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University of Tartu IT wiki

In this guide, you will find instructions about Microsoft Teams.

All members of the university community, more than 17,000 people, have an MS Teams licence and do not need to bear any costs to use it. 

  • Attendees do not have to hold a UT or MS username to attend a Teams meeting. 
  • Attendees do not need the Teams app installed on the computer to attend a Teams meeting – Teams can be used in the browser. To participate using a smart device, attendees need an app that is available from the app store of the respective operating system. 
  • People who do not hold a UT username can be included in Teams teams. Using SharePoint it is also possible to share files with people who do not hold a UT username and e-mail address. 

Also, check:


Teams is pre-installed on the university computers. If Teams is not on the computer, it can be used: 

  • Online (third-party cookies must be enabled in the browser). 
  • Installing Microsoft Teams on your computer as part of Office 365 or as a separate app. 
  • By using the Microsoft Teams mobile app for AndroidIOS or Windows. 
  • NB! To log in to Teams, enter, not

Microsoft Teams allows video meetings in which, in addition to university employees, guests can participate. In the meeting invitation, the guests receive a link to join the video meeting – without needing to install any additional software – in the web browser. 

  1. To schedule a meeting, select Calendar on the left side of Microsoft Teams. 
  2. Select a free time range in the calendar or click New meeting in the top right corner. 
  3. Enter meeting details: 
    1. Meeting title.
    2. Place of the meeting. 
    3. Start date and time, end date and time. 
    4. You may also add a meeting description, for example, an agenda. 
    5. If you have joined a team, it is possible to send the meeting information to a channel (optional).
    6. Invite required attendees to the meeting. University employees can be found by name, and e-mail addresses should be entered for others. 
  4. A meeting appears in Teams calendar at the specified time. Click to change the settings. 
  5. When you click Meeting options, you can choose whether non-university attendees can automatically join the meeting. If you do not make the choice, the organiser has to approve each attendee during the meeting. Therefore, a notification is displayed in the video meeting window. 
  6. The following procedure is similar to a Skype call. When you join, you can choose whether you want to share your video and audio. Under options (three dots), you can record the meeting or turn off incoming video if you wish. 

  1. An organiser or a person who has received an invitation can join the meeting from Teams, from a link sent by e-mail, or from an Outlook calendar. 
  2. A click on the link opens the browser. 
    1. If the Teams app has been installed on the computer, opening the meeting in the app is suggested.
    2. If the app has not been installed, it can join the meeting in the browser. 
  3. In the Teams app, it is possible to join the meeting directly, without making additional choices. 
  4. Before joining the meeting, you can: 
    1. Turn the camera on or off. 
    2. Blur the background. 
    3. Turn the computer microphone on or off. 
  5. To leave the meeting, click the red “end call” button.

  1. To share files with your team: 
    1. Drag and drop the required file into the compose box and send it as a message to your team.
    2. Click the paper clip icon under the compose box and choose a file from your computer, OneDrive, or files previously shared with the team. 
  2. If you wish, you can add a message to the file. 
  3. All files shared with your team are saved in the Files section of the channel.  
  4. In addition, a SharePoint group is created for the team, and files shared via SharePoint are always accessible. Open it in the Files section using the option Open in SharePoint. 

Documents shared with your team can be edited together in Teams. 

  1. Click on the shared document in the channel or in Files. 
  2. Then click Edit
  3. Edit the document as needed. 
  4. If another team member works on the document simultaneously, you can see the changes in real-time. 
  5. You can discuss the document's contents with your team in the Conversation pane on the right if you wish. All comments will also be shown in the respective channel. 
  6. Click the button Close. 

  1. In the left menu, select Teams>Join or create a team. 
    Here you can create a new team or join an existing team. 
  2. Select Create a team and select Other. 
  3. Give the team a name and add a description. 
  4. Select if the team is Private or Public. 
  5. Select Create. 
  6. Add the members you want: 
    1. The UT users can be found by their name.
    2. Guest users can be added using their email address. 
  7. When all members have been added, select Add and then Close. 
  8. See more: Creating a team workspace in Teams 

When you create a new team, the channel General appears. This channel is suitable for exchanging information with the whole team. To create additional channels: 

  1. Click the three dots next to the team’s name. 
  2. Select Add channel. 
  3. Enter a name and a description for your channel. 
    1. The channel name can refer to a certain topic, project, or unit. The choice is yours.
  4. Select Automatically show this channel in everyone's channel list, if you want the channel to be automatically viewable to all. 
  5. Choose Standard if the channel is to be open for the whole team, or Privateif it is only viewable for certain members of the team. 

  1. To add people to the team, click the three dots next to the team’s name. 
  2. Select Add member. 
  3. Add the members you want: 
    1. The UT users can be found by their name.
    2. Guest users can be added using their email address. 
  4. When all members have been added, select Add and then Close

  1. To remove members from the team, click the three dots next to the team’s name. 
  2. Select Manage team. 
  3. In the opened view, click Members and open Members and guests. 
  4. Click the X to the right of the name of the persons you would like to remove. 

  1. Open Teams.
  2. Move to the left side of the application and click Chat.
  3. Click New Chat or use the keyboard combination CTRL + N.
  4. Enter the email address of the contact you would like to reach.
    Select Search <> externally, where <> is the email address of the contanct you would like to reach. 

  5. The search result will be displayed as
    1. Category: People.
    2. Name: The person's first and last name.
    3. To indicate that this person is outside your organization: (External).

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