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IT Services

Microsoft Teams

What is it?

Microsoft Teams is a collaboration tool, that allows you to chat, meet, call and set up team channels in one place, even when working remotely.

With Teams, you can:

  • Chat - have private chats with internal colleagues one to one or as part of a group.
  • Build Teams and channels to allow real time collaboration - keep departments and workstreams specific content separate, share files, recordings and chat with the group.
  • Access and amend files within teams using built in Office apps like Word, Excel, PowerPoint, OneNote, Forms, Stream and more.
  • Build task lists within Planner and attach to chats or channels.
  • Join meetings from anywhere with HD audio and video all in one place.
  • Record meetings attended and store in the channel where you need it.
  • Co-author documents and work collaboratively.

Support

Students can find out all about Teams, how to access it, and its limitations on our Microsoft Teams for students page below:

Instructions for staff and postgraduate research students on how to install Teams and Microsoft 365 are available here:  

If you need help with Microsoft Teams, you can use the help icon in the bottom left-corner of the application or visit the Microsoft Troubleshooting website in the first instance. This page contains the most up to date information and advice.

If you cannot resolve your problem using this resource and are having technical issues with Teams, you can contact the IT Support Centre. 

Information handling

Continue to adhere to the Information Governance Office Best practice guidance on sharing and storing information and Records Retention Schedule whenever you’re working with data.

Need help on information handling? Contact your Information Governance Guardian.

Limitations and best practice

Microsoft Teams does have some limitations to be aware of. The limitation information covers Teams and channels, meetings, chat, messaging and emailing. Visit the Microsoft known issues site for more information.

In addition, please note:

  • Microsoft Teams and other Group creation is currently switched off until we can provide staff and students with a self-service tool to provision a collaborative area best suited to their needs. In the interim, staff and postgraduate researchers can request that a Team be created. See the section 'Request a Team' at the bottom of this page for more information.
  • People external to the University cannot currently join a Team.
  • A Team should be used for University related business.
  • There should be no Teams of just one or two people. You could use a 1:1 or Group chat instead.
  • Created Teams are set to be private, meaning access is by invitation from the Team owner. There are no public Teams currently.
  • You should not use a Team to process sensitive personal data or other highly restricted data, as described in the University's Standard Operating Procedure for Information Security Classification, Ownership and Secure Information Handling.
  • The content of Teams, chats, recorded meetings and more may need to be obtained in order to respond to information requests, so the same level of care regarding the content should be taken as with other University records and correspondence.

Use of Teams must not contravene the Acceptable Use Standard Operating Procedures:

Learning about Teams

There is a wide range of guidance available on how to install, set up and use the features within Teams. The information covers files, chat, posts, calls and meetings. Please visit the Teams guides and resources page on StaffNet.

There are also some Teams FAQs available on StaffNet that you may find helpful.

Microsoft have a useful Teams quick start guide and they also have their own Learning Centre.

Here you can explore Teams features in detail.

If you are interested in Teams for education, you can download a quick start guide on Microsoft Teams for Education.

Microsoft host free, live online training covering a range of topics like how to run effective meetings and Teams for education webinars. To access all the free classes available, visit Microsoft’s Instructor-led training and videos page.

Features and functionality of Teams are regularly updated. To find out about the latest updates and new features visit Microsoft’s what’s new in Teams page.

Request a Team

Currently, staff and postgraduate researchers must request that a Team be created for them. You can find out more about requesting a Team and Team ownership on the StaffNet page below, which also includes the form needed to submit your request:

Students are not currently able to request or create Teams.

Share your thoughts and feedback

Join us in exploring Microsoft 365 and keep up to date with news and events on the University’s Microsoft 365 Yammer community.