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.
- Only Team administrators (owners) can invite external users (guests)
- Guests are invited by adding them to a Team using their email address.
Add guest step by step:
- Click (next to the name of the Team) on the three dots (...)
- Click on "Add member"
- Enter the guest's email address.
- Click on "Add"
The external user (guest) must then accept the invitation. This goes as follows:
- As an external user (guest) you have received an email from email@example.com with the subject "U bent toegevoegd als gast aan UGent in MS Teams"/"You have been added as a guest to UGent in Microsoft Teams"
- open this email and click the "Open Microsoft Teams" link.
- follow all steps. (A Microsoft account is required to access Teams. If a Microsoft account is not already associated with your email address, these instructions will help.)
- Each channel is built around a topic, such as 'team activities', a department name, or just for fun.
- Meetings and conversations take place in channels and there is collaboration on files.
- Teams can have standard or private channels. Standard channels are available for all team members in teams. Most channels are Standard channels.
If you need a smaller, specific audience for a particular topic, you can use a private channel.
- By default, only owners of a team can create channels.
- Tip: add a channel whenever possible instead of creating a new Team.
Create a channel
- Go to the team you want to create the channel for
- Next to the team name, click on the three dots (...) and then on Add channel
- Enter a name and description for your channel.
- Select Add. This will add the channel to the team.
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.
Show, hide, or pin a team or channel in teams
Channel notification settings
= receive notifications about channel activity.
There are two fixed tabs per channel: Posts
You can find how to use it below Use the Posts tab
en Use the Files tab
Add a tab in a channel
- Tabs allow you to add per channel your favorite utilities (apps) and files. By default, the "Posts" and "Files" tabs are present.
- You can create tabs and insert them directly. For example, make an Excel sheet or a PowerPoint presentation directly accessible.
Or give your team direct access to a frequently used website. Or, for example, add Planner to track team tasks.
- The more tabs you add to a channel, the more likely users are to be unable to find what they are looking for.
If you add so many tabs that they no longer fit on your screen (which is different for every user), then it's time to think about other options.
- Select the plus sign next to the tabs.
- Choose the tile for the type of tab you want.
Use the Posts tab
- Post a message.
- Reply to a message.
Type your message in the box and press Enter or select the paper plane icon to send it.
An @mention is similar to a tap on the shoulder, a way to get someone's attention in a chat conversation.
- Type @ in the box where you type the message and type the first few letters of the person's name. You can also @ entire teams and channels.
- Select the person / team / channel. Repeat this for anyone you want to mention via an @mention.
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.
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.
- Everyone on your team has access to Files on your team
- If you share a file in Microsoft Teams, in a channel, it will be stored on SharePoint Online.
- Even though members leave the team, the files remain there
- You can also easily navigate to your own files from Teams: Click on Files in the app bar (app bar), the vertical toolbar on the far left of the screen.
Channel supervision on/off + who can post messages.
- Click (top right) on the three dots (...) and then on "Manage Channel"> Channel Settings> Permissions
See an overview
- Click (next to the name of the Team) on the three dots (...) and then on "Manage Team"> Channels / Channels
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.
- Active (number) and Deleted (number)
- By channel: Name - View for me - View for members - Description - Type - Last activity
- Show for me (Show for me) versus Show for members
- Manage channel via the three dots (...) at the end of the line
Click (next to the name of the Team) on the three dots (...) and then on "Manage Team".
- Pending Requests
(approve requests to add members)
Click (next to the name of the Team) on the three dots (...) and then on "Manage Team"> "Settings".