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Information Technology Services
Information Technology Services

Getting Started with Microsoft Teams

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Our Teams section is being enhanced, please visit this page frequently to view new tutorials and instructions. In the meantime, Microsoft's Teams Help Center is an excellent resource for learning all about Teams. Microsoft also hosts a series of free, live, online training classes designed to get you up and running with Teams. Check out the Teams Training page to sign up for a live class or view training classes on your own time with on-demand end-user training.

Download Microsoft Teams for your device(s)

Connect on Teams anywhere with Windows, Mac, iOS and Android devices.

Visit the Microsoft Teams download page to download the Teams app for your device. You can download the app on multiple devices (including mobile devices) to stay connected wherever you are. Just click “More Options” beneath the Download button.

Image of Teams mobile and desktop views

Sign in to Teams

  1. Start Teams
    • In Windows, click Start >Microsoft Teams.
    • On Mac, go to the Applications folder and click Microsoft Teams.
    • On mobile, tap the Teams icon.
    • On the web, visit https://teams.microsoft.com
  2. Sign in with your Queen's NetID@queensu.ca email account.
    Note: The first time you start the app on your device, you’ll be prompted to enter your Queen’s email (netid @queensu.ca) and password to authenticate. Your Queen’s email address is your NetID followed by “@queensu.ca”, NOT your email alias (firstname.lastname @queensu.ca).

    Screen capture of Teams sign in page

 

Familiarize yourself with the Teams interface

Create a Team

You do not need to create a team in order to use Microsoft Teams for chat, meetings, file sharing and collaboration, but if you need a dedicated workspace to collaborate with a certain group of people, then you can create a new team, use an existing team as a template, or connect an existing Outlook group to a Microsoft Teams through self-service on the web, desktop client or mobile app. Instructors can also create a team for an existing course or create a new onQ course.

When you create a Microsoft Team, an Office 365 group is created to manage the membership for the team and connected applications and services used by the team. Please review the Office 365 group usage guidelines before creating a Microsoft Team.
  1. To create a Team, click the Teams tile, then click the Join or create team
    Screen capture of previous step

  2. Now select the Create a team card, then Create team button.
    Screen capture of previous step

  3. You will be asked to select from one of four types of teams. Note: you cannot change the Team type after creation. One of the key differences across the different team types is OneNote notebook and whether it features built-in templates, such as the Staff or Class Notebook.
    Screen capture of previous step

    Learn more in the table below about which team meets your teaching, learning and collaboration goals.

    Reproduced with modification from Microsoft's article: Choose a team type to collaborate in Microsoft Teams
      Class Professional Learning Community (PLC) Staff Other
    Description Instructors and students collaborating on group projects, assignments, and more. Educators collaborating within a professional learning community. Examples: academic department, grade band, or group working on a shared goal. Staff leaders and staff members collaborating on school administration and development. Students, staff and/or faculty collaborating in groups working on a shared goal.
    Team owners & team members Instructors are team owners and add students as team members. Membership is hidden. Educators form the team and other educators join the team. Staff leaders are team owners and add staff members as team members. Any combination of students, staff and/or faculty can form a team and add members.
    Permissions Teachers moderate student conversations and who can post where. Students only have write permission in certain areas. Educators share equal read-write permissions. Staff leaders control posting settings. Staff members only have write permission in certain areas. Team members share equal read-write permissions unless the team owner(s) alter the settings.
    Features
    • Class Notebook
    • Assignments
    • Conversations
    • Files
    • Video and audio calls
    • Chat
    • Pinning new tabs with documents or sites like Microsoft Forms
    • OneNote notebook
    • Conversations
    • Files
    • Meetings
    • Video and audio calls
    • Chat
    • Pinning new tabs with documents or sites
    • Staff Notebook
    • Conversations
    • Files
    • Meetings
    • Video and audio calls
    • Chat
    • Pinning new tabs with documents or sites
    • OneNote notebook
    • Conversations
    • Files
    • Meetings
    • Video and audio calls
    • Chat
    • Pinning new tabs with documents or sites
    OneNote Notebook Includes a Class Notebook where students get their own private notebook and Notes tabs in channel connect to the Collaboration space. Notebook can be edited by anyone and is connected to Notes tab in channels. Includes a Staff Notebook where members get their own private notebook and Notes tabs in channels connect to the Collaboration space. Does not include any Notebook with built in templates, like Staff or Class Notebooks, but one or more notebooks can be added later and edited by anyone.
    Educational goals
    • Assign, track, and review student work
    • Export grades
    • Collaborate and communicate in the classroom
    • Make announcements
    • Administer quizzes and polls
    • Work in student groups
    • Share and organize rich content
    • Invite virtual experts into the classroom
    • Collaborate in professional learning communities
    • Communicate
    • Make announcements
    • Share work
    • Organize virtual or face-to-face meetings
    • Work in smaller groups
    • Share and organize content
    • Oversee professional development, staff, and administrative goals
    • Communicate
    • Make announcements
    • Share content and progress reports
    • Work in smaller groups
    • Organize virtual or face-to-face meetings
    • Collaborate and communicate with team members
    • Make announcements
    • Share content
    • Organize virtual or face-to-face meetings
    • Work in smaller groups
    Learn more Create a team for Classes Create a team for PLC Create a team for Staff  
  4. Review the Office 365 Group Usage Guidelines by clicking on the See your organization's guidelines
    Screen capture of steps 4 to 11

  5. For the Team name, enter a descriptive name for the team. If you haven't already done so, please read Group Identification and Naming section in the Office 365 Group Usage Guidelines for information on how to name a team. Note: the name will have the prefix GROUP- automatically added to it. You do not need to add GROUP- to the name. If you do, the resulting name will be GROUP-GROUP-Team-name.

