Microsoft Teams Training Guide

Getting started with
Microsoft Teams
Client Relations and Communications
Rodney Emery, Team Lead
Jennifer St. Louis, Document Design
Olinda Hubbs
Lisa Threlkeld
crc@siu.edu
oit.siu.edu/crc
© Southern Illinois University

Team Empowerpoint
Make sure no perspective is lost. Get involvement from everyone on your team from various back-
grounds, age groups, and cultures which sparks ideas and innovation that wouldn’t have happened
without getting all these people involved in one common thread of communication.
Enhanced Communication
Have chats with one person or multiple people. Jazz up your messages with emojis, stickers, and
formatting tools. Show someone appreciation by sending them a customizable “praise” card. Start
conversations with your team have a constant thread of communication that you can go back in
history and see.
Real-time Collaboration
Easily share files with your team members and work on them together in real-time. Working on the
same file? See the exact spot in the file that your team member is working on so that you don’t
overlap each other. Have a question about a specific document? Start a conversation and invite
specific team members (or the whole team) to discuss it—all without having to exit the document.
Streamlined Meetings
Check team member availability and schedule meetings. Change your phone call into a video call
with the click of a button. Realize during a meeting that you need another team member to be a part
of it? Invite them to join! Need someone in a meeting that is outside of your team? Invite them, too!
Seamless Integration
Access websites, videos, surveys, and so much more from outside applications like YouTube,
Survey Monkey, and Abobe PDF Reader, all without leaving Teams. Need to access something, but
you’re not on campus? You can access everything in Teams whether you’re on campus or not.
Reliable Security
Feel confident about the security of your Team, Channels, files, and projects with end-to-end security
powered by Microsoft Office 365.
MS Teams Guide
Team Owners Channels and Tabs
Requesting a New Team 1.1 Working with Channels 3.1

Roles Defined 1.1 Creating a Channel 3.1
Customizing Your Team 1.2 Showing/Hiding a Channel 3.1
Change Team Name 1.2 Channel Notifications 3.1
Change Team Description 1.2 Editing a Channel 3.1
Change Team Privacy 1.2 Deleting a Channel 3.2
Change Team Picture 1.2 Restoring a Channel 3.2
Member Permissions 1.3 Using Tabs 3.2
Adding a Team Member 1.3
Removing a Team Member 1.3
Changing a Member’s Role 1.3
Processing Member Requests 1.3 Files and Folders
Download a File 4.1

Initial Setup Create a New Folder 4.1
Uploading Files 4.1
Signing Into Microsoft Teams 2.1 Creating New Files 4.1
Browser Instructions 2.1
Collaborating on Files 4.2
Desktop Instructions 2.1
Moving a File 4.2
Profile and Settings 2.2
Accessing Your Profile Settings 2.2 Copying a Flle 4.2
Changing Your Profile Picture 2.2 Renaming a File 4.3
Changing Your Status 2.2 Deleting Files and Folders 4.3
Changing Notification Settings 2.3
Working with Teams 2.4
Team Interface 2.4
Managing a Team 2.4
ii
Table of Contents
Collaborating Calling
Posts 5.1 6.1 Dialing Instructions 6.1

Creating a Post 5.1 6.2 Conducting Voice Calls 6.1-6.2
Replying to a Post 5.2 6.3 User Availability (Status) 6.2
Sharing a File in a Post 5.2 6.4 Answer an Incoming Call 6.3
Reacting to a Post 5.3 6.5 Put a Call on Hold 6.3
Saving a Post 5.3 6.6 Transfer a Call 6.3
Viewing Saved Posts 5.3 6.7 Parked Calls 6.4
Mentions 5.1 6.8 Conference Calls 6.4-6.5
Mention Your Whole Team 5.1 6.9 Manage Call Settings 6.5
Mention an Individual 5.1 Device Settings 6.5
Mention a Channel 5.1 Test Call 6.5
Chats 5.4 Secondary Ringer 6.6
Chat Notifications 5.4 Forwarding Calls 6.6
Starting a New 1:1 Chat 5.4 Also Ring 6.5
Starting a Group Chat 5.4 Call Group 6.6
Adding People to a Group Chat 5.5 Voicemail Settings 6.7
Message Format Options 5.5 Ringtones 6.7
Sharing a File in a Chat 5.5-5.6 Delegates 6.8-6.9
Message Search 5.6-5.7 6.9 Physical Phone 6.10
Meetings 5.7 Initial Setup 6.10
Scheduling a Meeting 5.7 Lock/Unlock 6.10-6.11
Inviting Outside Guests 5.8 Audio Devices 6.11
Joining as a Guest 5.8 Make/Answer a Call 6.11-6.13
Channel Meetings 5.8 Call History 6.14
Meet Now Meetings 5.9 Voicemail 6.15
Invite Someone to a Meeting 5.9 Transfer a Call 6.16
System Audio 5.11 Call Waiting 6.17
View Upcoming Meetings 5.12 Putting a Call on Hold 6.17
Record Meetings 5.12-5.13 Conference Calls 6.18
Screen Sharing 5.10
Start Screen Sharing 5.10
Screen Sharing Options 5.10
Give and Take Back Control 5.11
iii
Team
Owners
Microsoft Teams Owners
Requesting a New Team
1. In your browser, go to ithelp.siu.edu.
2. Select Communications and Collaboration.
3. Select Office 365.
4. Select MS Teams Request.
5. Complete the form with the necessary information.
a. Careful consideration should be made before selecting Group Should be Public. This option will allow
anyone to see, join, and make modifications to the Team.
b. The Teams Enabled option is selected by default. Do not deselect it.
6. Click the Submit button.
Team Owners/Members/Guest Defined

Every member in Teams has a role, and each one has different permissions associated with it.
Role Permissions
Manages certain setting for the team. They add and remove members, add guest,
Owners change team settings and handle adminstrative tasks. There can be multiple owners
in a Team.
The people in a Team. They talk with other team members in conversations. They
Members
can view and usually upload and change files. They can also do the usual sorts of
collaboration that the team owners have permitted.
Guests are people from outside of your organization that team owners invite, such as
Guests partners or consultants to join the team. Guests have fewer capabilities than team
members or team owners, but there is still a lot that they can do.
Section 1 | Page 1
Customizing your Team
Change Team Name
1. Click the ellipses next to the Team name.
2. Click Edit Team in the dropdown window.
3. Delete the Team Name that is already there and type a new one.
4. When you are done, click the Update button to save your change.
Change Team Description

3. Delete the text that is already in the Description field and type a new description.
Change Team Privacy

3. Click on the Privacy dropdown.
4. Select whether your want your team to be Private or Public.
Change Team Picture

3. Click a Team Avatar icon to set it as your team picture.
Section 1 | Page 2
Changing Member Permissions
Adding a Team Member
2. Click Manage Team in the dropdown window.
3. Click the Add Member button.

4. Type the name of the person(s) you would like to add.
5. Select the appropriate person(s) from the dropdown list.
6. Click the Add button. The person(s) will receive an email notifying them that they have been added.
Removing a Team Member

3. Scoll down to the name of the member(s) you want to remove.
4. Click the button on the far-right side of the screen on the same line as their name.
Changing a Member’s Role

3. Scoll down to the name of the member(s) you want to modify.
4. On the same line as the person’s name, click the Owner/Member dropdown.
5. Select whether you want the person(s) to be a Member or a Owner. Their role will change instantaneously.
Processing Member Requests

Although Team Members cannot add new members to the team, they can submit requests for you to ad d new
individuals. As an owner, you have the ability to accept or deny these requests.

