed into Teams and any Teams that you are currently a member of will appear under the tab on the left panel tab labeled Teams.
Installing Teams Mobile App
To download the Teams mobile app, sign into Teams online and select the option Download the Mobile App from your user settings menu. You can also download it from the iOS App Store or Google Play Store.
Switching Teams Views
Note: By default, the view is set to grid view.
- Click on the Teams tab on the left panel to bring up all the teams you are currently a part of.
- Click on the 3 dots that are shown above you teams and select the switch view option.
- A menu will appear where you can select either grid or list view. Once you chose your preferred view click on OK to confirm.
- Click on the user profile icon on the top right (This will either have your initials or your profile picture if you have on set.
- Click on settings in the menu.
- You will then be brought to a settings menu where you can modify how you want your notifications delivered to you.
How to Request a Team
Login to utdallas.edu/oit/o365/newteam using your UTD credentials.
- Provide the NetID of the Team Owner. This is the person who is responsible for the Team and adding additional members. Additional owners can also be added by this person after the Team is created.
- Next, type the preferred Team name and an alternative in case the preferred name is already taken. Your Team name should include your department name/abbreviation at the beginning.
- Here you will want to select the Type of Team you’d like:
- Classes: Classes are for Teachers and students collaborating on group projects or other assignments
- PLCs: PLCs are made for Educators collaborating within a professional environment or learning community, like teachers teaching the same class.
- Staff Members: A Staff Member focused Team would be used by faculty within the same department not just for a specific class like a PLC
- Anyone: a generic Team type for anyone.
Teams, Channels, Membership, Roles, and Settings
A team is a group of people gathered to get something big done in your organization. Sometimes it’s your whole organization.
Teams are made up of channels, which are the conversations you have with your teammates. Each channel is dedicated to a specific topic, department, or project.
While channel conversations are public, chats are just between you and someone else (or a group of people). Think of them like instant messages in Skype for Business or other messaging apps.
There are two main roles in Microsoft Teams: a team owner, the person who creates the team, and team members, the people who they invite to join their team. Team owners can make any member of their team a co-owner when they invite them to the team or at any point after they’ve joined the team. Having multiple team owners enables you to share the responsibilities of managing settings and membership, including invitations. UTD recommends at least two owners on every Team.
Team owners can manage team-wide settings directly in Microsoft Teams. Settings include the ability to add a team picture, set permissions across team members for creating channels, adding tabs and connectors, @mentioning the entire team or channel, and the usage of GIFs, stickers, and memes.
For more information on Teams channels, settings, roles and membership please see this web page from Microsoft.
Pinning a Channel
- Click on the Teams tab in the in the left menu pane on the left side of the page.
- Right click on an available Channel and a menu will appear. Click the pin option, the Channel will then be pinned to the top of your Channels within the selected Team. (Pinned section).
Sharing and Co-authoring on Documents, Spreadsheets, and PowerPoints
- Select the attachment icon from your current chat and choose a file to share. You can upload files from Box, OneDrive, your local device, or from recent chats.
- Some documents you upload will be protected and will require you to allow access to anyone you share with. To change the permission settings on your file, select the dropdown menu under the title of your file.
- Choose which people or group of people you would like to grant access to and check the box for Allow Editing if you wish to make them a co-author of the file you are sharing.
- After granting permissions, send the file as a message and the recipient will be able to open the document within the Teams app by clicking on the message.
- From here you will be able to see who is actively looking at the shared document by viewing the user icon in the top right, as well as view where a co-author is editing the document by looking for a flag with the co-author’s initials or name.
Teams Expiration Policy and Renewing your Team
From the date your team is created, you are given a full year before you are required to renew your Team. Teams that have recent activity will be renewed automatically if not renewed by the Owner. Teams without recent activity that are not renewed manually will be deleted.
Email notifications for renewing the Team are sent to the Office 365 group owners 30 days, 15 days, and 1 day prior to expiration of the group.
To renew your team or check when your Team expires, please follow the guide below:
- Select More Options and then select the option Manage Team from the menu.
- Select the Settings tab and open the dropdown for Team Expiration. This will show you the date that the specified Team will expire. To renew your Team for a whole year, just click the Renew Now button and a message will appear informing you of the new Team expiration date.
Adding Guest Users to Teams
Guest users are users outside of UT Dallas. You must be added as a “guest inviter” to be able to invite guests. Contact the OIT Help Desk to request access.
You must also be an owner of the Team to add guests or members.
- Click on Teams in the left menu.
- On the reading pane on the left side you will see all your Teams listed. Find the team you want to add a member too. Click on the 3 dots to the right of the team which will open a menu with options you can select from.
- A menu will appear with options you can choose from. Select Add member in the menu.
- Search for the person you would like to add to the team via name or email. Select the user from the drop-down menu.
- When adding a user that does not have a UTD email address, you will get a drop down indicating that the user you are trying to add to the Team is a guest.
Note: You must be an owner of channel in order to add members.
- Once you select the person you would want to add, click send request at the bottom. The user will then be sent a request they must accept in order to be added to the team.
Teams Chat Basics
|1 – Chat Window||6 – Screen Share|
|2 – Recent Chats||7 – Add people to chat|
|3 – Pinned Chats||8 – User and group search|
|4 – Video call||9 – Message box|
|5 – Audio call||10 – User or group name|
Create a Group Chat
- Click the new chat button at the top of the page.
- A new chat will be created and a recipient field will appear at the top where you can add users to the chat.
- Add one or multiple users to the chat by typing either a name or group.
