Speak to Someone on Microsoft Teams: A Step-by-Step Guide
Communicate using Microsoft Teams
It’s taken some time to get there, particularly considering the amount of people searching for a way to easily chat and video conference today, Microsoft Teams has emerged as a key platform for remote collaboration. It has revolutionized our way of connecting and interacting in both the personal and professional spheres. Microsoft Teams is a powerful collaboration platform that lets users interact with your colleagues, friends and family members via video and voice calls. If you’re working on your project or spending time with family members, Teams allows you to talk in real-time. How do I speak to someone on Teams? This article will provide a brief tutorial on how to use Teams to connect with family and friends. how to make a phone call using Microsoft Teams.
Table of Contents
How do I speak to someone on Teams?
How do I speak to someone on Teams? There are several ways to talk to an individual using Microsoft Teams.
- Start a chat: Open the Teams app and go to the Chat tab. Type the name of the person you want to chat with in the search bar and click their name. Click the Video call or Audio call button to start a call.
- Start a call from a command: In the Teams app, click the Command box at the top of the screen. Type /call and then the name of the person you want to call. Click the Enter key to start the call.
- Start a call from someone’s profile card: In a channel or chat, click the person’s profile picture. Click the Video call or Audio call button to start a call.
- Make a call from your phone: If you have the Teams mobile app, you can make a call from your phone’s contact list. Open the Teams app and go to the People tab. Tap the person’s name and then tap the Video call or Audio call button.
If you’re having difficulty communicating on Teams ensure that your microphone is activated and muted. This can be checked within the settings of your Windows settings.
Here are some more tips to use when speaking in Teams:
- Be sure to be in a quiet location where you are not interrupted.
- Make sure you speak clearly and slowly to ensure that your audience is able to understand your words.
- Utilize earbuds or headphones to boost the sound quality of your phone call.
- If you’re having trouble hearing someone else Ask for them to speak at a higher volume or stand towards their mic.
How to use Microsoft Teams with your friends and family
Microsoft Teams was primarily designed for organizations and businesses to help facilitate collaboration and communication. However, you are able to modify its features to share it with family and friends too. Here’s how you can utilize Microsoft Teams for personal use:
1. Create a Microsoft Account: In case you, or any of your loved ones do not have any Microsoft accounts, they’ll have to make one. This will be used as the password to Microsoft Teams.
2. Install the Teams App: Download and install the Microsoft Teams app on your device. It’s available for Windows, macOS, iOS, and Android.
- In Microsoft Teams, a “Team” is a group that you can create for a specific purpose, such as for your family.
- Click on the “Teams” icon in the left sidebar.
- Click on “Join or create a team” at the bottom.
- Choose “Create a team.”
- Select the “Family” option to get started.
3. Set Up Your Team:
- Give your team a name, such as “Smith Family” or any other name that suits your group.
- Add a description if you want.
- Choose privacy settings for your team. You can generally keep it private to invited members.
4. Add Members:
- Invite your friends and family to join the team using their Microsoft email addresses.
- Click “Add member” and enter their email addresses. You can add multiple people at once.
5. Channels and Tabs:
- Within your Family Team, you can create different channels for different topics or activities.
- For example, you could have channels for “General,” “Events,” “Vacations,” etc.
- You can also add tabs to your channels for quick access to apps, websites, and documents relevant to that channel.
6. Chat and Calls:
- Use the chat feature to communicate with individual family members or the entire group.
- You can also make voice or video calls using Teams.
7. Share Files and Documents:
- You can share files and documents within your Family Team.
- Click on the “Files” tab in a channel to upload and share documents.
8. Calendar and Events:
- You can use the “Calendar” tab to schedule family events, birthdays, gatherings, etc.
- Set up meetings and invite family members using the Teams meeting feature.
9. Customize and Have Fun:
- Customize your Family Team by adding a profile picture and adjusting settings.
- Use emojis, GIFs, and stickers to add a personal touch to your conversations.
- Consider using the “Posts” tab to share updates, photos, and stories.
How to Collaborate with External Users in Microsoft Teams
Two ways are available to work with other users of Microsoft Teams:
- Guest access: This lets users add other members to the Teams group as guests. Guest users have the same features as regular users, however they are unable to create teams or manage channels.
- Shared channels: This permits you to set up an account that is shared by your organization with another organization. Both groups of users are able to be part of the channel, however, they’ll only be able to see messages and files shared by them.
To collaborate with other users by granting guest access, you’ll have to allow guest access to your organization. This can be done with these simple steps
- Go to the Microsoft 365 admin center.
- Click Teams.
- In the left navigation pane, click Users.
- Click Guest access.
- Set the Guest access switch to On.
To collaborate with other users by granting guest access, you’ll have to allow guest access to your organization. This can be done with these simple steps
- Go to the Teams app.
- Click the People tab.
- Click the Add people button.
- Type the email address of the external user you want to add.
- Click the Add button.
The outside user will be sent an email inviting them to join your Teams group. After they have accepted the invite they’ll be eligible to join your channels and teams and will be able to communicate and collaborate with you as well as teammates. To collaborate with users from outside through channels that are shared, you’ll be required to set up an open channel. This can be done using these steps:
- Go to the Teams app.
- Click the Teams tab.
