IT Services
Voice, Video & Collaboration Tools

Microsoft Teams User Guide

[updated October 15, 2020] Microsoft Teams is a unified communication and collaboration platform that combines persistent workplace chat, video meetings, file storage (including collaboration on files), and application integration. Teams are made up of channels. Each channel is typically built around a faculty/department name or topic. Channels are where you hold meetings, have conversations, and work on files together.

Getting Started

Request a Teams Group

To request a Teams group for your department, contact the IT Service Desk providing the following details:

  • Name of your Faculty, Department, etc. 
  • Name of the Faculty/Department leader
  • Individuals who will require access to the Team channel (Sheridan email address or username required)
  • Name of an individual will act as a local Microsoft Teams 'champion’ or point-of-contact
  • Preferred Team name
    • 256 characters maximum
    • Should describe ownership and purpose of Team (e.g. A Teams page for the Admissions team in the Office of the Registrar could be: OTR-Admissions-Team)

You can reach the IT Service Desk at or call 905-845-9430 ext. 2150.

Download the Teams app

Go to Sheridan's AppsAnywhere page to download and install the MS Teams desktop app.
Teams icon in AppsAnywhere Teams download panel in AppsAnywhere

to start using Teams

  1. Launch the Teams app and enter your Sheridan email address and click Sign In.
    Teams sign-in panel
  2. You will be redirect to Sheridan's signle-sign-on page. Enter your Sheridan username and password and Login.
  3. You're ready to start using Teams.

Teams Features, Tips & Resources

Teams Features

Features Coming Soon

[October 15, 2020] The following features are slated to be coming to MS Teams within the next 30 days.

  • Hard Mute in Teams Meetings: This feature gives meeting organizers the ability to mute one to many meeting participants while removing the muted participants' ability to unmute themselves.
  • Spotlight an Individual in Teams Meetings: Presenters will be able to lock on to an individual video feed for all attendees to see during a Teams meeting. Once selected, the individual identified as the spotlight will be the main video shown to all participants. This applies to PC, Mac, mobile, and Microsoft Teams room systems.
  • Live Transcription with speaker attribution: Live transcripts provide another way to follow along with what has been said and who said it. After a meeting, the transcript file is automatically saved in the chat tab for that meeting.
    Teams window showing live transcript pane
  • Live Captions with speaker attribution: Teams already provides live captions as a way to follow along with what is being said in the meeting, we’re also adding speaker attribution so captions will specify who is speaking.
  • Chat bubbles: Chats sent during a Teams meeting will surface on the screens of all meeting participants, making the chat more central to the conversation.
    image showing chat bubble examples
  • Virtual breakout rooms: Meeting hosts can create breakout rooms to be used by meeting participants for smaller group discussion. They can assign participants to a room and call them back to the larger group when the breakout is complete.
  • End-of-Meeting Notifications: Microsoft Teams will automatically issue a 5-minute warning when the meeting is nearing a close that will be triggered for all scheduled private, and channel meetings.
  • Pinned Posts: Keep important information easily accessible and top of mind with Microsoft Teams. Users will be able to pin any message in a channel to the channel information pane for all members of the channel to see.

New Teams Features (updated October 15)

Use the Tasks app in Teams

The Tasks app in MS Teams brings together your individual tasks from To Do and Outlook with your team tasks from Planner so you can more efficiently cross them off your lists. More details are available from Microsoft’s Teams support pages via the links below:

‘Suggested Replies’ now on Android Teams Mobile app

Suggested Replies functionality offers an option of three different responses for a user to choose from for select messages. Users can quickly reply to a given message by tapping on one of the suggested replies.
sample of Teams chat window in Android mobile app showing suggested reply options

Meeting experience improved for Safari users

Improvements have been made to the browser-based meetings experience for those who join meetings with the Safari browser. Users can now use their device to speak and listen and will no longer be required to dial into the meeting for audio. As was the case previously, participants can still view meeting content being shared in the browser.

New Teams Features (updated August 13)

"Only Me" can bypass lobby - Teams Meeting Option (introduced July 2020)

Once enabled, only the organizer will be able to join the meeting directly. Everyone else, including people from within the same organization, will be sent to the lobby. Learn more new window icon

New Teams Meeting Experience (introduced July 2020)

Multi-window experiences have come to Teams meetings and calling. Users now have the ability to pop out meetings and calls into separate windows to help them optimize their workflow. Learn more new window icon

Visio as a tab in Microsoft Teams (introduced July 2020)

To make collaborating on Visio diagrams within Teams an even better experience, Visio as a tab helps you easily access and manage the Visio files you need or interact with the most, allowing team members to access services and content in a dedicated space within a channel or a chat. Learn more new window icon

Meeting Attendee Limit Increased from 250 to 300 (introduced June 2020)

To help customers meet rapidly changing communication and meeting needs, Microsoft has increased the maximum number of participants allowed in a Teams meeting from 250 to 300. Learn more new window icon

Contextual Search (introduced June 2020)

Find information faster with contextual search in Microsoft Teams. Users now have the ability to search for content in a specific channel or chat by pressing CTRL + F. Search results will only contain messages and files found in the selected chat or channel.

