3. Microsoft Teams Collaborate

Teams step by step

  1. MS Teams startpage
  2. MS Teams Communicate
  3. MS Teams Collaborate
  4. MS Teams Breakout Rooms
  5. MS Teams Live Events
  6. MS Teams FAQ (Frequently Asked Questions)
  7. MS Teams Manuals


What do you not need your own Teams for?

What is the use of having your own Team?

Will the Teams we create now remain?

Can anyone create teams?

Can we use centrally defined groups (eg our department)?

Some tips to get started

The structure of a Team

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Create a team

Creating a new Team can be done via the "Create Team" button in Teams or via Microsoft 365 Self Service. The creation process is semi-automatic. As soon as your Team is created, you as applicant/owner will receive an email and a notification in Teams.

Standard and private teams

All our teams are Private teams by default.

Members and guests

Members are persons with a UGent account.

Sometimes you want to work with people who are not part of your organization. Often you do that by email, but if you want to collaborate with them in Teams, you can add them as guest. Guests have fewer options than team members or team owners, but there is still much they can do.

A guest is someone who is not an employee, student, or member of your organization. They do not have a school or work account at UGent. For example, guests can be partners, suppliers or consultants. Anyone who is not part of your organization can be added as a guest in Teams. This means that anyone with an email account as a guest can participate in Teams.

Add external members to a team

IMPORTANT: For scheduling meetings via the Outlook agenda, it is NOT necessary to add external parties to a team.

External parties are persons who do not have a school or work account at UGent. We add them as a "guest" to our team. Guest access allows teams in your organization to collaborate with people outside your organization by giving them access to existing teams and channels in Teams.

Add guest step by step:

  1. Click (next to the name of the Team) on the three dots (...)
  2. Click on "Add member"
  3. Enter the guest's email address.
  4. Click on "Add"

The external user (guest) must then accept the invitation. This goes as follows:

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Create a channel

  1. Go to the team you want to create the channel for
  2. Next to the team name, click on the three dots (...) and then on Add channel
  3. Enter a name and description for your channel.
  4. Select Add. This will add the channel to the team.

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Hide channels

View a team or channel. When you join a new team, it will automatically appear in your list of teams. If you know you are a member of a team but don't see it, scroll to the bottom of your list of teams and select hidden teams, find the one you want. Click on the three dots (...) and then on View. Hide a team or channel If you don't want a team or channel to show up in your list of teams, you can hide it. Go to the name of a team or channel, click on the three dots (...) and then on Hide. This is an excellent way to clean up the list and focus on the teams and channels you are active on. You can also show channels in the hidden channels menu below a team's channel list. Click on the three dots (...) and then on View Note: To help you get started quickly, teams automatically display the five most popular channels for each new team you join.

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Show, hide, or pin a team or channel in teams external link icoon

Channel notification settings

= receive notifications about channel activity.


There are two fixed tabs per channel: Posts and Files. You can find how to use it below Use the Posts tab en Use the Files tab

Add a tab in a channel


  1. Select the plus sign next to the tabs.
  2. Choose the tile for the type of tab you want.

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Use the Posts tab

@ mentions

An @mention is similar to a tap on the shoulder, a way to get someone's attention in a chat conversation.

Any person you mention this way will be notified in the activity feed.
Check if you see a red circle next to your Activity to see if someone has @mentioned you.

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Use the Files tab

Each channel has its own folder where you can share files for that specific channel. To open this folder, go to the channel and select the files tab above the conversation window.

Activity feed

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  • Word document: editing competitor, locking at paragraph level
  • Changes to the document are visible live in viewer
  • Teams online meetings

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    Apps in Teams

    Add apps to channels

    Manage channels


    Channel supervision on/off + who can post messages.

    See an overview

    At the top you will see the search box (left) and the button "Add channels" (right). Below the (collapsible) list of all active and deleted channels. This list can be sorted by any field.

    Manage team

    Click (next to the name of the Team) on the three dots (...) and then on "Manage Team".


    Click (next to the name of the Team) on the three dots (...) and then on "Manage Team"> "Settings".