Collaborating in Microsoft Teams: Chat, Calls, and Calendar

Quick Links: | Teams Chat | Teams Calls | Teams Calendar | Recording and Transcription | Additional Training and Support |

Using Teams Chat

The Chat feature in Microsoft Teams allows you to send messages, share files, and stay connected with individuals or groups. Below are some common features that can help you use chat more effectively.

You can find more tutorials from Microsoft: Chat with others in Microsoft Teams. These guides will include features like message reactions, adding emojis and GIFs, using formatting tools, sending read receipts, and more. 

Starting and Viewing Chats

• Use the Chat icon in the left sidebar to view recent chats.
• Select New Chat to begin a conversation with one or more people.

Adding People to an Existing Chat

• Open an existing chat and select Add people in the top-right corner.
• Enter names or email addresses, and choose whether to include chat history.
• Click Add to include them.

Favoriting Chats

• Hover over the chat or group you want to keep handy.
• Click More options (three dots).
• Select Move to, then Favorites.
• The chat will appear in your Favorites section at the top of the chat list.
• To remove, select Remove from section from the same menu.

Sharing Files

• In any chat, click the Plus icon and Attach file.
• Choose a file from your computer, OneDrive, or Teams.
• Decide whether to upload a copy or share a link.

Scheduling Messages

If the timing isn’t ideal, you can schedule your Teams message to be delivered later. This is useful for working across different schedules and time zones.

Schedule a Message:

• Type your message in the text box.
• Right-click the Send icon.
• Select your preferred date and time from the menu (scheduled in half-hour increments).
• Click Send. The message will be automatically delivered at your chosen time.

Edit or Delete Scheduled Message:

• Click the pencil icon to edit the message or delivery time, then press Enter or select the check mark to save.
• To delete, click the … (More options) menu on your scheduled message and choose Delete.

Using Teams Calls

To learn about Teams Calls, please review our Knowledge Base category: Teams Calling

This category includes information on:

• Making and Receiving Calls in Teams
• Configure and Access your Voicemail in Teams
• Place a Call on Hold or Transfer a Call in Teams
• Call Settings in Teams

Using Teams Calendar

The Calendar in Microsoft Teams integrates with your Outlook calendar so you can schedule and join meetings directly in Teams.

You can find more tutorials from Microsoft: Schedule a meeting in Teams. These guides include advanced features like recurring meetings, breakout rooms, and configuring meeting options.

Viewing Your Calendar

• Click the Calendar icon in the left sidebar to open your schedule.
• Switch between Day, Work Week, or Week views using the dropdown menu.
• Use the arrows to move forward or backward in time.

Creating a Meeting or Event

• Click New Meeting at the top right of the Calendar view.
• Enter a title, add attendees, and select a date and time.
• Optionally, set the meeting to repeat, add a location, or include agenda details.
• Click Save to send invitations and add the meeting to your calendar.

Using the Scheduling Assistant

• When creating a meeting, select the Scheduling Assistant tab.
• View attendee availability on the timeline to find a time that works for everyone.
• If needed, use Room Finder to book a meeting room based on capacity and features.

Joining a Meeting

• Open the Calendar in Teams and find your scheduled meeting.
• Click Join from the meeting entry.
• Before entering, adjust your camera, microphone, and optional background effects.
• Select Join now to enter the meeting.

Responding to Invitations

• Meeting invitations appear in your Calendar.
• Click an invite to respond with Accept, Tentative, or Decline.
• You can also include a message with your response if needed.

Recording and Transcription

Microsoft Teams lets you record meetings and generate live transcripts to help attendees review content and increase accessibility.

You can find more tutorials from Microsoft: Record a meeting in Teams and View live transcription in a Teams meeting.

Recording

• In a meeting, select More actions (three dots), then Record and transcribe.
• Choose Start recording. All participants are notified when the recording begins.
• To stop, go back to More actions, then Record and transcribe, and select Stop recording.
• Recordings are saved to OneDrive (for non-channel meetings) or SharePoint (for channel meetings). Links are posted in the meeting chat.

Transcription

• In a meeting, select More actions (three dots), then Record and transcribe.
• Choose Start transcription. Participants will be notified, and the text will appear live in the meeting window.
• To stop, select Stop transcription from the same menu.
• After the meeting, transcripts are available in the meeting chat. You can view, download, or edit them depending on permissions.

Additional Training and Support

These resources can help you learn more about Microsoft Teams and get support when you need it:

• Microsoft Teams Help and Learning – Tutorials and guidance directly from Microsoft.
• Getting Started with Microsoft Teams – A beginner’s guide to Teams basics.
• Chico State Teams Knowledge Base – Articles tailored for Chico State students, faculty, and staff.
• Center for Technology Equity – Workshops and resources for inclusive technology use.
• IT Support Services – Help with accounts, access, and technical issues.

 Still need help? Contact IT Support Services for further assistance.
  
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