Microsoft Teams: Chat for Window Users

Banner featuring the new Microsoft Teams logo with the letter T and two person silhouettes in purple, alongside a 'NEW' label in teal, against a background of interconnected network nodes in grey.

 

 

Chat

  1. Managing Chats

  2. Pin Important Chats

  3. Add People to an Existing Chat

  4. Open Chat in New Window

Additional Links

Quick Links

 

Chat

The Chat section in Microsoft Teams allows you to send and receive instant messages with other members of your organization. In the Chat section, you can view your recent conversations, start new chats, and search for specific messages. You can also send messages to individuals or groups, share files, and use emojis, GIFs, and stickers to add some fun to your conversations.

 

Managing Chats

  1. View your Recent Conversations: Click on the Chat icon and scroll through the list of chats on the left side of the chat panel.
  2. Start a New Chat: Press [CTRL] + [N] (or look for the pen symbol at the top of the chat list) and add the names of anyone you want to include. Type your message and select Send or hit [Enter].
  3. Search for a Specific Message: Click on the Search icon at the top of the Teams window and type your query. You can also use filters to narrow down your search results.
  4. Share a File in a Chat: Select “Attach” under the box where you type messages, select the file location and then the file you want. Depending on the location of the file, you’ll get options for uploading a copy, sharing a link, or other ways to share.
  5. Use Emojis, GIFs, and Stickers in a Chat: Select the corresponding icon under the box where you type messages and choose the one you want.

Microsoft Teams chat interface showing an active conversation. The left sidebar, highlighted on the 'Chat' tab, shows a list of conversations under 'Pinned' and 'Recent'. A notification badge on the Chat icon indicates new messages. The bottom of the chat window includes a text input field and icons for formatting options and attachments.

 

Pin Important Chats

  1. Navigate to Chat: Click on the "Chat" icon on the left-hand side menu of the Teams interface. This will take you to your chat overview, where you can see all your recent conversations.
  2. Find the Chat to Pin: Scroll through your chat list or use the search function at the top to find the specific chat you wish to pin. You can search by the name of the person or the group chat title.
  3. Open Chat Options: Hover over the chat you want to pin, and you will see an ellipsis (...) for more options. Click on the ellipsis or right-click to open the chat options menu.
  4. Select “Pin”: In the options menu that appears, look for the “Pin” option. Click on “Pin” to pin the chat to the top of your chat list.
  5. View Pinned Chats: After pinning, the chat will move to a dedicated section at the top of your chat list, labeled “Pinned”. You can find all your pinned chats here, making them more accessible for quick access.
  6. Unpin a Chat: If you decide you no longer need a chat to be pinned, simply navigate to the “Pinned” section, find the chat, click on the ellipsis (three dots) again, and select “Unpin” from the menu. This will move the chat back to its original place in the chat list based on chronological order.

 

 

Add People to an Existing Chat

  1. Navigate to the Chat: Locate and select the existing chat to which you want to add another person from the chat list on the left-hand side of your screen.
  2. Access Add People Option: At the top right corner of the chat window, you will see some icons near the chat's name. Look for the icon represented by a person with a plus sign. Click on this to see more options.
  3. Enter the Person's Name or Email: In the dialog box that pops up, start typing the name or email address of the person you want to add to the chat. As you type, Microsoft Teams will suggest contacts that match your input. Select the correct person from the suggestions.
  4. Choose Privacy Settings (Optional): You might be prompted to select whether the new participant can see chat history. Choose your preferred option, such as "include all chat history" or "don't include chat history."
  5. Add to Chat: Once you've selected the person and adjusted the settings as desired, click the "Add" button to add the person to the chat.
  6. Confirmation: After adding, the new participant will be included in the chat, and depending on your settings, they might see the chat history. Teams might also automatically send a notification in the chat stating that you've added a new participant.

 

Open Chat in New Window

  1. Navigate to the Chat Section: Look for the chat icon on the left-hand side of the Teams interface. Click on it to view your list of ongoing chats.
  2. Select the Chat: Scroll through your chat list and click on the specific chat you want to open in a new window.
  3. Open Chat in New Window: After selecting the chat, look for an icon or option to open the chat in a new window. This can usually be done in one of the following ways:
    • Double-click on the chat: Some versions of Teams allow you to open a chat in a new window simply by double-clicking on the chat in the list.
    • Click on the "Pop out chat" icon: This icon resembles a square or rectangle with an arrow and is located near the chat name in the left-hand chat list pane. This icon will appear when you hover your cursor over the desired chat. 
    • Use the "More options" menu: Click on the ellipses (…) for "More options". The ellipses icon is located next to the chat's name at the top of the chat window or next to the chat in the chat list. Look for the option “Open chat in new window” and click on it.
  4. Chat in New Window: The chat will then open in a new window. You can move this window around independently, resize it, and work in it separately from the main Teams window.
  5. Switch Between Chats: You can open multiple chats in new windows if needed. Simply repeat the steps for each chat you want to open. You can switch between them as you would with any other windows on your desktop.

