{"id":991,"date":"2020-04-20T10:00:56","date_gmt":"2020-04-20T09:00:56","guid":{"rendered":"https:\/\/www.attendancebot.com\/blog\/?p=991"},"modified":"2021-08-31T06:26:31","modified_gmt":"2021-08-31T10:26:31","slug":"hacks-microsoft-teams","status":"publish","type":"post","link":"https:\/\/www.attendancebot.com\/blog\/hacks-microsoft-teams\/","title":{"rendered":"8 Things You Did Not Know You Could Do On Microsoft Teams"},"content":{"rendered":"<p><a href=\"https:\/\/products.office.com\/en-US\/microsoft-teams\/group-chat-software\"><span style=\"font-weight: 400;\">Microsoft Teams<\/span><\/a><span style=\"font-weight: 400;\"> is a very versatile workspace. With more teams moving online these days, many are choosing to use Microsoft Team to connect, collaborate and work with their team members. The workspace is easy to navigate, allowing you to add multiple channels to keep your conversations organized.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But, the robust workspace also has many hidden features that make your work simpler and more efficient. In this blog, we want to help you use Teams more effectively. Here are the 8 Microsoft Teams Hacks that you shouldn&#8217;t be sleeping on anymore.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/www.attendancebot.com\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=hacks-microsoft-teams&amp;utm_term=time-tracking&amp;utm_content=above-the-fold\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-194487 aligncenter\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/Attendance-Bot-MS-Teams-Hack-for-Time-Tracking.jpg\" alt=\"\" width=\"648\" height=\"108\" srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/Attendance-Bot-MS-Teams-Hack-for-Time-Tracking.jpg 648w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/Attendance-Bot-MS-Teams-Hack-for-Time-Tracking-300x50.jpg 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/Attendance-Bot-MS-Teams-Hack-for-Time-Tracking-380x63.jpg 380w\" sizes=\"auto, (max-width: 648px) 100vw, 648px\" \/><\/a><\/p>\n<p><i><span style=\"font-weight: 400;\">Further Reading: <\/span><\/i><a href=\"https:\/\/www.attendancebot.com\/blog\/manage-remote-employees-microsoft-teams\/\"><i><span style=\"font-weight: 400;\">How to Manage Your Remote Employees over Microsoft Teams<\/span><\/i><\/a><\/p>\n<div class=\"lyte-wrapper fourthree\" style=\"width:960px;max-width:100%;margin:5px auto;\"><div class=\"lyMe\" id=\"WYL_w_NOLTAzDaQ\"><div id=\"lyte_w_NOLTAzDaQ\" data-src=\"https:\/\/blog.attendancebot.com\/wp-content\/plugins\/wp-youtube-lyte\/lyteCache.php?origThumbUrl=%2F%2Fi.ytimg.com%2Fvi%2Fw_NOLTAzDaQ%2Fhqdefault.jpg\" class=\"pL\"><div class=\"tC\"><div class=\"tT\"><\/div><\/div><div class=\"play\"><\/div><div class=\"ctrl\"><div class=\"Lctrl\"><\/div><div class=\"Rctrl\"><\/div><\/div><\/div><noscript><a href=\"https:\/\/youtu.be\/w_NOLTAzDaQ\" rel=\"nofollow\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/plugins\/wp-youtube-lyte\/lyteCache.php?origThumbUrl=https%3A%2F%2Fi.ytimg.com%2Fvi%2Fw_NOLTAzDaQ%2F0.jpg\" alt=\"YouTube video thumbnail\" width=\"960\" height=\"700\" \/><br \/>Watch this video on YouTube<\/a><\/noscript><\/div><\/div><div class=\"lL\" style=\"max-width:100%;width:960px;margin:5px auto;\"><\/div><\/p>\n<h2><span style=\"font-weight: 400;\">8 Microsoft Teams Hacks to Make Workspace Smarter<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">1. Add Guests<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you have freelancers of temporary hires in your team, you can easily add them as guests and allow them to collaborate with you easily. Guests can participate in conversations and meetings and do the same functions as anyone else on your team\u2014 share files, add new channels, etc.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To be a guest, they need an email with an Office 365 account. You can then add them to your team using their email address.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Of course, guests cannot do certain actions like viewing your organization chart, creating a team, adding an app, or sharing a channel file.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Use Actions and Commands\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the best Microsoft Teams Hacks is that MS Teams allows you to use easy shortcuts to simplify actions in your workspace. These Teams shortcuts save you time and help you find what you\u2019re looking for easily. Here are some shortcuts:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">@Wikipedia<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This allows you to do a Wikipedia search. The results show a summary that you can click on to go to the full Wikipedia page.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\/goto<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If you have a lot of teams or channels, hop straight to the team or channel you want with this shortcut.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\/files<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">See your recent files by showing you a list of all files that you can search through rather than having to click around your teams.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\/keys<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This is a shortcut to show shortcuts.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\/call<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">With this short, you can start a call with one person by typing out their name. The shortcut is especially helpful if you have a large number of people in your workspace.