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Microsoft Teams features for video conferencing

Welcome to our guide on Microsoft Teams video conferencing. In today’s business world, communication and collaboration are essential for success. With remote work becoming more prevalent, Teams is a popular choice for virtual meetings. This article explores Teams’ features and aims to help you make the most out of your video conferencing experience. Let’s get started!

High-Quality Video and Audio

Microsoft Teams offers top-notch video and audio quality for clear virtual meetings. Follow these steps to adjust video and audio settings in Teams:

  • Open the Teams desktop app.
  • Now click on “Settings and more.”
  • Click on “Settings.”
  • Select “Devices.”
  • Adjust the audio and video settings based on what you require. Audio devices.
    • Speakers.
      • Microphone.
      • Noise suppression.
    • Camera.
      • Green Screen
      • Adjust brightness
      • Soft focus

HD Video

Microsoft Teams offers high-definition (HD) video that supports resolutions up to 1080p, ensuring that your video conferences are sharp and clear. Some benefits of HD video include:

  • Enhanced visual clarity for presentations and screen sharing
  • Improved facial recognition, making it easier to identify participants
  • A more immersive experience, fostering better engagement

Note: The video resolution during a conference may vary depending on the participants’ internet connection, device capabilities, and Teams settings.

Crystal-Clear Audio

In addition to HD video, Microsoft Teams delivers high-quality audio that minimizes background noise and echo. This superior audio experience is achieved through features like:

Noise suppression:

Microsoft Teams uses advanced noise suppression algorithms to filter out background noises, allowing participants to focus on the speaker without distractions.

Echo cancellation: 

Teams employ echo cancellation technology to minimize audio feedback, ensuring clear conversations without disruptive echoes.

Bandwidth Management

Microsoft Teams intelligently manages bandwidth usage during video conferences to optimize video and audio quality, even in low-bandwidth situations. Key bandwidth management features include:

  • Adaptive bitrate streaming: Teams adjust the video and audio bitrate in real time based on network conditions, ensuring a smooth experience without buffering.
  • Quality of Service (QoS) support: Microsoft Teams supports QoS, enabling organizations to prioritize video conferencing traffic on their network, ensuring optimal performance.

By offering high-quality video and audio, Microsoft Teams makes it easier for businesses to collaborate effectively and maintain the personal touch essential for successful communication.

Personalizing Your Video Conference with Background Effects and Filters

Microsoft Teams offers a variety of background effects and filters to help you create a more professional and visually engaging video conferencing experience. These features add a touch of personalization and help maintain privacy by concealing your surroundings. Let’s explore these options and learn how to make the most of them.

Virtual Backgrounds

With Microsoft Teams, you can replace your real background with a virtual one, making it easier to maintain a professional appearance during video calls. Here’s how:

  1. Blur: This feature automatically blurs your background, keeping you in focus while hiding any distractions or clutter behind you.
  2. Pre-set images: Microsoft Teams offers a collection of pre-set images you can use as your background, including professional office settings and abstract designs.
  3. Custom images: Upload your image or choose from various third-party options to create a unique, personalized background.

To access and apply these virtual backgrounds, follow these simple steps:

  • During a video call, click on the “More actions” button (three dots) at the top-right corner of your screen.
  • Select “Video effect.”
  • Browse the available options, upload your image, and click “Apply.”

Video Filters

Microsoft Teams also offers a selection of video filters that help enhance your appearance during video calls. These filters can adjust lighting, saturation, and other visual elements to make you look more polished and professional. To access and apply video filters, follow these steps:

  • During a video call, click on the “More actions” button (three dots) at the top-right corner of your screen.
  • Select “Video effect.”
  • Browse the available filter options, and click “Apply.”

Remember: While using background effects and filters can be fun and engaging, it’s essential to maintain a professional and appropriate appearance during business calls. Choose backgrounds and filters that align with your company’s culture and values, and avoid anything distracting or offensive to your colleagues or clients.

With these handy features, you can create a more visually appealing and personalized video conferencing experience that leaves a lasting impression on your meeting participants. Try them and see how they can elevate your Microsoft Teams video calls!

Screen Sharing and Collaboration

Microsoft Teams excels at fostering collaboration during video conferences thanks to its robust screen sharing and real-time collaboration features. This section will delve into the various aspects of these capabilities that make teamwork a breeze, even when your team members are miles apart.

Screen Sharing

Follow these steps to share a screen in a Teams meeting:

  • In a meeting, click on “Share.” 
  • Select “Screen.”

Screen sharing is vital to effective virtual meetings, allowing participants to present and discuss important information. Microsoft Teams offers a versatile screen-sharing experience that includes the following:

  • Sharing your entire screen, specific windows, or applications
  • High-quality resolution and frame rates, ensuring smooth presentations
  • Presenter controls, such as pausing and resuming screen sharing
  • Annotation tools to draw or highlight content during a presentation

In-Meeting Collaboration Tools

Microsoft Teams integrates several tools to help teams collaborate in real time during video conferences:

  • Whiteboard: A digital canvas that allows participants to sketch, brainstorm, and annotate ideas. Multiple users can contribute simultaneously, making it perfect for group collaboration.
  • Co-authoring documents: Seamlessly open and edit Word, Excel, or PowerPoint files with your team members during a meeting without leaving the Teams environment.
  • Meeting Notes: Take collaborative notes during meetings that all participants can easily access and edit.

Engaging Interaction Features

Keep your video conferences engaging and interactive with these built-in features:

  • Raise Hand: Allows participants to signal without interrupting the speaker when they have a question or comment.
  • Reactions: Use emojis to express your thoughts or feelings during the meeting, adding a fun and engaging element to your conversations.
  • Polls: Gather quick feedback from attendees on specific topics with live polls.

In summary, Microsoft Teams provides a range of screen-sharing and collaboration features that make remote teamwork seamless and efficient. From sharing presentations to real-time editing of documents and brainstorming on a virtual whiteboard, Teams enables your team to stay connected and productive during video conferences.

Breakout Rooms: Enhance Collaboration in Smaller Groups

One of the standout features of Microsoft Teams is the Breakout Rooms functionality, which can be a game-changer for large meetings and webinars. Breakout rooms enable you to split your main meeting into smaller, focused discussion groups, allowing participants to engage in more productive conversations and collaborations.

Setting Up Breakout Rooms

Setting up breakout rooms in a Microsoft Teams meeting is simple and efficient. Here are the steps to create and manage breakout rooms:

  1. Start or join a meeting: You must be the meeting organizer to create and manage breakout rooms. If you are, open the meeting in Microsoft Teams.
  2. Locate the breakout rooms icon: In the meeting control bar, find the breakout rooms icon, which looks like a square with four smaller squares inside.
  3. Create breakout rooms: Click on the breakout rooms icon. A panel will appear, allowing you to select the rooms you want to create (up to 50). Choose between automatically assigning participants to rooms or doing it manually. Click “Create rooms” to proceed.
  4. Assign participants manually (if needed): If you’ve chosen to assign participants manually, click on the “Assign participants” button next to each breakout room. A list of attendees will appear. Select the ones you want to assign to that specific room. Repeat this step for each breakout room.
  5. Rename breakout rooms: To customize the names of the breakout rooms, click on the ellipsis (three dots) next to the room’s name and select “Rename room.” Enter the desired name and click “Save.”
  6. Open the breakout rooms: Once you’ve set up the rooms and assigned participants, click “Start rooms” to open all the breakout rooms simultaneously. Attendees will receive a notification and be automatically moved to their assigned rooms.

Creating and managing breakout rooms in Microsoft Teams is a breeze. As the meeting organizer, you have the flexibility to:

Create multiple breakout rooms:

Depending on the size of your meeting, you can create a specific number of rooms to accommodate all participants.

