Your MS Teams

E-Book
 Table of Content

1 CHAT

2 COLLABORATION

3 AUDIO/VIDEO CALL

4 MEETINGS

5 TOOL INTEGRATION

6
EXTERNAL CALL

7
FILES

8
ACKTIVITY TRACKING
 1. CHAT
Start a Chat
You start one-on-one and group chats the same way: by selecting
the icon “new chat” at the top of Teams.

Do your one-on-ones in Teams

If you want to meet virtually with one of your colleagues, you can
kick off the meeting right from your chat. In the upper right corner
of your chat window you find buttons for Video call, Audio call and
Screen sharing.

Have a group chat

In a group chat, you can share files and collaborate on them. Then,
instantly make calls to the whole group of people who are
members of this group chat.

If you want to add participants later on, you can even include the
history from the past group chat, so that they don´t miss anything.

Permanent group chats

with up to 100 persons

Add people to permanent

chats

Search in chat for

messages, people or files

Formatting Options

Send emojis

Attachments

Additionally insertable

Schedule a meeting in Chat

Pin a chat
 2. COLLABORATION
Create or join a Team at Henkel!
Teams are a collection of people, conversations in channels, files,
notes & tools. If you want to create a new Team your first need to
request a corresponding Office 365 group, which automatically
includes a Sharepoint Online site, Stream and Teams. Simply fill in
all the required fields in the form and submit the request here.

Create and Manage Channels

Teams are made up of channels, which are conversations you have
with smaller audiences of your teammates. Each channel is
dedicated to a specific topic, department or project. All members
of a Team can create channels, a standard channel is open for all
members and anything posted is searchable by others.

Share content with your team

You can upload files directly to the Files tap in any channel. Just
click Files at the top, and then click Upload. To create a new file,
click New.

Create or join a Team

Create a Channel

Show or hide a team or

channel

Share files

Leave a team

Set team owner, member

and guest capabilities

Manage team settings and

permissions

Use @mentions to get

someone´s attention

Create and manage tags

/goto /call /activity

Use commands as
shortcuts to performing
common tasks

Show or hide channels and

Teams
 3. Audio/Video Call
Start a Audio/Video Call
You can make one-on-one or group calls with anyone in your
organization directly from a chat without having to host a formal team
meeting. These calls are private and others will not take attention of
them. Up to 50 people can be on the same video call.
The sortcut for starting a call is to type /call to the command box and
then type or select the name of the person you want to reach.

Hold, consult & transfer calls

Under more actions in the call window you can select to hold the call.
Everyone in the call will be notified that they have been put on hold.
People on hold can´t see or hear anyone else on the call. Everything
will return to normal once you resume your call. When you click on
transfer you simply can type in the name of the person you want to
transfer to, select the right person and click on transfer. If you first
need to check if the person is available to accept the call select consult
then transfer. Then you can ask wether via chat or via audio call if you
are supposed to transfer the call.

Answer a call
When someone calls you, a window will pop up in the lower rigt that
lets you accept or decline the call. You can decide wether to accept the
call with audio only, enable video as well or to decline the call.

1:1 call

Screen sharing

Hold, consult & transfer

calls

Mute/unmute functionality

Instant messages during

the call

See participants history

Add participants during a

call

Mute, remove, take

presenter rights of
participants

Start video with blur

Adapt device settings

during the call
 4.1 MEETING
Schedule a Teams meeting 1
After the first phase of the global Teams rollout you will have a calendar
in Teams, and with it comes several additions that let you manage your
schedule directly in Teams. You have 3 options to schedule a Teams
meeting: 1) book a meeting with the people in the chat, 2) go in your 2
Outlook calendar and click on the new Teams meeting botton 3) go to
the calendar on the left side of the app. If you take the latter option you
again have two alternatives available, either you select new meeting at
the top right of the app, or select a range of time in your calendar and it
will pop open a scheduling form. 3

Join a Teams meeting

You can join Teams meetings anytime, anywhere, from any device.
Always keep your eyes open for the Join button. In the meeting invite in
your Outlook app you find a link you join the meeting. This link will even
work in the browser, if you do not have a Teams desktop app. If you have
the Teams app downloaded on your mobile phone, you can go into the
calendar area, select the scheduled meeting and click on join. The same
is true for your desktop app. Moreover you can join a meeting from chat
or in a channel. Once you clicked on join, an overview of your audio and
video device settings are shown and you can adapt (f.e. Mute/unmute,
turn of/off video camera) before you finally join the meeting. The
settings are save and pre-selected for the next meetings you join.

Change participant settings

As a meeting organizer you can make changes to your meeting settings
before the meeting by going to meeting options either in the meeting
shown in your Teams client or in the Outlook Meeting invite. Here you
can set up who of the participants can present and who is allowed to
join/bypass the lobby.

