Microsoft Teams

Contents

Microsoft Teams is a collaborative communications platform that incorporates a persistent chat, video calls/meetings, and file sharing (including collaborative editing of documents).

 

Available to current UVM Faculty, Staff, Students, and Temporary Employees

When accessed using UVM’s Office 365 subscription, Microsoft Teams has been approved for handling and storage of all Protected University Information except Protected Health Information.

Installation & Sign-In

Windows - Personally owned computers

  1. Download the installer from: teams.microsoft.com/download
  2. When the download completes, launch the installer and follow the installation prompts using the default settings.
  3. When the installation of Teams has finished, click the  button and search for Teams.
  4. Enter your UVM email address, then click Sign-In.
  5. Sign in with your UVM netID and password.You should now be signed into Teams.

Windows - UVM owned computers

This guide assumes that you’re using a UVM owned, Campus domain joined computer.

  1. Click the  button and search for Software Center.

    If Software Center does not appear in the search results of your system, you may be using a computer that ins’t joined to the Campus domain. Please try the “Windows – Personally owned computers” guide instead.

  2. In Software Center, click Microsoft Teams.
    • If you do not see Microsoft Teams on the initial page, search Teams and select Microsoft Teams from the search results.
  3. Click Install.
  4. When the installation of Teams has finished, click the  button and search for Teams.
    • If Microsoft Teams does not appear in the results, please restart your computer, then try this step again.

  5. Enter your UVM email address, then click Sign-In.
  6. Sign in with your UVM netID and password.You should now be signed into Teams.

macOS - Personally owned computers

  1. Download the installer from: teams.microsoft.com/download
  2. When the download completes, launch the installer and follow the installation prompts using the default settings.
  3. When the installation of Teams has finished, open Microsoft Teams from your Applications folder, or by searching “Teams” in spotlight search.
  4. Enter your UVM email address, then click Sign-In.
  5. Sign in with your UVM netID and password.You should now be signed into Teams.

macOS - UVM owned computers

  1. Open Managed Software Center from your Applications folder, or by searching “Managed Software” in spotlight search.

    If Software Center does not appear in the search results of your system, you may be using a computer that ins’t enrolled in our management service. Please try the “macOS – Personally owned computers” guide instead.

  2. In Managed Software Center, click Install under Microsoft Teams.
    • If you do not see Microsoft Teams on the initial page, search Teams and select Microsoft Teams from the search results and click Install on the resulting page.
  3. When the installation of Teams has finished, open Microsoft Teams from your Applications folder, or by searching “Teams” in spotlight search.
  4. Enter your UVM email address, then click Sign-In.
  5. Sign in with your UVM netID and password.You should now be signed into Teams.

Android

  1. Install Microsoft Teams from the Google Play Store.
  2. Once installed, open the Teams app.
  3. Tap Sign in, enter your UVM email address, then tap Sign in again.
  4. Log in with your UVM netID and password.
    You should now be signed into Teams.

iOS

  1. Install Microsoft Teams from the Apple App Store.
  2. Once installed, open the Teams app.
  3. Tap Sign in, enter your UVM email address, then tap Sign in again.
  4. Log in with your UVM netID and password.
    You should now be signed into Teams.

Teams on the web

  1. Go to teams.microsoft.com
  2. Enter your UVM email address, then click Next.
    • If prompted afterwards, sign in with your UVM netID and password.

    You should now be signed into Teams.

Get Started

Familiarize yourself with Microsoft Teams by exploring the guides below:

Teams and Channels



Source: Microsoft

In Microsoft Teams, a team is any group of people, for example, the individuals within your UVM department. A team is made up of channels, which are topic-specific areas where file sharing, messaging, video/audio calls, and online meetings take place.

Create a team

  1. Select Teams from the left side-bar, then click Join or create a team
  2. Select Create a team
  3. Choose an appropriate Team template – (more info on Team Templates here)
  4. Give the team a name, description, and choose whether you’d like to make the team publicly available to all UVM Teams users, or to make it private (only an owner can add members).
  5. Add colleagues to your team

    • To add non-UVM affiliates to your Team, enter their email address. Please note that the email address entered must be provisioned with access to Teams by the external collaborator’s institution.