3. Click the Pending Requests tab at the top of the screen.
4. Review the list of pending requests and click Approve or Deny appropriately for each of them.
Section 1 | Page 3
Initial
Setup
https://youtu.be/m1VQpIahGBc?list=PLXPr7gfUMmKwYKFSqoPN-aHQppI7rRQLf
Signing into Teams
Browser Instructions
1. Using your Network ID and password, login to SIU’s Microsoft Outlook Web Application at office.siu.edu.
2. Click the App Launcher icon in the top left corner.
3. A dropdown will appear. Click the purple Teams icon to launch Microsoft Teams in your browser.
The browser application is a great tool because it can be accessed from anywhere and on any
device you have access to.
Desktop Instructions
1. Click on the Windows icon located at the bottom left of your screen and start typing the word “Teams.”
2. Click the Microsoft Teams icon at the top of the list. This will launch the Microsoft Teams desktop application.
You can pin the MS Teams application to the taskbar at the bottom of your screen by
right-clicking on the MS Teams icon and selecting “Pin to Taskbar.”
Section 2 | Page 1
Updating Your Profile and Settings
Accessing Your Profile Settings

1. Click the Profile icon in the top right corner of MS Teams.
2. Browse through the settings and change the ones that you would like or leave them set to their defaults.
Changing Your Profile Picture

1. Click Change Picture.
2. Click Upload Picture.
3. Select a picture from your files and click Upload.
4. Click Save.
The picture you select for profile will become your default profile picture in MS Outlook
(and visa-versa).
Changing Your Status

By default, your status in MS Teams will update based on the events that are scheduled in your Outlook Calendar.
1. Click on (or hover over) your current status. A drop-down will appear with additional options.
2. Choose the appropriate status.
If your status is set on “Do Not Disturb”, you will not receive any notifications. However, you
can set “Priority Access” for contacts that you would like to receive notifications from regardless
of your status. When you have chosen this setting, a message will appear at top of your screen.
Click Change settings to manage your priority access.
Section 2 | Page 2
Updating Your Profile and Settings
Changing Notification Settings
1. Click Settings.
2. Click Notifications. This opens the default notification settings which you can adjust.
Mentions:
Personal mentions: When you are mentioned in MS Teams.
Channel mentions: When a Team Channel is mentioned in MS Teams.
Team mentions: When your entire team is mentioned in MS Teams.
Messages:
When you get a direct message in MS Teams.
Other:
When changes occur such as modifcations to team membership, team role changes, or missed activity.
Status:
Follow a person’s status and get notified when their status changes to Available or Offline.
Section 2 | Page 3
Working with Teams
Team Interface
The Team Interface lists all the teams that you are a member of (you may only have one team). If you want to access
conversations or files within a specific team, you will select that Team from the interface. If you click an option on the
left-hand navigation (Activity, Chat, Calendar, Calls, or Files) these are not tied to a specific Team.
Managing a Team
1. Click on a Team on your Team Interface (you may only have one team).
2. Click the ellipses to the right of the team name.
3. Click on Manage Team in the drop down window. A list of owners, members, and guests appears.
Adding Team Members (only owners can add members)

4. Click on the purple Add Member button on your Team Interface (you may only have one team).
5. Enter the name of the potential team member in the search field. A list of names appears as you type.
6. Choose a name from the list.
7. Click Add.
If you are not an owner, but believe someone should be added to your Team, you can request
for the owner to add them. Follow the instructions as stated above. Instead of clicking Add, you
will have the option to Submit Request. Your Team owner will have to approve/deny the request.
Section 2 | Page 4
Section 2 | Page 5
Channels
& Tabs
About Channels
Creating a Channel
Create a Standard Team Channel
1. Click the ellipses to the right of the Team name.
2. Click Add Channel.
3. Enter Channel Name and a Description of the channel’s purpose.
5. Click Add.
Create a Private Channel

1. Follow steps 1-3 above.
2. Click the Privacy drop-down menu and choose Private.
3. (Optional): Enter the name(s) of the individual(s) you would like to also have access to the channel.
4. Click Add.
Section 3 | Page 1
About Channels
Show/Hide a Channel
When your Team has multiple channels, some channels may become “Hidden” on your Channel List by default. You
can customize your list by choosing which channels you want shown or hidden.
To Show a Channel:
1. At the bottom of your channel list, click the Arrow next to “Hidden Channels.”
2. A drop-down will appear. Click the Show icon next to name of the channel you would like to add to your list.
To Hide a Channel:
1. Right-click on the name of the Channel you want to hide from your list.
2. Click Hide.
Channel Notifications
You can choose to be notified when there are new posts to Channel, when posts in a Channel receive a reply, or when
a Channel is mentioned in a conversation. These settings are unique to each channel. Changing your notification
settings on one channel will not change your settings on any other channels.
1. Right-click on the Channel Name in your list of Channels.

2. Click Channel Notifications.
3. Choose the settings you prefer.
4. Click Save.
Editing a Channel
1. Right-click the Channel Name.
2. Click Edit This Channel.
3. Edit the name of the channel or the description in the window.
4. Click Save.
Deleting a Channel
1. Right-Click the Channel Name.
2. Click Delete This Channel.
3. Click the Delete button.
When you delete a channel, conversations, files, and tabs that were created within the
channel can still be recovered up to 30 days after deletion.
Section 3 | Page 2
About Channels
Restoring a Channel
1. Right-click on the Team Name.
2. Click Manage Team.
3. Click the Channels tab to access a list of all current and deleted channels.
4. Scoll to the bottom of the page and click the Deleted option. A list of deleted channels will appear.
5. Click the Restore option to the right of the channel name.
6. Click the Restore button to confirm.
Using Tabs within a Channel

Every channel has its own set of tabs. Tabs have a wide variety of uses; they store your conversations and
files within a channel and also allow you to include links to websites, play videos, conduct surveys and more.
Posts Tab:
Each channel has its own Posts Tab. This is where you can collaborate with team members and have
conversations and share files related to that specific channel. For example, if you have a channel called
“Annual Report,” this is where you would have all conversations related to working on the report. This keeps
your posts organized and easy to search. Channel posts are viewable by all team members.
Files Tab:
Like Posts, each channel has its own Files tab. For additional information on the Files tab and working
with Files in Microsoft Teams (section 4, page 2).
Adding a Tab/Application:
1. Click the Channel Name to open the channel.
2. Click the icon on the Tab Bar.
3. Select the application you want to add to the channel.
4. Click Save.
Some applications may require additional information or setup to add it to your channel.
Section 3 | Page 3
Files &
Folders
Files and Folders
Make sure to use the Files tab at the top of the Channel window instead of the Files button on
the left-hand navigation bar. The Files button accesses all of your SIU cloud files (Teams,
OneDrive, etc.), whereas the Files tab will only show the files available in that channel.
Download a File
1. Click the File(s) that you want to download, which highlights in gray when they are selected.
2. Options will appear at the top. Click Download.
Create a new Folder

1. Open the Files Tab in your Channel.
2. Click New. A drop-down list will appear.
3. Select Folder.
4. Name the folder.
5. Click Create.
Upload a File
2. Click the Upload button l ocated under the channel name at the top of the screen.
3. Select the files(s) on your computer that you would like to upload.
4. Click Open.
OR

