Introduction
This guide provides consistent training resources and best practices for using Microsoft Teams, including how to create teams, organize channels, and collaborate on documents effectively.
Getting Started with Teams
Create a Team
- In Microsoft Teams, select Teams from the left menu
- Click Join or create a team
- Select Create team and choose:
- From scratch or
- From an existing group/team
- Add a Team name, description, and members
(Insert internal training link here if applicable)
Navigate Microsoft Teams
Key areas in Teams:
- Activity – Notifications and updates
- Chat – One-on-one or group conversations
- Teams – Access your teams and channels
- Files – View and manage documents across Teams
- Calendar – Meetings and scheduling
Create a Channel
- Go to your Team
- Select More options (•••) next to the Team name
- Click Add channel
- Enter a name and description
- Choose a privacy level:
- Standard – Available to all team members
- Private – Restricted access (must manually add members)
Private Channel Access
- Only selected members can access private channels
- Use private channels for sensitive or restricted information
- Permissions must be managed manually by Team owners
Recommended Teams File Structure
Organizing channels properly ensures files are easy to locate and securely shared.
General Channel
- Accessible to all team members
- Store:
- Shared documents
- General resources
- Team-wide information
Private (Locked) Channels
Use private channels to limit document access:
-
Office Channel
- For office personnel only
- Example: Admin staff, student workers
-
Dean Channel
- Restricted to Dean’s office staff only
- Used for confidential or limited-access documentation
Collaboration on Documents
Working in Departments (Traditional File Storage)
- Typically only one person can edit a document at a time
- Version conflicts may occur if multiple edits happen separately
Working in Teams
- Multiple users can edit the same document simultaneously
- Changes are visible in real time
- Version history is automatically maintained
Auto-Save Behavior
- Files stored in Teams (via SharePoint) are automatically saved
- No need to manually save changes
Important Exception:
- If a user:
- Downloads a file
- Edits it locally
- Saves it to their computer or OneDrive
- Changes will NOT sync back to the Team automatically
Best Practice:
- Always edit documents directly within Teams or the browser to ensure changes are saved and shared correctly
Additional Tips
- Follow a consistent channel structure across departments
- Limit the number of channels to avoid confusion
- Use clear naming conventions for files and folders
- Regularly review access permissions