Create a team channel

  1. Click the More options menu to the right of the team you’d like to add a channel to. From the menu that appears, select Add channel
  2. Give the channel a name, and provide a description for the channel, then click
    Add

Manage a team

  1. Click the More options menu to the right of the team you’d like to add a channel to. From the menu that appears, select Manage team

  2. From the window that appears you can manage MembersChannels, and Settings for your team.

Chat, video and audio calls



Source: Microsoft

Chat allows private conversations between an individual or group separate from the public Team channel. Chat also enables you to share files and to make video or audio calls directly to all members of the chat.

Start a Chat

  1. Select the New chat button.
  2. Enter the name of the person or individuals you want to chat with.
  3. Send a message to initiate the chat.

Make video and audio calls from chat

Our instance of Teams only supports Video and Audio calls between Teams users. You will NOT be able to dial internal or external phone numbers.

  1. Select the video or audio call button to call all members of the current chat.

Share Files



Source: Microsoft

Files can be uploaded to Team channels and chats. To attach a file, look for the icon, select your files, then click upload.

You can also attach files by:

  • Click-and-dragging an image or file to the message box of a chat or channel.
  • Selecting the Files tab, and clicking the “Share” button.
    • Files can be uploaded from your computer, or shared from files within your OneDrive folder.

Collaborate on Files and Documents



Source: Microsoft

Teams lets you share and edit documents collaboratively, meaning multiple members of your team, chat, or channel can edit the same document in real-time!

  1. From a channel or chat, select the Files tab. Locate the file you’d like to edit, then click the More options menu
  2. From the menu that appears, select how you’d like to open the document for editing. Documents can be editing within Teams, Office online, or using the Office applications installed on your computer.
  3. Begin making edits to the file. Others who are editing the file with you will appear as colored flags within the document.

Meetings

Schedule and manage meetings



Source: Microsoft

View meetings

  1. Select Calendar from the left side-bar. This will display all meetings and appointments for the select day. These meetings are synced with your UVM Exchange calendar.
  2. Select a meeting invite to see what the meeting’s about, who’s attending, and to respond to the meeting.

Schedule a meeting

  1. Select Calendar from the left side-bar. This will display all meetings and appointments for the select day. These meetings are synced with your UVM Exchange calendar. Click the New meeting button.
  2. Enter a meeting title and add a location.

    By default, the location is set to “Teams online meeting”

  3. Specify a start and end time, and fill in additional details if needed.
  4. Use the Invite people box to add the names of individuals you’d like to invite to the meeting.

    To invite someone outside of UVM, type in their email address and they’ll get an invite to join as a guest—even if they don’t have Microsoft Teams.

    You must select “None” in step 6 for this option to work.

  5. Your Attendees list will display the availability of each invitee. If needed, use Scheduling assistant to see your attendees availability in a calendar view.
  6. The “Add channel” drop-down can be used to add entire Team channels to meetings.
    • Select None to keep your meeting private (only the people you’ve added to the “Invite People” box will be able to attend).
    • Select a channel to open the meeting to the team members of that channel.

      If you add your meeting to a channel, it’ll appear under the channel’s Conversations tab. Team members will be able to set agendas, share files, or add comments.

Create an instant meeting



Source: Microsoft

Start a meeting

  1. Select Calendar from the left side-bar, then click Meet now. 
  2. Give your meeting a title, choose your audio and video settings, then click the Join now button to initiate the meeting.
  3. Enter the names of team members you’d like to invite to your meeting.

    • When inviting a non-UVM affiliate to a meeting, click the icon to copy a link to the meeting. Then email the link to your external collaborator.
  4. That’s it!

Our instance of Teams does not currently support inviting members outside of UVM to instant meetings via phone numbers. To invite non-UVM affiliates to an instant meeting, please see step 3 above.