2. On your computer, open the Folder that has the File(s) you want to upload.
3. Click and drag the File(s) from the current location, using your mouse.
4. Drop the File(s) into the Teams Files window.
Create a new File within Teams

2. Click New. A drop-down list will appear.
3. Select one of the File Options to create.
4. Name the file.
5. Click Create. The file automatically opens.
6. Add text to your file. Changes will save automatically.
7. Click the Close button at the top of the screen to exit.
Section 4 | Page 1
Files and Folders
Collaborate on a File in real-time
1. Open the File that you want to edit by clicking the name.
2. Click the Edit button at the top of screen.
3. Choose the way you want to open the document to make changes to it.
Edit in Teams and Open in Browser will open the document in your Teams App. These options allow
you to work on a document with your team members in real-time, if they also have it open.
Open in Desktop App opens the file with the corresponding desktop application (Word, PowerPoint,
Excel, etc). This option works better when only one person is making updates, due to the small lag in
displaying the updates. Changes have to upload to the server before your team members can see them.
4. Click the Close button at the top of the screen when you are done editing.
Move a File
A file can be moved:
to another Team
to another Channel
to another Folder
To move a file from the Files Tab:

1. Click the File, which highlights in purple, and adds a checkmark to the left of the name.
2. Click the Move button at the top.
3. Select the location you want to move the file to.
4. Click Move.
Copy a File
2. Click the Copy button at the top.
3. Select the location you want to copy the file to.
4. Click Copy.
If you are working on a file and would like to have a backup, creating a copy of it can be a great
option. If something happens to the document that you are working in, you can always revert
back to the copy you made. However, copies can also get confusing. If you copy a document
into another folder, channel, or team, it will not automatically update whenever a change is
made to the original document. This is why we recommend only making copies of documents
if you using them as backups.
Section 4 | Page 2
Files and Folders
Rename a File
2. Click the Rename button at the top.
3. Type a new name in the field.
4. Click anywhere on the screen to save the new name.
Deleting Files and Folders

1. Click the File or Folder you would like to delete, which highlights it in purple and adds a checkmark to the left.
2. Additional options appear at the top. Click Delete.
3. Click Confirm.
If you delete a file or folder by accident, it can be restored! Contact SalukiTech at 618/453-5155
or salukitech@siu.edu and they will assist you.
Section 4 | Page 3
Collaborating
in MS Teams
Collaborating in MS Teams
Posts
Posts occur within Team Channels. Each channel has its own Posts tab. All team members can view messages or
posts that occur in the Posts Tab. They are not private.
1. Select the Channel you would like to start a conversation in. The Posts Tab opens automatically.
2. Click the New Conversation button and type a message in the text box that appears at the bottom of the screen .
3. Click Send .
Mention a Team Member or a whole Team

To get someone’s attention in a channel post, you can @mention them! This will send them a notification letting the m
know that you have started a post that requires their attention. You can mention individual people or whole teams.
@Mention your Team (@Team)

1. Select the Channel you would like to start a post in. The Post Tab opens automatically.
2. Click the New Conversation button.
3. Type @Team in the text box at the bottom of the screen. Your team will appear.
4. Select your Team.
5. Type the rest of your message.
6. Click Send .
@Mention an individual
1. Select the channel you would like to start a post in. The Post Tab opens automatically.
2. Start typing @theirname in the text box at the bottom of the screen. A list of people will appear.
3. Click the name of the person you want to mention.
5. Click Send .
Mention a Channel
A post using an @Channel can be used to announce and supply a link to a new channel. For example: “@Team,
here’s a new channel I made: (@channel name). Check it out!”
1. Select the Channel you would like to start a post in. The Post Tab opens automatically.
2. Click the New Conversation button.
3. Type the @ symbol, plus the name of the channel in the text box at the bottom of the screen. A list will appear.
4. Select your Channel.
6. (Optional) @Mention your team or an individual to notify them about the Channel mention.
7. Click Send .
Use the Team’s General Channel to post about miscellaneous topics. Posts about specific topics
should be held in a specific channel related to that topic. When changes occur in a channel (a new
post, new file, etc.) the channel’s name appears in bold.
Section 5 | Page 1
Reply to a Post
Posts are organized by date and then threaded. The replies in a thread are organized under the initial post so it is
easer to follow multiple posts.
1. Find the Post Thread you want to reply to.

2. Click the Reply button .
3. Type your message.
4. Click Send .
Share a File in a Post

1. Click the channel you want to share the file in.
2. Click the Attachment icon below the text box at the bottom of the Posts tab.
3. Choose which of the three location options you want to share the file from.
Option One: Browse Teams and Channels

4. Select the file you want to share, which highlights it in purple.
5. Click Share Link.
6. (Optional) Type a message and @mention your team to provide context for the file and notify them that you
have shared it. If you skip this step, your team will not get a notification that you have shared a file.
7. Click Send .
Option Two: OneDrive

4. Select the file you want to share, which highlights it in purple.
5. Click Share Link.
7. Click Send .
Option Three: Upload from my Computer

4. Navigate to the location on your computer where the file is stored.
5. Select the file you want to share.
6. Click Send .
All Files/Documents posted to a channel can be found in the Files tab located at the top of the channel,
next to the PostsTab.
Section 5 | Page 2
React to a Conversation
Similar to Facebook, the reaction buttons can be used to acknowledge that a conversation was read, or indicate
how you feel about content of the conversation.
1. Hover your mouse over the post or message you want to react to.
2. Click one of the reaction buttons like the thumbs-up icon . The person who initially sent the message will
receive a notification that you reacted to it.
Undo your Reaction

When you react to a conversation or message, the icon of your reaction choice will be shown in the top right
corner . To undo your reaction, click the icon and it will be removed.
Save a Conversation Message

1. Hover your mouse over the conversation or message you want to save.
2. Click the ellipses that appears in the top right corner of the message.
3. Click the Save this message option on the list.
View a Saved Message

1. Click on your profile icon at the top right corner of the MS Teams application.
2. Click the Saved option. A list of your saved messages will open.
OR
1. Type /saved in the Search Bar at the top of the MS Teams application.
2. Hit Enter on your keyboard. A list of your saved messages will appear.
Section 5 | Page 3
Chat Notifications
As in Skype for Business, Chat in Teams provides a way to have a private 1 on 1 conversation or, an ad hoc
group conversation that provides immediate notifications and quick answers from team members whether they are
in the office or on the go.
Default Notifications
Each team member will need to setup their Notifications for Chats in Settings—Notifications located in the
drop-down list under your profile picture.
A notification will appear on the Teams icon in the Task-bar and in the Teams Interface.
A notification will appear on the Chat button on the App Bar.
An email is sent with a link to the message (only if the message isn’t viewed within 5-10 minutes).
Notification Preferences
1. Click your profile icon in the top right corner of the MS Teams application.
2. Click Settings on the drop-down.
3. Click the Notifications button.
4. Change the notification settings you would like.
5. When you have finished, click the icon in the top right corner. Your preferences will be saved.
Start a New 1:1 Chat

1. Click on the Chat icon lo cated on the Application bar to the left of your screen.
2. Click in Command/Search box at the top of the screen.
3. Enter the name of the person you want to message.

