15 Tips For Saving Time In Microsoft Teams

Are you wasting all your precious time on small tasks at work? To maximize your time efficiency, utilize these fifteen tips while using Microsoft Teams. The following video discusses all the ways in which using Microsoft can save you time and allow you to be more productive.

 

Continue reading to discover the fifteen time-saving tips to use when operating Microsoft Teams.

Keyboard Shortcuts

Keyboard shortcuts make using Teams much faster. Utilizing keyboard shortcuts allows you to eliminate manual input and replace it with a shortened key combination. To view all accessible keyboard shortcuts, use Ctrl + . to view the shortcut menu. Another way to view the menu is by using the command box and typing /keys. Users may notice some variations between the Teams desktop app and web app, including different shortcuts.

Quick Navigation Shortcuts

Quick navigation shortcuts help you move through your sidebar more quickly. Below are the quick navigation shortcuts available to you.

  • Ctrl + 1 displays activity.
  • Ctrl + 2 takes you to your chat.
  • Ctrl + 3 moves you to your teams.
  • Ctrl + 4 shows you your calendar.
  • Ctrl + 5 shows you your calls.
  • Ctrl + 6 takes you to your files.

The number associated with each shortcut is based on the ordering of your app’s interface. For example, if your chat were the sixth tab in your sidebar, you would use Ctrl + 6 to go to it. In the Teams web app, you must press shift in addition to the rest of the shortcut, such as Ctrl + shift + 2.

Changing Your Status

The option to change your status offers everyone in your team the ability to remain up to date on each other’s schedules, and also keeps them aware of any changes. Additionally, being able to share your status will eliminate interference during important tasks. Below are the six different statuses you can select.

  • Available – able to be met with and can take on tasks, also can receive notifications.
  • Busy – focused on a specific task but able to receive notifications.
  • Do not disturb – focused on a specific task and not receiving notifications.
  • Be right back – away temporarily but will be back soon.
  • Appear away – working on something and an immediate response cannot be expected.
  • Offline – not signed into Teams or has been set manually.

Messages can also be included to offer a more in-depth explanation of what you are doing. Your status is automatically updated based on the events on your Teams calendar. To view another team member’s status, select “more options” (three dots) next to a team’s name and select “members and guests”. This will reveal what all team members are actively doing at that time.

The Command Box

The command box allows you to complete tasks quickly. It is located at the top of the page, so you can use it without distracting from the task at hand. The command box allows you to give commands to the system and reduces time spent in Teams. An example of a command would be setting your status as available by using /available.

To open the command box, type Ctrl + E or Ctrl + /. Either one will bring up the command box. After this, all the commands that you have access to and a description for each one will appear.

@Mentions

Mentions, establish a greater level of connectivity between you and your team. This action directs attention to specific messages and allows the receiver or receivers to be notified of your post.

To access mentions, type @. This will reveal all the people, channels, and teams that you are able to tag. Next, select the person or team you wish to tag and then post your message. The person that you tagged will be notified and the message will appear in their activities. Within the chat an indicator will be present where the tag is located in the conversation.The chat the tag is located in will also be bolded and have a notification next to it on the tagged person’s sidebar.

Managing A Team

Managers of teams have numerous time-saving options at their disposal For example, you can select “more options” (three dots) to edit your team, allowing you to change the name, description, or privacy of the team. Additionally, by selecting “more options” the manager can alter team member capabilities, team member status, requests to join the team, channels within the team, analytics, settings, and apps.

The team’s picture can be altered by selecting the settings tab. To do this, click “add a team picture”, then “change picture”, “upload picture”, and pick your image. Do not forget to save. You can also change who uses mentions, guest permissions, member permissions, the team code, fun stuff, and tags. “Fun Stuff” allows for the use of emojis, memes, and gifs within the team. With the team code users can directly join the team without having to have a pending request.

Specific teams can be hidden if they are not actively being used or if they are not the center of focus at the moment. Hiding a team removes it from your sidebar, without removing you from the team. The owner of the team is not notified when this action occurs. To undo this action or recover the team, select “hidden teams” at the bottom of your sidebar and click “show”. You can also customize the order of your teams in the sidebar to meet your preferences.

Searching In Teams

The command bar allows you to search for specific people or topics. The filter allows you to make this process even faster by specifying your searches. To use the filter, either click the funnel or use Ctrl + shift + F.

Editing A Message

Messages can be altered to remove any errors that exist or to input additional information. To do this, hover over the message, hit “more options” (three dots), and select “edit”. This allows you to alter the message in whatever way you would like. You are only allowed to change your own messages and you are not limited to the number of times they can be altered.

Private Channels

Private channels should be used to deal with private matters pertaining only to certain individuals. Private channels store both chats and files. You should not use them often, but they can be helpful in the right situations.

Making a private channel does not require a separate team, but members must be part of the already existing team to be included. You just click “more options” (three dots), “add channel”, and then change the setting to “private”. A lock icon will be added next to the channel. The lock will not be visible to other members. Members can be owners of the private channel without being owners of the team.

Turning A File Into A Tab

Turning frequently used files into tabs can make finding specific information easier. To do this, go to the channel your file is in, locate the file you are looking for, select “more options” (three dots) and click “make this a tab”. This will not move or change the document itself, it will just create more ways to access it. If you need to remove the tab, use the drop-down arrow to select “remove”. This will only remove the tab, it will not delete the file.

Adding A Poll

Polls improve decision making while removing the need for email chains. To create a poll, make a new conversation, click “more options” (three dots), click “forms”, add all required information, make all edits necessary, and then send. When all participants have voted, the results of the poll will be revealed below.

Switching To Dark Mode

The use of dark mode while using Teams will alleviate eye strain and offer a more comfortable viewing experience. This feature is most important when users are spending a lengthy amount of time on Teams or viewing a computer screen. To activate dark mode, select your profile picture, then “settings”, and select “dark mode” listed under “theme”.

Saving Messages

By saving messages you can maintain the organization of all information that is delivered through teams by you or others. In order to save a message, you must hover over the message, click “more information” (three dots) and select “save this message”. The sender will not be notified of this action. To view saved messages, select your profile picture and click on “saved”. Another way to access saved messages is by using /saved in the command box. In order to unsave a message, you must click the red bookmark beside the message. Your saved messages will then appear in chronological order.

Pinning Conversations

Pinning conversations provides you with the ability to find specific chats and channels within Teams in a quick and efficient way. In order to pin a conversation, select chat, then click “more options” (three dots), and select “pin”. To undo this, simply repeat the process. Channels can also be pinned using the same process. Pinned conversations will be available at the top of your chats, and the order can be customized to your liking at any time. Up to fifteen conversations can be pinned at once.

Formatting & Fun

The various formatting options available in Teams can make conversations more interesting. The fun options can be found in the command box. To open it, click “format options”. Here you can change the font of the text or make announcements. Announcements are a way to make specific messages catch attention. Additionally, you can use emojis, GIFs, stickers, or praise on any message you send. These fun items should be used sparingly in the workplace to maintain professionalism.

Are You Ready To Boost Your Productivity And Save Time?

These fifteen tips will save you more time than you thought could be possible when using Microsoft Teams. For more tips or information on Teams or other Microsoft products, contact us. At Velocity IT, we can assist with any of your technology needs, improving your business overall. Contact us online or by phone today.

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