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How to Download and Use Microsoft Teams for Collaboration
In this article, you will learn everything you need to know about Microsoft Teams, the ultimate messaging app for your organization. You will discover what Microsoft Teams is, how to get it, how to use it, and how to customize it. By the end of this article, you will be able to download and use Microsoft Teams for collaboration with your coworkers and customers.
What is Microsoft Teams?
Microsoft Teams is a communication platform and teamwork hub designed for use in the workplace, with friends and family, or in schools. It allows you to chat, call, meet, share files, and collaborate with anyone from anywhere in one app.
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A brief introduction to the platform and its features
Microsoft Teams is part of the Microsoft 365 suite of products, which includes services like Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint, and more. It is fully integrated with these services and also supports a wide range of third-party integrations. You can also create and integrate your own apps via the Teams developer platform.
Some of the key features of Microsoft Teams are:
Chat: You can send instant messages to individuals or groups, use emojis, GIFs, stickers, and reactions, edit or delete messages, pin important messages or chats, and search for messages or people.
Calls: You can make audio or video calls with anyone inside or outside your organization. You can also use features like screen sharing, background blur or effects, live captions or subtitles (in over 30 languages), noise suppression or isolation (to reduce background noise), live transcription (to generate meeting notes), recording (to save meetings for later), breakout rooms (to split into smaller groups), hand raising (to indicate that you want to speak), polls (to gather feedback), whiteboard (to draw or write together), together mode (to see everyone in a shared virtual space), webinars (to host large online events), attendee registration (to manage invitations), reporting tools (to track engagement), and more.
Meetings: You can schedule meetings from Outlook or Teams calendar or start them instantly from chat or calls. You can invite up to 300 people per meeting or up to 10.000 people per webinar. You can join meetings from any device, including desktop, mobile, web, or phone. You can also join meetings from other platforms like Skype, Zoom, Webex, or Google Meet via Teams interop solutions.
Teams and channels: You can create teams for different purposes, such as projects, departments, or interests. You can add members from inside or outside your organization and assign them roles and permissions. You can also create channels within teams to organize conversations by topics, tasks, or subgroups. You can make channels standard (visible to everyone in the team) or private (visible only to a subset of the team). You can also follow or mute channels to stay updated or reduce notifications.
File sharing: You can share files with anyone in chat or teams and access them from any device. You can also co-edit files in real time with others using Office apps like Word, Excel, or PowerPoint. You can sync files to your device using OneDrive or SharePoint and access them offline. You can also manage files with features like version history, check-in/check-out, approval workflows, and more.
Apps: You can use apps in Microsoft Teams to enhance your productivity and collaboration. You can access built-in apps like Planner (to manage tasks), Forms (to create surveys), Stream (to watch videos), Power BI (to visualize data), Power Automate (to automate workflows), Power Apps (to build custom apps), and more. You can also add third-party apps from the Teams app store or upload your own apps via the Teams developer platform.
How to Get Microsoft Teams?
If you are interested in using Microsoft Teams for collaboration, you need to get a Microsoft 365 subscription that includes Teams. There are different plans and pricing options for Microsoft Teams depending on your needs and budget.
The different plans and pricing options for Microsoft Teams
There are four main types of plans for Microsoft Teams: Business, Enterprise, Education, and Government. Each plan has different features and limitations. Here is a brief overview of each plan:
Plan
Price per user per month
Features
Limitations
Business Basic
$5
Chat, calls, meetings, file sharing, Office web apps, security and compliance.
No desktop Office apps, no advanced meeting features, no advanced security and compliance features.
Business Standard
$12.50
All the features of Business Basic plus desktop Office apps and scheduled meetings.
No advanced meeting features, no advanced security and compliance features.
Business Premium
$20
All the features of Business Standard plus advanced security and compliance features like device management, data loss prevention, information protection, and more.
No advanced meeting features.
Enterprise E1
$8
All the features of Business Basic plus unlimited chat and search, live events for up to 10.000 people, audio conferencing, 1 TB of file storage per user, and more.
No desktop Office apps, no advanced meeting features.
Enterprise E3
$20
All the features of Enterprise E1 plus desktop Office apps, meeting recordings, phone system and calling plans (additional cost), enhanced security and compliance features like eDiscovery and legal hold.No advanced meeting features.Enterprise E5$35All the features of Enterprise E3 plus advanced meeting features like webinar hosting for up to 10.000 people, attendee registration and reporting tools, live transcription with speaker attribution, breakout rooms, together mode scenes customization, cloud calling with direct routing (additional cost), advanced security and compliance features like threat protection and governance.None.Education A1Free for students and teachers.All the features of Business Basic plus unlimited chat and search, live events for up to 10.000 people, audio conferencing, 1 TB of file storage per user plus 25 TB of shared storage per team or site collection.No desktop Office apps for students (only for teachers), no advanced meeting features.Education A3$2.50 per student per month $3.25 per faculty or staff per month.
