The Complete Microsoft Teams Guide
Microsoft
Frazer Lloyd-Davies
Microsoft Teams became a lifeline for businesses during the COVID-19 pandemic. Practically overnight, it gave people a way to stay connected and continue working when face-to-face contact wasn’t possible. But for some, that’s where it stopped. Teams became the place to send a quick message or join a video call – and nothing more. While these features are useful, they’re only a small part of what it can do.
What is Microsoft Teams?
Microsoft Teams was launched in 2017 as a “chat-based workspace”, but it’s now much more than that. Today, it’s one of the most widely used communication and collaboration platforms in the world, with over 320 million monthly active users.
Teams is designed to support the way people naturally work together. Its dedicated channels and seamless integration with apps like OneDrive, SharePoint, Outlook and the rest of the Microsoft 365 suite enable conversations and tasks to happen side by side. For many, this is what makes Teams feel less like another piece of software and more like a virtual extension of their workplace.
The 6 Key Features of Microsoft Teams
1. Teams and Channels
Microsoft Teams is built around ‘teams’ and ‘channels’, where a ‘team’ is essentially a dedicated hub for a group of people working together. This could be a department, project group, office location or a mix of internal and external contacts. Within each team are ‘channels’, which break conversations into smaller, focused spaces based on specific topics or projects.
For example, a marketing team might have separate channels for social media planning, email campaigns and upcoming events. This keeps conversations on topic and makes it easier to find what you need without scrolling through a long thread of unrelated messages. Channels can be open to everyone in the team or private, giving access only to those who need it.
2. File Sharing
Teams makes sharing documents easy, and it’s all done within the app. Each channel has a Files tab where documents can be uploaded, stored and accessed by the people in that channel. Because Teams is linked with Microsoft 365, files shared in a channel are automatically saved to that team’s SharePoint folder. Files shared in one-to-one or group chats are stored in OneDrive for Business, with access limited to the people in that chat. This means files stay organised without you having to think about where they’re saved.
Teams also gives you control over file permissions. If you’re sharing files with people outside your organisation, you can decide who can view, edit or download them. It’s a useful way to keep sensitive information secure while still giving the right people access when needed.
3. Video Meetings and Webinars
Microsoft Teams can host video calls for up to 1,000 participants, with space for an additional 10,000 people to join as view-only attendees. Meetings can be set up directly in Teams or scheduled through Outlook, and your calendar syncs automatically so you can easily check your availability. If you’re joining a call from a noisy environment, Teams’ AI noise suppression can filter out background sounds to keep conversations clear.
During meetings, the ‘raise hand’ feature allows participants to ask questions without interrupting, and the in-meeting chat makes it easy to share links or add comments while someone’s speaking. If you’re hosting a larger meeting or webinar, breakout rooms let you split participants into smaller groups for focused discussions before bringing everyone back together.
If someone can’t make a meeting or you need to revisit key points, Teams lets you record the session so it’s available to watch back later.
4. VoIP Calling
In addition to video calling, Microsoft Teams also works as a VoIP (Voice over Internet Protocol) system. This means you can make and receive phone calls over the internet rather than relying on a traditional phone line. Because Teams connects with Outlook, you can find and call contacts directly from the app without needing to switch between platforms.
Teams also includes helpful features like voicemail transcription, call forwarding and the ability to transfer calls to other colleagues. For businesses that receive a high number of inbound calls, Teams can manage call queues and use automated menus (known as auto-attendants) to help direct callers to the right person or department.
5. Chats
Despite everything else Teams can do, chat is still one of its most widely used features. Whether you’re asking a quick question, sharing a file or giving someone an update, chat is an easy way to communicate without the formality of a meeting or lengthy email.
In Teams, you can start one-to-one or group chats, and every conversation is saved so you can pick things up later if needed. The ‘@mention’ feature is especially useful for drawing attention to important messages in a busy chat – typing @ followed by a person’s name sends them a notification, while typing @ followed by a team name alerts the entire group. Teams also lets you ‘like’ messages, react with emojis and share GIFs to keep conversations engaging.
6. Copilot
One of the most notable additions to Microsoft Teams is Copilot, an AI assistant designed to save time and improve productivity. Available to Teams users with a Microsoft Copilot subscription, Copilot combines the power of AI with data from Teams, Outlook, Word and other Microsoft 365 apps.
In Teams, Copilot can summarise key points from meetings, highlight tasks and deadlines and even draft responses or summarise long chat conversations. It can also suggest ideas and improvements when working on shared documents.
Security and Compliance in Microsoft Teams
With any application, security is (and always will be) a concern for businesses. Fortunately, Microsoft Teams follows recognised certifications such as ISO 27001 and ISO 27018. All Teams communications are, by default, encrypted both in transit and at rest to reduce the risk of unauthorised access. Teams also supports Multi-Factor Authentication (MFA), which asks users to verify their identity in more than one way before gaining access. Links and attachments shared in Teams are automatically scanned for threats to help reduce the risk of phishing attacks and malicious content.
From a compliance perspective, Teams’ built-in security features enable businesses to use the platform in a way that meets GDPR requirements, but compliance is not automatic. Organisations must still take their own steps to manage data responsibly, such as issuing privacy notices and appointing Data Protection Officers where required.
Microsoft Services From Acronyms
At Acronyms, we help businesses make the most of Microsoft Teams and the wider Microsoft 365 suite, including Microsoft Azure. Whether you’re setting up Teams for the first time, looking to improve how it’s used in your organisation or exploring its latest features, our IT specialists can guide you through it.
If you’d like to discuss how we can support your business with Microsoft Teams or other Microsoft services, book a free consultation today.