Collaborate with Microsoft Teams

Microsoft Teams is a powerful collaboration tool available via Microsoft’s Office 365 suite. The application allows teams and groups to create a virtual space where they can collaborate with colleagues on tasks and projects.

Although the collaboration opportunities are endless, at UCT, Microsoft Teams may only be used for operational or academic purposes.

Teams is available to all current UCT staff and students. It’s easy to use and very useful in times of disruption and disaster, as it allows you to continue working with others even while you’re off campus.

You can collaborate on documents, send instant messages, and even hold online meetings or video conferences.

Install Microsoft Teams via the Office 365 portal

Prerequisites:

• A computer or mobile device that has internet connectivity
• A correctly configured email client or web browser
• A minimum of 4GB RAM is needed with 8GB being optimal
• UCT specifications to run Teams
  • Use the desktop app for meetings, calls and when producing and presenting live events rather than the web version, since the web version of Teams is not as feature-rich as the desktop app.
  • However, the web version can be used on devices that may not meet the recommended specifications as no installation is required and it uses less memory.
• View the recommended desktop, web and mobile clients.

1. Navigate to https://portal.office.com and enter your student/staffnumber@wf.uct.ac.za then click Next.

2. On the UCT sign-in page, enter your UCT password, then click Sign In.

3. When the Office 365 portal opens, click All apps > Teams.

4. The Microsoft Teams web portal will open.

   • The desktop app can be downloaded by clicking the Download the desktop app option in the bottom left corner of your screen or click the round icon

     

     in the top right corner (it will contain your initials or profile pic)and click Download the desktop app.

5. Once you have successfully installed Teams, you may be required to log in. Enter your student/staffnumber@wf.uct.ac.za and UCT password and open the application to get started.

6. This infographic provides an overview of what the Teams landing page contains.

Install Microsoft Teams on your mobile device

You can either download Microsoft Teams from the Microsoft website, or via the iOS App Store or Google Play Store. Sign in and get started.

Get up to speed via online courses

Watch LinkedIn Learning’s Microsoft Teams starter kit for a quick introduction to the platform.

Create a Microsoft Team

1. After opening Teams, in the left-hand column, click Teams > Create or join a new team > Create a new team.
   NOTE: To avoid confusion, include your project, department, or society in the team name. Also avoid using any forbidden words in the name.

2. Once you've created the team, invite people to join it. You can add individual users, groups, and even entire contact groups. You can also change the team icon.

3. Team owners can invite external guests – people who aren’t members of the UCT community – to their teams. In your team, click More options ˙˙˙ > Add member. Enter the external person’s email address and when prompted to confirm the email address, click the drop-down. Click Add > Close.

Assign roles

1. Once a team has been created, you can indicate who the team owner should be. It can either be the person creating the team or another member. To set this up, go to More options ˙˙˙ > Manage team.

2. From the Members tab, indicate who should be team owners. Under Role, click Owner.
   NOTE: It is recommended that each team has at least two owners in case one leaves the university.

Resources

• Helpful tips for team owners (video)
• Getting started with Microsoft teams and channels
• Assign team owners and members
• Set up channel moderation
• Customise and manage your team
• Go to guide to team owners
• Reorder teams
• Hide a team

Create a channel

You can think of a ‘channel’ as a folder. It allows you to organise your team’s content into specific sections – e.g. Finance, HR, Technical documentation, etc. Essentially, a channel is where most of the work will get done.

In each channel, you can post content and save files. All documentation saved in Teams is stored on Microsoft SharePoint – which is a cloud-based system.

• In your team click More options ... > Add channel.

Please view Microsoft's specifications for channel names. You can then either make a channel viewable to all members or create a private channel and indicate which members may access it.

If certain individuals aren’t given access to a private channel, they won’t even know that it exists. However, if a team owner is not given access to a private channel, they can see the channel, but cannot view its content.

However, meetings cannot be scheduled in private channels.

See how channels can be used for group and committee meetings.

Resources

• Example of setting up a team and channels
• Recommendations on when to use a private channel
• Organise channels in your team's list
• Standard and private channels
• Private channels
• Work in channels
• NEW: Set up a shared calendar in a channel
• Send email to a channel
• Manage notifications
• Pin posts
• Show and hide channels and teams
• Delete a channel
• Limitations

