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Table of Contents
Microsoft Teams is a videoconferencing and collaboration service and successor of the well-known “Skype for Business”. Similar to Cisco Webex and Zoom, it is a cloud solution based in the USA, that we usually do not recommend. In the current situation, we would like to offer you another alternative to other tools that may not work due to overload.
To do this, you can create an account in the Microsoft-operated Azure Cloud via the GWDG Customer Portal, and then download the Teams Client and use the service. Please note that your name and email address will be transferred to Microsoft to use the service. Data that is generated when using teams is stored on Microsoft's servers. In order to use the service, please log in to the GWDG customer portal and accept the transfer of your data to Microsoft for use of Office 365/Teams in the External Services section. Please also note our information on data protection. The activation of your account in the Azure Cloud can take up to 30 minutes.
Activation for Teams
1. log on to the customer portal.
2. click on your own name > click my account
3. Scroll down the Account Management page to the “External Services” section.
4.In the “External Services” section, click the “Edit” link.
5.Click on the “Activate Office 365 / Teams:” link. A dialogue concerning data protection and the information transferred to Microsoft appears. If this dialogue is confirmed, you have agreed to participate in “Office 365 / Teams”.
After a good half hour to an hour after activation, the service can be used.
To work with Microsoft Teams, please click here and login in with the primary email address that you have enabled for teams in the Customer Portal, described in the previous section.
Click the “Join a team or create a team” button in the top right
Click on “Create a team”
Select a team type. The “class” type is a good and quick way to create some channels from the organizer with different content.
If the information Team Name and optional a description of the team was entered, please click on the button “Next”.
Here is an example of two teams with different content.
To add team members, click the 3 dots on the tile in the upper right corner and click on “Add member” in the context menu that opens.
Now search for the corresponding participants in the so-called Microsoft Azure-AD. Just start typing the last name. When the person in question has been found, click on the “Add” button. The invited person will then receive an e-mail with further information on how to get into the Team Room.
When you enter the room, you will immediately see the “General” channel. By clicking on the 3 dots next to the team name, a context menu opens and further channels can be added.
Once all information for the new channel has been entered, click on “Add” to create the new channel.
Simply enter the text in the line. Use the return key or the paper airplane symbol on the far right to place the message in the channel.
As usual in every chat, the members or yourself can now reply to the message.
Create video conference
By clicking on the camera icon (circled in red), a video conference can be called quickly.
A small video image appears. Here you can still enter a name for the video conference, but this is optional. Click on the “Discuss now” button to activate the video conference.
After the participants have joined the video conference, they can switch their audio devices on and off (see camera and microphone icon). Control bar:
- Camera icon - Switch camera off or on
- Microphone Symmol - Switch microphone off or on
- Up arrow - desktop or application sharing
- Speech bubble icon - Meeting chat
- Person icon - Show chat participants and invite function
- Telephone handset hang up icon - Leave the video conference or have it terminated by the organizer
- Three-point symbol - Further setting options (described in detail below)
The point “Blur my background” is to be emphasized here. With this point the background becomes completely blurred so that other people in the room are not involuntarily included.
In the overview of the participants, participants can also be specifically invited to participate in the conference. To do this just enter the name of the person you want to add in the search field.
When the videoconference is ended or exited, a query about the call quality appears. This can (but does not have to (!)) be answered with the corresponding number of stars.
Note for Outlook users on Windows
For Outlook users on Windows, there is a second way to start a video conference with teams. In the calendar view of Outlook there is a button “New team meeting” after installing teams.
Here you proceed with the appointment in the usual way. You add who the invitation should be sent to, correct the date if necessary, and add a cover letter to the invitation if necessary. The invited people can then participate in the meeting by clicking on the link, provided the team software has been installed. The options within a video conference are described above.
Microsoft Team Clients
The Microsoft Teams Client can be downloaded at from here.
The client software is available for the following systems
- Windows 32 Bit
- Windows 64 Bit
- Linux DEB 64 Bit
- Linux RPM 64 Bit
All popular web browsers on the popular operating systems Windows, macOS and Linux.
For more information
- End-user training for Microsoft Teams: https://docs.microsoft.com/en-us/microsoftteams/enduser-training
- Teams addin for Outlook: https://docs.microsoft.com/en-us/microsoftteams/teams-add-in-for-outlook