OCAD U 365: Getting Started with Microsoft Teams
Updated: 31 July 2019 01:26 PM

Getting Started with Microsoft Teams 

Microsoft Teams is a powerful online chat, file sharing, task management application with video and audio conferencing. It allows you to work in one or more teams to plan, collaborate, and communicate on day-to-day or large projects. It provides deep integration with other Office 365 services including OneNote, so it’s a great way to reduce email and get to the point when you’re trying to get things done.

What does Teams incorporate? 

  • A Team comprised of people you choose
  • Channels for chats
  • Planner for shared plans
  • To-do for personal tasks
  • A shared notebook editable in OneNote and Teams
  • Shared files using a Sharepoint Site
  • Video and Audio chat and meetings
  • An email group for the team
  • External bots that can connect other popular services 

How can I learn more about Teams? 

How do I request a Team?Planner

Easy! Go to Office 365 > Teams > Create new Team. https://support.office.com/en-us/article/create-a-team-for-staff-in-microsoft-teams-314ac9d5-36a9-408e-8ae4-7ef20e9f1ddf

What do I need to do if I’m planning to use Teams?

  • Spend some time in advance learning more about Teams. Use the Lynda.com playlist and bookmark our learning resources above.
  • Decide who will be the Owner(s) of the Team. Owners have special privileges like being able to add or remove members and maintain the team.  It is highly recommended that you have at least 2 owners for a team, to provide better coverage. However, avoid making all members Owners.
  • Decide who will be on your Team. There may be some department staff who prefer email communication. Because of this you are responsible for keeping your Team membership correct and up to date. Anyone you add to a Team will receive an email notification.
  • Decide what to name your Team. All Team names are mandatory prefixed with "Team_". If this is a Team for your department, use "Team_YourDepartmentName".  eg. "Team_IT Services".  If your department would like to create multiple Teams, we would highly suggest using a format such as "Team_YourDepartmentName - YourSubGroup".  eg. "Team_IT Services - Network Operations" and "Team_IT Services - Infrastructure".

Who can create Teams? 

Any faculty or staff member can create Teams, and becomes the Owner for that Team. We recommend you appoint a second owner so that in the event the primary owner is away on leave or unavailable for any reason, your Teams service is not interrupted by the dormancy rules for Teams (read below).

What browsers support Teams?

All of the modern web browsers, except for Safari support Teams. Microsoft recommends Internet Explorer 11+, Microsoft Edge 12+, Chrome 51.0+, and Firefox 47.0+


How do I add external users to Teams?

You can add anyone to your Microsoft Team who has an email address, and they can have full access to chats, meetings and files. Guests have some restrictions, the primary one is that they cannot post files to the chat or the file repository.

Simply type in the email address of the person you want to add to your Team. 

Adding a single external user to a Teams Meeting (Video & Audio Calls)

You can also add external users to a single Teams Meeting by adding their email address.


Can I forward the URL to anyone and have them join an online Teams Meeting (Audio & Video)

YES. This is called anonymous join. You can send the URL of an Teams online meeting to anyone and have them join. https://blogs.technet.microsoft.com/ukprodandcomms/?p=2335 

Is your external user an Adjunct Faculty, Visiting Faculty or other Non-Student, Non-Employee User?

If your external member is one of our special Non-Student Non-Employee user types, you should request an account be created for them using the form on the Knowledgebase page.

Can I add Teams to Outlook?

The Microsoft Teams plugin is available to Outlook 2016 for Windows users only and is automatically installed if you have installed Microsoft Teams on your computer. https://docs.microsoft.com/en-us/microsoftteams/teams-add-in-for-outlook

What browsers support Teams?

All of the modern web browsers, except for Safari support Teams. Microsoft recommends Internet Explorer 11+, Microsoft Edge 12+, Chrome 51.0+, and Firefox 47.0+


What are the limits of Microsoft Teams?

Please see the Microsoft knowledgebase article below on the limits of Teams.


What happens if I stop using Teams?

Teams are renewed on a yearly basis. Team Owners will receive renewal notification emails at 30 days, 15 days, and 1 day prior to expiration, asking them to click a link that renews the Team. 

Any team owner is required to click the link in this message to keep the Team active. If your Team is not used for a year, or an Owner does not renew the Team, it will be “soft” deleted.  If your Team is soft deleted we can recover it by request within 30 days - please submit a ticket.  However, after 30 days, the Team – and all associated data - is permanently deleted and cannot be restored.  Please ensure you respond to renewal notifications to avoid inconvenience. 

Can I export the contents of chats from Teams?

End users do not have a relatively easy way to export the contents of chats. If you need to have a conversation that requires extensive detail and archive ability, use email. Teams has archiving, search, eDiscovery as part of the compliance features for IT Administrators, but it’s not readily available to end users. IT can also undelete (recover) Teams within 30 days.

How secure or confidential is Teams?

Teams is tied to the same authentication and security protocols as other Microsoft products in the Office 365 suite. It also has the added benefit that it only connects to people inside your organization. However, remember that by the very nature of Teams, you are broadly sharing content within a group you control, so use this as a guide for the types of content you share with Teams.

Can Students access Microsoft Teams?

Not currently. We’re working to move students to OCAD U 365. Stay tuned.

How do I get support for Teams? 

Submit a Ticket with IT Services

  • Please indicate whether you’re using the desktop or web client, OS X or Windows, and what browser.

What policies apply to my use of Teams? 

Teams is an extension of your workplace, and thus all the same conditions apply of collegiality and professionalism apply, along with all other relevant OCAD U Policies. 

Can I use my Microsoft Teams Sharepoint site instead of my Departmental Sharepoint site?

We do not recommend you abandon your existing Departmental Sharepoint site due to the nature of Teams and the possibility that your Team can be soft or hard deprovisioned (meaning deleted) if it becomes dormant.

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