Assign participants:

You can manually assign participants to specific rooms or let the system distribute them automatically.

Rename and reassign:

Customize the names of the breakout rooms and easily reassign participants as needed.

Maximizing Breakout Room Usage

To make the most of breakout rooms, consider the following tips:

  • Clearly define objectives: Before participants enter breakout rooms, ensure they understand the purpose, discussion topics, or tasks to be completed during the session.
  • Assign a facilitator: Appoint a facilitator for each breakout room to guide the discussion, answer questions, and ensure participants stay on track.
  • Set a time limit: Establish a specific timeframe for the breakout session to keep discussions focused and maintain the overall meeting schedule.
  • Utilize collaboration tools: Encourage participants to use Microsoft Teams features such as screen sharing and the Whiteboard for a more interactive experience.
  • Monitor progress: As the meeting organizer, you can join any breakout room to check progress and provide necessary assistance.

Reconvening and Sharing Insights

After the breakout sessions, it’s essential to reconvene the main meeting and allow each group to share their findings, insights, or completed tasks. This allows for valuable knowledge transfer and ensures all participants benefit from the smaller group discussions.

With the power of breakout rooms, Microsoft Teams provides an efficient way to enhance collaboration, foster creativity, and make large meetings more engaging and productive.

Meeting Controls and Moderation

As a business user, it’s essential to maintain order and professionalism during your video conferences. Microsoft Teams offers a variety of meeting controls and moderation features that make it easy for hosts to manage their meetings efficiently. This section will explore these tools and how they can help you create a seamless video conferencing experience for all participants.

Host Controls

Muting and Unmuting Participants:

Meeting hosts can mute or unmute individual attendees or all participants simultaneously. This is handy to eliminate background noise, control interruptions, or facilitate a Q&A session.

Camera Access Control:

Hosts can also manage participants’ camera access, ensuring that only relevant attendees are visible during the meeting. This is especially useful during presentations or when focusing on specific individuals.

Managing Attendee Permissions:

As the host, you can assign specific roles and permissions to participants, such as presenter or attendee. This helps you control who can share their screen, present content, or mute others during the meeting.

Meeting Options and Settings

Use these steps to edit meeting options in Teams:

  • Click on “Calendar.”
  • Click on a meeting, then choose “Edit.”
  • Click on the three dots and choose “Meeting options.”
  • Adjust the settings and click on “Save.”

Waiting Room: Enable the waiting room feature to better control who joins your meeting. This allows you to admit participants individually or in groups, ensuring that only authorized attendees gain access.

Lobby Bypass: Choose whether participants can bypass the lobby and join the meeting directly or if they need to wait for the host to admit them. This helps maintain the security and privacy of your video conferences.

Announce Joining and Leaving: You can enable or disable the announcement of participants joining or leaving the meeting, which can help minimize disruptions during the conference.

Advanced Moderation Tools

Spotlight: Choose a participant’s video feed to focus attention during a meeting.

Raise Hand: Use the ‘raise hand’ feature during discussions to maintain order and address questions or input systematically as the host.

Hard Mute: Use ‘hard mute’ in larger meetings to keep control and prevent attendees from unmuting themselves without permission.

Utilizing these meeting controls and moderation features allows you to create a more organized and efficient video conferencing experience in Microsoft Teams, ensuring that your meetings run smoothly and productively.

Live Captions and Transcripts

In an increasingly global and diverse business environment, accessibility and inclusivity should be top priorities. Microsoft Teams is designed with these values, offering live captions and transcripts for video meetings. These features benefit participants with hearing impairments or language barriers and improve overall communication and comprehension for all attendees.

Setting up live captions in a Microsoft Teams meeting is a simple process. Follow these steps to enable live captions during a video conference:

  1. Join a meeting: Start or join a Microsoft Teams meeting as you normally would.
  2. Open meeting controls: Once in the meeting, locate the meeting controls bar, typically at the top or bottom of the screen.
  3. Enable live captions: Click on the ellipsis (three dots) in the meeting controls bar to access more options. From the dropdown menu, select “Turn on live captions.” This will enable real-time captions at the bottom of the screen for all meeting participants.
  4. Adjust caption settings: If you want to customize the appearance of the captions, go to your Microsoft Teams settings. Click on your profile picture in the top right corner, then choose “Settings.” In the settings menu, select “Accessibility.” Here, you can adjust the caption font size, background color, and other visual aspects to suit your preferences.
  5. Turn off live captions: To disable live captions during the meeting, click on the ellipsis (three dots) in the meeting controls bar again and select “Turn off live captions.”

Real-time Captions

  • Microsoft Teams provides real-time captions during video conferences, displaying the spoken content as on-screen text.
  • This feature makes it easier for participants with difficulty hearing or understanding the speaker’s accent or language.
  • To enable live captions, click the ellipsis (three-dot) menu during a meeting and select Turn on live captions.

Meeting Transcripts

  • Meeting transcripts are a valuable resource that captures the entire conversation in text format.
  • Microsoft Teams automatically generates a transcript after the meeting, which can be accessed and shared with attendees for future reference.
  • Transcripts are especially helpful for individuals who couldn’t attend the meeting, providing them with a detailed record of the discussion.

Language Support and Translation

  • Microsoft Teams supports live captions in multiple languages, making it easier for non-native speakers to follow along.
  • The platform continually expands its language support to cater to diverse user needs.
  • Additionally, Teams is working on real-time translation features to further enhance the inclusivity and accessibility of video conferences.

By incorporating live captions and transcripts in your Microsoft Teams video conferences, you create a more inclusive environment and ensure that vital information is effectively communicated and retained.

Meeting Recording and Storage

Microsoft Teams lets you record and save meetings for later reference. This is helpful if you miss a meeting or need a recap. Learn how to record, save, and share your video conferences here.

Recording a Meeting

To record a meeting in Microsoft Teams, follow these simple steps:

  1. Start or join a meeting.
  2. Click on the “ellipsis” (three dots) in the meeting control bar.
  3. Select “Start Recording” from the dropdown menu.
  4. A notification will appear, informing all participants that the meeting is being recorded.

Note: Only the meeting organizer or a presenter can start a recording.

Accessing and Sharing Meeting Recordings

Once a meeting has been recorded, it is automatically saved to the cloud, making it accessible for all participants. To access and share your recorded meetings, follow these steps:

  1. Go to the “Chat” tab in Microsoft Teams.
  2. Locate the chat thread for the specific meeting.
  3. The recording will appear as a card in the chat thread with a thumbnail, date, and time.
  4. Click on the “ellipsis” (three dots) on the recording card for more options, such as:
    • Play: Watch the recording directly in Teams.
    • Open in Microsoft Stream: View the recording in Microsoft Stream, where you can access additional features like captions and transcripts.
    • Get a link: Generate a shareable link for the recording.
    • Download: Download the video file to your local device.

Storage and Retention

Microsoft Teams now saves meeting recordings in OneDrive for Business or SharePoint for better integration and storage management.

Admins can set retention policies for recorded meetings in Teams, automatically deleting them after a specified time. This ensures important discussions are preserved without cluttering storage.


Microsoft Teams is an excellent choice for corporate video conferencing. It integrates well with other Microsoft tools and third-party apps for a seamless experience. Features like high-quality audio and video, background effects, screen sharing, breakout rooms, and meeting recordings can improve communication and collaboration. Follow our tips to get the most out of Teams and elevate your business collaboration.

Microsoft Teams features for communication

In our guide, learn how to use Microsoft Teams for efficient communication and collaboration. Microsoft Teams is an all-in-one solution for businesses with chat, video conferencing, file sharing, and task management. It’s secure and seamless, from one-on-one chats to large team meetings. Let’s explore its features and streamline your workflow.