Update Your Office 365 Profile Image in Microsoft Teams (introduced June 2020)

You Teams profile picture appears at top-right corner of the Teams app is also shared throughout all Office 365 services like Outlook, OneDrive, and SharePoint Online. Users now have the ability to upload a profile picture directly from Teams, among the other methods noted previously. Learn more about adding a profile image

Raise Your Hand in a Meeting (introduced May 18, 2020)

This new feature allows muted meeting attendees to indicate that they wish to speak by toggling the hand icon in the meeting control bar. When a meeting participant has raised their hand, an icon will appear next to their name in the roster view as well as their profile picture or video on the main meeting stage.

View up to 9 Video Participants at the Same Time (introduced May 15, 2020)

This new experience is optimized for attendees who have enabled video; audio-only participants are listed below the meeting stage. The new layout logic considers user bandwidth to provide the highest quality audio/video experience for your meetings.

Guest Access (introduced April 27, 2020)

Guest access allows teams in Sheridan to collaborate with people outside of the organization by granting them access to existing teams and channels in Teams. Anyone with a business or consumer email account, such as Outlook, Gmail, or others, can participate as a guest in Teams with full access to team chats, meetings, and files. Learn more new window icon

Teams Tips

MS Teams Tips (updated October 14)

Turn on the New Meeting and Call Experience in Teams

Turn on the new meeting features in your Teams desktop app for an improved user experience. Enjoy focused pop-out windows for calls and meetings, new meeting controls, and other cool features. Learn more new window icon

Everyday Etiquette and Best Practices in Microsoft Teams

This definitive guide covers some everyday etiquette and best practices for using MS Teams to help keep things clean, organized, and productive (yet still fun and enjoyable). Learn more new window icon

Teams Group Chat vs Team Collaboration

With common features such as file sharing, chat, and planning connectors, many users wonder when they should use Teams Group Chat versus Team Collaboration. This AvePoint blog article will go over both and offers reasons when each should be used. Learn more new window icon

MS Teams Tips (updated August 13)

Here's some handy tips for using Teams. The links below will direct you to resources from Microsoft.

Send an email to a Channel in Teams

If you want to send an email to a channel in Teams, use the channel email address. Once an email is part of a channel, anyone can reply to it to start a conversation. Learn more new window icon

Six things to know about notifications

This is the who, what, where, and shh! of notification settings in Microsoft Teams. Visit Manage notifications in Teams for more details about how to adjust your notification settings. Learn more new window icon

Add Emoji's to your Channel Names

Microsoft has implemented a way to further individualize your channel names in Microsoft Teams by adding images in the form of emoji icons to the name. Learn more new window icon

Use Read Receipts in Private Chats

Do you often wonder if your teammates saw your message in Teams? Read receipts in private chats allow senders to know when a message was read by the recipients. Learn more new window icon

Manage your Teams Meeting Options*

A meeting organizer may want to change the default participant settings for a specific meeting. Organizers can make these changes on the Meeting Options web page. Learn more new window icon

* Note: changing meetings options is browser-based and not currently available for Safari. You can use Google Chrome, Firefox, or MS Edge.

How to work in Teams Channels

Stay connected with channels in Microsoft Teams. Channels in Teams are where team conversations and collaboration happen, and this tutorial will give you some tips on how to use them.

Sync SharePoint and Teams files with your OneDrive application

You can sync your SharePoint or Teams files to a folder on your computer where you can work directly in File Explorer and access the files even when you're offline. Whenever you're online, any changes that you or others make will sync automatically. Learn more new window icon

Cross-Post a conversation to multiple channels

Do you have information or an announcement that needs to be shared across multiple teams and channels? Learn how to post messages to multiple channels at once. Learn more new window icon

Pop out a chat conversation to a separate window

You can instantly pop out your one-on-one or group chat into a separate window. and then, resize, reposition, or close the window as you wish. It’s a great way to get a lot done when you’re in a meeting or in a call.  FYI: You can pop out multiple conversations, but not the same chat twice. Learn more new window icon

Teams Resources

MS Teams Resources

Instructor Led Training from Microsoft

Microsoft is offering a few different instructor-led online courses that you can register to attend. Demand is high, so be sure to book your training session early.

Training Videos from LinkedIn Learning

Several video tutorials regarding MS Teams are available from LinkedIn Learning. Follow the instructions below to access the courses:

  1. Go to
  2. You will be directed to Sheridan's single sign-on page. Enter your Sheridan credentials. You will return to LinkedIn Learning.
  3. Use the search field at the top of the page to find learning resources (e.g. Microsoft Teams)


Join the Microsoft Teams Community

With over 200 members (and growing) Sheridan’s MS Team’s community is a place to learn, share ideas, and ask questions about the Teams service. We’d love to have you as a member of our Teams community.

  1. Sign-in to your Microsoft Teams app
  2. Click on the Join or create a team button
  3. In the Join a team with a code box, enter h9p35y9 and click the Join Team button