4. Choose the correct person from the drop-down list.
5. Click in the textbox at the bottom of the screen.
6. Type your message.
7. Click Send to start a chat.
Start a Group Chat Message

1. Click on the Chat icon located on the Application bar to the left of your screen.
2. Click on the New Chat icon to the left of the Command/Search box at the top of the screen.
3. Type the names of the people you want to add to the chat in the To Field.
4. To name the group, click the down arrow to the far right of the To Field.
5. (Optional) Type a group name for the chat in the Group Name field.
Section 5 | Page 4
Add More People into a Group Chat
1. Click on the Chat that you want to add more people to.
2. Click the Add People icon in the top right corner of the screen.
3. Type the name(s) of people you want to add.
4. Click on the appropriate person(s) from the drop-down list that appears.
5. Click Add.
6. Determine how much chat history to allow the new person to have access to.
7. Repeat steps #2-#6 until you have added everybody that you want to the chat.
Chat Message Format Options

1. Click on the Chat that you want to send a message in.
2. Click the Format button located under the text box at the bottom of the screen.
This expands the compose box and exposes more formatting options.
3. Click the ellipses to view additional formatting options.
Sharing a File in a Chat

There are three ways that you can share a file in a chat:
1. Upload the file to your chat.
2. Share a OneDrive Link.
3. Share a MS Teams Link.
Uploading a File to your Chat

1. Click on the chat you would like to share your file in.
2. Click the attachment icon at the bottom of the screen.
3. Click Upload from my Computer.
4. Select the File you want to upload.
5. Click Open.
6. Click the Send icon to send the file in your chat.
Section 5 | Page 5
Sharing a File in a Chat (Cont.)
Share a OneDrive Link
1. Click on the chat you would like to share your file in.
2. Click the attachment icon at the bottom of the screen.
3. Click OneDrive.
4. Click on the File you want to share a link to.
5. Click Share.
6. Click the Send icon to send the file in your chat.
Share a MS Teams Link

1. Navigate to where your file is located in MS Teams.
2. Click on the file. The file name will highlight in purple when it is selected.
3. Click the Get Link button at the top of the screen.
4. Click the Copy button.
5. Click the Chat icon on the navigation bar on the left of the screen.
6. Click on the Chat you want to share the file in.
7. Click in the text box at the bottom of the screen.
8. Right-click and Paste (or use the keyboard shortcut ctrl+v) to insert the link.
9. Click the Send icon to share a link to your file in the chat.
Message Search
There are two ways that you can search for a chat message:
1. Search based on a person’s name.
2. Search based on a keyword.
Search Based on a Person’s Name

1. Click in the Search bar at the top of your MS Teams screen.
2. Type the person’s name into the box. When you are done typing, hit enter on your keyboard.
3. A list of messages including the person’s name will pop-up. This list will include conversations that you’ve
had with this person, as well as conversations with other people where you mentioned their name.
4. Click on a conversation with the person to resume chatting with them, or click on a conversation that
mentioned that person to view the full context of the message.
Search Based on a Keyword

2. Type the keyword into the box. When you are done typing, hit enter on your keyboard.
3. A list of messages including the keyword will pop-up.
4. Click any of the messages to view the conversation surrounding that key word.
Section 5 | Page 6
File Search
2. Type the file name (or key words that you can remember) into the box. When you are done typing, hit
enter on your keyboard.
3. A search window will open with three tabs:
4. To see a list of relevant files, click the Files tab at the top left of the screen, near the search bar.
5. Click on the file name and MS Teams will open a preview of the file.
6. (Optional) While in the preview window, click the ellipses in the top-right corner to download the file.
Meetings in Teams
Microsoft Teams meetings are a great way for colleagues and clients, both inside and outside of SIU, to come
together for a meeting. These meetings include options such as audio and video calling, screen sharing and
meeting recordings.
Schedule a Meeting in MS Teams

1. Click on the Calendar icon on the navigation bar on the left-hand side of the MS Teams screen.
2. Click on the New Meeting button located in the top-right corner.
3. Enter a Title for the meeting.
4. (Optional): Enter a channel to meet in. The occurrence of the meeting and who participated in it will be stored
in the Channel’s conversation tab. You can schedule/have a meeting without linking it to a channel.
5. To invite people, click within the Invite Someone text box.
6. Type the name of the person(s) you would like to invite.
7. Select the correct person(s) from the drop-down that appears as you type.
8. Click the Schedule Assistant button to determine a meeting date and time based on the invitee’s Outlook
Calendar. If the invitee’s calendar is up-to-date, it will show you when they are busy or available.
9. Click on a block of time to select it for your meeting. From here, you have two options:
Click the Back button to return to your meeting invite and add additional details.
Click the Schedule button to Schedule your meeting and email the invitee(s).
All invitees will receive an email containing a link to join the meeting in MS Teams.
You can also schedule a meeting in Teams through your Outlook calendar. To do this, open your
Outlook calendar and click the New Teams Meeting option at the top of the screen.
Section 5 | Page 7
Meetings in Teams (Cont.)
Invite Outside Guests to a Meeting
To invite an outside guest to a MS Teams meeting you simply supply them a link to the meeting.
1. Enter the guest’s email address in the MS meeting invite (see steps 1-5, above).
2. Click the Schedule button to sending an email invitation to the guest. The email will contain a link for the guest
to click on to join your meeting.
Join a Meeting as a Guest

Once the guest has received their emailed invitation, they will need to click the link within the email to join. Once
they have clicked the link, they will have two options to join your meeting:
1. Download the Windows/Mac Desktop App.

2. Join using the Web App.
Channel Meetings
Channel Meetings occur in a Teams channel, based on the topic Channel meetings can only be scheduled using
the MS Teams app. All team members receive an email notification when a channel meeting is scheduled
It is obvious to team members that a meeting is occuring in a channel by the fact that a camera icon appears to
the right of the channel name. The message shows each person that has joined the meeting at the top right of the
message screen. In the bottom of the meeting message, you can see the chat. A message is posted in the
channel’s conversations tab, when the meeting starts. A timer also shows how long the meeting has been in
progress.
Schedule a Channel Meeting

1. Click the Calendar icon located in the Application Bar on the left side of the screen.
2. Click on the New Meeting button located on the top right of the screen.
3. Enter a Title of the meeting.
4. Enter a Start/End Date and Time.
5. Pick a Channel from the Select a Channel to Meet in drop-down list.
6. Click the Schedule button at the bottom of the screen.
After a meeting is complete, the total time of the meeting, meeting attendees and the chats are saved
in the channel automatically.
Section 5 | Page 8
Meet Now Meetings
Meet Now meetings allow spontaneous meetings that are open for all team members to join. They are similar to
channel meetings as they are also initiated and take place in a channel. When a Meet Now Meeting begins, it
starts a conversation message that looks the same as it does for a channel meeting.
The only difference in a Meet Now meeting vs. a scheduled meeting is the video option is automatically on when
the meeting is first initiated. Hence, starting with the video camera icon.
Start a Meet Now Meeting from your Calendar

1. Click the Calendar icon located in the Application Bar on the left side of the screen.
2. Click on the Meet Now button located on the top right of the screen.
3. Enter a Title of the meeting so your team members know what you want to discuss.
4. Click the Join Now button to begin the meeting.
Start a Meet Now Meeting within a Channel

1. Click the Camera icon located below the text box in the conversations tab associated with the channel.
2. Enter a Title of the meeting so your team members know what you want to discuss.
3. Click the Join Now but ton to begin the meeting.
Invite Someone to a Meeting

Add Someone Before a Meeting
1. Open the meeting invite in MS Teams.
2. Click on the Invite people box to search for a person.
3. Begin typing their name in the field
4. Select the appropriate name(s) from the drop-down. This will invite the person(s) you selected.
All additional invitees will receive an email containing a link to join the meeting in MS Teams.
Invite Someone During a Meeting

