Guide for Microsoft Teams

 Microsoft Teams is now available to all users with a Mednet account.

View upcoming training webinars for Microsoft Teams

Teams is a workspace that brings people across UCLA Health, or within your department, together to communicate and collaborate. Teams provides one-on-one or group chats, live access of shared Office 365 files, the ability to host private and channel meetings, and review of chat history.

Use this guide to roll out Teams in your department and learn how to join an existing team.

Reminder: Teams is an official communication tool and conversation history is enabled and discoverable. All staff are expected to conduct themselves professionally and in alignment with our CICARE and Cultural North Star values.

Get Started

Download Teams for desktop

Teams is available for desktop (Windows and Mac), web, and mobile (iOS and Android). We recommend users install the desktop and mobile clients to have the best experience with Teams.

Microsoft Teams is behind our secure network to connect you must be on UCLAHealthSecure network while on site or Global Protect VPN while off site.

Download Teams 

Desktop/Laptop

UCLA Health IT workstations already has Teams installed. 

• If you are on a MacOS and do not see Teams available in your applications, please download the Microsoft Teams Installer. Admin rights are required to install.
• If you do not have admin rights on your UCLA Health IT managed workstation, please call Customer Care at 310-267-CARE (2273) for assistance or virtually visit IT Connect.

 

Download Teams for mobile

Teams is available on iOS and Android.

Download Teams 

Teams via mobile devices is restricted to users who are enrolled in AirWatch Intelligent Hub. For more information, review Mobile Device Management.

When you download Teams for your mobile device, you will be prompted to create a 4 character PIN that contains a letter, a number, and a special character. The PIN is used to open Teams after you have been inactive for more than five minutes.

iOS devices 

Although you will have to create a PIN, if you have touch or face ID enabled on your device it will take the place of using the PIN.

Android devices

Although you will have to create a PIN, if you have touch ID enabled on your device it will take the place of using the PIN. If your Android phone does not have touch ID available, then you are only able to use a PIN to open Teams.

Instructions on setting up fingerprint for Android →

In addition to creating a PIN, you will be prompted to download the Microsoft InTune Company Portal. This app will need to be downloaded before installing Teams, however you do not have to register or open it.

Log into Teams on web browser

1. Go to https://teams.microsoft.com and sign in using your Mednet email address.
2. All users will need their Mednet username and password as well as DUO for multi-factor authentication in order to access. 

Training

Training and instructions are available on Microsoft Teams Help & Learning in how to use Teams.

• Get Started with Teams →
• Run effective meetings with Teams →
• Overview of meetings in Teams →
• Master working from home with Teams →
• Learn about teams and channels →
• More resources for on boarding users to Teams →

Interactive demo

Try an interactive demo for a guided tour of Teams to understand the app and learn about key features.

Collaborate with Teams

Start with chat

You start one-on-one and group chats the same way by selecting New chat  at the top of your chat list.

Once you've selected New chat  and entered the person’s name, compose your message in the box at the bottom of the chat. To open your formatting options, select Format   beneath the box where you type your message.

More details in starting a chat →

Create a team for your department

To quickly get started on Teams, we recommend you identify one or two team members that will champion the use of Teams for your department and help others with getting started. Here are instructions in how to setup and use key features:

• Setup and customize your team →
• Choose a team type to collaborate in →
• Collaborate in teams and channels →

Decide between a private and public team

Private teams can only be joined if the team owner and members (if permitted by owner) adds a new user to the team. 

Public teams are visible to everyone at UCLA Health from the teams gallery and you can join them without getting approval from the team owner. Note: This means, anyone with a Mednet account could join the team. 

Learn More about private and public teams →

Add team members in bulk

If a Email Distribution list exists in the Mednet Outlook Global Address List, it can be used to add multiple members to a team.

Important: This will provide a one-time import of individuals and updates will need to be made to the Team membership by the Team owner.

Owners versus members roles

Team owners manage certain settings for the team. They add and remove members, change team settings, set permissions for team members and handle administrative tasks. There can be multiple owners in a team.

Members are the people in the team. They talk with other team members in conversations. They can view and usually upload and change files. They also do the usual sorts of collaboration and other tasks that the team owners have permitted.

