Use and installation

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). 
• By installing the Microsoft Teams on your computer as part of Office 365 or as a separate app. 
• By using the Microsoft Teams mobile app for Android, IOS or Windows. 
• NB! To log in to Teams, enter username@ut.ee, not firstname.surname@ut,ee.

Schedule a meeting

Microsoft Teams allows video meetings in which, in addition to university employees, also 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 description of the meeting, for example, 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. 

Join a meeting 

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 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 is possible to join the meeting in the browser. 
3. In the Teams app it is possible to join the meeting directly, without having to make 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.

File sharing 

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. 

Edit files 

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 is working on the document at the same time, you can see the changes in real time. 
5. If you wish, you can discuss the contents of the document with your team in the Conversation pane on the right. All comments will also be shown in the respective channel. 
6. Click the button Close. 

Create a new team 

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 

Create a channel 

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 Private, if it is only viewable for certain members of the team. 

 Add people to a 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. 

Remove members from a team 

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.