Join a Teams Meeting



Join a Teams meeting from the app

  1. Select your Calendar and locate the meeting. From the Teams meeting invite, select Join.

  2. Choose the audio and video settings you want to use.
  3. Select Join now to enter the meeting.

Join a Teams meeting as a Guests or non-UVM affiliate

Please see our dedicated guide for joining a Teams Meeting as a guest or non-UVM affiliate.

Share your screen or windows



Source: Microsoft

Teams allows you to share your entire desktop, an application window, or PowerPoint presentations.

  1. From an active meeting or video call, click the Share button.
  2. Select what you want to share – choose from Desktops, application windows, PowerPoints, or Browse to a file you’d like to show.
  3. A red border will appear around the item you’re sharing. In this example, we’re sharing a Chrome browser window.
  4. When you’re done, click the “Stop Sharing” button.

Record a meeting

  1. From an active Meeting, select the “More options” menu
  2. From the menu that appears, select “Start recording
  3. The recording will end when you leave the meeting. You will receive an email when the recording has finished processing and is ready for viewing.

Teams Remote Lectures

For Instructors

Please see our dedicated article for creating and inviting your students to a Class Team, and scheduling and conducting Teams Remote Lectures. 

The article linked above has information for creating a class team, generating a Team Code and running remote lectures, but it’s possible some of your students will message you directly in Microsoft Teams.

Chats in Microsoft Teams can be a more efficient method of answering student questions, especially for smaller class sizes. If you opt to accept and respond to direct messages through Teams, configure your Notification Settings so these messages aren’t missed.

If instead, you prefer that students do not contact you directly through Teams chats, consider preemptively speaking with your students about your communication preferences.

For Students

Please see our dedicated article for joining and attending Teams Remote Lectures.

The article linked above details how to utilize a Team Code to join a class team, but you may also be added manually by your instructor or TA. There is no difference in the usage of Microsoft Teams based on how a class team is joined – attending your class lecture and communicating with your classmates, instructor or TAs should be no different.

Additional Configuration and Settings

Changing your Profile Picture

Your Teams profile picture can be changed in Outlook for Web (OWA).

Please see our dedicated article for instructions on adding or changing your profile picture.

Notification Settings

At the time of this writing there are three categories for notifications: Mentions (e.g. when someone @s you), Messages, and Other.

General Notification Settings

To further customize your notification settings, select your profile picture at the top, right corner of Teams, then select Settings button Settings > Activity button Notifications. From there you can fine-tune what notifications you receive and where those notifications show up.

For each type of notification, you can choose to receive one of these:

  • Banner (a pop-up notification on your screen)
  • Banner and email (the frequency of the email notification is set in the Other category)

    Emails will only be sent as a digest of missed activity and should not be relied on as a primary method of receiving notifications from Teams.

  • Only show in feed (Teams activity feed)
  • Off (not available for some categories – will not send notifications)

Adjust your channel notifications

  1. Go to a channel that shows in your Teams list and select More options More options button > Channel notifications. From there, you can choose what activity you get notifications for, and where they show up. By default, channel mentions are turned off and all new posts will only show in Activity.
  2. Select how you’d like to be notified from the drop-down menus. Then click Save.

Turn off notifications for specific conversations within a channel

  1. Go to the beginning of a conversation in a channel, then go to the top right corner of the message and select More options More options button > Turn off notifications. Just like muting a chat, turning off notifications to a channel conversation will stop you from receiving updates for that specific conversation.

You’ll still receive notifications if someone directly mentions you.

Adjust missed activity email frequency

Microsoft Teams will attempt to send you a digest of missed conversation and chat activity via email.

  1. Adjust your missed activity emails by selecting your profile picture at the top, right corner of Teams, then select Settings button Settings > Activity button Notifications.
  2. From the drop-down menu, choose the desired frequency for missed activity emails. This is NOT a replacement for being signed into the Teams client and should not be relied on as the primary method of receiving notifications from Teams.