When you are in an active meeting, you can invite additional people to join as necessary.
1. Click the Participants button.
2. Type a name or email in the in the field.
3. Select the appropriate person(s) from the drop-down list. If you are using an email for a person outside of
your organization, you will not see a drop-down, but they will still receive an emailed invitation to join.
4. Select Ask to Join.
Section 5 | Page 9
Screen Sharing in Microsoft Teams
Common uses of screen sharing are to show presentation slides, or to walk participants through some process or
work tool. All participants, except unauthenticated guests can share their screen. Unauthenticated guests are
given a call-in number, and will have to wait in a Lobby until the organizer allows them access to the meeting.
Start Screen Sharing

Screen sharing can take place within a chat, call, or meeting.
1. Click on the Share Screen icon within the chat, call, or meeting.
2. Choose to share:
Your entire desktop

Just one window (monitor screen)
A PowerPoint presentation
A whiteboard
The chart below deemonstates how to use the above sharing options.
Share your... If you want to... Great when...
Show your entire screen, including You need to seamlessly share

Desktop
notifications and other desktop multiple windows.
activity.
Show just one window, and no You only need to show one thing
Window notifications or other desktop and want to keep the rest of your
activity. screen to yourself.
Present a PowerPoint file that You need to share a presentation

PowerPoint
others can interact with. and want others to be able to move
through it at their own pace.
You want to sketch with others and

Whiteboard Collaborate with others in real time. have your notes attached to the
meeting.
Section 5 | Page 10
Give and Take Back Control of the Screen
If you want another meeting participant to change a file, help you present, or demonstrate something, you can
give control to that person. You will both have control of the screen sharing. You can take away their control at
any time.
Give Control of the Screen

1. Click the Give Control button on the tool bar at the top of the screen.
2. Select the name of the person you want to give control to.
MS Teams sends a notification to the person to let them know you are sharing control. They will then be able to
make selections, edits, and other modifications in the shared screen.
Take Back Control of the Screen

Select the Take Back Control button on the tool bar at the top of your screen.
System Audio in a Teams Meeting

Sharing your system audio allows you to stream your computer audio to meeting participants through Teams. It
can be used to play a video or audio clip as part of a presentation.
Share System Audio in a Teams Meeting

1. Click the Share icon in the meeting controls. Once screen sharing begins, this option is visible.
2. Choose to Include System Audio.
Adjust Teams audio output in the devices system settings in Teams. To share your system audio, your MS Team
Device settings and your computer need to be set to the same speaker.
When you share your system audio, all audio (including notifications) will play during the meeting.
Section 5 | Page 11
Upcoming Meetings in MS Teams
View all of your upcoming meetings and appointments within your MS Teams calendar. The calendar shows you
everything that was scheduled in Teams, Exchange or Outlook.
Select a meeting on your calendar to get details about it. From there, you can also:
Join the Meeting

View and chat with participants
Respond to meeting invitations
Cancel the meeting (if you are the organizer of the meeting)
View all Meetings in MS Teams

1. Click on the Calendar button on the application bar to the left of your screen.
2. Switch between day, work week, or full week views. The drop-down menu is located on the top right corner of
the screen below the New Meeting button.
3. Find the month and year drop-down menu located in the top left corner of your screen.
4. Click on Today to get back to the current day/week.
Record Meetings in MS Teams

Meetings can be recorded in Teams to capture audio, video and screen sharing activity. The recordings take
place in the cloud, but can be saved to a local desktop or shared network drive. Only meetings and group calls
have the ability to be recorded.
Record a Meeting or a Group Call

1. Start or join a meeting or group call.
2. Click the ellipses f or more options.
4. Select Start Recording.
Everyone in the meeting is notified that the recording has started. The meeting notification is also posted to the
Chat History. Multiple recordings of the same meeting at the same time cannot be done. If one person starts
recording a meeting, that recording will be stored on the cloud and available to all participants.
Section 5 | Page 12
Record Meetings in MS Teams
End a Recording
1. Go to the meeting controls.
2. Click the ellipses f or more options.
3. Click Stop Recording.
The recording begins processing (this may take awhile). Once processed, it is ready to play. A link is provided to
the recording in the meeting chat or in your meeting channel, if your meeting was in a channel. The link is only
available for download for 7 days. If someone from outside of your organization participated in the meeting, you
will need to provide them with the recording—they will not be able to access it in MS Teams.
Section 5 | Page 13
MS Teams
Calling
Microsoft Teams Calling
Voice Calls in Microsoft Teams
Calling in Microsoft Teams (MS Teams) supports basic Phone System features such as making and answering
calls, placing calls on hold, forwarding calls, and more. You are also able to make 1:1 calls or conference calls.
All of your calls will be listed in your call history so you can see who you talked to, on what day, and for how long
—just like the Recent Calls feature on your personal phone.
SIU Dialing Instructions

On-Campus: 3-1234 or 453-1234. If you don’t know a person’s number, you can look them up in MS Teams.
Off-Campus Local: 457-1234 or 687-1234. You do not need the area code, or to dial 9 before the number.
Off-Campus Long Distance: 123-456-7891. You no longer need to dial 8 or an authorization code.
International Calling: Not available at this time. Plans are coming soon.
Emergency Dialing: 911. You will need to provide your current location to the emergency service operator.
If your office location changes, you are responsible for notifying SIU-Telecommunications
to have your location updated in Teams for 911 services to refer to if you are not able to provide
your location in the event of an emergency. Submit a Telephone Service Request (TSR) online:
https://eforms.siu.edu/siuforms/forms/int0132.pdf
Conduct MS Teams Voice Calls

1. Open MS Teams.
2. Click the Calls icon in the application bar on the left-hand side of the screen.
Dialing Option #1: Using the Dial Pad

1. If no dial pad is present on the bottom left of the screen, click the Dial a Number button.
2. When the dial pad is present, enter a phone number using the dialing instructions provided above.
3. Click the Call button located under the Dial Pad.
Dialing Option #2: Looking a person up

1. Click in the Command/Search bar at the top of the MS Teams application.
2. Begin typing the name of the person you want to call. A list of people will start to appear.
3. Select the correct person from the drop-down list.
4. Click the phone icon in the top right corner of your screen to initiate a call.
Section 6 | Page 1
Conduct MS Teams Voice Calls
Dialing Option #3: Speed Dial
To use Speed Dial, you will first need to add a contact (or multiple contacts) to your speed dial list.
1. Click the Add speed dial button in the top right corner of the Calls screen.
2. Type a name or phone number into the Add Speed Dial box.
3. Click Add.
The person(s) will now be added to your speed dial list. To call them using speed dial, click the phone icon
under their name.
User Availability (Status)

Before calling someone, you can check their status to see if they are Available, Away, Busy, or on Do Not Disturb.
In the Calls Tab (or anywhere in MS Teams), you will see a colored circle next to a person’s profile picture. The
color represents their current status:
If you call someone that is unable to answer your call because they are “busy,” you can choose to be notified
when their status changes to Available. Keep in mind, available doesn’t necessarily mean they can take your call.
There could be other tasks that require their attention, but the notification can be used as a tentative guide on the
best time to contact a person.
1. While in your Calls screen, click on the icon/profile picture of the person whose status you want to follow.
2. A popup will appear with additional contact information. Click the Chat icon. A one-on-one chat will open.
3. On the left of your screen, you will see a list of chats you have had. Right-click (or click the ellipses button) on
the name of the desired person.
4. Click Notify when Available. A pop-up will appear on your screen when they are available.
To unfollow their status...

