Microsoft Teams is at present is one of the most used messaging apps for effective communication between teams. Because of this, there is hardly any individual who does not know the basic functions and usage of this platform. But as is the case of various other work apps, we only know and learn features that are of acute importance leaving everything else untouched. Therefore, we have come up with this amazing guide that will outline some of the best Microsoft Teams features to streamline your work significantly.
Best Microsoft Teams Features
The features that we have mentioned in this blog are beneficial for both big companies as well as smaller organizations. We have also outlined steps to access them easily. This will definitely help you level up your communication with team members.
1. Virtual Whiteboards
Microsoft Teams virtual whiteboards allow you to collaborate effectively by dragging and dropping images, and videos, and creating shapes for a dynamic brainstorming session. You can choose from a variety of templates like SWOT analysis and affinity diagrams to jumpstart your discussions.
Access the virtual whiteboard by clicking the Share button during a meeting and selecting Microsoft Whiteboard. Once the session ends, the whiteboard content is automatically saved for future reference.
2. Custom App Templates for Tailored Solutions
This feature provides pre-built templates for various use cases, such as project management, employee onboarding, and more.
To access App Templates, go to the Apps tab in Microsoft Teams, click on Discover More Apps, and select the template that suits your requirements. Customize the template to fit your processes and workflows, so that it enhances your team’s productivity.
3. Together Mode
This feature transports participants into shared virtual environments, such as a lecture hall or coffee shop, creating a sense of togetherness and collaboration.
To activate Together Mode, click on the three dots during a meeting and select Together Mode. Choose from a variety of virtual venues to set the tone for your meeting. It provides a fresh perspective on remote collaboration, fostering a stronger sense of connection among participants.
4. Sensitivity Labels for Data Protection
This feature allows you to label and classify messages, documents, and content based on their sensitivity level. Sensitivity Labels provide an additional layer of security, helping prevent accidental sharing of confidential information.
To apply a Sensitivity Label, go to the message or document, click on the three dots, and select Apply label. Choose the appropriate label from the list. This feature enhances your organizations data governance and reinforces security protocols.
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5. Activity Filtering with @ Mentions
This feature enables you to filter the content you see in the chat, separating personal messages and to-do lists from less relevant conversations. By using @ mentions strategically, you ensure that you stay updated on critical information without feeling overwhelmed by extraneous messages. This will improve your ability to stay engaged and responsive within your teams conversations.
6. Attendance Reports for Meeting Insights
This feature provides a detailed overview of who attended a meeting, when they joined and left, and how long they participated.
To access Attendance Reports, go to the meeting chat window or the Details section of the meeting invite. Click on Show participants and then select Download attendance list. Attendance Reports help you track meeting attendance, analyze engagement, and optimize your teams communication strategies.
7. Channel Cross-Posting for Wider Reach
Instead of sending the same message to different channels separately, you can post it to multiple channels simultaneously. To cross-post a message, compose your message and click on the Format icon, then select Post in multiple channels. This feature is perfect for sharing announcements, updates, and important information with various teams and groups without duplication.
8. Live Reactions for Real-time Engagement
Enhance engagement and interactivity during presentations and meetings with Live Reactions in Microsoft Teams. This feature allows participants to react to content in real time using emojis, providing instant feedback and expressions of agreement or approval.
To use Live Reactions, share your screen during a meeting, and participants can access the reactions toolbar to express their sentiments. Live Reactions add a dynamic element to your presentations, making them more engaging and fostering active participation.
9. Multi-Window Chat
Effortlessly multitask and manage conversations with Multi-Window Chat in Microsoft Teams. This feature allows you to pop out individual chat conversations into separate windows, enabling you to continue chatting while navigating different channels or documents. To use Multi-Window Chat, click on the pop-out icon in the top right corner of a chat window. This feature enhances productivity by enabling seamless communication while you work on other tasks within Teams.
Also Read: Microsoft Teams Floating Window : Know All About It!
10. Multi-Account Sign-In for Seamless Switching
Effortlessly manage multiple Microsoft Teams accounts with Multi-Account Sign-In. This feature enables you to switch between different accounts without the need to sign out and sign in again.