 

Private Channels

Team owners or members of the private channel can access the channel. Anyone, including guests, can be added as a member of a private channel as long as they are already members of the team.

Use cases for private channels:

  • A group of people within an existing team want a space to collaborate without having to create a separate team.
  • A subset of people in a team want a private channel to discuss sensitive information, that is not appropriate for other members of the team to see.

At the time of this writing, you cannot convert an existing channel to a private one. You will need to create a new private channel.

Create a Private Channel

  1. Select the Team you’d like to add a private channel to, click the More options menu , then select “Add channel“.
  2. Give your channel a name and fill out a description if applicable. Select “Private – Accessible only to a specific group of people within the team” from the privacy drop-down menu. Then click “Next
  3. Enter the names of the individuals you’d like to have access to your private channel.
  4. The private channel will appear in the channel list of your team. Note the padlock icon which signifies that the channel is private.

For additional information on private channels, please see Microsoft’s documentation here.

Archiving and Restoring a Team

If a team is no longer actively used, but should be retained for future reference or reactivation, owners can archive the team. When a team is archived, the conversations and files associated with that team become read-only, but can still be searched by team members.

These Steps are for Team Owners Using the Desktop or Web Client

Archiving a Team

  1. Select Teams on the left, then click the gear icon Settings buttonat the bottom of the screen and select Manage teams.
  2. In your list of Active teams, find the name of the team you want to archive, then click the More options menu .
    Only Team Owners can Archive a Team

  3. Select Archive team from the options list.
  4. Click Archive after optionally making the SharePoint site associated with this team read-only.
  5. You should now see your archived team beneath the list of active teams.

Restoring a Team

  1. Select Teams on the left, then click the gear icon Settings buttonat the bottom of the screen and select Manage teams.
    1. In your list of Active teams, find the name of the team you want to archive, then click the More options menu .
  2. Only Team Owners can Restore an Archived Team

  3. Select Restore team from the options list.
  4. Your team should now be visible in the list of Active teams.

For additional information on Archiving  and Restoring teams, please see Microsoft’s documentation.

Deleting a Team

If a team is no longer actively used and will not be needed for future reference or reactivation, owners can delete the team.

Please Consider Archiving your Team Instead

Recovery of a deleted team may require the assistance of a system administrator or be outright impossible.

  1. Select the Team you’d like to delete, click the More options menu , then select Delete the team.
  2. Read the warning message. If you understand and still wish to proceed, click the checkbox, then click Delete team.

More info and Training Resources

Additional training resources for Students, Faculty and Staff

Additional training resources for UVM Employees (Faculty, Staff, Temps)

Troubleshooting & FAQ

Where are files shared on MS Teams actually stored?

Files that you share in a channel are stored in your team’s SharePoint Online folder. Which can be found in the Files tab at the top of each channel.

Files that you share in a private or group chat are stored in your OneDrive for Business folder and are only shared with the people in that conversation. These will be found in the Files tab at the top of a chat.

The OneDrive files you see in Teams are OneDrive for Business files associated with your UVM provided Office 365 account—not your personal OneDrive. Teams can’t currently connect to your personal OneDrive.

I can't sign in to Teams - Ask your admin to enable MS Teams

If you receive an error prompting you to contact your admin to enable Teams access, your UVM account does not yet have an MS Teams license provisioned to it.

To request a MS Teams license, please email techteam@uvm.edu or submit a help ticket.

People can't see me

If people in a meeting can’t see you, you may have your camera turned off or you might need to configure your camera settings.

  1. Ensure that your camera is toggled ON. If your camera still doesn’t display, continue to step 2.
  2. Select the More options menu . From the list that appears, select Show device settings.
  3. Make sure that the correct Camera device is selected from the Camera drop-down menu.

I can't join meeting chat: Only team members can chat.

Only team members can chat. Ask the team owner to make you a member.

Teams meeting organizers can choose to add a team channel to their meeting. This is convenient for meeting organizers, because members of the team will see the meeting on their calendar without the organizer inviting each person to the meeting individually.