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\/help<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Use the T-Bot and ask questions to the Teams helpdesk with the shortcut.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\/saved<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This takes you straight to your list of saved messages.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Save Messages or Bookmark<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You can save specific messages for later reference by clicking on the sash icon at the top of the message. All saved messages can be later viewed through the &#8216;Saved&#8217; page under your profile picture or by typing &#8216;\/saved&#8217; in the command bar.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Set up Shift Planning with AttendanceBot<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Microsoft Teams has its shift planner but the planner works out of your spreadsheets. You can simplify your shift management by plugging in <a href=\"https:\/\/www.attendancebot.com\/?utm_source=blog&amp;utm_medium=in-line&amp;utm_campaign=hacks-microsoft-teams\" target=\"_blank\" rel=\"noopener\">AttendanceBot<\/a> onto your workspace. The bot provides a visual dashboard that you can use to plan shifts, replicate shift hours for an assigned person, and drag and drop your shifts to easily set up your dashboard.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your team members can easily query the bot on their Teams workspace about their upcoming shift hours. The bot has a reminder feature that reminds your shift employees before their shift starts so that they can start work on time. What\u2019s more, if there are any changes in shifts, you can make those changes right within your Teams workspace.<\/span><\/p>\n<p><a href=\"https:\/\/www.attendancebot.com\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=hacks-microsoft-teams&amp;utm_term=shift-planning\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-194486\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/Microsoft-Hacks-for-Shift-Management.jpg\" alt=\"Microsoft Hacks for Shift Management through AttendanceBot\" width=\"648\" height=\"108\" srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/Microsoft-Hacks-for-Shift-Management.jpg 648w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/Microsoft-Hacks-for-Shift-Management-300x50.jpg 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/Microsoft-Hacks-for-Shift-Management-380x63.jpg 380w\" sizes=\"auto, (max-width: 648px) 100vw, 648px\" \/><\/a><\/p>\n<p>Just like AttendanceBot, there are quite a few apps that you can<a href=\"https:\/\/www.attendancebot.com\/blog\/hr-microsoft-teams-apps\/\"><span style=\"font-weight: 400;\">\u00a0plug into Microsoft Teams<\/span><\/a> to improve processes in your company<span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Make Channels Private<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You can set up private channels for your team. This is useful when you want to collaborate on new ideas and projects or discuss sensitive information like employee offboarding, budgets, etc. Here\u2019s a chart from Microsoft Teams about when you should create a private channel:<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Is there already a team that has these people as team members?<\/b><\/td>\n<td><b>Does this work need to be kept private from others?<\/b><\/td>\n<td><b>Are there multiple distinct topics to discuss?<\/b><\/td>\n<td><b>Recommendation<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Create a private channel in the existing team or consider creating dedicated private channels for each topic.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Create a private channel in the existing team.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Create a channel in the existing team.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Consider creating a new team.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Consider creating a new team and then, depending on the confidentiality of each topic, consider creating separate standard or private channels for each topic.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">No<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Create a new team and consider creating a private channel.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">To create a private channel, click on the dots next to the team you want to add a channel to and select &#8216;Add channel&#8217;. When creating the channel, change the privacy to &#8216;Private&#8217;. Once saved, you can then add specific members to it.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">6. Set up Meetings with People Outside the Workspace<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">How do you conduct meetings with people outside your Microsoft Teams workspace? Many users don&#8217;t know this key Microsoft Teams hack, but you can host meetings on your workspace without requiring the attendees to be a part of your workspace.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Set up an Outlook appointment and share the meeting via email with your participants. When they have to join, they can just choose &#8216;Join on web&#8217; to participate in the meeting.