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Pro Tip: Need-to-Know Settings in Microsoft Teams

Microsoft Teams has many features that can help us as we complete our daily tasks. This week, we’ll be exploring three settings available on Teams Channel to help streamline operations and communications. 

Public Teams Channel Management 

One of the core benefits of a Teams channel is that it is much more accessible than a group chat. Try using one of these functions to help share your channel and centralize your communications in one place. 

Invite new members to a channel 

When a new team member is hired to your organization, you can use the “Get Link to Channel” tool or the “Team Code” to share the Teams channel easily. 

To share a Team Code with new members, go to settings. Once you share the code,  the new member can join the group through their own Teams app. 

See examples

Another way to share access is to send the employee a link to your channel.  

See examples

Share a channel email address 

Microsoft Teams also allows you to connect with individuals outside of your organization. Just share an email address that connects directly to a Teams channel and those stakeholders will be able to  connect. For example, if you’re working with Bright Solar Marketing on a project you can share your group’s Teams channel email to make sure stakeholders have at least one place to reach you.

Go to the Teams channel and click on the three ellipses, select  the  “Get email address” option. Copy the email and then share with the stakeholder. Your stakeholder can then send an email to your group’s Teams channel. The end message will be a post in your channel that you can see and discuss internally. 

See examples

Add Team’s channels to meetings you host

When you have a regular meeting with your organization, you can attach a specific group’s Teams channel to that meeting. Just create a recurring meeting in your Teams calendar and add the channel to that event. 

The main benefit to attaching a specific Teams channel to your recurring meeting is that it can centralize all documentation and communication in one place. This means that all of the materials for every meeting will always live in the same location, making them easy to reference in the future.   

This is a great tool for departments who are collaborating on projects that last many weeks or months. 

See examples

Teams Channel Connectors

Microsoft Teams offers  many   ways to connect to other apps, whether it's through a builtin application or a webhook. You can reference our  article on Teams App Integrations and see a webhook that connects Teams to Jira. 

This webhook allows you to take all of the notifications from  Jira and put them into a Teams channel. Therefore, everytime a Jira ticket is created, updated or if you are tagged, you can get an instant notification to your Teams channel. 

To set up a Jira and Teams webhook, create a new channel and name it accordingly. Then click the ellipsis, and add a connector. Select the option for Jira Cloud. 

See examples

Name the connector and follow the steps in the dialogue box  to set up the webhook in the system administration settings of your Jira account. Please note, you may need administrator privileges.  

There are many different types of connectors so take a moment to explore and look for other webhooks that may be useful to your team. 

TL;DR - There are many different tools in Teams that help you share channels internally and externally. In addition, connecting the Teams channels to recurring meetings and other apps will help streamline operations.
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