Best Practices in Microsoft Teams
2026-Jan-Wed
Best practices in Microsoft Teams focus on maintaining organization, security, and efficient communication.
How to Organize Work in Microsoft Teams?
- Create Teams by Project
Each project should have its own Team in Microsoft Teams. This keeps all files, channels, and meetings organized in one place.
- Use Topic-Based Channels
Within each Team, create separate channels for specific subjects (e.g., General, Planning, Operations, Design). This prevents mixed conversations and makes information easier to find.
For more details on Teams and Channels, visit Microsoft Support here.
Organized Communication
- Avoid side conversations in meeting chat
Use the meeting chat only when necessary. Stay focused on the meeting to avoid missing important information.
- Post messages in the correct channel
If the topic belongs in the Design channel, do not post it in General. This helps the entire team follow the conversation history.
Meeting Best Practices
- Always join with your microphone on Mute
This helps prevent unwanted noise and interruptions. Turn your mic on only when you speak.
- Use video whenever possible
Video improves communication and team interaction. It helps maintain engagement and team connection.
- Use the Raise Hand feature
To avoid interrupting others, use the “Raise Hand” function.
Notification Management
- Adjust notifications to avoid distractions
Go to: Settings > Notifications
Mute less relevant teams or channels.
Enable only the alerts that truly matter.
For more information on Notification Management, visit Microsoft Support here.
Files and Collaboration
- Use Teams to collaborate on documents
Open documents directly in Teams.
Multiple people can edit simultaneously.
This prevents duplicate file versions.
- Always store files in the correct channels
Use the Files tab in each channel.
This ensures everyone knows where to find what they need.
For more information on Files and Collaboration, visit Microsoft Support here.
Quick Search
- Use the search bar at the top
You can search for: People, Messages, Files, Channels.
Type keywords to quickly find what you need.
Final Tips
- Use @mentions to get someone’s attention
- Enable only essential notifications
- Keep your Team organized
- Participate actively in meetings
Learn more…
(content from external sources provided by Microsoft)
Microsoft Teams: The Best Practices You NEED To Know
How to share files safely in Microsoft Teams chat
Keep your meeting content secure
3 Tips for Collaborating in Group Chat in Microsoft Teams
Microsoft Teams: The Ultimate Guide for Meetings & Collaboration
How to make meetings more accessible and inclusive
How to use Whiteboard in Meetings
How to use Collaborative Annotations in a meeting
Tips for safe and effective meetings
Visit the training modules we have prepared (based on external content provided by Microsoft)
- Faculty: Hybrid Teaching
- Staff: Communication and Productivity
- Students: Basic Concepts