How To Navigate Microsoft Teams

Are you feeling overwhelmed while trying to navigate Microsoft Teams? This powerful collaboration tool is widely used, but its multitude of features can sometimes be daunting. This blog post will guide you through the basics of using Teams effectively and efficiently.

Let’s decode this mammoth software together!

Key Takeaways

  • Logging in to Microsoft Teams is easy and can be done on various devices like iOS, Android, macOS, and PC.
  • Familiarize yourself with the user interface of Microsoft Teams by exploring icons on the left side, chat and meeting features in the middle, and details on the right side of the screen.
  • Use shortcuts to navigate quickly within Microsoft Teams, such as using keyboard commands for chats or switching between sections with Tab and Up/Down Arrow keys.
  • Access help from the Command bar by typing “/” to see a list of commands or utilizing screen reader programs for better navigation support.

Navigating Microsoft Teams

To navigate Microsoft Teams, you start by logging in and then take a tour of the user interface to familiarize yourself with its features. Use shortcuts for efficient navigation and access help from the Command bar when needed.

Logging in to Microsoft Teams

First, know how to log in to Microsoft Teams. The app is for team communication and hybrid work. Here are easy steps you need:

  1. You can get the app on your iOS, Android, macOS, and PC.
  2. Open the app on your device.
  3. Fill in your email address or phone number.
  4. Click on “Next”.
  5. Now enter your password.
  6. Hit the “Sign In” button.

Touring the Microsoft Teams user interface

Taking a look at the Microsoft Teams user interface is fun. Here are some key steps:

  1. Log in to your account.
  2. You will see three main areas on the screen. The left side has icons. Clicking these takes you to different apps in Teams.
  3. The middle part of the screen is where you chat and have meetings.
  4. On the right, there are details about what you choose from the left or middle.
  5. Look for a bar at the top of your screen called “command bar”. You can go to help from here.
  6. Check out ‘Activity,’ ‘Chat,’ ‘Teams,’ ‘Calendar,’ and ‘Files’ on the left side. These are some common apps that people use a lot.
  7. Use shortcut keys for quick work.

Using shortcuts for navigation

Microsoft Teams is loaded with smart shortcuts to make navigation simple, saving you time and effort.

  1. You can use keyboard commands to move around Microsoft Teams. It’s a fast way to pull up chats or get to other key areas.
  2. Slash commands are another tool you can use. Just type “/” in the command bar at the top of the app, and a list of commands will show up.
  3. To switch between sections, you just need the Tab and Up/Down Arrow keys.
  4. If you need to open an activity like a meeting or call, use Ctrl + 1.
  5. Don’t forget about Team navigation and Team filters too! They help keep your work organized.

Accessing help from the Command bar

To access help on navigating Microsoft Teams, you can utilize the Command bar. Here are some ways to access assistance through the Command bar:

  • Type “/” in the command box search bar at the top of the app to see a list of commands.
  • Use a screen reader and keyboard to navigate the views and panes in Microsoft Teams.
  • Learn the layout and user interface of Microsoft Teams with a screen reader.
  • Find shortcuts for performing common tasks in Microsoft Teams through the Command bar.

Organizing Tasks and Collaboration in Teams

Learn how to add Planner tabs to team channels, work on plans within Teams, and effectively share files and collaborate with your team members. Boost your productivity and streamline your workflow in Microsoft Teams by mastering task organization and collaboration techniques.

Adding Planner tabs to team channels

Planner tabs can be added to team channels in Microsoft Teams. This allows for better organization of tasks and collaboration within teams. By using Planner tabs, users can collaborate on plans, have conversations, and share files all in one place. It is recommended to create channels within Teams and add tools like OneNote, Power BI, or Planner as tabs to streamline workflows. This helps users stay organized and on top of their workload. Channels in Teams serve as dedicated sections to keep conversations organized by specific topics, projects, or disciplines.

Working on plans within Teams

  • Plans can be worked on within Microsoft Teams for better task management and collaboration.
  • The Planner tabs in Microsoft Teams allow for organizing tasks, having conversations, and sharing files.
  • The Tasks app in Microsoft Teams combines individual tasks from To Do and Outlook with team tasks from Planner, making it easier to stay organized and efficient.
  • Best practices for organizing teams in Microsoft Teams include gradually adding teams, creating focused discussion channels, and utilizing the General channel.
  • Guests can also access the Tasks app in Microsoft Teams, seeing both individual tasks and shared plans on the desktop and web clients.
  • Microsoft Planner even offers a calendar feature specifically designed for scheduling events related to a plan.

Sharing files and collaborating with team members

Collaborating with team members is an important part of working in Microsoft Teams. Here are some ways you can share files and work together:

  • Use SharePoint, Teams, and OneDrive to share files and collaborate with your team.
  • Add tabs for favorite tools and important files in Teams so you can access them easily.
  • Collaborate on documents in real – time, making it easy for everyone to contribute.
  • Store and organize files related to your team’s work in SharePoint.
  • Use Microsoft 365 Groups for team membership and collaboration with guests.
  • Collaborate with people outside your team using shared channels in Microsoft Teams.
  • Share important files securely, allowing others to view, edit, organize, and collaborate on them remotely or in the office.

Guide on How to Use Microsoft Teams Video Call

Microsoft Teams makes it easy to have video calls with your teammates. To start a video call, you can click on the “New chat” button in a chat and enter the name of the person you want to call.