To use Multi-Account Sign-In, click on your profile picture, select Add account, and enter the credentials for the additional account. Once added, you can easily toggle between accounts from the account switcher dropdown. Multi-Account Sign-In simplifies account management, allowing you to access all your teams and conversations with ease.
11. Compliance Recording for Regulatory Needs
Meet compliance requirements with ease using the Compliance Recording feature in Microsoft Teams. This functionality allows you to capture, archive, and store Teams conversations, meetings, and messages for regulatory and legal purposes. Compliance Recording ensures that your organization maintains a complete record of communication while adhering to industry regulations. To enable Compliance Recording, work with your organizations compliance officer and follow the recommended configuration steps.
12. App Permissions for Controlled Access
Ensure data security and privacy with App Permissions in Microsoft Teams. This feature allows administrators to control which apps have access to data within Teams. By managing permissions for third-party apps, you can prevent unauthorized access to sensitive information. To manage app permissions, go to the Teams admin center, select Teams apps, and configure the permissions for each app. App Permissions provide granular control over data sharing and enhance your organizations security posture.
13. Command Bar for Quick Navigation
Navigate Teams effortlessly using the Command Bar, a versatile search and command tool. Located at the top of the Teams interface, the Command Bar lets you search for colleagues, files, messages, and apps. You can also use it to quickly initiate calls, start new chats, and access keyboard shortcuts. To use the Command Bar, simply click on it or press Ctrl + E (Windows) or Cmd + E (Mac). The Command Bar streamlines your interactions, making it easy to find what you need and execute actions swiftly.
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14. Microsoft Immersive Reader
Originally designed for education, Immersive Reader speaks text aloud at varying speeds, aiding comprehension and accessibility. This feature is valuable beyond the classroom, helping users to focus on text while multitasking or engaging with content hands-free.
To use Immersive Reader, click on the three dots in a message and select Immersive Reader. This tool is particularly beneficial when reviewing lengthy documents, enhancing information retention and user engagement.
15. Presenter Mode
Presenter Mode is a great feature to make your presentations come alive. Choose from Content only, Side-by-side, Standout, or Reporter modes to adjust your slides appearance during meetings. Each mode offers a unique visual experience, from focusing solely on your content to embedding your slides within your background. Switch between modes during your presentation by clicking the icons in the presenter toolbar. It ensures that your message captures and retains your audiences attention.
16. Loop Components
These interactive units, including agendas, to-do lists, and event plans, enable participants to collaborate and make decisions within the meeting chat in real-time.
Create a loop component by clicking on the loop icon in the meeting chat window and selecting the desired format. As attendees edit and contribute to the component, changes are saved in the meeting chat and OneDrive, enabling easy post-meeting follow-up.
17. PSTN Integration
PSTN integration allows you to integrate your calling experience with Microsoft Teams. You can seamlessly connect Teams with the Public Switched Telephone Network (PSTN) through Direct Routing, Operator Connect, or Microsoft Calling Plans. Calling Plans offer cloud-based subscription options, eliminating the need for additional hardware. Direct Routing and Operator Connect allow you to connect PSTN to Teams Cloud PBX for flexible calling solutions.
18. Information Barriers
This feature allows administrators to define who can collaborate with whom, ensuring that sensitive information remains isolated. Information Barriers are particularly valuable when dealing with confidential topics and conversations. By implementing these policies, you can enhance data security and protect sensitive content within your organization.
19. File Collaboration and Sharing
Microsoft Teams makes file collaboration a breeze. Upload, share, and co-author files in real time, eliminating version confusion and email clutter. Collaborators can access documents directly within Teams, ensuring everyone is on the same page. With integrations to OneDrive and SharePoint, you can leverage the power of Microsofts suite of productivity tools.
20. Shifts for Effective Workforce Management
This tool is particularly beneficial for industries with rotating schedules or shift-based work, such as retail and healthcare. Shifts allow managers to create, assign, and update shifts, while employees can view their schedules and request shift changes.