- Once you have added all the users you want to the chat you can begin sending a message at the bottom of the page.
How to Pin a Chat
- Click on the Chat tab in the in the left menu pane on the left side of the page.
- Right click on an available chat and a menu will appear. Click the pin option, the chat will then be pinned to the top of your chats list. (Pinned section).
Screen Sharing in Teams
- Open up a chat with the person you would like to screen share with.
- Click the screen share button at the top of the chat window.
- Select a screen that you would like to share. You can share specific screens or specific applications you currently have open.
- The recipient of the screen share will receive a notification requesting them to accept the screen share.
Change your Microsoft Teams Status
- Click on your initials or profile picture (if you have one set) on the top right.
- Hover over your status and select a new appropriate status you wish to set.
Scheduling a Teams Meeting in Outlook
- Open Outlook.
- Go to the home tab and click on the New Items drop down in the ribbon. Click on Team Meeting.
- Add the recipients to the email that you wish to send the Teams meeting invite too and set the time and date you would like the meeting to be scheduled.
- Send the invitation by clicking Send it the left corner.
Scheduling a Teams Meeting in Teams
There are several ways to schedule a meeting:
- Select Schedule a meeting in a chat (this is below the compose box) to book a meeting with the people in the chat.
- Or go to Calendar on the left side of the app and either select New meeting at the top right of the app, or select a range of time in your calendar and it will pop open a scheduling form.
In the scheduling form is where you’ll give a title to your meeting, invite people, and add meetings details.
On the right side of the scheduling form you will have the option to add a channel, individual people, or leave both blank to book yourself an appointment.
Scheduling a Teams Meeting in a Channel
- Select the Team tab on the left side bar and select the channel you want to schedule a meeting for.
- Select the Meet Now button at the bottom of the chat window.
- A window will open, select Schedule a meeting to begin the process.
- Fill out the form with all the necessary details of the meeting. Once the details have been filled out you can select send at the top of the page.
- Once the scheduled meeting has been sent out all of the recipients will receive message with an embedded link that can be clicked on.
- After the link has been clicked on, a page with the details of the meeting will appear along with the option to Join the meeting at the top right of the page.
- Click the Join now button in the center of the screen.
Setting Meeting Options
Default participant settings are set by an org’s IT admins. They try to optimize for most use cases, but sometimes a meeting organizer may want more granular control for specific meetings.
You can make changes to your meeting settings before a meeting by going to Meeting options. There are two ways you can get there:
- In Teams, go to Calendar , select a meeting, and then Meeting options.
- In a meeting invitation, select Meeting options.
Then, a web page will open in your default browser with the following options:
Who can bypass the lobby?
You can decide who gets into your meetings directly and who should wait to be let in.
|Who can bypass?||What happens||Recommended when…|
|People in my organization||Only people in your org, including colleagues and guests who have different email domains than you do, can get into your meetings directly.||You want all external guests to wait in the lobby so you can approve them one by one.|
|People in my organization and trusted organizations||Only people in your Teams org and external guests from trusted organizations can get into your meetings directly.||You want some external guests to wait in the lobby so you can approve them one by one.|
|Everyone||Anyone who has access to the meeting link gets into the meeting directly, including people who call in.||You don’t want anyone to wait in the lobby. You want everyone to be able to join your meetings without specific approval.|
If you have people wait, then you (and anyone else allowed to admit people from the lobby) will see a list of people who are waiting. You can review the requests and choose whether to admit or deny them.
Note: Meeting options are not yet supported on Safari. Coming soon!
Record a Meeting or a Group Call
- Start or join the meeting.
To start recording, go to the meeting controls and select More options > Start recording.
- Everyone in the meeting is notified that recording has started and is posted to the chat history.
- You can’t make multiple recordings of the same meeting at the same time. If one person starts recording a meeting, that recording will be stored on the cloud and available to all participants.
To stop recording, go to the meeting controls and select More options > Stop recording.
- The recording is then processed (which could take a while) and saved to Microsoft Stream, and then it’s ready to play.
- The person who started the recording receives an email from Microsoft Stream when the recording is available. It also shows up in the meeting chat—or in the channel, if you’re meeting in a channel.
- Note: In addition to storing the recording on Microsoft Stream, Microsoft will provide a link to the recording in the meeting chat which is available for seven days. Anyone who participated in the meeting can access this link and download the recording.
- Recording continues even if the person who started the recording has left the meeting.
- The recording stops automatically once everyone leaves the meeting.
- If someone forgets to leave the meeting, the recording automatically ends after four hours.
Teams Meeting FAQs
Yes, a UTD account is not required to join a meeting when the link is shared or they are invited in Outlook. External users will be prompted to join with the Teams app or can participate in the browser.
Additionally, anyone with the dial-in phone number for a Meeting (found within Meeting Details) can call in to be an audio-only meeting participant. Finally, meeting presenters can invite anyone by using their ten-digit phone number which will call the participant directly, joining the meeting automatically once they answer the phone call.
Yes. Once a meeting is finished recording, it will be automatically saved to the Meeting Organizer’s Microsoft Stream account. Meetings that are scheduled in a Teams Channel are automatically posted in that channel.
Meetings stored in Stream can be shared from the Stream interface or can be downloaded and shared elsewhere.
Yes. By selecting the Teams Meeting from your calendar the Meeting Organizer will have the option to change Who Can Present. By default, this is set to all internal users. Changing this option to a specific participant or group of participants will give them the ability to present the meeting as the host.
Currently this is a limited feature; enhanced delegate access will be available after UTD migrates email services for faculty and staff to Exchange Online.