People who are not members of the Team can still be invited to these meetings and are able to share video, audio, and other content. However, they will not be able to join chat, as they do not have access to the channel where the chat is held.

I can't hear others

If you can’t hear others in your meeting, you may need to adjust the volume on your speakers or headset, or you might need to configure your speaker settings.

  1. Select the More options menu . From the list that appears, select Show device settings.
  2. Make sure that the correct Speaker device is selected from the speaker drop-down menu. Adjust to volume slider as needed.

People can't hear me

If people in a meeting can’t hear you, you may have muted your mic or you might need to configure your mic settings.

  1. Ensure that your microphone is not muted. If people still can’t hear you after unmuting your mic, continue on to step 2.
  2. Select the More options menu . From the list that appears, select Show device settings.
  3. Make sure that the correct Microphone device is selected from the microphone drop-down menu.

Sounds cuts out in the middle of a meeting

If your audio cuts out in the middle of a meeting adjusting your device settings as outlined in the “I can’t hear others” section above does not remedy the issue, please completely quit out of Teams and relaunch the program, then rejoin your meeting.

Chat button disappears during meeting

If your chat button goes missing in the middle of a meeting, please completely quit out of Teams and relaunch the program, then rejoin your meeting.

macOS 10.15 - Allow Webcam, Microphone, and Screen sharing access

macOS Catalina 10.15 introduced new security controls to better protect your computer. For example, apps are now required to ask your permission before accessing your webcam, microphone, or recording/sharing your screen. This has a direct impact on Microsoft Teams as all of these  settings must be allowed to use MS Teams at its full capacity.

To configure your security settings for MS Teams, please do the following:

  1. Check your macOS version – the following steps are only available in macOS 10.15 and higher. To check your macOS version click the menu in the top-left corner, then select “About This Mac“.
    • If you’re running macOS 10.15.x or higher, continue on:
  2. Click the menu in the top-left corner, then select “System Preferences…“. From the window that appears, select “Security & Privacy
  3. Click the padlock in the lower-left corner of the window. Enter your computer username and password – this will allow you to make the necessary changes.
  4. You’ll need to allow MS Teams to access your Camera, Microphone, Accessibility, Files and Folders, and Screen Recording. To do this, select the item from the left column, scroll through the list of applications, and make sure that Teams is checked.
  5. Repeat this process for:
    • Camera
    • Microphone
    • Accessibility
    • Files and Folders
    • Screen Recording
  6. Quit and relaunch Microsoft Teams for these changes to take effect.

macOS Teams Cache: I can't log into Teams after I changed my NetID password.

After changing your NetID password, Microsoft Teams and many other applications should prompt you to enter your new password. If you are not prompted for your new NetID password, follow these steps.

  1. Fully close Microsoft Teams.
    1. Right click the Microsoft Teams icon in your dock, then click Quit.
  2. Open Finder, then click Go and select Go to Folder…
  3. Copy and paste the following into the Go to Folder box, then click Go:
    ~/Library/Application Support/Microsoft

  4. Right click the Teams folder, then click Move to Trash.
  5. Relaunch Microsoft Teams. You should now be prompted to sign back into Teams. Please see the instructions at the start of this article.

Windows Teams Cache: I can't log into Teams after I changed my NetID password.

After changing your NetID password, Microsoft Teams and many other applications should prompt you to enter your new password. If you are not prompted for your new NetID password, follow these steps.

  1. Fully close Microsoft Teams and Outlook.
    1. Right click the Teams icon in your icon tray in the bottom right corner of your screen, then click Quit.
      In Outlook, select the File menu and choose Exit.
  2. While holding the Windows () key, press R to open Windows Run, then copy and paste the following into the box and click OK:
    %appdata%\Microsoft

  3. Find the Teams folder, then right click it and select Delete.
  4. Relaunch Microsoft Teams. You should now be prompted to sign back into Teams. Please see the instructions at the start of this article.

Updated on June 25, 2020

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