To access Shifts, click on the three dots in your left-hand navigation menu and select Shifts. This feature streamlines scheduling processes reduces confusion, and empowers employees to manage their work hours effectively.
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21. Priority Notifications for Urgent Messages
When you need to grab someones attention urgently, use this feature to send a notification to their device every two minutes for up to 20 minutes. Priority Notifications are particularly useful when dealing with critical issues or time-sensitive matters.
Simply select the exclamation mark icon in the message compose box, choose Priority, and compose your message. This feature ensures that your urgent messages receive the attention they deserve.
22. Power Automate Integration
This feature enables you to create custom workflows, automate repetitive tasks, and build interactive apps without coding expertise. Integrate Power Automate, Power Apps, and Power Virtual Agents into Teams to streamline processes and enhance productivity.
To get started, click on the + icon in a Teams channel, select More apps, and search for Power Platform apps. Integration with Power Platform puts automation at your fingertips, enabling you to optimize your workflows and achieve more in less time.
23. Personal App Space
This feature allows you to create a personalized environment tailored to your unique needs. Access apps like Planner, Jira Cloud, and more, and view items and tasks assigned specifically to you. Additionally, the Who tab lets you search for colleagues by topic or name.
To access your Personal App Space, click on the three dots (…) in the left-hand navigation menu and select Personal apps. This personalized experience helps you manage tasks and collaborations efficiently.
24. Private Channels
Maintaining control over information sharing is essential in todays data-sensitive environment. Microsoft Teams addresses this need with the private channels. Business leaders and IT managers can create exclusive channels within Teams, controlling access and communication to specific individuals or groups. It is especially valuable for sectors like finance, where privacy and compliance are paramount. Here private channels enable organizations to share sensitive data securely.
25. Live Captions and Translations
This feature automatically generates real-time captions during meetings, ensuring that participants with hearing impairments can follow the conversation. Furthermore, it supports translations in multiple languages, breaking down language barriers and fostering global collaboration.
To enable Live Captions and Translations, click on the three dots (…) during a meeting and select Turn on live captions. This will enhance engagement by making your meetings more accessible to all participants.
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26. Teams Connect for External Collaboration
This feature allows you to share channels with individuals external to your organization, helping in cross-company collaboration. With Teams Connect shared channels appear within a participants primary Teams tenant alongside their existing teams and channels.
To make use of Teams Connect, navigate to the channel you want to share, click on the three dots, and choose Manage channel. From there, select Connect a team. This will allow a unified collaboration, making it easier to work together with stakeholders outside your organization.
27. Custom Backgrounds
Whether youre working from home or a busy environment, this feature enables you to replace or blur your background during video calls. You can choose from a variety of virtual backgrounds provided by Microsoft or upload your own images.
To access Custom Backgrounds, click on the three dots (…) during a meeting and select Show background effects. This will better your video conferencing experience by ensuring that your background is professional and distraction-free.
28. Adaptive Cards
This feature enables you to create interactive and dynamic cards within messages, delivering richer content and engaging interactions. Adaptive Cards offer a visually appealing and interactive way to communicate and to share updates, alerts, or actionable items.
To use Adaptive Cards, click on the three dots in a message and select Insert card. Choose from various card templates, customize the content, and add interactive elements like buttons and dropdowns. This enhances your messages and ensure that important information stands out.
29. Custom App Creation with Microsoft App Studio
This tool allows developers and businesses to design custom apps tailored to their workflows, seamlessly integrated into Teams. Launched in 2018, App Studio empowers businesses to enhance their collaboration capabilities by creating apps with Teams language. This customizable approach enhances efficiency by adding bespoke features and processes that align with specific requirements.
30. Advanced Analytics and Business Intelligence
Understanding how your team uses Microsoft Teams is essential for optimizing productivity. Utilize Teams analytics and reporting capabilities to gain insights into adoption rates and user behavior. Access usage reports from the Teams admin center to track which features your team accesses most frequently. These reports help you make informed decisions about feature implementation and user training, ensuring that Teams aligns with your business goals.
31. Meeting Polls for Quick Feedback
This feature allows you to run polls during meetings to collect participants opinions and preferences. Meeting Polls provide a convenient way to gather insights on project direction or making team decisions.