Get started

Manage meetings
Set up online meetings Schedule a meeting  (this includes instructions on how to set up a meeting in a channel) Schedule a Teams meeting from Outlook Start an instant meeting Invite people to a meeting Schedule a meeting with guests Join a meeting in Teams Change participant settings Set up a shared calendar in a channel Participate in a Teams meeting Join a Teams meeting Call in to a meeting Create breakout rooms Disable meeting chat functionality Share content in a meeting Join a meeting without a Teams account Participate in a meeting from the mobile app Raise your hand Live reactions Share your screen Manage video audio while screen sharing Take meeting notes Record a meeting Multitask in a meeting Change participant settings End a meeting for everyone in attendance Download a participants' report Transfer devices or join on a second screen   Meeting recordings NB: Microsoft has changed the way that meeting recordings are saved in Teams Record a meeting Play and share a recording Who can view a recording Download a recording Delete a meeting recording Edit a recording transcript Permissions and privacy in Microsoft Stream   Breakout rooms Create breakout rooms Manually assign people to breakout rooms Rename breakout rooms Start using breakout rooms Interact with breakout room participants Close breakout rooms	Additional features See all your meetings Block out your workday Limit background noise Change your background Record your screen Whiteboard Windows Mac User presence Adjust your view during a meeting Manage audio and video settings Share your system audio Keyboard shortcuts  Windows Mac Limitations Use spellchecker   Useful resources (videos) LinkedIn Learning courses Create instant meetings with Meet now Tip: meet in a channel Join a Teams meeting Manage meetings Meet in a channel Show your screen during a meeting Move around during a Teams meeting     Guest access Create a team with guests Add a guest to an existing team Join a team as a guest Join a meeting with guests Share files and collaborate Chat with guests Set guest permissions in a channel Team owner, member and guest capabilities Guest experience in Teams Manage meeting recordings for guests External vs guest access
Call and chat functionality Calls Start a call from a chat Add someone to a call Answer a call Make multiple calls at the same time Put a call on hold Transfer a call Manage call settings Call forwarding  View or add contacts Turn off automatic video in call Control calls using a headset   File sharing Share files whether you’re using a computer or mobile device. Upload a file Storage limitations   Collaborate Collaborate with a colleague or team Collaborate from anywhere Work on a file together Contact specifications	Chat Initiate a chat Pop out a chat window Chat and share files 6 things to know about chat Send a message to a channel Hide and mute chats Share your screen in a chat Conduct 1:1 meetings in Teams Disable meeting chat functionality Send and read messages Group chats Find and filter chats One-on-ones in Teams Limitations Manage message previews   Online videos Create and format a message Start chats and make calls Filter your activity feed   Online course LinkedIn Learning courses
Apps Install an app Manage apps Using apps Create a plan with Planner Set up your mobile apps Five things to know about apps Video: Use apps in Teams Browse all available apps Add or remove an app Use apps collaboratively in chat or channel tabs Use apps in meetings Insert app content into a message Chat with a bot Get app notifications in a channel (Connectors) Use an app with a personal view Access your apps Pin an app for easy access Pop out an app in a new window Get a link to a tab Additional apps	Manage shifts in Teams Get started Open the Shifts app See your shifts Create a schedule See the team schedule Open a different schedule Shifts for team owners and members   Use bookings in Teams Bookings   Set up your lists Lists   Get help Troubleshoot issues you experience with Teams Learn more

Recommendations for using Microsoft Teams at UCT

When to use Teams:

• To send low priority messages, or informative and inspirational communications.
• When group decision-making is required.
• To communicate with the same group more than twice a week.
• Where you require feedback from others.
• When you want to store historical documentation
• To maintain a record of communications.

When not to use Teams:

• To send formal communications to mailing lists or groups.
• When you require help or crowdsourcing.
• To share information that doesn’t require feedback.
• For Short-term projects.
• For document approvals.
• As a learning management system. (UCT uses Vula for this.)
• As a repository for documents and policies that already exist.
• To store or communicate confidential information.

UCT-specific Microsoft Teams online meetings recommendations

• In the case where multiple people are joining a Teams meeting in the same venue, ensure that only one device is used, which can then be connected to the projector allowing everyone to view the screen. Any additional devices will create feedback in the room making it hard to hear. Feedback occurs when there is more than one device with a live mic in close proximity to each other.
• Headphones are ideal for people joining the meeting by themselves and are situated in open-place office, and not a private room.
• Mics all on all devices should be muted except for the speaker to avoid unnecessary noise.
• Further, the person creating the meeting request, does not need to participate in the meeting as those required can simply click the link provided in the meeting request. A participate can then click More options ˙˙˙™ to record the meeting.

Data location

Any data you upload to Teams will be stored locally – i.e. within Microsoft’s South African data centres.

If you have existing data that is stored anywhere else (other than on Teams), then don’t upload it to Teams. Instead, just create a link to that storage facility within Microsoft Teams.

Caution: For compliance reasons, if you have data stored outside of Teams, try to ensure that the data is stored in South Africa. Where this is not possible, ensure that your data is stored in line with that specific region’s compliance regulations.

For any new data related to the work that you’re doing, you can save it your team’s Files tab, which is available as one of the tabs in the General folder.

Also, when communicating with others via email, if the content is stored in Teams, don’t send it again as an attachment. Instead, rather send links to where the documents are stored in Microsoft Teams.

Outdated or unused Microsoft Teams sites

ICTS will archive any Teams sites that are inactive for 12 months. We will contact Team owners beforehand so that they can download any content that is still required.

Security

If you will use Microsoft Teams on your mobile device, ensure that you’ve installed an anti-virus app on the device. This will keep your Team site protected and secure when you access it. It’s also crucial to keep your device’s operating system and applications up-to-date.

Into the future with Microsoft Teams

Microsoft Teams is here to stay, and in the future, it will replace several services – including Skype for Business.

We will communicate these changes as they occur at UCT, but for now, we invite you to take advantage of the powerful collaboration features within Teams.