- Click the New team button.
- In the Create a team dialog box, select the Shared channel option.
- Enter a name for the channel.
- Select the organizations that you want to share the channel with.
- Click the Create button.
A shared channel is established and is visible to all users of the chosen organizations. Members are able to join the channel, collaborate on documents and chat with one another.
Here are some other things to remember when working with users from outside within Microsoft Teams:
- You can control permissions for shared channels, so that users are able to only view specific messages or files.
- You can also utilize your Guest Settings to limit the activities of outside users within your Teams organization.
- It is crucial to be aware of the security policies of your company prior to collaborating with users from outside.
How to Make a Call with Microsoft Teams
Making calls using Microsoft Teams is a straightforward procedure. Teams allows you to make use of Teams to make video and voice calls to colleagues as well as team members and external contacts. This is how to make a call with Microsoft Teams:
Note that to make calls using Microsoft Teams, you need to be enrolled in an active Microsoft 365 subscription or access that is provided by your business.
Making a Voice Call
| Open Microsoft Teams | Launch the Microsoft Teams application on your computer or mobile device. |
| Navigate to the Calls Tab | In the left sidebar, click on the “Calls” icon. It looks like a phone receiver. |
| Search for a Contact | In the “Calls” tab, you’ll see a search bar at the top. Type the name, email address, or phone number of the person you want to call. |
| Select the Contact | As you start typing, Microsoft Teams will show matching contacts. Click on the contact you want to call. |
| Choose Call Type | After selecting the contact, you’ll see options to make a call. Click the phone icon for a voice call. |
| Answering a Call | If someone is calling you, a pop-up notification will appear on your screen. You can click “Answer” to accept the call or “Decline” to reject it. |
Making a Video Call
1. Follow Steps 1- 4 from the Voice Call section above.
2. Choose Call Type:
- After selecting the contact, click the camera icon for a video call.
3. Answering a Video Call:
- Just like with voice calls, you’ll receive a notification for incoming video calls. You can click “Answer” to start the video call.
Using the Command Bar
Another way to initiate a call is by using the command bar at the top of the Teams app:
- Click on the search bar at the top of the Teams app.
- Type “/call” followed by the name, email address, or phone number of the contact you want to call.
- Select the contact from the suggestions and choose whether to make a voice or video call.
Additional Tips
- During a call, you can mute or unmute yourself, turn your camera on or off, and share your screen using the icons in the call interface.
- You can also add more people to a call to create a conference call. Click the “Add people” icon during a call to invite additional participants.
- If you’re using Microsoft Teams for personal use, you can also make calls to friends and family using the same process.
Remember that Microsoft Teams provides various features for call management and collaboration, so take some time to explore its options and settings to make the most of your calling experience.
Frequently Asked Questions
How do Teams help me collaborate with people outside my organization?
It is possible to use Teams to set up meetings, talk one-on-one with colleagues and even make the Teams call to anyone outside of your company, as well as create documents as well as collaborate with projects on the fly.
Can I collaborate with people who don’t have a Teams or Microsoft 365 (formerly Office 365) account?
Yes. It is possible to invite third people to your meetings, chat one-to-1 online and make video or audio calls. All they require to connect is a computer and a new web browser. They don’t require installing Teams. For a more collaborative experience You can collaborate on documents with other users on Teams. You can also invite users into your Teams account as guests. Members can log in to your Teams and take part in Your projects live in.
What’s the easiest way to schedule a Teams meeting with people outside my organization?
If you’re new using Teams the best way is to open Outlook and create the meeting or calendar appointment. Plan your meeting the way you would normally, but instead of looking for a space, you can use the Teams meeting option in your calendar. Participants will receive an invitation with an invitation to join your Teams meeting.
My organization uses Teams, but I can’t see the calendar tab in Teams. Why is this?
Perhaps your employer has already deployed Teams but your company’s IT team has yet to connect it to Microsoft 365. At present, you can use the Outlook Add-in. If you aren’t able to see an Outlook extension, then a short installation on the Teams client will usually clear this issue.
What’s the difference between scheduling a meeting on Teams and a live event?
A scheduled meeting allows attendees to connect by using video, voice and chat on the internet. Live events are similar to a webinar in that you present one of your events to a large number of.
I’m new to Teams – what’s the simplest way to make a voice or video call to external users in Teams?
Visit the Teams tab and click on Calls. You will then be able to select contacts. Find your contact, then select the voice or video call option. If you are licensed to use Microsoft Phone System and see a number listed in the tab for calling you are able to call any number by dialing the pad.
How do I use Teams Chat to collaborate with someone outside my organization?
Visit the chat option within Microsoft Teams and select the new chat button. You can enter their email, and select to search them externally. After that, you can begin the conversation online. Be aware that if you can’t locate them, it could be because your Microsoft 365 subscription hasn’t been set up to allow you to communicate with other people or they don’t use Teams and Skype for Business at the moment.
Can I invite someone from another organization to join my team in Microsoft Teams?
Yes it is if your IT team has arranged the authority you have within Microsoft 365 to do this. They may have put in place restrictions on who you are able to invite (their corporate domain) and the access rights you have to give. Choose the Teams option on the toolbar left-hand side, select which group (channel) you wish for your guests to be a part of and click Add Member.