Scheduling of a new
meeting in client

Scheduling Assistant in
client for finding a timeslot

Join meetings from within

the client 5 min before start
of meeting

Meet now / ad-hoc meeting

Meetings with >250

participants

Change the calendar view

Join meeting in App via

mobile using a phone
number

Change language, date

format and theme Settings

Mute participants already

in meeting options before
meeting starts
 4.2 MEETING
Dial in with a VC room (Polycom
Equipment)
If you are a group of people in a room, all need to join one and the same
Teams Meeting in one room then you can dial in the Henkel VC rooms into the
Microsoft Teams Meeting. Then the meeting would automatically appear on
the big screen in the room making use of the video conference system in the
room. In order to connect the VC room to your MS Teams Meeting book the
VC Room as you are used to. Click on the button place a call and then dial the 1
VTC Conference ID shown in your meeting invite. After the global migration
the schedule and it's join function on the Touch Panel will vanish and replaced
by a Teams Meeting quick dial in button. Once you clicked on the button you
will be connected to the gateway and asked to enter the Conference ID via
Touch Control or Remote Control.
2

After the global migration

Dial in a VC room with

Polycom Equipment

Screen Controls

Sharing Screen/files

Invite users to join the

meeting

See from within the

meeting who accepted the
invite and is still missing

Initiate a call from within

the meeting to ask invited
persons to join now

Admit people in the lobby

to enter the meeting

Change device settings

Mute all participants

Make attendee to presenter

and vice versa
 5. APP INTEGRATION
Open a tap in your channel
Taps give team members quick access to tools, services, and files.
Tabs are always visible at the top of the screen, so everyone can
get to them easily.

Add a tap to your channel/chat

By default, you automatically get a couple of tabs. For example the
Files tap, where files that get uploaded to the chat will be stored
in, and Notes tab, where all added Notes live in. If you want to
customize your own tab structure and add relevant tools click on
the plus at the top of your channel or chat and Add a tab by
selecting the tab you want from the tab gallery. This could be for
example a PowerPoint presentation that people can view or co-
edit as a team or a Planner for tracking tasks and managing work
items.

Office 365 Group

Outlook

Planner

Sharepoint/ Onedrive

OneNote

Whiteboard

Wiki

Stream

Power BI

Office Files (Word, Excel,

Visio, etc.)
 6. EXTERNAL CALLS
Call a (external) landline phone
number
The calls section is available after Teams only migration in second
rollout phase in end of Q3 2020. But you can already make calls to
other people in Teams Chat or by setting up a Teams meeting. Calling
is only possible (also emergancy calls) if your PC is connected to the
internet.

View or add contact to lists

You can manage your contacts in the calls section on the left side of
Teams. After click on contacts will find a person in a A-Z list of all
your contacts or via typing the name in the search bar. If you want to
add a new contact to your list, simply click Add a contact at the top
of your list. Switch over to your featured contacts to see a couple of
pre-set contact groups. To add someone to Your speed dial, click Add
to speed dial at the top right of your screen.

Call forwarding, call groups and

simultaneous ring
To set up your call forwardings, click on your profile picture at the
top of Teams, then select Settings > Calls. Under Call answering rules
you can choose forward my calls and then where you want to
foreward your calls to: voicemail, another person (delegate) or to a
call group. Once you decided for a call group a new window will open
where you can add persons to your call group and set up a ring order.
Either you want the call to be forwarded to all persons in the call
group at the same time or first it will ring 20 seconds for the first
person, then 20 seconds for the second person and so on. It is also
possible to set up a simultaneous ring, with the effect that incoming
calls ring you and at the same time someone else (delegate/call
group) or another device.

Call a (external) landline

phone number

Add contacts to lists (f.e.

favorites)

Voicemail

Missed calls notification

Call forewarding to
delegates

Change call forewarding

settings in delegation of a
teammember

Call Queue

Call forewarding, call

groups and simultaneous
ring
 7. FILES
Find recent, Microsoft Teams and
downloaded files
Click on the section Files to see all your important files. The Recent
view shows you all Office 365 documents you recently have viewed or
edited. These list is only visible for you and not for your colleagues.
Under Microsoft Teams you find all files created uploaded or edited in
Microsoft Teams, either in a chat or in a channel.

Share a file
To send a file in a one-on-one or group chat, the choose file button
beneath the compose box, select the file you want to share from your
computer or OneDrive for Business and then send. To share a file with
your team in a channel, select the choose file button beneath the
compose box or go to the Files tab and select Upload.

Find recent, Microsoft

teams and downloaded
files

Share a file in a Teams

Edit or download file

Share a file in a Chat

8. ACKTIVITY TRACKING
Explore your activity feed
Watch Activity on the left side of the app. That lets you know
whenever you've got notifications, for example if you got @mentioned by
someone, if somebody replied to your post or if there is a unread message
in one of your Teams channels. Notifications which are older than 30 days
are deleted automatically.

Manage notifications
There are multiple ways to access and manage notifications. To further
customize your notification settings, select your profile picture at the top,
right corner of Teams, then select Settings > Notifications. From
there you can fine-tune what notifications you receive and where those
notifications show up.

Manage notifications

Mark favourite channels

Activity feed