All the features of Education A1 plus desktop Office apps, meeting recordings, phone system and calling plans (additional cost), enhanced security and compliance features like eDiscovery and legal hold.
No advanced meeting features.
Education A5
$6 per student per month $8 per faculty or staff per month.
All the features of Education A3 plus advanced meeting features like webinar hosting for up to 10.000 people, attendee registration and reporting tools, live transcription with speaker attribution, breakout rooms, together mode scenes customization, cloud calling with direct routing (additional cost), advanced security and compliance features like threat protection and governance.
None.
Government G1
$6
All the features of Business Basic plus unlimited chat and search, live events for up to 10.000 people, audio conferencing, 1 TB of file storage per user, and more.
No desktop Office apps, no advanced meeting features, no advanced security and compliance features.
Government G3
$20
All the features of Government G1 plus desktop Office apps, meeting recordings, phone system and calling plans (additional cost), enhanced security and compliance features like eDiscovery and legal hold.
No advanced meeting features.
Government G5
$38
All the features of Government G3 plus advanced meeting features like webinar hosting for up to 10.000 people, attendee registration and reporting tools, live transcription with speaker attribution, breakout rooms, together mode scenes customization, cloud calling with direct routing (additional cost), advanced security and compliance features like threat protection and governance.
None.
You can compare the different plans and pricing options for Microsoft Teams on the official website. You can also sign up for a free trial or a free version of Microsoft Teams with limited features. The free version allows you to chat and meet with up to 100 people for up to 60 minutes per meeting (up to 24 hours until June 2021), create teams and channels, share files with 10 GB of team storage and 2 GB of personal storage per user, use Office web apps, and access over 250 integrated apps. However, the free version does not include Office desktop apps, scheduled meetings, meeting recordings, phone system and calling plans, security and compliance features, administration tools, or support.The steps to download and install Microsoft Teams on different devices
Once you have chosen a plan or a version of Microsoft Teams that suits your needs and budget, you can download and install Microsoft Teams on different devices. You can use Microsoft Teams on Windows, Mac, Linux, Android, iOS, or web browsers. Here are the steps to download and install Microsoft Teams on different devices:
Windows: Go to the Microsoft Teams download page and click on Download for desktop. Run the installer file and follow the instructions. Sign in with your Microsoft account or create one if you don't have one.Mac: Go to the Microsoft Teams download page and click on Download for desktop. Open the installer file and drag the Microsoft Teams icon to the Applications folder. Sign in with your Microsoft account or create one if you don't have one.Linux: Go to the Microsoft Teams download page and click on Download for Linux. Choose your distribution (Debian or RPM) and architecture (64-bit or 32-bit). Open the installer file and follow the instructions. Sign in with your Microsoft account or create one if you don't have one.Android: Go to the Google Play Store and search for Microsoft Teams. Tap on Install and wait for the app to download. Open the app and sign in with your Microsoft account or create one if you don't have one.iOS: Go to the App Store and search for Microsoft Teams. Tap on Get and wait for the app to download. Open the app and sign in with your Microsoft account or create one if you don't have one.Web browser: Go to the Microsoft Teams web app and sign in with your Microsoft account or create one if you don't have one. You can use any modern browser like Chrome, Edge, Firefox, or Safari. However, some features may not be available or may work differently on different browsers.How to Use Microsoft Teams?
Now that you have downloaded and installed Microsoft Teams on your device, you can start using it for collaboration. You can create and join teams and channels, chat and call with anyone, share and co-edit files, and use apps in Microsoft Teams. Here are some of the basics of using Microsoft Teams:
The basics of creating and joining teams and channels
To create a team in Microsoft Teams, click on the Teams icon on the left sidebar and then click on Join or create a team at the bottom. You can choose from different types of teams, such as Class, PLC, Staff, or Other. You can also create a team from scratch or from an existing group or team. You can name your team, add a description, choose a privacy setting (public or private), and add members. You can also create channels within your team to organize conversations by topics, tasks, or subgroups.
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To join a team in Microsoft Teams, you can either accept an invitation from someone else or search for a public team. You can also use a code or a link to join a team. To search for a public team, click on the Teams icon on the left sidebar and then click on Join or create a team at the bottom. You can browse the suggested teams or use the search box to find a team by name or description. To use a code or a link to join a team, click on the Teams icon on the left sidebar and then click on Join or create a team at the bottom. You can enter the code or paste the link in the box and click on Join.