5. Right-click (or click the ellipses button) on the name of the person in your Chat screen.
6. Click Turn Off Notifications.
Section 6 | Page 2
Answer an Incoming Call
When a call comes in, a notification will pop-up in the bottom-right corner of your screen which will allow you to
accept or decline the call. When you receive a call, you have three options:
1. Click Accept with Audio to answer with audio only.

2. Click Accept with Video to accept the call and enable video, as well.
3. If you are using the provided headset, you can also press the button with the phone icon on your headset cord
to answer. Make sure you are wearing your headset before answering.
4. Click Decline Call to decline the call.
Put a Call on Hold

1. When on a call, click the ellipses for More Options.
2. Click Hold. Default music will play for the person(s) on hold.
To resume the call

1. Click the Resume button in the call window. The call resumes.
Transfer a Call
When you need to transfer a call, you have two options.
Option 1: Basic Transfer

1. While on a call, click the ellipses for More Options.
2. Click Transfer.
3. Type the name of the person you want to transfer the call to.
4. Click Transfer.
Option 2: Consult then Transfer

This feature opens a chat window within your call and allows you to message a person before transferring the call
to them. You can get clarification from them on a specific topic and may find that you no longer to need to transfer
the call. If the person doesn’t respond to your chat, or you would prefer to talk to them over the phone before
transferring the call, you can do that too.
1. While on a call, click the ellipses for More Options.

2. Click Consult then Transfer.
3. Enter the name of the person you want to consult with. A drop-down will appear as you type.
4. Select the correct person. A chat window will pop-up.
5. Type a message and click send.
OR
5. Click the phone icon in the top right corner to call the person instead of chat with them.
6. Click Transfer. If you no longer need to transfer the call, click Return to Call to talk to the caller yourself.
Section 6 | Page 3
Park a Call
If you answer a call on one device, but would like to pick it up on another device, the process for this is referred
to as Call Park.
Park a Call:
1. When on a call, click the three ellipses for More Options.
2. Select Call Park.
Once the call is parked, MS Teams will supply a unique code that can be used for yourself or others to pick up the
call on another device. If someone else is picking up the call, copy the code and share it with them.
Retrieve a Parked Call:

1. Click the Calls button on the application bar to the left of your screen.
2. Click the Parked Calls button.
3. Enter the unique code.
4. Click the Pick Up button. You will now be in the call.
If the parked call isn’t picked up within 5 minutes, your phone will ring again.
Conference Calls
When you are in an active call, you can invite another person to join.
1. When on a call, click the Show Participants button at the bottom of the screen. A window will pop-up to the
right listing the participants in the call.
2. Click the search bar in the Participants window.
3. Start typing the name (or phone number) of the person would like to invite.
4. When you are done typing, press Enter. MS Teams will automatically call the person you have selected.
5. If the person accepts your invitation, everyone on the call will hear the announcement that “A new person is
joining the call.”
If you are inviting an external person to join your call, the process is still the same. However,
when MS Teams calls the person to invite them to join, your number will not show up. Instead,
the person will see a number with a 708 area code, such as: 708/566-6423. They must answer
the call from that number to join your conference call.
Section 6 | Page 4
Record Conference Calls
Before recording a call, make sure to let everyone on the call know that you will be recording it.
1. When on a call, click the ellipses for additional options.

2. Click Start Recording.
Multiple recordings of the same meeting at the same time cannot be done. If one person starts recording a
meeting, that recording will be stored on the cloud and available to all participants once the meeting has ended.
Stop a Call Recording

1. Click the ellipses for additional options.
2. Click Stop Recording.
Access a Call Recording

All recorded calls are stored under the Chats area in MS Teams. Once you have finished recording a call, a
Group Chat is created by default with everyone that participated in the call (as long as they are MS Teams users).
If a call participant was from outside of MS Teams, you will have to manually share the recording with them.
1. Click the Chats icon on the application bar on the left-hand side of your screen.
2. You will see a list of all of your chats. Click the group chat that lists everyone that was in your conference call.
3. Click on the meeting recording to play it back. If your call has just ended, you may not see a recording yet. If
the call was very long, it could take several hours for the recording to save.
Manage Call Settings
Change Device Settings

1. Click your profile icon in the top right corner of MS Teams.
2. Click Settings.
3. Click Devices.
4. Select the mic, speaker, and camera options that you would like MS Teams to use.
Make a Test Call

When you make adjustments to your Device Settings, it is good practice to make a Test Call and verify that
everything works as expected. MS Teams allows you to make a Test Call without calling an actual person.
2. Click Settings.
3. Click Devices.
4. Click the Make a Test Call button.
5. Follow the instructions on screen. This will test your mic, speaker, and camera. You will receive a summary of
the test results after the test call is completed.
Section 6 | Page 5
Set a Secondary Ringer
By default, an incoming call will only ring on your headset (or phone if you received one). If you would like an
incoming call to ring on another device as well (such as your soundbar) you can choose that as your secondary
ringer. Incoming calls can be answered on any device whether it is set to ring or not.
Set Call Answering Rules

1. Click on your profile icon in the top right corner of MS Teams.
2. Click on Settings.
3. Click on Calls.
4. Select Call Answering Rules. There are two primary options.
Option 1, Forward my Calls

Forward to Voicemail.
Forward to a specific phone number or contact.
Forward to a call group (ring multiple people at the same time, or one-by-one in an order you set).
Option 2, Also Ring

Also ring a specific phone number or contact (Ex: enter your cell phone number to have calls ring
on your mobile device. You also answer the call on your device).
Also ring a call group (ring multiple people at the same time, or one-by-one in an order you set).
Also ring no one else. Incoming calls will only ring on your primary device (default setting).
Setting up a Call Group

1. In your Voicemail Settings, under Forward my Calls (see above), click on Call Group.
2. Click on the Add People search bar.
3. Start typing a name.

4. Select the correct person from the drop-down. Repeat the process for as many people as you would like.
Choose Ring Order of your Call Group

1. Scroll down to see the Ring Order option below your list of people.
2. Click the Ring Order drop down and choose one of two options:
All at the Same Time, which calls everyone in the group simulataneously.
In the Order Above, which calls each person one-by-one until someone answers the call.
Section 6 | Page 6
Adjust Voicemail Settings

2. Click Settings.
3. Click Calls.
4. In the Voicemail section, click the Configure Voicemail button.
Record a Voicemail Greeting

1. Under the Configure Voicemail section, click the Record a Greeting button.
2. MS Teams will call your voicemail setup. Press 2 to play your greeting and/or record a new one.
3. Follow additional prompts to record and save your voicemail greeting.
Set Voicemail Greeting using Text-To-Speech

1. Under the Configure Voicemail section, scroll down to the Text-to-Speech option.
2. Type your custom greeting.
3. When you have finished, scroll down and click the OK button to save.
Set Out of Office Voicemail Greeting using Text-To-Speech

1. Under the Configure Voicemail section, scroll down to the Text-to-Speech option.
2. Type your custom out-of-office greeting.
3. Choose when you would like the out of office greeting to play.
4. When you have finished, scroll down and click the OK button to save.
Set Voicemail Call Answering Rules

