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Collaborate with Microsoft Teams

Microsoft Teams is a powerful collaboration tool available via Microsoft’s Office 365 suite. The application allows teams and groups to create a virtual space where they can collaborate with colleagues on tasks and projects.

Although the collaboration opportunities are endless, at UCT, Microsoft Teams may only be used for operational or academic purposes.

Teams is available to all current UCT staff and students. It’s easy to use and very useful in times of disruption and disaster, as it allows you to continue working with others even while you’re off campus.

You can collaborate on documents, send instant messages, and even hold online meetings or video conferences.

 

Install Microsoft Teams via the Office 365 portal

  1. Navigate to https://portal.office.com and enter your student/staffnumber@wf.uct.ac.za then click Next.
  2. On the UCT sign-in page, enter your UCT password, then click Sign In.

  3. When the Office 365 portal opens, click All apps > Teams.

  4. The Microsoft Teams web portal will open.

    • The desktop app can be downloaded by clicking the Download the desktop app option in the bottom left corner of your screen or click the round icon  in the top right corner (it will contain your initials or profile pic) and click Download the desktop app.

  5. Once you have successfully installed Teams, you may be required to log in. Enter your student/staffnumber@wf.uct.ac.za and UCT password and open the application to get started.

  6. This infographic provides an overview of what the Teams landing page contains.

Install Microsoft Teams on your mobile device

You can either download Microsoft Teams from the Microsoft website, or via the iOS App Store or Google Play Store. Sign in and get started.

Get up to speed via online courses

Watch LinkedIn Learning’s Microsoft Teams starter kit for a quick introduction to the platform.

 

Create a Microsoft Team

  1. After opening Teams, in the left-hand column, click Teams > Create or join a new team > Create a new team.
    NOTE: To avoid confusion, include your project, department, or society in the team name. Also avoid using any forbidden words in the name.

  2. Once you've created the team, invite people to join it. You can add individual users, groups, and even entire contact groups. You can also change the team icon.

  3. Team owners can invite external guests – people who aren’t members of the UCT community – to their teams. In your team, click More options ˙˙˙ > Add member. Enter the external person’s email address and when prompted to confirm the email address, click the drop-down. Click Add > Close.
     

Assign roles

  1. Once a team has been created, you can indicate who the team owner should be. It can either be the person creating the team or another member. To set this up, go to More options ˙˙˙ > Manage team.

  2. From the Members tab, indicate who should be team owners. Under Role, click Owner.
    NOTE: It is recommended that each team has at least two owners in case one leaves the university.

Resources

Create a channel

You can think of a ‘channel’ as a folder. It allows you to organise your team’s content into specific sections – e.g. Finance, HR, Technical documentation, etc. Essentially, a channel is where most of the work will get done.

In each channel, you can post content and save files. All documentation saved in Teams is stored on Microsoft SharePoint – which is a cloud-based system.

  • In your team click More options ... > Add channel.

You can then either make a channel viewable to all members or create a private channel and indicate which members may access it.

If certain individuals aren’t given access to a private channel, they won’t even know that it exists. However, if a team owner is not given access to a private channel, they can see the channel, but cannot view its content.

However, meetings cannot be scheduled in private channels.

See how channels can be used for group and committee meetings.

Resources

Get started

Manage meetings

Set up online meetings

Participate in a Teams meeting

Meeting recordings

Additional features

Useful resources (videos)

Guest access

 

 

 

Call and chat functionality

Calls

Start a call from a chat

Add someone to a call

Answer a call

Make multiple calls at the same time

Put a call on hold

Transfer a call

Manage call settings

Call forwarding 

View or add contacts

Turn off automatic video in call

Control calls using a headset

Chat

Initiate a chat

Pop out a chat window

Chat and share files

6 things to know about chat

Send a message to a channel

Hide and mute chats

Share your screen in a chat

Conduct 1:1 meetings in Teams

Send and read messages

Group chats

Find and filter chats

One-on-ones in Teams

 

Online videos

Create and format a message

Start chats and make calls

Filter your activity feed

 

Online course

LinkedIn Learning courses

File sharing

Share files whether you’re using a computer or mobile device.

Upload a file

Collaborate

Collaborate with a colleague or team

Collaborate from anywhere

Work on a file together

Apps

Using apps

Create a plan with Planner

Set up your mobile apps

Enhance Microsoft Teams experience using apps

Install an app

Manage apps

Get help

Learn more

 

Recommendations for using Microsoft Teams at UCT

When to use Teams:

  • To send low priority messages, or informative and inspirational communications.
  • When group decision-making is required.
  • To communicate with the same group more than twice a week.
  • Where you require feedback from others.
  • When you want to store historical documentation
  • To maintain a record of communications.

When not to use Teams:

  • To send formal communications to mailing lists or groups.
  • When you require help or crowdsourcing.
  • To share information that doesn’t require feedback.
  • For Short-term projects.
  • For document approvals.
  • As a learning management system. (UCT uses Vula for this.)
  • As a repository for documents and policies that already exist.
  • To store or communicate confidential information.

UCT-specific Microsoft Teams online meetings recommendations

  • In the case where multiple people are joining a Teams meeting in the same venue, ensure that only one device is used, which can then be connected to the projector allowing everyone to view the screen. Any additional devices will create feedback in the room making it hard to hear. Feedback occurs when there is more than one device with a live mic in close proximity to each other.
  • Headphones are ideal for people joining the meeting by themselves and are situated in open-place office, and not a private room.
  • Mics all on all devices should be muted except for the speaker to avoid unnecessary noise.
  • Further, the person creating the meeting request, does not need to participate in the meeting as those required can simply click the link provided in the meeting request. A participate can then click More options ˙˙˙ to record the meeting.

Data location

Any data you upload to Teams will be stored locally – i.e. within Microsoft’s South African data centres.

If you have existing data that is stored anywhere else (other than on Teams), then don’t upload it to Teams. Instead, just create a link to that storage facility within Microsoft Teams.

Caution: For compliance reasons, if you have data stored outside of Teams, try to ensure that the data is stored in South Africa. Where this is not possible, ensure that your data is stored in line with that specific region’s compliance regulations.

For any new data related to the work that you’re doing, you can save it your team’s Files tab, which is available as one of the tabs in the General folder.

Also, when communicating with others via email, if the content is stored in Teams, don’t send it again as an attachment. Instead, rather send links to where the documents are stored in Microsoft Teams.

Outdated or unused Microsoft Teams sites

ICTS will archive any Teams sites that are inactive for 12 months. We will contact Team owners beforehand so that they can download any content that is still required.

 

Security

If you will use Microsoft Teams on your mobile device, ensure that you’ve installed an anti-virus app on the device. This will keep your Team site protected and secure when you access it. It’s also crucial to keep your device’s operating system and applications up-to-date.

 

Into the future with Microsoft Teams

Microsoft Teams is here to stay, and in the future, it will replace several services – including Skype for Business.

We will communicate these changes as they occur at UCT, but for now, we invite you to take advantage of the powerful collaboration features within Teams.