The tips and tricks for using chat, calls, meetings, file sharing, and apps in Microsoft Teams
There are many ways to use chat, calls, meetings, file sharing, and apps in Microsoft Teams to enhance your collaboration. Here are some of the tips and tricks for using these features:
Chat: You can use chat to send instant messages to individuals or groups in Microsoft Teams. You can also use chat to start calls or meetings, share files or apps, or schedule events. You can use features like emojis, GIFs, stickers, and reactions to make your chat more fun and expressive. You can also edit or delete messages, pin important messages or chats, and search for messages or people.
Calls: You can use calls to make audio or video calls with anyone in Microsoft Teams. You can also use calls to start meetings, share files or apps, or schedule events. You can use features like screen sharing, background blur or effects, live captions or subtitles (in over 30 languages), noise suppression or isolation (to reduce background noise), live transcription (to generate meeting notes), recording (to save calls for later), breakout rooms (to split into smaller groups), hand raising (to indicate that you want to speak), polls (to gather feedback), whiteboard (to draw or write together), together mode (to see everyone in a shared virtual space), webinars (to host large online events), attendee registration (to manage invitations), reporting tools (to track engagement), and more.
Meetings: You can use meetings to schedule or start online meetings with anyone in Microsoft Teams. You can also use meetings to chat or call with anyone, share files or apps, or schedule events. You can use features like screen sharing, background blur or effects, live captions or subtitles (in over 30 languages), noise suppression or isolation (to reduce background noise), live transcription (to generate meeting notes), recording (to save meetings for later), breakout rooms (to split into smaller groups), hand raising (to indicate that you want to speak), polls (to gather feedback), whiteboard (to draw or write together), together mode (to see everyone in a shared virtual space), webinars (to host large online events), attendee registration (to manage invitations), reporting tools (to track engagement), and more.
File sharing: You can use file sharing to share files with anyone in Microsoft Teams. You can also use file sharing to chat or call with anyone, start meetings, share apps, or schedule events. You can co-edit files in real time with others using Office apps like Word, Excel, or PowerPoint. You can sync files to your device using OneDrive or SharePoint and access them offline. You can also manage files with features like version history, check-in/check-out, approval workflows, and more.
Apps: You can use apps in Microsoft Teams to enhance your productivity and collaboration. You can access built-in apps like Planner (to manage tasks), Forms (to create surveys), Stream (to watch videos), Power BI (to visualize data), Power Automate (to automate workflows), Power Apps (to build custom apps), and more. You can also add third-party apps from the Teams app store or upload your own apps via the Teams developer platform.
How to Customize Microsoft Teams?
Microsoft Teams is a flexible and customizable platform that allows you to tailor it to your needs and preferences. You can change your settings, preferences, and notifications in Microsoft Teams. You can also integrate third-party apps and services with Microsoft Teams. Here are some of the ways to customize Microsoft Teams:
The ways to change your settings, preferences, and notifications in Microsoft Teams
You can change your settings, preferences, and notifications in Microsoft Teams by clicking on your profile picture on the top right corner and selecting Settings. You can also access Settings by pressing Ctrl + , on your keyboard. In the Settings menu, you can adjust various options, such as:
General: You can change your theme (dark, light, or high contrast), language, app version, privacy, and accessibility options.
Devices: You can choose your audio and video devices, test your speakers and microphone, make a test call, and adjust your camera settings.
Calls: You can set up your voicemail, call answering rules, call forwarding options, caller ID, and ringtone.
Notifications: You can choose how you want to receive notifications for different activities, such as mentions, replies, reactions, chat messages, calls, meetings, missed activity, and more. You can also mute or unmute specific chats or channels.
Permissions: You can manage your permissions for different features, such as location sharing, microphone access, camera access, screen sharing access, and more.
About: You can check your app version, license information, terms of service, privacy statement, and feedback options.
The options to integrate third-party apps and services with Microsoft Teams
You can integrate third-party apps and services with Microsoft Teams to extend its functionality and enhance your collaboration. You can add apps to your chats or teams from the Teams app store or upload your own apps via the Teams developer platform. You can also use connectors to receive updates from external sources like Twitter, RSS feeds, GitHub, etc. Some of the popular apps that you can integrate with Microsoft Teams are:
Asana: A project management tool that helps you track tasks, deadlines, and progress.
Trello: A visual collaboration tool that helps you organize projects using boards, lists, and cards.Slack: A communication platform that helps you chat , call, and share files with anyone.
