While many are accustomed to using Microsoft Teams for chat and video conferencing with remote peers, the platform offers a wealth of features that even seasoned users might be unaware of. In this guide, we dive deep into some incredible Microsoft Teams functionalities that will elevate your video call experience.
With LEAD.bot for Microsoft Teams, initiating meaningful conversations and fostering deep connections across your organization within Microsoft Teams becomes seamless. Our app is more than just a communication facilitator—it aids in recruiting new talent, gauging employee engagement, and even orchestrating a mentorship initiative to enhance the skills of your team.
Search within your Conversations
As tasks accumulate, it’s common to lose track of where specific content resides. Should you ever need to locate a particular document entangled in a thread of messages, the search function is your savior.
Employing it is straightforward. Input your search criteria and hit Enter. In a blink, the results appear on the left pane. For further refinement, you can toggle between Files and People via the tabs.
The built-in Keyword Query Language (KQL) proves invaluable for those seeking to execute advanced chat searches.
- Boost your search efficiency in Microsoft Teams by using these commands:
- Prefix with “In:” followed by a channel or group name.
- Start with “From:” and append an employee’s or client’s name.
- Use “Subject:” preceding a keyword present in a message or subject.
- Begin with “Sent:” and attach the date the message was dispatched.
There are more on the screenshot below:
Note: Ensure there are no spaces between your search commands and the colon.
Mastering Keyboard Shortcuts
Expedite your Microsoft Teams experience by harnessing the power of keyboard shortcuts. While it might initially seem like a chore to remember these combinations, once internalized, they drastically cut down the time spent on mundane tasks. A few game-changing shortcuts include:
Quick Conversations with @mention
The agility of the @mention feature is a boon for those wanting to cut through the noise. Start by typing “@” in the omnipresent search bar, followed by the colleague’s name you wish to reach. It’s an immediate bridge to communication. But it’s not just about outreach; the @mention functionality lets you sieve through mentions targeted at you. Click on ‘Filter’ within the Activity feed, then opt for ‘@ mentions’ in the ensuing menu. It’s a clarity tool in a bustling digital workspace.
Harness the Power of Loop Components
Introduced at Microsoft Ignite 2021, Microsoft Loop is a revolutionary feature for Teams users. It integrates live components into discussions, granting multiple users the ability to simultaneously view and modify from different workspaces. By leveraging Loop components, employees can seamlessly collaborate, ensuring real-time communication within the workstream, all while eliminating the hassle of toggling between various apps. However, for this feature to be active, Teams Admins must first authorize Loop. Enhancing this collaborative spirit is the LEAD.bot app, which pairs colleagues for meaningful one-on-one or group video interactions, simulating the vibe of a remote coffee break.
Optimize Collaboration with Tabs
Tabs in Microsoft Teams facilitate instant access to critical documents, enhancing communication between employees. They provide a centralized location to track employee contributions. To set up a tab, click “+” at the top of your channel interface, pick a tab type, and follow the on-screen instructions. By default, private chats in Teams come with four built-in tabs: Files, Conversations, Organization, and Activity.
Harness the Power of Translation
For businesses collaborating with international clients, Microsoft Teams’ translation feature is invaluable. Translating messages is as easy as a button-click. Hover over the desired message, click on the ellipsis (…), and choose Translate. While not always flawless, this tool is particularly useful during video conferencing. You can even activate captions in multiple languages through the Translate menu, allowing participants to enable subtitles for a more inclusive experience.
Minimize Notification Overload
Continuous notifications can divert your focus from essential tasks. Microsoft Teams allows you to streamline these notifications to concentrate better. To manage these alerts, click on your profile picture situated at the top right, navigate to the Notifications tab, and adjust according to your preference.
Enhance your Video Calls
Unexpected video calls might catch you against an unprofessional backdrop. Microsoft Teams offers solutions to keep your backdrop appealing. While on a call, access the audio and video settings, click ‘…’, and opt for “Blur my background”. If you’d prefer a different backdrop, follow the same steps but choose “Show background effects”. Then, select your desired image and elevate your video call experience.