  6. Enter a Description for the team.

  7. Leave Privacy set to Private - Only team owners can add members. If you choose to change the default privacy setting to Public - Anyone in your organization can join, please be aware that files and videos stored in the team will be accessible to all active Queen's Office 365 users. Users will not need to join the team in order to access files and videos stored in SharePoint Online and Microsoft Stream, respectively. To learn more about privacy setting, refer to Understanding Privacy settings in Teams.

  8. The default classification for a team is Internal. The data classification can be changed by clicking the Change setting link. Refer to Data Classification Standard for more information.

  9. (Optional) If you are an owner of an existing team, you can use that team as a template to create a new team, click the Create a team using an existing team as a template. Note: the link will only show if you are the owner of one or more existing Teams.

  10. (Optional) If you are an owner of an existing group, you can connect it to Microsoft Teams by clicking on the Create a team using a group set up by your or Queen's University. Note: the link will only show if you are the owner of one or more existing groups that are eligible to be upgraded to a team.
    Important: When connecting an existing Office 365 group (e.g. one created in Outlook) to a Microsoft Teams, there are several points that you must keep in mind:

    • You must be the owner of the group to connect to Microsoft Teams.
    • The group privacy setting must be set to private. If it is not set to private, the owner can set it to private through Group Settings in Outlook.
    • There cannot be a Team that already exists with the name of the group.
    • Existing groups with hidden membership (and/or GR- prefix) cannot be upgraded to Microsoft Teams.
    • Yammer-connected Groups cannot be connected to a Microsoft Teams.

    Learn more: Enhance existing Office 365 groups with Microsoft Teams

  11. Click Next to create the team.

  12. After the team is created you can Add members to the team but you may want to skip and add members later (e.g. you may want to first configure the team's settings before adding members). Team owners can also create a link or a code for joining a team to facilitate adding members. Refer to Manage Team settings and permissions in Teams and Team owner, member, and guest capabilities in Teams before adding members or owners. Important: All teams should have at least two owners. It is recommended that a second owner is added during this step.

  13. To add users during this step, type their name, NetID, or email address to search for the user.
    Screen capture of steps 13 and 14

  14. Click Add.

  15. The user will be added to the team as a member. To promote the user to owner, select the drop-down list and select Owner. Be sure to review the Team owner, member, and guest capabilities in Teams before promoting a member to owner.
    Screen capture of steps 15 and 16

  16. Click Close when you have finished adding users. Users added to the team will receive an email notification with a link to access the team and will see the Team added to their list of Microsoft Teams.

  17. Within 24 hours of creating the team, any existing group owners will receive an email with a copy of the Office 365 Group Usage Guidelines.

  18. If you would like to add Guests (e.g. users external to Queen's University) to the team, refer to: Team owner, member, and guest capabilities in Teams, Set guest permissions for channels in Teams and Add guests to a team in Teams.

Understand Privacy settings: Private vs. Public Teams

There are two privacy options for a Microsoft Team: private and public. The default privacy setting for a team is private. Group owners can set the privacy setting when creating the team or by changing the privacy setting on an existing team. Refer to Make a public team private in Teams for steps on how to change the setting.

It is strongly recommended that owners do not change the privacy setting to public without first reviewing the characteristics of a public team.

Characteristics of a private team

  • People who want to join a private team have to be approved by a team owner.
  • Content in a private team can only be seen by the members of the team.
  • Team owners can also create a link or a code for joining a team to facilitate passively adding members or can use an existing security group to add large number of members (e.g. department, business unit). Instructors can also create a team for an existing course or create a new onQ course.

Characteristics of a public team

  • Anyone with a valid Queen's Office 365 account can join a public team, as a member, without receiving approval by a team owner.
  • All members have the ability to add/edit/delete most of the content within the team. The following shows the default member permissions, which can be changed by a team owner.
    Screen capture of the previous step
  • Queen's users do not need to join the team in order to search and access content. Content in a public team is searchable by all Queen's Office 365 users!
    • Teams files are stored in SharePoint Online team site connected to the Team. When the privacy setting is changed to public, the SharePoint Online team site, along with content, are discoverable in Search and accessible to any Queen's Office 365 user.
    • All Queen's users with access to Microsoft Stream will be able to watch the videos associated with the team. This means if you record a Teams channel meeting, it will be viewable by everyone with access to Microsoft Stream!

Alternatives to changing the privacy setting to public

  • Many teams are set to public in an effort to to reduce the overhead associated with adding users from across Queen's University. Another way for team owners to grant access to a team without setting it to public or having to manually add members is to create a link or a code for joining a team or by using an existing security group (e.g. department, business unit, etc.). For courses, instructors can create a team for an existing course or create a new onQ course to have students automatically added based on course enrolment.

Is your Team public or private?

A quick way to check whether a team is public or private is through the privacy status icon displayed in any standard team channel.

  • If your team is set to public, Org will be displayed:
    Screen capture of the previous step
  • If you team is set to private, Team will be displayed:
    Screen capture of the previous step

Refer to Make a public team private in Teams for steps on how to change the setting.

Neither public nor private teams can be seen or accessed by people outside of Queen's University unless those people have been specifically invited as guests.

Explore Teams resources available

  • Check out the resources available in the Teams Help Center, including video training.
  • Teams Help within the app. Simply click on Help in the lower-left corner of your Teams client and Browse Topics.

Meetings

  • Visit our Meetings in Teams page to learn all about Teams Meetings from how to create a meeting, protecting your meetings, troubleshooting audio/video, and much more!

Training

Teaching and learning

Working remotely

Last Updated: July 16, 2020