Microsoft Teams Information

• All communications within Teams must be appropriate and follow the Student and Employee Code of Conducts.
  
• Access to Teams is available for all active employees and students using the Office 365 Login. (CCC email and password)
• Teams is available for Windows, Mac, Android, and iOS/iPadOS.
• Teams is a multi-use product and includes features that may not be supported by CCC yet.
• Teams/OneDrive Storage should be used responsibly for academic use only.
• Users should not send passwords, personal identifiable information (PII), or other sensitive data over Chat.
• The Teams desktop app is installed on all CCC computers by default. If a computer does not have Teams, follow the instructions below to install.

Before following the steps below, verify If Teams is installed already. The application can be found in the Start Menu under M for Microsoft, or by searching for "Microsoft Teams." On Windows 11 ensure you open the "Work or School" version, as the home version will not work with your CCC account.

Teams can be installed either individually or with the Office 365 package. To install with the Office suite, follow our Office 365 Instructions.

Individual Install

1. Navigate to the Microsoft Teams download page.
2. Choose the download for "Work or School."
3. Follow the steps to install Teams. Teams should automatically open when completed.

Teams is available for mobile devices and works responsively for most screen sizes. The mobile app allows users to stay in touch with CCC on the go.

To access the downloads, you can use the "mobile device" button within Teams (shown below), search the App stores for your device, or use the following direct links:

• Android
• iOS/iPadOS

For new users, Teams will display a Mobile Device button on the bottom left of the app.

Selecting this button will bring up the "Get the Teams Mobile App" window with a QR code and buttons that navigate to the app stores.

The following steps are for Windows computers attached to the CCC network, signed in using a Comet ID and password. Other operating systems or personal devices must follow the section below for personal/home install.

1. Open Software Center.
   1. Software Center can be found in the Start Menu under "Microsoft Endpoint Manager" or by searching for "Software Center."
2. In the list of applications, search and find "Microsoft Teams."
3. Select "Install."
4. Once finished Teams may automatically open, if not, it can be found in the Start Menu.

Teams should automatically log a user in when using a CCC computer on campus connected to the CCC network. When off-campus, a user will need to sign in to Teams using their CCC email address and password associated with their account. Off-campus users enrolled in Duo will be prompted to use multifactor authentication. 

Manual Sign-In

Step 1. Open Teams. If Office recognizes your account but does not automatically sign you in, you'll be prompted with the email detected.

a. If teams does not auto-detect an email, it will jump to Step 2.

b. If the emails are incorrect, select "use another account or sign up" at the bottom.

Step 2. If your email wasn't auto-detected or if you chose "use another account or sign up" enter your CCC Email in the username field. If you are an employee and a student, enter your employee email.

Step 3. If you entered your email correctly, you will be redirected to a page with the CCC logo and wallpaper. Enter your password and select "Sign In" to continue.

Step 4. If signing in to a personal device, you will be prompted to "Allow my organization to manage my device."

NOTE: For personal devices, ITS recommends unchecking the box and selecting "No, sign in to this app only."

Step 5. You are now signed in to Teams. Depending on your version of Teams, it may automatically restart and update to a new version.

 Upon first sign-in, Teams will have a similar layout for all users. The left-hand menu adjusts based on app-usage and can be rearranged by drag-and-dropping.

 The left-hand menu is the main navigation for Teams and the included apps. Using the menu is how a user will access Chat, Teams, Files, and more.

Activity – Notifications for being added to a team, new changes, file changes, and more.

Chat – Send and receive messages to other users and groups.

Teams – Group of users together for department/area needs, projects, events, and more. A Team can be used for group messages, file collaboration, and more.

Files – Displays OneDrive files and any files previously opened in chat or in a team.

Three Dots – Quick-access for already installed and accessible Apps.

Apps – Opens the App 'store' to find other apps to use.

Note: Most apps may require administrator approval or review, being they can be added or installed. Please contact ITS before installing apps.

Help – Opens a menu with options for information Teams from Microsoft's website.

 The top-right buttons are used for settings and adjustments.

Three-Dots – Prominent uses are Teams-based settings, zoom for accessibility, and Checking for Updates.

Profile Icon – View your name/email, change availability, set status messages, manage account, add another account, and sign out.

 The search bar in the middle of Teams can be used to search for users, teams, groups, files, and more. The Search bar is used predominantly to search for users to send chat messages.

 Chat is used for instant messaging other users or groups of users. Teams can be used to communicate with any CCC user.

 A new chat can be started by using the top middle search bar, or by using the "compose" button next to the Chat title. The compose button will open an empty message with search to find users.

 In the chat window at the bottom is a field to enter a new message.

Below the message field are options for Text Formatting, Attachments, Emojis, GIFs, and more.

• Always be appropriate with any chat, images, or GIFs sent.
• Attachments can be sent either from your local computer drive or OneDrive.
• Right clicking the Send button allows delaying a message to send later.

 Hovering over a message allows access to react with Emojis, replying, pinning, saving, marking as unread, translating, and opening in an immersive reader.

 After a chat has started, additional users can be added by using the "Add Users" button in the top right.