Optimize your Teams Layout
Boosting productivity often starts with a well-organized workspace. In Microsoft Teams, you can effortlessly restructure your channels and Teams to align with your workflow. Simply use the drag-and-drop feature to reorder them as you see fit. To maintain a clutter-free interface, consider hiding less active channels and Teams. Right-click on a channel and choose “Pin” or select the (…) beside a Team and opt for “Hide”, moving it to a concealed folder.
Utilize Polls in Teams
Ensuring everyone’s voice is heard can be a challenge. With Microsoft Teams, you can efficiently gather input from your entire organization in just a few steps.To initiate a poll, navigate to your message box and select the Forms icon. Input your desired question and provide answer choices. If your question warrants multiple responses, simply enable the multiple answers toggle.
Want to delve deeper into employee sentiments? The LEAD.bot Pulse Survey provides an extended platform for gathering comprehensive feedback. Not only can you collect responses, but you can also analyze trends, ensuring you’re always in tune with your team’s pulse.
Leverage SharePoint Integration in Teams
Microsoft Teams enhances file collaboration through its seamless SharePoint integration. This integration allows for streamlined sharing and discussion on vital documents with team members within a channel.
To begin, navigate to the Files tab. From there, you can share documents effortlessly. Once a file is shared in a channel, team members have the flexibility to engage with it using Office Online or any Office desktop application, fostering productive discussions.
Enhance Connectivity, Leverage Teams’ Extensions and Tools like LEAD.bot
To gain insights into team interactions, consider using the LEAD.bot app. It provides a dashboard view of connections made during virtual coffee chats, ensuring your teams remain interconnected and engaged.
Microsoft Teams thrives on its vast array of extensions and tools designed to enhance collaboration and efficiency. It’s integrated with popular platforms that many teams frequently use, such as Trello, Zoom, ClickUp, DocuSign, and even YouTube. For a seamless workflow, link these apps to Teams. This integration allows you to access certain features directly through the chat platform and instantly receive project updates.
The app store within Teams also offers a multitude of tools to compensate for any functionality gaps. For example, LEAD.bot is an innovative tool within Teams that connects individuals over a virtual coffee chat. It fosters stronger relationships among employees, paving the way for seamless teamwork across your company. Beyond that, it offers a mentorship feature, enabling growth opportunities for your staff.
And the cherry on top? LEAD.bot also facilitates introductions between new recruits and existing team members, conducts 30, 60 90 days check ins, streamlining the onboarding process.
Easily Access Meeting Transcripts in Teams
In Microsoft Teams, capturing key takeaways from meetings is simplified. Instead of manually jotting down every detail, Teams allows you to generate a transcript automatically.
Once your meeting recording is available, click on the (…) to access the video in Microsoft Stream. From there, select the subsequent (…) and opt for ‘Update Video Details.’ Now, under ‘Video Language’, select ‘Autogenerate a caption file’, and hit ‘Update’. This streamlined process ensures you never miss a crucial point from your discussions.
Enhancing security is an integral step that every organization should consider, especially in today’s digital age where threats and vulnerabilities are constantly evolving.
Boost Security with End-to-End Encryption
In today’s digital landscape, safeguarding sensitive data is paramount. Cybercrime is predicted to extract a staggering $10.5 trillion from businesses by 2025. Addressing this concern, Microsoft Teams provides end-to-end encryption (E2EE) for direct one-on-one calls. With E2EE, your voice and video data are encrypted from source to destination, ensuring no unencrypted information is exposed during transit. While E2EE is currently available for Teams calls, its extension to online meetings is on the horizon. All data remains encrypted within Microsoft’s infrastructure.
Strengthen Safeguards with Office 365 Defender
Further fortify your Teams experience with Office 365 Defender, an enhanced security layer offering:
- Reduced spam interference.
- Defense against malicious links and malware in communications.
- Robust protection against cyber threats.
- Secure file sharing in chats. Activate Office 365 Defender in Teams and communicate with confidence.