Channels – Organizing Communication and Collaboration

Microsoft Teams’ channels help you organize conversations and collaboration around specific topics or projects, keeping your team focused and engaged while avoiding information overload.

Types of Channels

There are two types of channels in Microsoft Teams:

Standard Channels:

Standard Channels are visible to all team members and can be used for general discussions and collaborations.

Private Channels:

These channels have restricted access and are only visible to the members invited to join. Private channels are ideal for sensitive information or discussions involving a smaller team group.

Creating and Managing Channels

Creating a channel is easy; simply follow these steps:

  1. Navigate to the Teams tab on the left sidebar.
  2. Choose the team where you want to create a channel.
  3. Click the ellipsis (three dots) next to the team name and select “Add channel.”
  4. Enter a name and description for the channel, then choose whether it should be a standard or private channel.
  5. Click “Add” to create the channel.

Key Features of Channels

Channels come with a variety of features to facilitate communication and collaboration, such as:


Hold threaded discussions within the channel, allowing team members to stay updated on the progress of projects and tasks.

Pinned Messages: 

Pin important messages or announcements to the top of a channel, making them easily accessible to all members.


Customize your channel with tabs for apps, files, or websites, creating a one-stop shop for all relevant resources.


Configure your notification preferences to stay informed about activity in specific channels.

Use Microsoft Teams channels effectively for streamlined communication and focused task management. Keep your channel structure updated to meet changing organizational needs.

Chat: Effective One-on-One and Group Conversations

Use Microsoft Teams for easy and efficient one-on-one or group discussions with text, audio, and video chat options. Follow our guide to learn how to send a chat.

  1. Access the Chat tab: Locate the “Chat” tab on the left-hand side menu and click on it to access your recent chats and contacts.
  2. Start a new chat or select an existing one: Click on the “New chat” button (represented by a pencil or “+” icon) at the top of the chat list to start a new conversation. Alternatively, click on an existing chat to continue a previous conversation.
  3. Enter the recipient’s name or email address: To start a chat, enter the person you want to chat with in the “To” field of the new chat window. Choose the correct contact from the suggestions that appear.
  4. Type your message: In the message composition box at the bottom of the chat window, type the text of your message. Use the formatting toolbar to apply rich-text formatting, such as bold, italics, or bullet points, if desired.
  5. Send your message: Press the “Enter” key on your keyboard or click the “Send” button (usually represented by a paper plane icon) to send your message.

Remember, you can also use features like message reactions, inline replies, and audio or video calls to enhance your communication experience in Microsoft Teams.

Messaging Tools

  • Message reactions: React to messages with emojis to convey your response quickly and succinctly.
  • Inline replies: Respond to specific messages within a conversation, keeping discussions organized and easy to follow.
  • Rich-text formatting: Use bold, italics, underlining, and other formatting options to emphasize important points in your messages.

File Sharing and Collaboration

  • File attachments: Share files directly within a chat, making them easily accessible to all participants.
  • Inline document viewing and editing: Preview and edit shared Office documents without leaving the chat.

Meetings and Video Conferencing: Enhancing Collaboration

Microsoft Teams provides comprehensive features for scheduling, joining, and managing meetings, making it an ideal solution for remote and hybrid work environments.

Here’s an outline of the steps to schedule a meeting:

  1. Find the “Calendar” tab on the menu.
  2. Click the “New meeting” or “Schedule a meeting” button.
  3. Enter meeting details: In the new meeting window, fill in the necessary information, including:
    • Title of the meeting
    • Attendee names or email addresses
    • Date and time
    • Meeting duration
  4. Click on the “Send” or “Save” button to finalize the meeting and send calendar invitations to all attendees.

Scheduling and Joining Meetings

  • Calendar integration: Schedule meetings directly from your Teams calendar or integrate with Outlook for seamless scheduling across platforms.
  • Join links: Share join links with participants for easy access, even if they don’t have a Teams account.

In-Meeting Features

  • Screen sharing: Share your screen or individual application windows during meetings for more effective presentations and discussions.
  • Background blur and custom backgrounds: Maintain professionalism and minimize distractions by blurring your background or using a custom image.
  • Breakout rooms: Divide meeting participants into smaller groups for focused discussions or brainstorming sessions.
  • Meeting recording: Record meetings for later review, ensuring that important information is not lost.
  • Live captions: Enable live captions during meetings to improve accessibility for participants with hearing impairments or those in noisy environments.

Task Management

Use Microsoft Teams to integrate task management apps and efficiently manage your team’s workload. Assign and monitor tasks effortlessly to ensure everyone meets deadlines and is accountable.

To set up the Planner app in a Microsoft Teams channel, follow these simple steps:

  • Navigate to the desired channel within your team.
  • Click on the “+” (plus) icon at the top of the channel’s tabs.
  • Search for “Tasks by Planner and To Do” in the Add a tab window.
  • Select the “Tasks by Planner and To Do” app from the search results.
    • Choose between “creating a new plan” or “using an existing plan” from the dropdown menu: If creating a new plan, enter a Plan name and click “Save.”
    • If using an existing plan, select the desired plan from the list.
  • Once the Planner tab is added, click on it to view and manage tasks.

Now that you’ve successfully set up the Planner app in your Microsoft Teams channel, your team can use it to manage tasks and collaborate more effectively.

Microsoft Planner

Use Microsoft Planner integrated with Teams to manage tasks and boost your team’s productivity. Create and manage tasks directly from the platform for added convenience.

  • Create Plans for specific projects or departments.
  • Break down tasks into Buckets for better organization.
  • Assign tasks to team members with due dates and priority levels.
  • Add attachments, links, and checklists to tasks for better context.
  • Use Labels to categorize and filter tasks.
  • Monitor progress with Charts that visualize task status.

Microsoft To Do

Microsoft To-Do is a personal task management app that can be integrated with Microsoft Teams. It allows users to create and manage their task lists while also synchronizing with assigned tasks from Planner. Key features include:

  • Create and organize personal task lists
  • Set due dates, reminders, and notes for individual tasks
  • View My Day for a daily snapshot of tasks
  • Sync with Outlook Tasks and Planner for a unified task management experience

Third-Party Integrations

Microsoft Teams supports integration with various third-party task management tools, giving you the flexibility to choose the app that best suits your team’s needs. Some popular options include:

  • Trello: A visual, card-based task management tool that can be integrated as a tab within Microsoft Teams
  • Asana: A robust task and project management app that can be connected with Microsoft Teams for seamless collaboration
  • Wrike: A powerful work management platform that offers a dedicated app for Microsoft Teams

By incorporating these task management tools into your Microsoft Teams workspace, you can streamline your team’s workflow and ensure everyone stays on track with their responsibilities. Remember to explore each tool’s unique features and choose the one that best aligns with your team’s requirements and working style.


Microsoft Teams is a powerful communication tool with features for businesses of all sizes. It includes channels, chat, meetings, video conferencing, file sharing, task management, app integrations, and security and compliance. Use it to enhance your organization’s communication and collaboration. Maximize your Microsoft Teams experience with customization and best practices. Boost your team’s productivity.

Additional resources

We have gathered a collection of helpful resources that can assist you in better understanding Microsoft Teams and its file-sharing capabilities. These resources offer comprehensive information, tutorials, and useful tips to help you maximize your Teams experience.

How to set retention policies for Microsoft Teams files
How to embed local HTML files into Microsoft Teams
How To Make Files Read-Only In Microsoft Teams
Turn off Request Access to a file in Microsoft Teams
How to find the corresponding chat to a file you shared in Teams

Microsoft Teams features for file sharing

Microsoft Teams is a popular platform for effective collaboration. In this article, we’ll explore file sharing on Teams and show how it can increase productivity. We’ll cover everything from basics to best practices. Let’s discover how Teams can take your file-sharing experience to new heights!

