Microsoft Teams
Microsoft Teams, available through Microsoft Office 365, is a collaboration hub for Eastern Kentucky University employees and students where all conversations, meetings, files, and notes can be accessed by everyone, all in one place.
Features
Teams makes communicating one-on-one and with groups easy!
- Seamless real-time collaboration
- Chat one-on-one with other users, in small groups or via a Microsoft Teams "Team"
- Make audio or video calls with other users
- Host an audio or video conference with desktop sharing options
- Schedule small group or team meetings
- Post an email in a thread to keep everyone in the loop
- See past content and chat history anytime
- Integrated with Office 365 applications, including Outlook calendar, SharePoint and OneNote
Getting Started
How to get Teams
** Teams should already be installed on your University provided machine.
Log in and start using Teams in a web browser, desktop or mobile app with your EKU email address and password. Before downloading, it may be helpful to learn about Teams features by Platform.
- Open Teams in a Web Browser
- Download the Microsoft Teams Desktop app to start using Teams on your computer (availalbe for Windows, Mac and Linux)
- Download the Teams mobile app for iOS or Android
- Log in to Teams: Use your Office365 login: username@eku.edu (employees) or username@mymail.eku.edu (students)
- Creating a Team: Please submit a request by clicking here
- Team name: EKU IT will follow a pre-defined format for naming all Teams
- Owner/members: The requestor will be set as the owner of the team and therefore will be an administrator of the team. Additional members can be added at the time of the request or once the team has been created.
- You can use @mentions in your comments to get people’s attention
- Add an EKU-themed virtual meeting backgrounds
- Log into the Teams app on your PC, tablet, and phone (iOS / Android)
Help Resources
EKU IT Teams Knowledgebase articles
Teams Basics
Chat & Calls
- Chat (Instant Message) a co-worker or co-workers
- Make a call in Microsoft Teams (as of now only between EKU employees)
- Start chats and calls
- Manage call settings (including microphone and camera troubleshooting)
- Share your screen in a chat or call
- Contact groups in Chat
- 6 things to know about chat in Teams
Meetings & Organization
- Schedule a Microsoft Teams meeting in Outlook
- Join a Microsoft Teams meeting in Outlook
- Use live captions in a Teams meeting
- Breakout rooms in Teams
- Join a Teams meeting
- Meeting and Calls help center
- Record a meeting in Teams
- Add a Teams link into your Outlook calendar invitation
- Use Planner in Microsoft Teams
- Microsoft Teams: Using Planner to stay organized
Teams & Channels
- Organizing teams and channels
- Teams and channels overview
- Favorite and follow channels
- Work in channels
- Private Channels in Microsoft Teams
- Video: Filter activity feed
- Video: Manage notification settings
Calling Queues (formerly Response Groups in Skype)
Yealink MP56 phone (new campus phone for Teams)
- Device initial setup
- Home screen and buttons
- Making calls and in-call features
- Calendar integration and Teams meetings
EKU IT Recommended Headsets
- Jabra 20 (Wired headset) ** Headset is Microsoft Teams Certified
- Jabra 65 (Wireless headset) ** Headset is Microsoft Teams Certified
Data Privacy
Owners of teams must review and comply with University data privacy policies.
Teams are set to private by default. This means members need to be added by the owner in order for them to see the team and all of its contents. If the team is set to public, anyone within the EKU system can see the team and its contents and members.
Safeguards to Prevent and Stop Disruptions
- Share your meeting links only with invited guests. Do not share your meeting links publicly (e.g. social media).
- Use Meeting Options to disable other participants from sharing their screen and restrict access to the meeting.
- Be wary of admitting unknown guests (if an unknown guest is admitted and removed from the meeting, they will be able to re-enter the meeting without needing to be re-admitted).
Why Should I Use Teams?
One of the best reasons to use Teams is the cost: EKU has already paid for your Teams license as part of our Office 365 license for everyone, and there are no additional costs to the user or department. There are a few examples below that show how your department could use Teams.
Note: Teams is just one option in our list of communication and collaboration tools along with SharePoint, Zoom, Office 365 Groups, and more.
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If you... |
You could create a Team to... |
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Easy Meeting Recordings |
Record meetings using Zoom and send out or upload the recording to a shared space afterwards |
Schedule meetings that will record and automatically upload to the team space as well as Microsoft Stream. |
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Document Collaboration |
Send a group email with an attachment asking for feedback |
Upload a document to edit directly in Teams and collect feedback in the comment section. |
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Calendar Coordination |
Have a group calendar that each person adds to their Outlook |
Schedule meetings that will show up both in the Teams calendar and on each member's Outlook calendar. |
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Communication Hub |
Have an inbox overflowing with quick email exchanges |
Use the chat area for internal communication and leave email for more important tasks. |
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Shared File Storage |
Have a shared drive for your department or a cross-departmental group |
Store and share files securely in the cloud with everyone in the Team. |
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Project Management |
Have frequent meetings with your team to share updates on work |
Communicate in the chat space, and/or use the Planner feature to keep track of tasks and due dates. |
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Organization |
Already use other Office 365 apps like Outlook, OneDrive, Notebook, Planner, or Skype for Business |
Keep all your Office 365 content organized in one place. |
Tasks Available in Teams
Communication
- Group email address
- Create channels (sub-groups)
- Start a chat with individuals or groups
- Turn a chat into a call
- Share a file with people in a chat
- Share a file with offline participants
- Add emoji
- And GIFs and memes
- Threaded and persistent conversations
- @mention, #tag, and like conversations
- Search for files, content, and people
File Sharing
- Group file storage
- Restricted access to files (files are public by default)
- Document collaboration
Meetings
- Shared calendar
- Schedule a meeting from Outlook
- Record meetings
- Automatically share meeting recordings with a group
- Share desktop or app
- In-meeting access to chat and files
- Persistent chat before, during, and after the meeting
Calls
- Make, forward, and transfer calls
Mobile
- Chat, call, and meet from your device
Comparison Chart
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Zoom |
Teams |
Meet |
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Features |
-Video Conferencing on PC or phone -Screen sharing and participant control -Change background to custom images |
-Integrated with all the Microsoft apps -Combines VoIP, collaboration, and video features into a single app -Can set up meetings with calendars, create and share content, call all team members easily, and more -Can host calls up to 250 members -Screen sharing and call recording -Can see up to 9 participants on a call simultaneously -Provide transcripts of a meeting shortly after the meeting -Control participants -Change background to custom images |
-Video conferencing built into Google -Light, fast interface to easily mange up to 250-person meetings -Live streaming for up to 100,000 viewers within a domain -Gallery view where you can see up 16 call participants at once
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Supported Devices |
-PC Desktop apps (Windows & macOS) -Mobile app (Android & iOS) |
-PC Desktop apps (Windows & macOS) -Mobile app (Android & iOS) -Available on the web |
-Mobile app (Android & iOS) -Available on the web (Chrome, Mozilla, Microsoft, or Safari) |
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Pricing |
-Free tier allows unlimited one-on-one meetings but limits group sessions to 40 minutes and 100 participants -Pay plans after that (EKU pays for this) |
-Free to EKU (included in our Microsoft 365 plan) |
-Free to EKU as part of our G Suite enterprise |