Zoom: A video conferencing tool that helps you host or join online meetings, webinars, and events.
Dropbox: A cloud storage service that helps you store, access, and share files with anyone.
SurveyMonkey: A survey creation tool that helps you collect feedback, opinions, and insights from anyone.
Adobe Creative Cloud: A suite of creative tools that helps you create and edit graphics, videos, audio, and more.
You can add apps to your chats or teams by clicking on the Apps icon on the left sidebar or the More options icon (three dots) on the top right corner. You can browse or search for apps in the Teams app store or upload your own apps via the Teams developer platform. You can also use connectors to receive updates from external sources by clicking on the More options icon (three dots) next to a channel name and selecting Connectors. You can browse or search for connectors in the Teams app store or create your own connectors via the Teams developer platform.
Conclusion
Microsoft Teams is a powerful and versatile platform that helps you communicate and collaborate with anyone from anywhere in one app. You can chat, call, meet, share files, and use apps in Microsoft Teams. You can also customize Microsoft Teams to suit your needs and preferences. You can download and install Microsoft Teams on different devices and use it for different purposes, such as work, school, or personal. Microsoft Teams is the ultimate messaging app for your organization.
FAQs
Here are some of the frequently asked questions about Microsoft Teams:
What are some of the best Microsoft Teams alternatives?
Some of the best Microsoft Teams alternatives are:
Google Workspace: A suite of cloud-based productivity and collaboration tools that includes Gmail, Google Chat, Google Meet, Google Drive, Google Docs, Google Sheets, Google Slides, Google Forms, Google Calendar, Google Keep, Google Sites, and more.
Slack: A communication platform that helps you chat, call, and share files with anyone. It also integrates with over 2.000 apps and services.Zoom: A video conferencing tool that helps you host or join online meetings , webinars, and events. It also offers features like screen sharing, breakout rooms, live transcription, recording, and more.
Discord: A voice, video, and text communication platform that helps you create or join communities around your interests, hobbies, or passions. It also offers features like screen sharing, live streaming, bots, and more.
Skype: A voice, video, and text communication platform that helps you connect with anyone for free. It also offers features like screen sharing, file sharing, translation, and more.
How secure is Microsoft Teams?
Microsoft Teams is a secure platform that uses encryption, authentication, authorization, and auditing to protect your data and privacy. Microsoft Teams complies with various industry standards and regulations, such as ISO 27001, ISO 27018, SOC 1 and SOC 2, HIPAA, EU Model Clauses (EUMC), GDPR, FedRAMP, and more. You can also manage your security and compliance settings in the Microsoft 365 admin center or the Teams admin center. You can also use features like data loss prevention (DLP), information protection (AIP), retention policies, legal hold, eDiscovery, and more to control and monitor your data in Microsoft Teams.
How can I access Microsoft Teams offline?
You can access Microsoft Teams offline by using the desktop or mobile app on your device. You can still view your chat history, read messages, write messages (which will be sent when you are online), and access files that you have synced to your device using OneDrive or SharePoint. However, you will not be able to make or receive calls or join meetings when you are offline.
How can I troubleshoot Microsoft Teams issues?
If you encounter any issues with Microsoft Teams, you can try the following steps to troubleshoot them:
Check your internet connection and make sure it is stable and fast.
Check your device settings and make sure they are compatible with Microsoft Teams requirements.Check your app version and make sure it is up to date.Check your app settings and make sure they are configured correctly.Check the Microsoft 365 service status and make sure there are no outages or incidents affecting Microsoft Teams.Restart your app or device and see if the issue persists.Contact your IT administrator or Microsoft support for further assistance.How can I learn more about Microsoft Teams?
If you want to learn more about Microsoft Teams, you can use the following resources:
The Help icon on the left sidebar of the app. You can access various topics, videos, guides, tips, and FAQs about Microsoft Teams.
The Microsoft Teams website. You can access information about plans and pricing, features and integrations, customer stories, events and webinars, blogs and podcasts, and more.The Microsoft Teams YouTube channel. You can watch videos about how to use Microsoft Teams for different scenarios, such as work from home, education, healthcare, and more.
The Microsoft Teams community. You can join discussions, ask questions, share ideas, and get answers from other Microsoft Teams users and experts.
The Microsoft Teams documentation. You can access detailed information about how to use, manage, and develop Microsoft Teams for different roles and scenarios.
The Microsoft Teams training. You can access free online courses and learning paths about how to use Microsoft Teams for different purposes and levels.
I hope you found this article helpful and informative. If you have any feedback or questions, please feel free to leave a comment below. Thank you for reading and happy collaborating with Microsoft Teams!
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