Uploading and Sharing Files

There are three primary ways to share files in Microsoft Teams:

  1. In a conversation: Click on the paperclip icon below the message box, select the file you’d like to share, and then click “Send.” Your file will appear as a message in the conversation.
  1. Directly in a channel: Navigate to the “Files” tab at the top, click “Upload,” and choose the file you want to share. The file will be available for all channel members to access.

Supported File Types

Microsoft Teams supports a wide variety of file types, including:

  • Office files: Word, Excel, PowerPoint, OneNote
  • Images: JPEG, PNG, GIF
  • PDFs
  • Audio and video files: MP3, MP4, WAV, MOV
  • Text files: TXT, CSV, RTF

This extensive file-type support ensures you can share and collaborate with your team members on almost any document or media file.

Drag and Drop Functionality

Easily share files in Microsoft Teams by dragging and dropping them into a conversation or channel. They will be automatically uploaded and shared.

File Size Limits

365 basic plan365 business standard plan
Price$6.00 user/month$12.50 user/month
Storage1TB per company and 10GB of personal storage per company user1TB per company and 10GB of personal storage per company user
Teams’ file storage limitsYou can have up to 25TB per team or groupYou can have up to 25TB per team or group
Maximum file size per single upload250GB250GB
AppsOnline and mobile applicationsDesktop, online, and mobile applications

Compare Microsoft 365 Business plans

Use these steps to check how much file storage you have remaining:

  • Click on “Teams.”
  • Select a team.
  • Click on “More options.” (…)
  • Now choose “Open in SharePoint.”

Upon clicking “Open in SharePoint,” you will be directed to the team’s site. Here you can manage things like file storage, user accessibility, and permissions settings.

  • Click on “Settings” followed by “Site information.”
  • Finally, click on “Storage metrics.”

Here you can view crucial information about how much file storage you have available. You can even view how much storage each file is consuming. 

File Storage in Microsoft Teams

Microsoft Teams seamlessly integrates with SharePoint and OneDrive for Business, providing a robust and secure file storage system. Let’s look at how file storage locations differ based on where files are shared.

Channel Files

When you share a file within a channel, it’s automatically stored in the corresponding SharePoint folder. Each channel has its dedicated folder within the team’s SharePoint site, ensuring a well-organized file structure.

Chat Files

Microsoft Teams uses OneDrive for Business as the storage location for files shared in private or group chats. The person sharing the file will have it saved in their OneDrive folder, while a link to access the file is provided to other chat participants.

File Permissions and Access Control

Microsoft Teams intelligently manages file permissions to ensure people can access the right files. Let’s explore how file permissions work and how users can customize them.

Automatic File Permissions

By default, Microsoft Teams sets file permissions based on the following:

  • Team members: All team members have edit access to files shared within channels.
  • Channel moderation: Only moderators can edit files for channels with moderation enabled.
  • Guest access: Guests’ file access rights can be customized by the team owner.

Customizing File Permissions

To change file permissions or share files with external collaborators, follow these steps:

  1. Right-click the file in the Files tab or the chat.
  2. Select “Manage Access” to view and modify file permissions.
  3. Click “Advanced” to access the file’s SharePoint or OneDrive settings, where you can add external collaborators or adjust permissions in more detail.

Note: Be cautious when changing file permissions and protect sensitive information.

By understanding file storage locations and permissions in Microsoft Teams, you’ll be well-equipped to manage your team’s file-sharing needs efficiently and securely.

File Preview and Collaboration

One of the standout features of Microsoft Teams is its built-in file preview functionality. This enables users to quickly and easily view files directly within the platform without downloading or opening them in a separate application. Let’s take a closer look at this feature:

File Preview Capabilities

Office files:

Microsoft Teams supports seamless previews for Word, Excel, PowerPoint, and OneNote files. This lets you view and edit documents in real-time without leaving the Teams interface.

PDF files:

Teams also allows users to preview PDF files and supports basic annotation tools, such as highlighting and adding comments.

Images and videos:

You can preview various image formats (e.g., JPEG, PNG, GIF) and watch video files within the Teams environment.

Real-Time Collaboration

Collaborating on files has never been easier, thanks to Microsoft Teams’ integration with Office 365. When you share an Office file within Teams, your colleagues can edit the document simultaneously, promoting a truly collaborative experience. Here’s what you can expect:

  • Live co-authoring: Work with your teammates in real time, watching their edits and additions appear on the document.
  • Comments and @mentions: Leave comments on specific parts of a document and use @mentions to tag colleagues, ensuring that everyone stays in the loop and receives important notifications.
  • Auto-save and synchronization: Rest assured, knowing that your changes are saved automatically, and the file is kept up-to-date for everyone in the team.

File Version History and Recovery

Microsoft Teams goes the extra mile to ensure your team’s work is protected and easily accessible. This is particularly evident in its file version history and recovery features.

File Version History

Teams maintain a file version history, allowing users to access previous versions and track changes over time. This feature is particularly useful when:

Reverting to a previous version:

If you need to go back to an earlier version of a file, simply access the version history and restore the desired version.

Comparing changes:

By viewing the version history, you can easily compare the differences between versions and see who made specific changes.

Resolving conflicts:

In case of conflicting edits, the version history provides a clear picture of the changes made by different users, helping you resolve the issue efficiently.

File Recovery

Mistakes happen, and sometimes files get deleted accidentally. Thankfully, Microsoft Teams has a built-in recovery feature to help you retrieve those lost files:

Recovering deleted files:

Deleted files can be found in the SharePoint, or OneDrive recycle bin, from where they can be restored within a certain period (usually 93 days). After that, files are permanently deleted.

Restoring entire folders or libraries:

In case of more extensive data loss, Microsoft Teams allows you to convert entire folders or document libraries to a previous point in time, ensuring that your team’s work remains safe and secure.

Conclusion: The Power of Microsoft Teams for File Sharing

Microsoft Teams enhances business file-sharing capabilities with essential features that promote efficient teamwork and collaboration.

Streamlined File Sharing

Microsoft Teams makes file sharing effortless. Users can upload and share files in conversations, channels, or private chats, allowing for seamless collaboration.

Centralized Storage and Access Control

Microsoft Teams integrates with SharePoint and OneDrive to securely store and manage users’ files with reliable access control.

Real-time Collaboration

Microsoft Teams allows real-time collaboration on Office files, enhancing team communication and productivity.

File Security and Compliance

Microsoft Teams offers secure file sharing and collaboration with solid security and compliance standards to protect your sensitive information.

Integration with Other Apps

Enhance team collaboration with Microsoft Teams, an all-in-one solution that seamlessly integrates with Office 365, OneDrive, SharePoint, and other third-party apps. Its user-friendly interface and robust file management, productivity, and security features make it an essential tool for teams. Start sharing today and experience the benefits!

Additional resources

To help you further explore Microsoft Teams and its file-sharing features, we’ve compiled a list of valuable resources. These resources provide in-depth information, tutorials, and best practices to ensure you make the most of your Teams experience:

How to set retention policies for Microsoft Teams files
How to embed local HTML files into Microsoft Teams
How To Make Files Read-Only In Microsoft Teams
Turn off Request Access to a file in Microsoft Teams
How to find the corresponding chat to a file you shared in Teams

Microsoft Teams integration with SharePoint

Microsoft Teams and SharePoint are two essential tools for efficient communication and document management in the business world. By integrating the two, you can share documents, engage in discussions, and manage projects seamlessly. Our article will guide you through the process and show you the full potential of this powerful duo, improving efficiency and collaboration within your organization. Let’s get started!