Once you’ve started the call, you can customize your video settings by clicking on the three dots at the bottom of your screen and selecting “Show device settings.” From there, you can choose which camera and microphone to use, adjust your audio volume, and even add virtual backgrounds.

During a video call, you can mute or unmute yourself by clicking on the microphone icon at the bottom toolbar. If someone else is speaking and their audio is too loud or too soft, you can also adjust their volume individually by hovering over their thumbnail image and using the volume slider that appears.

And if you need to share your screen during a meeting or call, simply click on the “Share” button in the toolbar.

Overall, Microsoft Teams provides an intuitive interface for making video calls and offers various customization options to enhance your meeting experience. With these tips in mind, you’ll be able to connect with your team easily and efficiently no matter where they are located.

Scheduling and Participating in Meetings

Schedule impromptu meetings, set up scheduled meetings in Teams, and easily join and actively participate in Teams meetings.

Setting up impromptu meetings

To quickly start a meeting in Microsoft Teams, follow these steps:

  1. Go to the Calendar tab.
  2. Click on the “Meet now” option.
  3. Choose whether you want to meet with everyone in your team or specific people.
  4. Enter a meeting subject and any additional details.
  5. Click on the “Meet now” button to start the meeting instantly.

Scheduling meetings in Teams

To schedule meetings in Teams, follow these steps:

  1. Open the Teams app.
  2. Select Calendar from the left – hand menu.
  3. Click on New meeting to start scheduling a new meeting.
  4. Fill in the meeting details, including the title, date, and time.
  5. Choose whether you want to make it a recurring meeting or not.
  6. Add a location if needed, or simply keep it as “Microsoft Teams.”
  7. Invite participants by typing their names or email addresses in the “Invite someone” box.
  8. If you want to include additional information or attachments, use the body of the invitation email.
  9. Set any desired meeting options, such as enabling lobby for attendees or allowing people to join before the host.
  10. Finally, click on Send to send out the meeting invitation.
  • Your calendar in Teams is synchronized with your Exchange calendar, so any meetings scheduled in Outlook will also be visible in Teams.
  • You can create, attend, and run meetings directly from the calendar feature within Teams.
  • Anyone can join a Teams meeting or webinar without needing a license.
  • Meeting options can be accessed either through the calendar view or within an actual meeting invitation.
  • Meeting policies can control specific features available to users during meetings.

Joining and participating in Teams meetings

Microsoft Teams makes it easy to join and participate in meetings. You have different ways to join a meeting according to your preference:

  • Join a meeting through links, calendars, channels, or chats.
  • Call in to a meeting if you can’t join online.
  • Use the “Meetings” tab in Teams to see all upcoming meetings and join them.
  • Once you’re in a meeting, you can participate by:
  • Turning on your video to be seen by others.
  • Using the chat feature to send messages and ask questions.
  • Sharing your screen or specific files with others.
  • Muting or unmuting yourself when needed.
  • Reacting with emojis to show your response without interrupting.

Additional Resources and Next Steps

Access the Microsoft Teams user guide, provide feedback, explore further training and support options, and connect with the Microsoft Teams community to enhance your collaboration experience.

Keep improving your skills and maximizing the benefits of using Microsoft Teams!

Accessing the Microsoft Teams user guide

The Microsoft Teams user guide is a helpful resource that provides instructions on how to navigate through the application. It serves as an instruction manual, providing clear and concise guidance on understanding the features and functionalities of Microsoft Teams.

In addition to the user guide, there are also supplementary resources available for further learning. Whether you’re new to Microsoft Teams or looking to enhance your skills, accessing the user guide can provide valuable insights and support in using this collaboration tool effectively.

Providing feedback

You have the power to provide feedback on Microsoft Teams. Your opinions, comments, and suggestions are valuable in helping Microsoft improve their products and services. They appreciate user feedback as it helps them understand your experiences and make necessary improvements.

You can share your assessments, evaluations, recommendations, or reactions about Teams through different channels provided by Microsoft. Your input can contribute to making future versions of Teams even better for all users.

Exploring further training and support options

To further enhance your knowledge and skills in navigating Microsoft Teams, there are various training and support options available. Microsoft Teams offers training courses that consist of short instructional videos, which can help you learn the basics and explore more features.

Additionally, there are user tutorials, learning resources, and help documents accessible through the Command bar to provide guidance as you navigate through the platform. If you encounter any issues or have specific questions, technical support is available to assist you.

You can also connect with the Microsoft Teams community to exchange tips and advice with other users. By exploring these additional resources and seeking assistance when needed, you can become proficient in using Microsoft Teams for effective collaboration and communication within your team.

Connecting with the Microsoft Teams community

Microsoft Teams offers a great way to connect with the community. You can network, interact, and share information with others who use Microsoft Teams. By joining the Communities feature, you can collaborate with like-minded individuals and seek assistance when needed.

It’s an excellent opportunity to learn from others, stay updated on the latest features and updates, and find solutions to common challenges. Additionally, you can add team members to your groups easily in Microsoft Teams, allowing for effective team management and collaboration within your organization or project.

So don’t miss out on this chance to connect with the vibrant Microsoft Teams community!


In conclusion, navigating Microsoft Teams is essential for efficient team collaboration and task organization. By utilizing shortcuts and accessing help from the Command bar, users can easily navigate the user interface.

With features like Planner tabs and file sharing, teams can collaborate effectively within Teams. Additionally, scheduling meetings and joining video calls are seamless processes in Microsoft Teams.

By accessing additional resources and exploring training options, users can master this powerful platform for enhanced productivity.

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.