1. Under the Configure Voicemail section, select your Call Answering Rules. You have several options:
Let the caller record a message.
Let the caller record a message or be transferred to someone else (gives them the choice).
End the call without playing voicemail greeting.
Play greeting and end the call.
Transfer the call to someone else. Select the number/person the call should be transferred to.
2. Once you have chosen an option, scroll down and click the OK button to save.
Choose Ringtones
You can choose a unique ringtone for calls that are for you, calls that are forwarded to your number, and calls
that are delegated to you, so you can easily differentiate between them.
2. Click on Settings.
4. Click Calls.
5. Scroll down to the Ringtones section and select your ringtones.
Section 6 | Page 7
Delegates
Manage who can make and receive calls on your behalf.
2. Click Settings.
3. Click General.
4. Click Manage Delegates.
Two tabs options will appear:

1. People You Support (people that have chosen you as their delegate).
2. Your Delegates (people you have chosen to be your delegates).
Add a New Delegate

1. Click the Your Delegates tab.
2. Click in the search bar.
3. Start typing the name of the person you want.

4. Select the correct person from the drop-down that appears.
5. Repeat the process to add additional delegates to your list.
Make and Receive Calls as a Delegate

Once you’ve been added as a delegate, you can make and receive calls on someone else’s behalf.
1. Go to or start a one-on-one chat with the person you want to call, or dial a number on your dial pad.
2. Select whether you want to call as yourself, or as the person you are a delegate for.
3. Select Call.
Delegators can see the calls you make and receive on their behalf, by viewing their call history
in MS Teams.
Section 6 | Page 8
Put Calls on Hold as a Delegate
Delegates can also put calls on hold. Everyone in the call will be notified that they've been put on hold, and
you or the person you are a delegate for can continue the call.
1. While on the call, click the ellipses for More Options.

2. Click Hold.
To resume the call...

3. Click the phone icon on the application bar to the left of your screen to return to your main call
window. In the top right corner, you (or the person you are a delegate for) will see the call listed in the top left
corner of the screen.
4. You, or the person you are a delegate for, can resume the call by clicking the Resume button.
Section 6 | Page 9
Microsoft Teams Phone
Setting your phone up for the first time
After your phone has been delivered and plugged into the jack, you will have to go through an initial setup
process to activate your phone and create a login PIN.
1. Press the Sign In key.

2. Use the Down arrow to navigate to the Web Login option.
3. Press the Select key.
4. Go to your PC browser and type in the URL that is displayed on your phone screen. Press Enter. The
following window will be displayed:
5. Type your SIU Email Address in Sign In Address and User Name fields. Enter your SIU Password in the
Password field.
6. Click the Sign In button. The browser will display a message that says “Sign in has started.”
7. On your phone, it will ask for a New Device Unlock Code. Enter a 6-digit code twice. This will become
your new sign in PIN. Make sure it is something that you can remember!
8. Press the Save key. You have setup your phone and are now signed in.
Locking Your Phone

After 5-10 minutes of inactivity, your phone will automatically lock itself. If you know you will not be at your
desk for awhile, you can also choose to lock your phone while you are away.
To lock your phone..

1 1. Press the Status key.
2. Press the Lock key.
2 To unlock your phone...

5 3. Press the Unlock key.
3 4. Type in your 6-digit PIN.
5. Press the OK key.
Section 6 | Page 10
Signing in on the phone
1. Press the Sign In button.
2. Press the Down button below the OK button to navigate to the Web Login sign-in option.
1. Open your browser (Mozilla Firefox works best).
2. In the search bar, type in the URL provided on your phone screen exactly as displayed. You will be brought to
a login screen:
3. Type your SIU email address into the Sign In Address field.
4. Type your SIU email address into Username field, as well.
5. Type your SIU password into the Password field.
6. Click Sign In.
7. The screen will change to say “Sign in has started.” The process may take 2-3 minutes. Once it is complete,
your phone screen will display your name and phone number.
8. Once you have signed in, your phone will prompt you to create a new PIN. If you would like to reuse your
previous PIN, you can do that—simply enter the numbers you used before.
Using Audio Devices

You can use one of the following audio devices on the phone for speaking and listening:
Handset: To make a call or answer a call, lift the handset off the cradle.
Speaker (hands-free mode): To activate it, press the speaker key during a call or when making a call. To
deactivate it, press the speaker key again.
Headset (hands-free mode): When talking on the phone, you can relay audio to a connected headset. To
enable it, press the headset key. To disable it, press the headset key again.
You can easily change audio devices during a call.
To change from speaker/headset to handset: Activate speaker/headset and pick up the handset; the
speaker/headset is automatically disabled.
To change from handset to speaker/headset: lift the handset off the cradle and press the
speaker/headset key to activate the speaker/headset. Return the handset to the cradle; the
speaker/headset remains activated.
Section 6 | Page 11
SIU Dialing Instructions

On-Campus: 3-1234 or 453-1234. If you don’t know a person’s number, you can look them up in MS Teams.
Off-Campus Local: 457-1234 or 687-1234. You do not need the area code, or to dial 9 before the number.
Off-Campus Long Distance: 123-456-7891. You no longer need to dial 8 or an authorization code.
International Calling: Not available at this time. Plans are coming soon.
Emergency Dialing: 911. You will need to provide your current location to the emergency service operator.
If your office location changes, you are responsible for contacting SIU-Telecommunications
(453-2484) to have your location updated in Teams for 911 services to refer to if you are not
able to provide your location in the event of an emergency.
Making a Call
There are two main options for making a call.
Option 1: Dialing the Number

1. Lift the handset off the cradle and dial the person’s number using the dialing
instructions above.
2. Press the Dial key (if you don't, dialling is automatically performed after a few
seconds).
2 Option 2: Using Your Contact Directory

1. Lift the handset off the cradle and press the directory button to scroll through
your contacts. To add new contacts or contact groups, refer to the Microsoft Teams
instructions (section 6, page 2).
2. When you have found the contact you want to call, press the Dial button.
Section 6 | Page 12
Answering a Call
When you receive a call, the screen on your phone will display the caller’s phone number (or their contact
name if they are in your contact list in Microsoft Teams). The phone will ring and the LED light on the phone will
flash. There are four ways that you can answer an incoming call:
1
1. Lift the handset off the cradle.
2. Press the headset key to use a connected headset.
3. Press the speaker key to put the call on speakerphone.
4. Press the accept key and lift the handset off the cradle.
2
3
4
Reject Incoming Calls

You can reject an incoming call; the caller hears a busy tone from your phone if you do. To reject a call, press the
Reject key (the fourth rectangular button in the row directly under the phone screen).
Silence Incoming Calls

You can silence an incoming call's ringing. If you do, the caller hears normal ringing but no answer. To silence a
call, press the Silent key (the third rectangular button in the row directly below the phone screen).
Ending a Call
There are several ways to end a call, based on how you answered it. To end the call, you can:
1. Return the handset to the cradel if it was used to take the call -OR-
2. Press the Headset key -OR-
3. Press the Speaker key -OR-
4. Press the End key.
2
3
4
Section 6 | Page 13
Viewing Missed, Received and Dialed Calls
Your phone logs missed, received and dialed calls. In idle state, the LCD displays the number of missed calls (if
any) above the Missed key:
To view missed calls:

1. Press the Missed key which is the second rectangular button in the row directly below the screen. The Missed
Calls screen is displayed.
To view call history:

