Set Up Microsoft Teams for Efficiency With These Helpful Tips

Set Up Microsoft Teams for Efficiency With These Helpful Tips

As a small business owner, you know communication is key to running your business smoothly. That’s why you may decide to set up Microsoft Teams for your employees.

Microsoft Teams is a cloud-based collaboration tool that lets you and your team members communicate and collaborate more efficiently. With Teams, you can chat in real-time, share files, and work on projects together.

Here are some tips to help you be more efficient with Microsoft teams:

Bookmark content

You can bookmark content in Microsoft Teams, quickly finding it later. To bookmark content, click the three dots next to the piece of content and click “Bookmark.” 

This can save you hours by getting you right back to your essential bits of information with a few simple clicks. Helping your whole team stay on task.

Add Connectors

Connectors are third-party apps that you can add to Microsoft Teams to get more out of the platform. For example, connectors can help sync data from calendars, file storage or other social apps. If you have developers on your team, you can make your own. 

Connecting connectivity tools tailored to your specific workflows can help improve productivity.


Microsoft Teams can keep a transcript of your Teams Meetings recordings. This can be a valuable way to evaluate the meeting later quickly or to find a specific piece of information needed to complete a task.

Use Keyboard Shortcuts.

Microsoft Teams has several keyboard shortcuts you can use to be more efficient. For example, you can use the “Ctrl+N” shortcut to create a new chat or the “Ctrl+E” shortcut to search for something. To view the complete list of keyboard shortcuts, press Ctrl+E to go to the Search field, type /keys, and then press Enter.

Send and Filter Messages Using @mention.

An @mention is an excellent way to get the attention of someone specific in chat., If you want to send a message to particular team members, you can use the @mention feature. 

To do this, type “@” followed by the team member’s name. You can also use the @mention feature to filter your messages. For example, you can only use the “@channel” command to see messages sent to the entire team.

Avoid Being Disturbed.

If you don’t want to be disturbed by incoming messages, you can set your status to “Do Not Disturb.” Nothing pulls your focus quite like unexpected message notifications. So, stay focused while you’re working on something important by turning this feature on.

To explicitly set it yourself, go to your profile at the top of Teams and select one from the list. You can also update your status from the command box. For example, type/available, /busy, /dnd, /brb, /away, or /offline to set your status as Available, Busy, Do not disturb, Be right back, Away, or Offline.

Utilise Chat Search.

You can use the search feature to search in chats. Search works best if you know who you talked to but don’t know precisely when your conversation happened. Learning how to search can save time and boost productivity. Find what you need in seconds and get back to work. 

Use GIFs to Build Cultures.

GIFs are a great way to add some personality to your Microsoft Teams chats. You can use GIFs to celebrate team milestones or have fun. To add a GIF to a conversation, click the “GIF” button and then search for a GIF. This can help boost morale amongst teams, especially after a long day.

Use the Mobile App

The Microsoft Teams mobile app is available for iOS and Android devices. It’s a great way to stay connected to your team while you’re on the go.

With remote work on the rise, you likely have team members working at different times or in different time zones. Using the mobile app to continue communicating with your team is a valuable way to stay in sync.

Once the app is installed on your device, sign in with the same account you use for the web version of Teams. Then you’ll have access to your teams and channels, and you can start chatting.

Get Help Being More Efficient with MS Teams

Using Microsoft Teams for your small business can help you boost efficiency and communication within your team. Following these tips, you can set up Microsoft Teams to work best for your business.

Need help visualising your business workflows in Microsoft Teams? We can help you get the most out of your investment and ensure your team is productive.

Contact us at +61 2 9161 7171 or send us a message to get started.