Productivity Tools: Team Management within Microsoft Teams

Overview

Microsoft Teams offers a powerful suite of tools to streamline communication and collaboration. Whether you're faculty managing research, staff coordinating projects, or students working on group assignments, Teams can help you stay organized, productive, and connected.

This guide will walk you through the basics of setting up and managing Teams, including features such as channels, file sharing, user management, and built-in tools for productivity.

Video Training

Video Link: https://mediaspace.mines.edu/media/Productivity++Tools%3A+Microsoft+OneDrive+in+Teams/1_pwkcv4pt

Step-By-Step Guide

Access Microsoft Teams

  1. Open Microsoft Teams through the desktop application or on the web by visiting my.mines.edu.
  2. Log in using your Mines credentials.
  3. In the upper-left search bar, type "Teams" and select Microsoft Teams from the results.

Navigate to the Teams Tab

  1. In the Teams app, navigate to the Teams tab from the main menu.
  2. If you’re new to Teams, this section will likely be empty. Don’t worry—you can quickly create or join a team.

Create or Join a Team

  1. Click on the Join or create Team button in the upper-right corner.

  2. To join an existing team, browse the list of publicly available teams and click Join on any you wish to access.

  3. To create a new team, click Create Team and choose one of the following options:

    • Class Team
    • Professional Learning Team
    • Staff Team
    • Other Team

  4. Select the template that best fits your needs. (Don’t worry—teams can be customized later.)

Set Team Privacy and Name

  1. Choose whether your team will be Public or Private:

    • Public: Anyone at Mines can find and join your team.
    • Private: Only invited members can access your team. (Recommended for most projects and departments.)

  2. Enter a team name and a brief description.

  3. Click Create to finalize your team setup.

Manage Team Members

  1. Add team members by typing their names in the Add members section. Teams is integrated with the Mines login system, so names will auto-suggest as you type.
  2. Assign roles to your team members:
    • Owner: Has full control over team settings and management.
    • Member: Can participate in team activities and access shared resources.

Organize Your Team with Channels

  1. Each new team starts with a default General channel.

  2. To add more channels:

    • Click the ... (ellipsis) next to your team name.
    • Select Add channel and provide a name and description.
    • Choose the channel type (Standard, Shared, or Private) based on your needs.

  3. Use channels to separate discussions and files by project, task, or focus area.

Collaborate with Files and Posts

  1. Upload and share files directly in the Files tab of any channel.
  2. Create posts to share updates and initiate conversations in the Posts tab.
  3. Use reactions and replies to engage with team posts.

Use Built-in Tools for Productivity

  1. Access additional tools in Teams, such as:

    • Planner: Assign and track tasks.
    • OneNote: Document notes and share them within your team.
    • Tags: Group users with similar roles and use @mentions to notify them efficiently.

  2. Built-in Analytics help you monitor team engagement and collaboration.

Customize and Manage Team Settings

  1. Click Manage team from the options menu (ellipsis) next to your team name.
  2. Explore tabs to manage:
    • Members: Add, remove, or change roles.
    • Settings: Customize permissions, notifications, and visual identity.
    • Apps: Add third-party integrations like Planner or other productivity tools.

Organize Files and Channels

  1. Use folders in the Files tab to keep your documents organized.
  2. Reorder your teams and channels by dragging and dropping them to prioritize based on your workflow.

Support & Resources

If you have questions or need assistance, Mines IT is here to help. Call us at 303-278-HELP (4357) or visit us at the IT Service Desk in CTLM 156.

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