1. Access the Call Log screen by pressing the Menu button (the circle to the top right of the OK button).
2. Press the Select button which is the first rectangular button in the row directly below the screen.
3. The following options will appear:
All Calls
Missed Calls
Received Calls
Dialed Calls
4. Using the up and down arrows surrounding the OK button, navigate to the option you would like to view.
5. Press the Select button, which is the first rectangular button in the row of buttons below the screen.
Call history lists are stored from the newest to oldest entries. The maximum number of
entries for each call history type is 200. If this maximum is attained, the oldest entry is
deleted and replaced with the new entry.
Section 6 | Page 14
Setting up your Voicemail
Although you can setup Voicemail directly on your phone, it is easier and highly recommended to do this in the
MS Teams application on your computer. If you would like instructions for this, please refer to our Microsoft
Teams Training Guide (section 6, page 7).
Retrieving Voicemail Messages

You can listen to voice mail messages on your phonoe. You can tell you have voice mail when (1) an envelope
icon is displayed in the phone's idle screen (see the screen below), (2) the Ring LED on the phone is permanently
lit green, and (3) a stutter dial tone is heard when you pick up the handset.
Listening to Voicemail Messages

1. Press the Voicemail key on the phone.
2. Press the Call Voicemail key. Your voicemail box is dialed.
3. Follow the instructions on the line to listen to your voicemail messages.
Your voicemail messages will also be stored in Microsoft Teams where you can listen to them on your computer or
mobile device. Transcripts of the voicemail mesages will also be available.
If you need to setup your voicemail settings or record a greeting, you can do so in Microsoft
Teams. For step-by-step instructions, please refer to our Microsoft Teams training book (section
6, page 7).
Section 6 | Page 15
Transfering a Call
There are three ways methods for transferring a call, which are defined in the table below.
Transfer Method When to use it...
Attended Connect a party to another after the other answers and agrees to take the call.
Semi-Attended Connect a party to another before the other answers.
Blind Connect a party to another without waiting to hear the other's phone ring.
1 Performing an Attended Transfer

1. In a call with John, he asks you to connect him to Sue. Press the New Call key.
2. Enter Sue’s number, or press the Directory key to find her in your contacts.
2 3. Press the Dial key; you’ll here Sue’s phone ringing.

4. Wait for Sue to answer. When she does, consult with her and press the Transfer
3 key. John is transferred to Sue.
4 5. Hang up your phone.
Performing a Semi-Attended Transfer

1. In a call with John, he asks you to connect him to Sue. Press the New Call key.
2 2. Enter Sue’s number, or press the Directory key to find her in your contacts.
3. Press the Transfer key before Sue answers.
4
Performing a Blind Transfer

1
1. In a call with John, he asks you to connect him to Sue.
2. Press the BXfer key.
2 3. In the Transfer To field enter Sue’s number.
4. Press the Transfer key.
Section 6 | Page 16
Call Waiting
While you are on a call, you are able to switch lines and answer another incoming call.
Enabling the Call Waiting Feature

1. Press the Menu key, located to the right of the OK button at the top of your phone.
2. Use the Down arrow key (below the OK button) to scroll down to the Settings option.
3. Once Settings is highlighted, press the OK button to select it.
4. Use the Down arrow key (below the OK button) to scroll down to the Call Waiting option.
If the option says Call Waiting <Enabled>, press the menu button to close.
If the option says Call Waiting <Disabled>, press the Select key and scroll down to Enabled. Press the
select key again to save your choice. Call Waiting is now enabled!
Using Call Waiting
1. If you receive a call while on the line with another individual, the new caller’s
1 phone number (or name) will be displayed on the phone screen. To accept the call,
press the Accept button.
2. To switch between calls, use the navigation controls.
Placing/Retreiving Calls on Hold

To place a call on hold, press the Hold button near the bottom right corner of your phone.
To retrieve the call that was placed on hold, press the Hold button again.
Muting Calls
You can mute the microphone of the handset, headset, or speakerphone during a call so that the other party
cannot hear you. While the call is muted you can still hear the other party. Muting calls can also be used during
conference calls.
1. During a Call, press the Mute key.

2. To unmute, press the Mute key again and resume the conversation.
Section 6 | Page 17
Conference Calls
Making a 3-way Conference Call

2 1. Call the first participant; the call is established.
2. Press the Conference key; the Conference With screen is displayed.
3. Enter the number of the second participant and press the Dial key.
3
4. Press the Conference key again; a 3-way call is established and the numbers
(or names) of all participants are displayed on the screen.
4
5 5. To end the conference call, hang up the phone or press the End key.
Leaving a 3-way Call without Disconnecting the Others

1
A caller who sets up a three-way conference call with two other parties can leave it
without disconnecting the two other parties. The two others continue uninterrupted.
To leave a conference call you setup without disconnecting the other parties:
2
1. Press the Transfer key. You are disconnected from the call and the two
remaining parties are unaffected.
2. Hang up your phone or press the End key.
Auto-Redialing
If a called party is unavailable because, for example, they're busy, your phone screen will display the following
message: Extension Busy. Activate auto redial on busy?
If you press the Yes key to this prompt, the busy extension is automatically redialed every n seconds (the amount
of seconds is defined by you). You can choose to stop redialing at any time.
To change the redial interval:

1 1. Press the Menu key.
2 2. Use the Down arrow to navigate to the Settings option.
3
4 3. Press the Select key.
5 4. Use the arrow below the OK button to navigate to the Automatic Redial option.
6 5. Press the Select key.
6. Enter the amount of seconds you would like and press the Apply key.
Pressing the Dial key redials the extension. Pressing the Cancel key deactivates autoredial.
Section 6 | Page 18

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Getting started with

© Southern Illinois University

Team Owners Channels and Tabs

Requesting a New Team 1.1 Working with Channels 3.1

Download a File 4.1

Posts 5.1 6.1 Dialing Instructions 6.1

6. Click the Submit button.

Team Owners/Members/Guest Defined

Change Team Description

Change Team Privacy

Change Team Picture

3. Click the Add Member button.

Removing a Team Member

Changing a Member’s Role

Processing Member Requests

1. Click the ellipses next to the Team name.

Accessing Your Profile Settings

Changing Your Profile Picture

Changing Your Status

Personal mentions: When you are mentioned in MS Teams.

Channel mentions: When a Team Channel is mentioned in MS Teams.

Team mentions: When your entire team is mentioned in MS Teams.

Adding Team Members (only owners can add members)

Create a Private Channel

1. Right-click on the Channel Name in your list of Channels.

6. Click the Restore button to confirm.

Using Tabs within a Channel

Create a new Folder

1. Open the Files Tab in your Channel.

Create a new File within Teams

To move a file from the Files Tab:

Deleting Files and Folders

Mention a Team Member or a whole Team

@Mention your Team (@Team)

1. Find the Post Thread you want to reply to.

Share a File in a Post

Option One: Browse Teams and Channels

Option Two: OneDrive

Option Three: Upload from my Computer

Undo your Reaction

Save a Conversation Message

View a Saved Message

Start a New 1:1 Chat

3. Enter the name of the person you want to message.

Start a Group Chat Message

Chat Message Format Options

Sharing a File in a Chat

Uploading a File to your Chat

Share a MS Teams Link

Search Based on a Person’s Name

Search Based on a Keyword

Schedule a Meeting in MS Teams

Join a Meeting as a Guest

1. Download the Windows/Mac Desktop App.

Schedule a Channel Meeting

Start a Meet Now Meeting from your Calendar

Start a Meet Now Meeting within a Channel

Invite Someone to a Meeting