Introduction
MS Teams offers a variety of functions and tools to communicate with users across the university. You can setup a “team” to act as a hub for communication and work with a specific set of users. This article will go over some of the functions and settings in and out of MS Teams that you may need when working with your team.
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Email members of a team with Outlook
Your team is designed to send posts and chat messages within the MS Teams app directly. These are the steps if you need to email your team in Outlook outside of posts and chat messages.
1. Open Outlook email signed in with Empire State University username and password.
2. Scroll to the “Groups” header along the left-hand menu of options, all of the teams you are a member of will be listed under the header.
3. Select the team that you want to email, and an email history of the team will appear in the second column from the left-side of the page.
4. Click the “Send email” button underneath the name of the team, and a third column will open a mostly blank email with the team’s distribution list under the “To:” line.
5. Write the subject and body of your message.
6. Click the “Send” button.
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Scheduling a Recurring Meeting with Members of Your team
It’s advisable to schedule any recurring meetings with your team using this method. You will not have to manually input the members' names, one by one, and also you get this notification in your team’s General Posts tab. All the members are able to see the meeting is scheduled. When the meeting day/time arrives, there will be another notification that says "Meet now, a meeting has started" to prompt users to go to the meeting.
1. Start in the “General” channel of the team on the “Posts” tab that you want to schedule the meeting with.
2. Click on the downward arrow on the “Meet” button in the upper right-hand side of the team, and a drop-down box will appear.
a. Please note: Clicking the “Meet” button directly, not the arrow, will start a meeting at that moment; you can’t schedule from here.
3. Select the “Schedule a meeting” option, a dialog box will open.
4. Fill-in fields of the calendar invite:
a. Title of Meeting (required)
b. Invite any additional attendees that are not members of the team (optional).
c. Start date (required)
d. End date (optional).
e. Recurring date options (daily, weekly, monthly, custom) (optional).
f. Channel (you should see the name of your team here, no further action required).
g. Add location (if a physical location is being used in addition to the virtual MS Teams meeting).
h. Description (optional).
5. Click the “Send” button and the invitation will be sent to all members of the team.