 Hovering over and selecting the three-dots or right-clicking a message in the Chat screen will display a context menu with additional options. Options include marking the popping out the chat into its own window, message as unread, pinning the message, muting the conversation from notifications, hiding the conversation, notifying when the user is available, and deleting.

 Users can record a video clip to send in Chat for a user to watch. The video is only visible to the chat the message is sent in.

Step 1. In the bottom right of the chat window next to the "send" arrow is "Record a video clip"

Step 2. Selecting the option will open a new window to video your camera and record a new video.

Step 3. After recording and reviewing, the video will send.

 Teams are groups of users with a common department, area, or special project. By default, only members can view a team and all contents. New Teams must be requested through ITS. Certain Team functionality may fail and require contacting ITS to enable, including installing certain apps.

 Hovering over and selecting the three-dots next to the Team name will display a context menu with additional options.

The menu includes Manage Team, Add Channel, Add Member, Leave Team, Edit Team (Name, Profile Picture), Get Link, Manage Tags, and Delete*. Most settings are only available to the Team Owner.

 At this time, new Teams are created by ITS by request. Users are unable to self-create teams.

• A Team owner must be a CCC Employee.
• Teams must be for a Department, Area, or a special project.
• The Team must be unique and not a duplicate.

 Please contact ITS before deleting a team. Files and messages may be unrecoverable if deleted without prior notice.

 Teams can be joined in three ways:

• Being added by the Team Owner
  • If you are unable to find the owner or if the team owner is no longer at CCC, contact ITS.
• Using an Invite Code provided by a Team Owner
• Requesting to Join a Public Team,
  • The majority of Teams are private, and users must contact the Team owner to be added to a team.

1. Opens Teams and select the Teams button in the left-hand menu.
2. Navigate to the team and select the three-dots next to the team's name.
   1. OR navigate to the list of teams and right-click the team in the list.
3. Select the "add a member" option
4. In the new window, type in the user's name or email address. Ensure, when typing in the user's name, there are no duplicate names.
5. Select "Add"
6. The user will be added to the team, it may take up to 15 minutes before they see the team available.

The "Manage Team" screen allows access to members, requests, channels, settings, analytics, apps, and tags.

1. Opens Teams and select the Teams button in the left-hand menu.
2. Navigate to the team and select the three-dots next to the team's name.
   1. OR navigate to the list of teams and right-click the team in the list.
3. Select the "Manage Team" option

1. Opens Teams and select the Teams button in the left-hand menu.
2. Navigate to the team and select the three-dots next to the team's name.
   1. OR navigate to the list of teams and right-click the team in the list.
3. Select the "Edit Team" option.

Every team automatically comes with a "General" channel for communication and file collaboration. Additional channels can be built for other purposes as needed by the team. Channels can have special permissions, chats, files, and apps separate from others.

Behind each Team is a 1 TB OneDrive cloud storage folder. When collaborating or sharing files within a Team they are automatically stored in the Team's OneDrive.

• All files shared and uploaded to Teams should be for academic use.
• PII including SSNs should not be uploaded to OneDrive.
• OneDrive is not a replacement for Employee Department Drives.

To access files stored in the OneDrive, follow the steps in the next section for Managing and Editing files.

Users can edit and collaborate on Office documents including Word, Excel, PowerPoint, OneNote, and Visio drawings within Teams. The Files window display documents uploaded to a user's OneDrive, Team, Chat, or any files recently edited or opened within Teams. Additionally, Students can connect their Google Drive using the "Add Cloud Storage" option.

Files can be accessed from multiple locations depending on where the file was linked or shared.

Blank files can be created using the "new" button within

Students can select "Add cloud storage" within the Files window to attach their Google Drive.

After selecting the Add Cloud Storage, a window will appear to select the storage and sign in.

Teams can be used to have meetings with audio and/or video. The meeting functionality is similar to Zoom and other video conferencing applications, with differing settings.

Meetings can be started immediately at any time within a Chat or Team. Meetings can also be scheduled for a Team. 

 Teams connects to Office 365 for Calendars, Email, Appointments and more.

At this time, this functionality is not yet available for CCC users. The calendar and email will not sync with Outlook and should not be used for scheduling or communication.

 Activity status (available/away/busy) and Status messages can be manually set by a user. Activity acts as an indicator for other users on availability. The status message displays for other users before they contact you with a message.

Both options are available in the top-right when selecting your profile picture.

• Change Activity – select the current status, a drop-down menu will appear.
  1. Select the new status and optionally choose a Duration.
     
     

• Change Status Message – select "Set Status Message."
  1. A new window will appear. Type in the message, set if the message will appear for message, and duration.
     
     

 The settings menu can be accessed using the three-dots menu in the top-right corner of the application, next to the user profile picture.

The settings menu can be used for adjusting themes, styles/layouts, accounts, privacy settings, notifications (sounds, styles), device settings (microphone, webcam, audio, etc.), permissions, accessibility, captions, and files.

 Open the settings menu using the three-dots menu in the top-right corner of the application next to the user profile picture.

Within "General" scroll down below Layout and disabled "Auto-start Application".