Harnessing Chats and Channels in Microsoft Teams

Effective collaboration is the key to success in today’s fast-paced and interconnected work environments. With the rise of remote work and dispersed teams, businesses constantly seek efficient ways to foster communication and productivity with employees working from various locations and devices.

Microsoft Teams stands out as a leader in this space, providing a robust platform that streamlines communication, collaboration and project management. At the heart of Teams’ functionality are its chats and channels, two indispensable features that empower users to work seamlessly together, regardless of their locations.

Let’s discover how leveraging chats and channels in Teams can revolutionize teamwork within your organization.

Read: Using Microsoft Teams as an Online Meeting Platform

The Power of Microsoft Teams

Instant communication is no longer a novelty – it’s a requirement to keep your company functioning. Without an instant messaging platform, you risk having disconnected information and staff, losing precious time and money. Chats and channels are valuable functions of Microsoft Teams, but there is so much more to the application.

Microsoft Teams “Teams”

Let’s first start with the term “teams.” In Microsoft Teams, you can create different groups called “teams” for specific departments, projects or task forces. Creating teams allows the right people to collaborate on the right tasks and limit access to sensitive files.

Creating a new team in Microsoft Teams is a breeze. Simply open the application, navigate to the Team tab and click on “Teams” in the upper-left corner. Click on the plus sign next to the name and choose “Create team” or “Join team.” You can use a template or build the team from scratch.

Microsoft Teams “Channels”

Every team is made up of “channels,” which include the text, audio and video conversations you have with teammates, as well as all the files shared, apps added and meetings held. Each channel also includes tabs at the top linking to posts, files, tasks, apps and services. Think of channels as files and the team as the folder; this is where the work gets done.

Three types of channels exist:

1. Standard: This is when the channel is available and visible to all team members, so anyone can search for content posted within the channel
2. Private: This is for focused, private conversations with specific users so they can collaborate more efficiently or discuss sensitive, confidential subjects
3. Shared: This is for collaborating with people inside and outside the team or organization

By default, anyone on the team can create a standard channel. You can add channels by going to the “team” and clicking on the three dots next to the name. Select “add channel.” When creating the channel, use a name that clearly describes how the channel will be used. Channels will be organized alphabetically, and though you can’t change the order, you can show or hide the channels in the same area as adding a channel.

Once you create a channel, you can adjust or limit the notifications. To do so, go to the three dots on the right-hand side. From there, select “Channel notifications.” You can also “Find in channel” or “Edit channel” here.

To add a tab to your channel, click on the channel. You should see tabs at the top like “Posts” or “Files.” To the right, you’ll see a little box with a plus sign inside. Click on this to add a tab.

Microsoft Teams “Chats”

Channel conversations are public, but “chats” can be one-on-one between you and someone else or a group chat with three or more people. Chatting is the most effective way to get quick responses or brainstorm ideas, allowing colleagues to respond even if they are in a meeting. You can send messages with files, images, links, emojis, GIFs and more.

Statuses can help showcase whether you’re available, busy or in a meeting. The “Do Not Disturb” feature is helpful when presenting or doing an important task that cannot be interrupted. You can set statuses by going to your profile at the top right and clicking on it. Choose your status, work location or status message.

To start a new chat, go to the “Chat” tab. Go to “Chat” at the upper-left side and click on the box with a line through it (when you hover over it, it says “new chat”). You can also hit Ctrl+N. In the “to” section, enter the name, email, group or tag you want to start a chat with. For a group chat, type in the individual contact information.

To start a chat, write your message in the text box then hit “Enter” or the “Send” button. Hit Shift+Enter to insert a line break in your message. In the message area, you can also customize formats – click on the “A” with a pen next to it.

Another benefit to chats is that you can search for and find messages. You can find an old chat based on a person’s name by typing their name in the command box at the top of Teams. This will put up any chats they’re a part of with you listed. You can also type in keywords into the command box, which shows a list of results with that keyword.

Is Your Workplace Modern?

If you’re not using Microsoft Teams today, you’re likely not as efficient as you could be. Microsoft Teams is useful for organizing your work and collaborating through the platform. It’s available for use from anywhere, on any device, as long as you have an internet connection. Most importantly, Microsoft Teams can save each computer user over 250 hours annually, relieving the stress of managing multiple communication platforms and allowing more time for productive work.

At Thriveon, we offer comprehensive modern workplace services that integrate Teams and other powerful apps into your workplace to enhance efficiency and productivity.

Schedule a meeting with us now to become a modern workspace.