Getting to Know Microsoft Teams and SharePoint

In the current business landscape, understanding the tools at your disposal is half the battle won. So, before we plunge into the depths of their integration, let’s take a closer look at these two digital powerhouses: Microsoft Teams and SharePoint.

Microsoft Teams: The Hub of Teamwork

Microsoft Teams is a comprehensive communication and collaboration platform. Designed to streamline information flow and enhance productivity, it provides a wide array of features:

Unified Communication:

Combines chat, video meetings, and file sharing all in one place.


Allows for real-time collaboration on files with Office apps like Word, Excel, PowerPoint, and OneNote.


Seamlessly integrates with numerous external apps and tools.

Simply put, Microsoft Teams is like your virtual office space where communication and collaboration occur without the restrictions of physical boundaries.

SharePoint: The Powerhouse of Collaboration and Document Management

SharePoint, on the other hand, is a web-based collaborative platform that integrates with Microsoft Office. It is primarily a document management and storage system, but the product is highly configurable and its usage varies significantly among organizations. Here are its key features:

  • Document Management: SharePoint allows you to store, share, and manage digital documents.
  • Collaboration: Multiple users can collaborate on a document simultaneously.
  • Customizability: Provides tools to build custom applications and components for your specific needs.

In essence, SharePoint is like your company’s digital library, where documents are stored, managed, and can be collaboratively worked on.

By this point, you might be wondering, “If both tools are so powerful independently, what magic could they weave together?” Stay tuned, as we unravel the mystery in the sections to come.

The Basics of Integration

When two powerful platforms like Microsoft Teams and SharePoint join forces, the possibilities are endless. However, before we delve deeper, let’s understand the basics of this union.

Integration at a Glance

Simply put, integration is all about making two separate systems work together harmoniously, and that’s exactly what we get when Teams and SharePoint are integrated. SharePoint acts as the backend document storage for Teams, and Teams surfaces SharePoint content front and center for easy collaboration.

Here are some key elements of this integration:

SharePoint and Teams Files:

Every Microsoft Teams team is connected to a SharePoint site, and every channel in Teams gets a corresponding folder in the SharePoint site. Any files shared within a Teams channel are automatically stored in SharePoint, ensuring easy accessibility and robust data management.

Tabs for Quick Access:

You can pin SharePoint pages, lists, or libraries as tabs within your Teams channel. This allows quick access to important information right from within Teams.

Why Integrate?

The integration of Microsoft Teams and SharePoint brings the best of both worlds together. It combines the flexibility and real-time collaboration of Teams with the powerful content management and sharing capabilities of SharePoint. Here’s why you might want to integrate:

  • Improved Collaboration: With SharePoint files accessible directly in Teams, team members can seamlessly collaborate on documents in real time.
  • Efficiency: Less time is wasted switching between apps, as most work can be done within Teams.
  • Consistency: Data is consistently synchronized between Teams and SharePoint, ensuring everyone always has access to the most current version of files.
  • Rich Experience: You can leverage SharePoint’s rich content experiences and capabilities, like Power Apps, right within Teams.

Don’t worry if this all seems a bit complex at first—the integration is designed to be transparent and smooth. So let’s get started on setting up the integration in the next section!

Setting up Microsoft Teams and SharePoint Integration

Now that we’ve set the stage, it’s time to roll up our sleeves and get our hands on the real stuff – integrating Microsoft Teams with SharePoint. Don’t worry, we’ll break it down into bite-sized steps that even the busiest of business users can follow with ease!

Prerequisites for Integration

Before we dive head-first into the integration process, let’s make sure we have everything we need:

  • Microsoft Teams: Make sure you have a Microsoft Teams account and have the Teams app installed on your device.
  • SharePoint Online: You need to have a SharePoint Online site. Remember, SharePoint is part of the Office 365 suite, so if you have an Office 365 subscription, you’re good to go!

Once these are in place, we’re ready to proceed.

Step-by-Step Integration Process

With our prerequisites checked off, let’s dive into the heart of the integration process.

  • Open the Teams app.
  • Click on “Teams.”
  • Select a channel.
  • Click on the “+” (Add a tab) button.
  • Find and select “SharePoint.”
  • Choose the content you want to integrate.
    • Select a Team Site: If you choose this, Teams will suggest some SharePoint site pages or lists based on your activity. Select the one you want, and you’re all set!
    • Enter the SharePoint Link: If you want to add a specific SharePoint page or list not suggested by Teams, select the Paste a link option. Paste the SharePoint link here and click “Save.”

You’ve done the work, now it’s time to see the results! A new tab should appear in your channel bearing the name of the SharePoint page or list you’ve added. Click it to view your SharePoint content right within Teams.

Congratulations, you’ve just successfully integrated Microsoft Teams with SharePoint!

Remember, this integration is not a one-size-fits-all solution, but a flexible tool. Feel free to explore and experiment to find out how it can best serve your unique business needs. Let’s harness the power of Microsoft Teams and SharePoint to drive collaboration and efficiency in your organization!

Features of Microsoft Teams and SharePoint Integration

The powerful duo of Microsoft Teams and SharePoint has several outstanding features that can supercharge your workflow. If you’ve wondered about the real perks of this integration, let’s break it down and get into the details.

File Sharing and Collaboration

One of the most useful features of integrating Teams with SharePoint is the seamless file sharing mechanism.

  • When you share a file in a Teams chat or channel, it’s automatically stored in SharePoint, making it easy for everyone to find and collaborate on it.
  •  You can co-author documents with your teammates in real time, ensuring everyone is on the same page—literally!

Remember, all edits are saved in real time, so there’s no need to worry about losing any work!

Adding a SharePoint Page to a Teams Channel

A fantastic feature of the integration is the ability to add a SharePoint page or list to a Teams channel. This can serve as a “home page” for a project or a centralized location for important resources.

  • Navigate to the channel where you want to add the page, select the ‘+’ (add a tab) button, choose SharePoint, and then select the page or list you want to add.
  •  This ensures that important SharePoint content is easily accessible right from within Teams.

Using SharePoint Framework (SPFx) for Teams

For businesses with specific needs, SharePoint Framework (SPFx) offers a method to create custom Teams apps.

  • This means you can develop unique solutions tailored to your organization’s needs, improving efficiency and effectiveness.
  •  It might require a bit of tech savviness, but the customization possibilities are truly impressive.

These features form the backbone of the Teams and SharePoint integration, making it an invaluable resource for businesses looking for efficient and effective collaborative solutions. Next up, we’ll look at how these tools come together to improve collaboration across your organization!

Collaboration with Teams and SharePoint

In the world of business, it’s often said that teamwork makes the dream work. But without the right tools, collaboration can quickly turn into confusion. Here’s where the integration of Microsoft Teams and SharePoint truly shines, enabling you and your team to work together like never before. Let’s break down the key features.

Co-authoring Documents and Simultaneous Editing

  • Microsoft Teams and SharePoint allow multiple users to work on the same document at once, a feature that truly transforms collaborative work. Forget about juggling multiple versions of a document – with real-time updates, everyone is always on the same page.
  • To access this feature, simply upload a document to the Teams channel from your SharePoint site, and voila, you and your team can start working together instantly.

Integrated Communication

  • Teams isn’t just about document collaboration; it’s also a hub for communication. The chat feature integrates seamlessly with SharePoint, keeping your discussions in context and in one place. This means that you can discuss a document right alongside the document itself, keeping conversations relevant and focused.
  •  Have team-wide discussions in dedicated channels.
  •  Conduct private chats or smaller group conversations.
  •  Even better, all your chat history stays right there, allowing anyone to catch up quickly on previous conversations.