 

 

Additional Links

What's new in the new Teams app

                  What has changed throughout each version update

Switch to the new Microsoft Teams

                  High level step by step for chat, teams, etc

Live and on demand user training

                  More in depth training videos hosted by Microsoft Employees

Get started with Microsoft Teams

                  Get started micro videos for chat, teams, etc

 

Quick Links: | Quick Start Guide | Activity | Teams and Channels | Calendar | Calls | OneDrive | Meet | Settings | Profile | Help | Top |

Print Article

Related Articles (11)

Microsoft Teams: Activity
This is a training guide that covers the Activity section in Teams. The Activity section is a feed that shows you a summary of everything that has happened in the channels you follow, including new messages, replies, and reactions. You can filter your activity feed to show specific types of notifications and even set your status to "Do not disturb" to temporarily pause notifications. To access the Activity section, click on the Activity icon in the left-hand navigation menu.
Microsoft Teams: Calendar
This is a training guide that covers the Calendar section in Microsoft Teams. The Calendar section allows you to view and manage your schedule, schedule and join meetings directly within the Teams interface. You can view your calendar by day, work week, or week, see all your scheduled events and meetings, create new events and meetings, invite attendees, and set reminders. To access the Calendar section, click on the Calendar icon in the left-hand navigation menu.
Microsoft Teams: Calls for Windows Users
This is a training guide that covers the Calls section in Microsoft Teams. The Calls section allows you to make and receive audio and video calls directly within the Teams interface. You can view your call history, manage your voicemail, and access your contacts and speed dial. You can also make calls to other Teams users, as well as to external phone numbers if your organization has enabled this feature. To access the Calls section, click on the Calls icon in the left-hand navigation menu.
Microsoft Teams: Help for Windows Users
This is a training guide that explores the Help section in Teams. It teaches you how to access support, find answers, and utilize troubleshooting tools. You'll learn to use the search feature to find help articles, contact support for personalized assistance, and navigate through various resources for self-help. The course also highlights how to provide feedback on Teams features and participate in user communities to share insights and learn from others.
Microsoft Teams: Meet for Windows Users
This is a training guide that covers the Meet section in Teams. It allows you to schedule, join, and manage meetings. You can schedule a new meeting, view upcoming meetings, and join a meeting directly from the Meet section. You can also view the details of a meeting, invite participants, and start an instant meeting.
Microsoft Teams: OneDrive for Windows Users
This is a training guide that covers OneDrive in Microsoft Teams. It allows you to access and manage your OneDrive files within Teams. You can view, upload, share, and collaborate on files with colleagues in real-time. You can organize files into folders, search for files, manage file versions, and sync files to your local device for offline access.
Microsoft Teams: Profile for Windows Users
is a training guide focusing on the Profile section in Teams. It shows you how to customize your profile, manage your status, and adjust settings. This article also covers how to access and personalize notifications and language settings, ensuring your Teams experience is tailored to your preferences.
Microsoft Teams: Quick Start User Guide
This is a quick start guide to help Windows and Mac users get started with the new and improved Teams app. The guide provides an introduction to the new Microsoft Teams app, which is faster, simpler, and more adaptable than ever, allowing users to communicate and collaborate with their colleagues with ease. The guide covers the general features of the new Teams app, such as the Activity, Chat, Teams, Calendar, Calls, OneDrive, Meet, Settings, Profile, and Help sections.
Microsoft Teams: Scheduling Messages
This article will cover scheduling messages in Microsoft Teams.
Microsoft Teams: Settings for Windows Users
This is a training guide that covers the Settings section in Teams that guides Windows users through customizing their Teams experience. It covers notification management, privacy settings, account personalization, and Office integration. This article aims to enhance productivity and collaboration by teaching users to tailor Teams settings to their needs.
Microsoft Teams: Teams and Channels for Windows Users
This is a training guide that covers the Teams section in Microsoft Teams. The Teams section allows you to access and manage your teams and channels. You can view and join teams, create new teams, and manage team settings. Within each team, you can access and organize channels, which are dedicated spaces for conversations, files, and apps related to specific topics or projects. To access the Teams section, click on the Teams icon in the left-hand navigation menu.