Microsoft Teams: Tips & Shortcuts

Microsoft Teams Tips Shortcuts 
8 September 2021 · 4 min read
The pandemic has restructured the modern workplace. This new way of working has provided the opportunity for modern collaboration platforms like Microsoft Teams, to grow exponentiallyAs the number of Teams users has skyrocketed, with over 250 million monthly active usersso have its features. With the platforms vast number of possibilities, users many times are lost and don’t get to enjoy the full benefits of what Teams offers.  
Not to worry, as we’ve got you covered. With years of experience in using Teams as early adopters, we have put together a list of tips & shortcuts to use that will help you get the best out of Teams.
Read on to discover these tips & shortcuts of Teams, and how to use them to your advantage.
Tips for Productivity & Collaboration 
Use Urgent Chat Notifications 
The Urgent Chat Notification allows Team users to send out priority notifications repeatedly for 20 minutes with a gap of 2 minutes on all messages that are marked as urgent. Teams’ users can send out and receive unlimited urgent messages. To mark a message as “Urgent”, all you have to do is select the “Important” or “Urgent” option right below the text compose box. This automatically adds the word Important or Urgent to your message. This way you can give your messages the power they deserve and not worry that a user will miss your message 
Pin Apps to the Messages Section 
For easier access to certain apps, Teams has the perfect solution. You can select whatever apps you need and pin them to the message area (selecting from the various options of Teams). This way you can instantly access them without having to spend a few wasteful clicks on searching and opening the desired app.
Creative Announcements in Teams Channels 
When wanting to give a particular channel post more attention or a little bit of sparkle, design wise, the Teams announcement feature is your go-to option. Instead of just simply starting a conversation in a specific channel, you can select the “Announcement” option, in the “New conversation” tab. Once selected, you can modify the announcement with different text colors, and even choose a specific background illustration or upload your own image to the header. Very impressive if you ask us.
Save Messages For Later  
MS Teams has come prepared for the “extra busy” people as well. If there is a particular message/post that you are interested in but don’t have time to read instantly when posted, you can easily check it out later.
All you have to do is click the three dots that come up when your cursor is on the post and select the “save this message” option. You can find your saved posts in your “saved section” under your account picture. This can help you go back to certain messages and check them out later when something is of interest or you are unable to check it out when it was posted. After reading it if you no longer want it in your “saved section”, you can remove it by just clicking the flagged sign on the post.
Meeting Tips 
There is no collaboration without security. Luckily Teams has taken measures to avoid unnecessary security damage when it comes to meetings and recordings.  
Advanced Built-In Meeting Options 
Teams has got you covered in the meeting security department as well. If you have initiated a meetingthere is a lot you can do in terms of privacy and who can attend.  
You can go at the meeting options where you have the possibility of determining who can bypass the lobby, who can present, allow attendees to unmute, allow reactions, and other features that you can play around with depending on your preferences or the meeting sensitivity. This way you can avoid any intruders or uninvited guests to your meetings, and much more.
Despite the several security options for meetings, Teams faces many limitations on a key element, data protection. With Teams, admins have to manually set user-permissions to data. This practice requires time & resources and is prone to human error. So, at times users end up having access to sensitive data irrelevant to their position.
To avoid the unnecessary and tremendous damage that comes from this, your organization needs advanced access management. Through this method, users start with the minimum level of access they need to complete their jobs. This is also useful as the status of certain projects change — or when a user departs an organization or department users should have their access permissions removed. However, when this process is done manually it can be time-consuming. That’s why you need a third-party solution like Prosperoware CAM to take you the extra mile.
Teams Shortcuts 
Talking about shortcuts, Teams has got many of them. Use these if you want to avoid clicking, and clicking, and clicking.  
Filtering Ithe Solution 
If you don’t want to scroll through your chats list to find a person, a group, a meeting, or unread messages, there is a simple, efficient shortcut for that. By pressing CTRL + Shift + F, you will be able to immediately search at the top “Chat” bar. You can filter chats by name, meetings, unread messages, or unmuted chats. This ultimately saves you time and improves efficiency. The same process can be applied for Teams and Channels.  
While this is a useful shortcut, it’s still quite limited. Users must still scroll across many Teams and Channels that come up because they contain the same searched word in their title.  
To avoid this, organizations should leverage solutions like Prosperoware CAM to add unlimited rich metadata. When such metadata is coupled with a Unified Project Directory, users can search and find the relevant content they need.  On top of that, CAM enables standard naming conventions & advanced templateshelping users easily locate their content, and risk management teams understand context and determine who needs access to what data, and in return, apply proper data security & minimization policies 
Solution For The “Accidentally Hitting ENTER” People 
We are sure that there were many times that you accidentally sent a half-written message by hitting “enter” and had to go back to iteither deleting or editing it. All of this without a doubt is a waste of time, and a little bit embarrassing. No worries, Teams has a solution for the “accidentally hitting ENTER” people.  
If you are in a chat or a Teams channel, and you want to send a message, you can avoid accidentally sending the message by pressing CTRL + Shift + X at the same time. This opens a “Compose Box” so that even if you hit “enter” it will only add a space line and not send instantly. While for sending it you must then click the “airplane shaped” icon.  
“/”, The Ocean of Commands  
Do you want to see someone’s activity status, see all your mentions, set status to offline, or make a test call? Teams has THE command for that.
You can perform all of these actions by typing “/” at the top search bar, and you will be presented with an ocean of commands. This way you don’t have to scroll through tens of Channels, or thousands of files to find the right one, as the “/” command offers the opportunity to search for these and much more instantly.
Never Lose a Single Message 
If you are looking for a specific post or message from a very long time ago, scrolling through a whole conversation or Channel posts is devastating and time consuming. And at times you fail to even find what you were looking for. Thankfully, in Teams there is no need to waste your time on that. By typing “./” in the top search bar, and typing a specific word that you want searched (i.e., data), you will be presented with a list of results across all chats and channels where the word “data” was used. A life saver, we know. Especially for forgetful people, and also posts & conversations that took place a long time ago.
How to Stay Online Without Having to Move the Cursor? 
The much requested, and the tip of the iceberg tips, “how do I stay online?” Well, we are still trying to figure that out ourselves. So, if you have the solution, care to share… 
All of these tips & shortcuts alone work great but there is much more you can do with Teams in terms of provisioning and data governance, especially when you add a third-party solution to it. Prosperoware CAM brings just that value, and much more.
How Prosperoware Helps 
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of collaboration systems. It allows organizations to provision, classify, protect, move, and minimize data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data. It provides rich custom metadata, empowering users to locate documents, and risk management teams to understand business context in order to apply the right security & data minimization policies.
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of collaboration systems. It allows organizations to provision, classify, protect, move, and minimize data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
Here is what CAM can do for you:
    • Provisioning of workspaces, Teams, Channels, Lists, users & groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
    • Rich, custom metadata for project or document context.
    • Unified project directory for content location for end users and risk management teams.
    • Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
    • Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
    • Data protection by creating a separate archive of documents to access in case of incidents.
    • Minimize data by setting automatic data disposition policies or apply litigation hold.

Want to see CAM & Microsoft Teams in action?

Want to see CAM & Microsoft Teams in action?

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