Project Management

  • One of the primary benefits of integrating Teams with SharePoint is how it makes managing projects a breeze. With SharePoint’s lists and Teams’ communication capabilities, you can easily track project progress, assign tasks, and keep everyone informed. Some of the functionalities include: Creating SharePoint lists for tasks, timelines, or other project management elements, and sharing them on your Teams channel.
  •  Discussing updates and resolving issues via Teams, directly alongside your SharePoint lists.
  •  Seamless collaboration on project files via SharePoint, right within your Teams workspace.

Remember, the goal is to leverage these tools to reduce redundancies, streamline processes, and foster effective collaboration. The key lies in understanding your team’s needs and tailoring these tools accordingly. And once you do, you’ll see why Teams and SharePoint are a match made in digital collaboration heaven!


In this enlightening journey, we have traversed the expansive landscape of Microsoft Teams and SharePoint integration. By now, you should have a clear understanding of the multitude of benefits this dynamic duo offers to modern businesses.

Let’s highlight some of the key points we’ve covered:

The Power of Integration

  • SharePoint and Teams integration facilitates a seamless, intuitive, and efficient work environment.
  •  From file sharing to co-authoring documents and even hosting dynamic discussions, the integration opens a world of opportunities for enhanced collaboration.

Bolstering Business Productivity

  • By bringing Teams and SharePoint together, businesses can streamline operations and boost productivity. This combination enables you to work on documents simultaneously with your colleagues, making collaboration smooth and easy.

Security and Compliance

  • The security measures and compliance protocols in place help ensure your data stays safe and meets regulatory requirements. This added layer of protection lets you focus on what truly matters – driving your business to new heights.

The Future is Bright

  • With continual advancements in digital collaboration tools, the future of Teams and SharePoint integration looks promising. We can look forward to more innovative features that will further enhance our ability to work together effectively.

Integrating Microsoft Teams and SharePoint transforms how you work and collaborate. Technology is a tool to solve problems, promote collaboration, and spur innovation. Embrace the future of work and create a more connected, productive environment. Let’s take bold steps together using integration. Keep innovating and collaborating until next time.

Microsoft Teams features for project management

Microsoft Teams is a powerful collaboration tool for effective project management. This guide will introduce you to its key features designed for project management, helping you keep your team engaged, productive, and in sync. Discover how Teams can revolutionize how you manage projects and achieve greater efficiency and success.

Collaboration Tools in Microsoft Teams

Microsoft Teams offers diverse collaboration tools designed to support efficient and effective project management. Its features create a virtual workspace for real-time collaboration, enhancing your team’s productivity.

Channels and Chat

At the heart of Microsoft Teams’ collaborative features are Channels and Chat.

  • Channels are where the bulk of your teamwork will happen. These can be organized by department, project, or whatever suits your business. They provide a shared workspace for conversations, files, and meetings.
  • Chat feature allows for private one-on-one or group conversations. You can share files, plan meetings, or just catch up.


Channels are where the bulk of your teamwork will happen. These can be organized by department, project, or whatever suits your business. They provide a shared workspace for conversations, files, and meetings.


Chat feature allows for private one-on-one or group conversations. You can share files, plan meetings, or just catch up.

How to create a new chat:

  • Click on “Chats.”
  • Select “New chat.”
  • Input the user(s) you want to start a chat with.
  • Add a message and click on send.

How to create a channel in Teams:

  • Select “Teams.”
  • Click “More options” next to a team you want to create a channel for.
  • Select “Add channel.”
  • Input the name of the channel, description, and privacy settings.
    • Private channels: An enclosed work space in teams where only members you select are allowed.
    • Standard channel: Anyone in your organization or those who have a link or permissions can join without any restrictions proposed by Teams.
  • Click “Add.”

Video Conferencing

Microsoft Teams is also equipped with high-quality Video Conferencing capabilities.

  • Conduct face-to-face meetings from anywhere in the world.
  • Use the Screen Sharing feature to present ideas or for collaborative problem-solving.

How to set set up Video conferencing with project members:

  • Click on “Teams.”
  • Now choose your project team.
  • Click on “Meet now.”
  • Choose “Join now.”

File Sharing

  • Share files in chats or channels and work on them in real-time.
  • Files are automatically saved in SharePoint, so your team can access the latest version anytime.

One of the key features that make Microsoft Teams a powerful tool for project management is its File Sharing capabilities.

Follow these steps to share files in Teams:

  • Select a team or channel.
  • Click on “Attach.”
  • Select the location of the file.
    • I will upload a file from my desktop into Teams in this example.
  • Choose a file and click on “Open.”
  • Add any messages you need and click on “Send.”

Users can access the file and edit the content based on what is required. 


The Whiteboard feature in Microsoft Teams lets your team collaborate visually.

  • Use it during meetings to sketch ideas, create diagrams, or make notes everyone can see and contribute to.

Microsoft Teams brings collaboration tools to streamline project management and foster a more productive work environment. Follow these steps to set up a whiteboard in your team or team or channel:

  • Choose a team or channel.
  • At the top, click on the plus symbol.
  • Find and select “Whiteboard.”
  • Name your Whiteboard and click on “Save.”

Collaboration Tools in Microsoft Teams

Microsoft Teams is a powerhouse of collaboration tools designed to facilitate communication and cooperation among team members. Let’s take a closer look at some of its key features:

Channels and Chat

With Microsoft Teams, you can create Channels — dedicated spaces for different projects or departments. Inside these channels, team members can hold conversations, share files, and collaborate in a focused environment.

  • Standard Channels are accessible to everyone on the team.
  • Private Channels can be set up for a select group of people, which is ideal when working on sensitive projects.

In addition to channels, Microsoft Teams also features an intuitive Chat function that supports one-on-one and group messaging. This tool is fantastic for quick updates, discussions, or brainstorming sessions.

Video Conferencing

Video conferencing is another powerful feature of Microsoft Teams. Whether you’re holding a team meeting, a one-on-one discussion, or a presentation for stakeholders, Teams has got you covered.

  • Meet Now: Start instant meetings with a simple click.
  • Schedule a Meeting: Plan your meetings, and Teams will automatically send out invites.
  • Screen Sharing: Share your screen during a meeting to present your work or guide your team through a process.
  • Recording: Record your meetings for future reference or for those who couldn’t attend.

File Sharing

Microsoft Teams makes sharing and editing files easy. Collaborate in real-time on Excel, Word, and PowerPoint with seamless integration from Office 365.


Brainstorming sessions are a breeze with the built-in Whiteboard feature in Teams. This tool lets team members sketch ideas and plans visually, making the collaborative process more engaging and productive.

By making the most of these collaboration tools in Microsoft Teams, you can ensure a smoother and more efficient project management experience. They are designed to keep your team connected, engaged, and productive, no matter where they are.

Mastering Task Management with Microsoft Teams

Project management is all about tasks – creating them, assigning them, tracking their progress, and, most importantly, seeing them through to completion. Luckily, Microsoft Teams has got you covered. Let’s explore how Teams simplifies task management and keeps your projects on track.

Creating and Assigning Tasks

With Microsoft Teams, you can create tasks directly within your team’s channel. Here’s how:

  1. Open the relevant channel.
  2. Click on the “+” icon at the top of the page to add a new tab.
  3. Select “Tasks by Planner and To Do from the dropdown menu.
  4. Now you can create new tasks, assign them to team members, and set due dates.

This integrated task management feature ensures everyone knows what to work on and when it’s due.

Tracking Task Progress

Microsoft Teams simplifies task progress tracking with visual charts and dashboards in project management.

  1. Navigate to the Tasks tab in your channel.
  2. Switch to the “Charts” view to see the status of all tasks at a glance.
  3. Use the “Board” view to track the progress of individual tasks.