To utilize this feature, click on the messaging extensions button (three dots) below the chat bar and search for the Forms app. Create your poll question and options, then hit send. The poll results will appear in the meeting chat window, offering real-time feedback to inform your discussions.
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32. Live Events
For organizations seeking to engage large audiences, Microsoft Teams Live Events delivers a powerful solution. This feature enables users to broadcast events, meetings, and webinars to up to 1,000 attendees. With real-time interaction, presenter and audience engagement, and integrated recording, Live Events ensure important information reaches a broad audience. This can be really helpful in delivering company-wide announcements, training sessions, or product launches.
33. Smart Bots for Enhanced Efficiency
Microsoft Teams also offers an array of intelligent bots. These bots, such as Polly, Whobot, Grow Bot, and Stats bot, facilitate different aspects of collaboration. Their functions include polling team members, answering queries about colleagues, and delivering analytics reports.
34. Data Loss Prevention (DLP) Policies for Security
Data Loss Prevention (DLP) Policies helps you safeguard sensitive information and maintain compliance in Microsoft Teams. This feature allows administrators to create policies that identify and prevent the sharing of confidential data, such as credit card numbers or personally identifiable information. To set up DLP policies, go to the Microsoft 365 Compliance Center and configure rules for Teams. DLP ensures that critical data remains protected, mitigating risks associated with unauthorized sharing.
35. Task Publishing
Task Publishing enables you to create and publish tasks from popular task management tools like Planner and To Do directly into Teams channels. Team members can view, assign, and collaborate on tasks without leaving the Teams environment.
To publish a task, open a Teams channel, click on the + icon, and select Task. Choose the task management tool you want to integrate and follow the prompts. Task Publishing promotes transparency and accountability within your team.
Also Read: Microsoft Teams Advantages and Disadvantages
36. App Integrations with Tabs
This feature lets you enhance your Teams experience by integrating external apps using Tabs. Tabs allow you to embed web content and tools directly within Teams channels, providing easy access to important information without switching between applications.
To add a Tab, click on the + icon in a channel, choose the app you want to integrate, and configure its settings. Whether youre tracking project progress, accessing customer data, or collaborating on documents, Tabs consolidate your tools and data for smoother workflows.
37. Chat Bubbles
Chat Bubbles is a feature that brings incoming chat messages to the forefront of your screen, thereby streamlining your conversations. When enabled, chat messages appear as floating bubbles, making it easier to respond without navigating away from your current task.
To activate Chat Bubbles, go to Settings > Notifications > Chat Bubbles and select your preferred option. This feature ensures that important messages are never missed, fostering real-time communication and swift responses.
38. Breakout Rooms
This feature facilitates engaging and focused discussions with Breakout Rooms in Microsoft Teams meetings. It allows meeting organizers to split participants into smaller groups for parallel discussions, brainstorming sessions, or teamwork activities.
To use Breakout Rooms, click on the … (More options) menu during a meeting and select Breakout Rooms. Create and manage breakout rooms, assign participants, and even join rooms as needed. Breakout Rooms enhance interaction and enable more meaningful collaboration among participants.
39. Meeting Recaps
Microsoft Teams offers an automatic meeting recap feature that saves all materials associated with a meeting, including video recordings, shared files, and even transcripts. After a meeting concludes, access the recap material in the meeting chat window or the Details section of the invite in your Teams calendar. This ensures that team members can catch up on discussions and decisions without hassle, fostering seamless collaboration.
40. Proximity Sensing
Microsoft Teams proximity sensing feature is developed to streamline collaboration. Through Bluetooth detection, Teams app users can instantly identify nearby meeting rooms equipped with the necessary video and audio technology. This feature eliminates the search for conference spaces, making spontaneous brainstorming or discussions easy.
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There have been great advancements made by Microsoft recently, including the launch of Teams 2.0. It has led to even more features being added to this amazing messaging app. So, do watch out for constant updates and we will try our best to update and add some more of the best Microsoft Teams features to this blog. If you have any queries or suggestions, do let us know in the comments section below.