View detailed capabilities for both roles →

Tips and Tricks

Visit the Tips and Tricks team on Microsoft Teams for additional tips and tricks in using Teams and ask general usability questions. 

Chats

Name group chats

Name your group chat so it's easy to keep track of.

Remember to name your group chat, so it's really clear what the subject of the conversation is.

To start and name a new group chat, select New chat  at the top of your chat list. Then, select the down arrow next to the To field and enter a name in the Group name field. You'll see the name at the top of the group chat. 

To rename a group chat, select Name group chat  at any point.

Pin chats

Pin your most frequently used group chats.

Pinning is a great way to keep track of a chat even if you only need to do it temporarily. 

To pin a chat, highlight the chat, then select More options  > Pin.

Once you pin a chat, drag it into the order you want. Do this for several chats and you'll have all pinned chats within easy reach.

Unpin the chat when you don't need it front and center anymore. There's a limit of 15 pinned chats. 

Save a post or message

To save a message or post, select Save message  just to the right of the text.

To see a list of your saved messages, select your profile picture at the top of the app, then choose Saved.

Or type /saved in the command box at the top of the screen.

Share files within the chat

 In a group chat, you can share files and collaborate on them. Then, instantly make calls to the whole group of people who are in the chat. It's really handy for that!

Here are two ways to share files in chats:

Go to on the left side of Teams, highlight the file, choose More options   > Copy link, and paste the link directly into a message.

In the toolbar under your message, click Attach   , and upload your document.

The Files tab in your chat shows all the files you've shared with each other. 

Start a video conference or call from a group chat

In a group chat, you can instantly start video conferences and make calls to the whole group of people who are in the chat. 

Select Video call  or Audio call   to start a call from a group chat. 

Up to 20 people can be on the same video call. If a group chat includes more than 20 people, calling buttons will be disabled.

Meetings

Schedule a Teams meeting

Your calendar in Teams is connected to your Exchange calendar. In other words, when you schedule a meeting in Outlook, it'll show up in Teams, and vice versa. Every meeting scheduled in Teams is automatically made into an online meeting.

Teams lets you invite people outside your organization, including those who don't have a Teams license. Dial-in option is not available on Teams. If you require a call-in phone number, please consider using Zoom for UCLA Health.

• On Teams Desktop/Web
• On Outlook Desktop 
• On Outlook Web

There are several ways to schedule a meeting in Teams:

Select Schedule a meeting  in a chat (below the box where you type a new message) to book a meeting with the people in the chat. Go to Calendar  on the left side of the app and select New meeting in the top right corner. Select a range of time in the calendar. A scheduling form will pop open.

The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone.

Once you're done filling out the details, select Save. This will close the scheduling form and send an invite to everyone's Outlook inbox.

Meetings scheduled through Teams can accommodate up to 250 participants. Ad-hoc meetings and calls that are created from chat groups can include up to 20 participants.

Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook. It also lets people view, accept, or join meetings in either app.

For UCLA Health IT laptops/desktops, Outlook calendars may have Teams add-in included.

To schedule a meeting:

1. Open Outlook ap and switch to the calendar view.
2. Click New Teams Meeting at the top of the view.
   
3. Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).
   
4. Add your meeting subject, location, start time, end time, and your personalized message (if applicable).
5. Then click Send.

 

To schedule a meeting from Outlook on the web:

1. From mednet.uclahealth.org homepage, click Mednet email (onsite & remote) located under Quick Links. Or go directly to outlook.office365.com for Outlook 365 Portal.
   
2. Enter your Mednet email and password. If you are off UCLA Network, you will need to authentic with DUO for Multi-Factor Authentication. 
3. Select your calendar and add a New Event.
4. Under the location icon, click Add online meeting.
   
5. Select Teams meeting.
6. Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).
7. Add your meeting subject, location, start time, end time, and your personalized message (if applicable).
8. Then click Send.

Learn more on scheduling a meeting →

Record meetings

You can record meetings and group calls, but recording one-on-one calls isn't supported yet.