These features provide a clear, visual way to monitor your project’s progress and ensure everything is on track.

Prioritizing and Filtering Tasks

Microsoft Teams offers tools to help prioritize tasks and manage workloads efficiently.

  • Prioritize Tasks: Set task priorities as low, medium, high, or urgent to focus on essential tasks.
  • Filter Tasks: Use filters to sort tasks by the due date, priority, or assignee.

Effective task management is crucial for project success. These tools can help you manage your projects efficiently in Microsoft Teams.

Integration with Other Microsoft Products

Explore Microsoft’s integrations with Teams for efficient project management. Discover essential tools to streamline your workflow and ensure seamless project execution.

Office Suite

Microsoft Teams is tightly integrated with the Office Suite, which includes:

  • Word: Create, edit, and collaborate on documents directly within Teams.
  • Excel: Share and work on spreadsheets, perform calculations, and analyze data without leaving Teams.
  • PowerPoint: Present, edit, and collaborate on presentations in real-time.

These integrations allow team members to work together on files without switching between multiple applications, increasing efficiency and reducing confusion.

OneDrive and SharePoint

OneDrive and SharePoint integration in Teams allows you to store, share, and access project files from a centralized location. Key benefits include:

  • Easy file sharing with team members
  • Version control and history tracking
  • Secure access control for sensitive information

Having all your project files in one place makes it easier for team members to collaborate and ensures everyone is working with the most up-to-date information.

Power BI

Power BI is a powerful business analytics tool that can be integrated with Teams to provide insightful visualizations and data-driven decision-making. By embedding Power BI reports and dashboards in Teams, you can:

  • Monitor project progress
  • Identify trends and patterns
  • Make data-informed decisions

This integration helps you keep a close eye on your projects and enables better decision-making based on real-time data.

Follow these steps to download the Power BI app into Teams:

  • Click on “Apps.”
  • Find and select “Power BI.”
  • Click on “Add” to install the program.

Calendar and Meeting Features

Microsoft Teams offers robust calendar and meeting features that help you keep your project meetings organized and productive. Let’s look at how these features can benefit your project management workflow.

Scheduling Meetings

Easily schedule project meetings using the Calendar tab in Teams. You can:

  • Set up one-time or recurring meetings
  • Invite attendees, including external guests
  • Attach meeting agendas and documents

By consolidating your project meetings in one place, you’ll reduce the risk of scheduling conflicts and improve overall organization.

Integration with Outlook

Microsoft Teams is deeply integrated with Outlook, which offers:

  • Seamless meeting invitations and RSVP tracking
  • Calendar synchronization between Teams and Outlook
  • Email notifications for upcoming meetings and events

This integration ensures that your project meetings are well-coordinated and reduces the chances of miscommunication or missed meetings.

Meeting Features

During your project meetings, take advantage of Teams’ robust features to enhance collaboration and productivity:

  • Video conferencing: Conduct face-to-face meetings with high-quality video and audio.
  • Screen sharing: Share your screen or specific applications to present ideas and demonstrate processes.
  • Whiteboard: Collaborate in real-time using a virtual whiteboard to brainstorm ideas and solve problems.
  • Meeting recording: Record your meetings for later review or for team members who couldn’t attend.

By leveraging these features, you’ll keep your project meetings engaging, productive, and informative, ensuring everyone stays on the same page throughout the project’s lifecycle.

Channels and Tabs: The Backbone of Your Project Organization

One of the most impressive features of Microsoft Teams is its Channels and Tabs. These tools provide an incredibly flexible way to structure your projects, making them easier to manage and track.

Channels: Your Project’s Subdivisions

Channels in Microsoft Teams help you organize tasks and discussions related to your project for easy access. Create channels for project phases, teams, or locations.

Standard Channels:

These are accessible to everyone on the team and are perfect for discussions and activities that involve all team members.

Private Channels:

These are accessible only to specific team members. They’re ideal for sensitive tasks or discussions.

Tabs: Your Customizable Workspace

Teams’ tabs let you add files, apps, or websites to channels to easily access project resources.

  • File Tabs: Allows you to access shared files without leaving Teams.
  • App Tabs: Add tabs for key apps like Planner, Power BI, or Excel.
  • Custom Tabs: Create tabs for important websites or documents.

Microsoft Teams’ Channels and Tabs feature can be a game-changer in managing your projects, keeping everything organized, accessible, and streamlined.

Conclusion: Harnessing the Power of Microsoft Teams for Project Management

Microsoft Teams is crucial for project managers due to its efficient project management features, third-party app integration, and innovative use of Channels and Tabs.

Customize Microsoft Teams to suit your project’s specific needs for optimal use. The tool can revolutionize how you work, no matter the size or location of your team. Explore its features and simplify your project management processes for success.

Microsoft Teams features for education

Microsoft Teams is a great platform for remote learning. It has features specifically designed for the education sector, making it easier for educators and students to collaborate and manage their classrooms. Whether you are an educator, school administrator, or just curious, we have all the resources you need to navigate Teams and learn about its features for education.

The Power of Microsoft Teams for Education

Microsoft Teams is revolutionizing education with its specialized features in Microsoft 365, making communication and collaboration easier in the modern workplace.

Creating a Unified Classroom Experience

At the heart of Teams is creating a unified classroom experience. Educators can establish different teams for various classes or groups, each with its own unique space for:

  • Conversations
  • Files
  • Meetings

This feature not only brings all classroom interactions into one place but also allows for customization based on the unique needs of each class or group.

Streamlining Assignments

Teams also simplify the process of managing assignments. The platform offers features that allow educators to:

Distribute assignments digitally:

Students can turn in their work through the same platform, reducing the need for physical paper and making it easier to keep track of submissions.

Collect assignments:

From bolding important points to adding bullet lists or color-coding messages, you can format your text to make it more readable and impactful.

Grade assignments:

Teams provide tools for teachers to grade work directly within the platform, and students can see their grades as soon as they’re posted.

Collaborative Tools

Teams integration with Office 365 promotes real-time document collaboration, enhancing project-based learning.

Microsoft Teams improves classroom efficiency and enables instant collaboration for education. More exciting capabilities will be explored.

Key Features of Microsoft Teams for Education

Microsoft Teams is a simple collaboration platform and a comprehensive digital hub designed to streamline the education process. Here, we look at the key features that make it a standout tool for educators and students.

Classes and Groups

Teams allow educators to create individual digital spaces for different classes or groups. Each space is equipped with its own:

  • Conversation threads
  • File storage
  • Class notebooks
  • Assignments

Teams allow users to create individual spaces from groups of people allowing for better remote management and communication. These spaces make it easy to keep class materials and discussions organized and accessible. The best way to set up a group in Teams is to create a team for all the students in your class. Here are the steps on how to create a team in Teams:

  • First, open Teams.
  •  Now click on “Teams.”
  •  Select “Join or create a team.”
  • Hover over Create a team and click on “Create team.”
    • Choose one of these options:
      • From scratch – Create a team right from the beginning; you can choose the name and description and assign members of your choice.
      • From a group or team – If you have a pre-existing group, you can select this option and form a team around that group.
  •  Select whether you want a private or public team.
  •  Name and describe your team.
  •  Click on “Create” to create your team.

Your team will be created, and you can manage your class using this space. You can manage users, manage content and set up meetings.


Microsoft Teams simplifies the process of assigning and grading work. Educators can:

  • Distribute assignments to an entire class or specific students
  • Attach necessary resources directly to the assignment
  • Provide feedback and grades
  • Track assignment status

The best way to create an assignment in Teams is to use the “Tasks by Planner and To Do app. This feature streamlines the assignment process, making it easier for teachers and students to stay on track. Follow the steps here to set up an assignment.