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This way, you can host all your meetings on the same platform, record these meetings, and avoid having to go through the hassle of setting up a third-party video conferencing app.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-993\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/0_9gR4_q_cGtf_S1dm.jpg\" alt=\"\" width=\"1000\" height=\"511\" srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/0_9gR4_q_cGtf_S1dm.jpg 1000w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/0_9gR4_q_cGtf_S1dm-300x153.jpg 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/0_9gR4_q_cGtf_S1dm-768x392.jpg 768w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/0_9gR4_q_cGtf_S1dm-380x194.jpg 380w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/0_9gR4_q_cGtf_S1dm-800x409.jpg 800w\" sizes=\"auto, (max-width: 1000px) 100vw, 1000px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">7. Record your Team Meetings<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Your workspace allows video and audio calls within the app, simplifying how you set up conference calls with your team members. However, one feature of these calls that will come in handy is the \u2018Record meeting\u2019 functionality.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you start your call, you can click on the \u2018Settings\u2019 dots within the video\/ audio call and select &#8216;Start recording&#8217; to record your meetings and save them for later access. This is especially helpful if you are discussing many things in one call and need to go back later to reference it.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-992\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/TeamsRecording1.png\" alt=\"\" width=\"400\" height=\"173\" srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/TeamsRecording1.png 505w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/TeamsRecording1-300x130.png 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/TeamsRecording1-380x165.png 380w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">8. Collaborate with Visio<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Microsoft Visio allows you to create layouts, diagrams, and charts to help you create flowcharts, decision diagrams, playbooks, and even network diagramming. This app can simplify how you brainstorm and plan your work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With its integration onto Teams, you can easily collaborate on Visio files directly through your workspace. Once the file is shared, your team members can edit the file directly through the workspace, without having to open Visio.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-194297 size-full\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio.png\" alt=\"\" width=\"1024\" height=\"759\" srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio.png 1024w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio-300x222.png 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio-768x569.png 768w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio-380x282.png 380w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio-800x593.png 800w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio-80x60.png 80w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio-760x563.png 760w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/teams-shortcuts-with-Visio-600x445.png 600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">Make your Workspace smarter with MS Teams Hacks<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">We hope these 8 hacks helped you set up a Microsoft Teams workspace that is easier to work with and more efficient. Your virtual workspace will help you stay productive and simplify how you collaborate with your team. Ensure that you have set up a well-structured team, with channels that serve a purpose.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How have you optimized your virtual workspace to maximize your team\u2019s productivity?<\/span><\/p>\n<p><a href=\"https:\/\/www.attendancebot.com\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=hacks-microsoft-teams&amp;utm_term=time-tracking&amp;utm_content=blog-end\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-194489 aligncenter\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/AttendanceBot-CTA.jpg\" alt=\"AttendanceBot CTA\" width=\"648\" height=\"108\" srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/AttendanceBot-CTA.jpg 648w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/AttendanceBot-CTA-300x50.jpg 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/04\/AttendanceBot-CTA-380x63.jpg 380w\" sizes=\"auto, (max-width: 648px) 100vw, 648px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Microsoft Teams is a very versatile workspace. With more teams moving online these days, many are choosing to use Microsoft Team to connect, collaborate and&#8230;<\/p>\n","protected":false},"author":1,"featured_media":194295,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17],"tags":[],"class_list":["post-991","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-microsoft-teams"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>8 Things You Did Not Know You Could Do On Microsoft Teams<\/title>\n<meta name=\"description\" content=\"Read about the 8 hidden features on Microsoft Teams you must set up to maximize your efficiency and work more productively.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link 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