  • First, select your class team.
  • Now select the plus symbol at the top.
  • Select the “Tasks by Planner and To Do” app.
  • Choose “Create a new plan” and name it what you want.
  • Choose “Save.”
  • Click on “Add task.”
  • Name your task and set a due date.
    •  To assign students to the task, click on “Assign.”
    •  Choose the students you want to add.
  • Click “Add task.”

What you can set in the assignment section:

  • Progress: You can monitor how far students have gotten with their work.
  • Priority: it is important to set priority tasks for work that needs to be completed sooner.
  • Checklists: Set checklists if you need to structure the assignments; this makes it easier for students to understand the context.
  • Attachments: Attach files, links, or images as submission of work or supporting evidence.

Collaborative Tools

One of the most powerful aspects of Teams is its integration with the Microsoft Office 365 suite. This means users can:

  • Collaborate on Word documents, Excel spreadsheets, and PowerPoint presentations in real-time.
  • Store these documents directly in Teams.
  • Access them from anywhere.

This integration fosters a collaborative environment where students can collaborate seamlessly on projects and assignments. Here is a list of steps on how to add Office 365 apps to Team groups:

  • Choose your class team.
  • Now click on the plus symbol.
  • Choose the Office app you want your team to collaborate on.
  • Choose a file and click on “Save.”

Your Files will now be saved as tabs in your Teams group. Now all members can collaborate on the document allowing for group work.

Meetings & Video Conferencing

Teams provide a platform for high-quality video meetings, including:

  • One-on-one meetings
  • Group video calls
  • Recording capabilities for future review
  • Features like “raise hand,” breakout rooms, together mode, and custom backgrounds

These features make virtual classes engaging and interactive, closely mirroring the in-person learning experience. Here is a guide on how to both start a quick meeting and how schedule one:

Start a quick meeting with students:

  • Choose “Teams.”
  • Select a team.
  • Click on “Meet now.”

Schedule a meeting:

  • Choose “Calendar.”
  • Choose a slot
  • Click on “New meeting.”
  • Input meeting information.
    • Add a meeting title.
    • Add the students that a required.
    • Set a time and location.
    • Add a repeat if the meeting will be repeated the following day.
    • Add meeting notes so students are aware of any specific rules.
  •  Click on “Save.”

Chat and Conversations

Teams support text-based conversations, allowing for:

  • Quick questions and answers
  • Ongoing discussions
  • Private or group chats

This chat feature ensures communication remains open and efficient, even outside scheduled class times. Here is a guide on how to have one-to-one discussions and group chats in teams:

  • Firstly, click on “Chat.” 
  • Now click on “New Chat.” 
  • In the “To” field, input the user name you want a one-to-one conversation with. 
  • Now add a message and click on “send.”

Here is a guide on starting a group chat in Microsoft Teams. You can use this option if you have a group of students you need to have a conversation with. 

  • Firstly, click on “Chat.” 
  • Now click on “New chat.” 
  • Input the name of all the users you want to have a group chat with. 
  • Type a message and click “Send” to start the group chat. 

All students in the group will be informed that the mentor has created a group chat.

Educational Apps Integration

Teams can also integrate with various third-party educational apps. These allow for a personalized learning experience that can be tailored to the needs of each class or student.

In summary, the features of Microsoft Teams for education provide a comprehensive, flexible platform for remote learning. This ensures that students and teachers can continue to engage and learn effectively, no matter where they are.

Accessibility and Inclusivity in Microsoft Teams

Microsoft Teams promotes inclusivity and accessibility in education by offering features that ensure every student can participate fully.

Immersive Reader

Immersive Reader is a tool that increases the readability of text for students. It was developed to make the text more accessible, particularly for students with dyslexia, dysgraphia, ADHD, or emerging readers. Here’s how it works:

  • Reading Aloud: Text in Teams can be read out loud, improving comprehension for students struggling with reading.
  • Text Spacing: Adjusts the spacing between lines and letters, making reading easier.
  • Color Themes: Users can choose from various color themes to reduce visual stress.

Here is a guide on how you can set up an immersive reader In Microsoft Teams within group chats: 

  • Firstly, click on “Teams.” 
  • Choose one of the teams or channels. 
  • Hover over one of the chats and click on “More options.” 
  • Now choose “Immersive reader.” 


Microsoft Teams supports real-time captions during video meetings, a crucial feature for students with hearing impairments. It also aids non-native speakers in understanding the conversation and could be beneficial in noisy environments where audio might be unclear.

Use these steps to set up captions in Microsoft Teams meeting users who have hearing difficulties will be able to visualize the captions: 

  • In the meeting, click on “More options.” 
  • Click on “Language and speech.” 
  • Select “Turn on live captions.” 
  • Choose the spoken language and click on “Confirm.” 

High Contrast Mode and Keyboard Shortcuts

For visually impaired users, Teams offers a high contrast mode, making navigating the interface easier. Furthermore, Teams supports extensive keyboard shortcuts, offering an alternative for users who may find mouse navigation difficult.

Use these steps to set up high contrast mode in Microsoft Teams: 

  • Click on settings and more next to your profile picture.
  • Choose “Settings.”
  • Click on “General.”
  • Select “High contrast.

Remote Learning and Hybrid Learning Support

In our increasingly digital world, adapting and thriving in different learning environments is essential. Microsoft Teams is at the forefront of this shift, offering robust remote and hybrid learning support. Let’s dive into how Microsoft Teams is revolutionizing these new educational landscapes.

Remote Learning

Remote learning, once an alternative method, has become a mainstay in education. Microsoft Teams makes this transition smoother with features designed to bring the classroom to the students, wherever they are:

Virtual Classrooms:

Teachers can conduct live classes via video meetings, using the Raise Hand feature to manage student questions and the Together Mode to create a more classroom-like experience.

Assignments and Grading:

Teachers can distribute, collect, and grade assignments all within Teams. They can also provide individual feedback, making distance learning more personalized.

Recorded Sessions:

Missed a class? No problem! Teams allow for the recording of sessions, ensuring no student misses out on learning.

Hybrid Learning

Hybrid learning, a blend of in-person and online education, offers flexibility and continuity in uncertain times. Microsoft Teams provides the necessary tools to balance these two modes effectively:

  • Seamless Transition: With Teams, switching between in-person and online learning is seamless. All the resources and communications are in one place, accessible from anywhere.
  • Collaborative Space: Teams support real-time collaboration on projects and assignments, allowing students at home and school to work together.
  • Engagement Tools: Tools like Polly for polls, Whiteboard for brainstorming, and Insights for class analytics help keep all students engaged, no matter where they are.

Seamless Transition:

With Teams, switching between in-person and online learning is seamless. All the resources and communications are in one place, accessible from anywhere.

Collaborative Space:

Teams support real-time collaboration on projects and assignments, allowing students at home and school to work together.

Engagement Tools:

Tools like Polly for polls, Whiteboard for brainstorming, and Insights for class analytics help keep all students engaged, no matter where they are.

Whether your institution is fully remote or embracing a hybrid model, Microsoft Teams is equipped to support your educational needs. It’s more than just a tool—it’s a comprehensive solution for modern learning. Adapting to these new modes of education isn’t just about surviving; it’s about thriving. And with Teams, you’re well-positioned to do just that.

Concluding Thoughts

Microsoft Teams is an essential tool for modern education. It enables dynamic and inclusive learning experiences, helping educators create virtual classrooms, manage assignments, and foster real-time collaboration. By embracing technology and innovating with Teams, businesses, and educational institutions can create engaging and future-ready environments. The future of education is not just about where we are but where we’re going.

Embrace the change. Discover new possibilities. And let’s continue to redefine education; one Teams feature at a time.