1. Start or join the meeting.
2. To start recording, go to the meeting controls and select More options  > Start recording.
3. Everyone in the meeting is notified that recording has started. The meeting notification is also posted to the chat history.
4. To stop recording, go to the meeting controls and select More options  > Stop recording

The recording is then processed (which could take awhile) and saved to Microsoft Stream, and then it's ready to play. The person who started the recording receives an email from Microsoft Stream when the recording is available. It also shows up in the meeting chat—or in the channel, if you’re meeting in a channel.

More information on recording meetings →

Turn on new Meeting Experience

Microsoft Teams now offers a new meeting experience with new features which will open a new window and provide new functionality like switching views to gallery mode, large gallery (up to 49 participants at once), and together mode.

Learn about the new meeting experience features >>

1. Select your profile pic at the top of the Teams app, then Settings > General. (General should be what’s showing when you open Settings, so you probably won’t have to select it.)
   
2. Select Turn on new meeting experience.
3. Restart Teams by doing the following:
   • Right-click the Teams icon in the Windows task bar or Mac System Tray.
   • Select Quit. and restart app like you normally would.
     

 

 

Organize and Notifications

Hidden teams and channels

When you join a new team, it's automatically shown in your teams list. If you know you're a member of a team but you don't see it, scroll to the bottom of your teams list and select Hidden. Find the team you're looking for, select More options  > Show.

For hidden channels, go to the bottom of the team, open the hidden channels list, then select More options   > Show.

More on hidden teams and channels →

Locate files shared in a channel or chat

Files that you share in a channel are stored in your team's SharePoint folder. Which can be found in the Files tab at the top of each channel.

Files that you share in a private or group chat are stored in your OneDrive for Business folder and are only shared with the people in that conversation. These will be found in the Files tab at the top of a chat.

Manage notifications

In Microsoft Teams, you have the control to decide what notifications you receive, where you receive them, and how often you get them. 

To change your notifications:

• Select your profile picture.
• Select Settings > Notifications.
• Change the settings to what you want.

Choose your channel notifications

• Go to a channel that shows in your teams list and select More options > Channel notifications. From there, you can choose what activity you get notifications for, and where they show up.

By default, channel mentions are turned off and all new posts will only show in Activity.

Video tutorial on managing notification settings →

Organize your contacts

Organize your contacts into groups to find them more easily. The groups are available on any device, but you can only manage them from the desktop or web app.

Create a Group

Click Chat  , click the Contacts tab, and at the bottom of the tab, click Create a new contact group. Name your group and click Create. You can always rename or delete your group later.

Add people to a contact group

Click Chat  , click Contacts, and then click More options  beside the group’s name. Click Add a contact to this group, type the name of a team member, and then click Add.

More ways to organize contacts →

FAQ

 

Can external users/guests join Teams' meetings, chats, or teams/channels?

Chats and teams/channels

You are only able to chat and add users to teams who have a Mednet account. 

Meetings

Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them.

• Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead.
• Type the person's full email address (ex: JoeBruin@ucla.edu).
• Select Invite. They'll receive an email with a link to the meeting.
• Guests are able to join via the link on either Microsoft Edge or Chrome Browsers only. 
• Guests will be placed in the lobby, which the organizer must allow to enter the meeting. 

Can I add OneNote Notebook to my team?

At this time, a OneNote Notebook can be created when you first create a team and choose one of these three team types: Class, Professional Learning Community (PLC), or Staff. The Other team type will not create a Notebook. 

Currently, you are unable to add a OneNote Notebook in the Teams tabs after a team has already been created.  

Can I change my profile picture?

Yes, when in Teams desktop or web app, to change your profile picture, click your current picture or icon with your initials  at the top right of the screen and select Change picture.

For mobile, to change your profile picture, tap More  and then tap your picture. From there, tap Edit (iOS) or Edit Image (Androd) to take or access your photo.

Please note: Changing your profile picture on Teams will update your profile picture for other Microsoft applications. 

Can we add cloud storage to Teams?

Yes, in the desktop or web app, click Files  on the left side of the app, and then click Add cloud storage. Pick your cloud storage service from the list that comes up. When ask to sign on select single sign on.

As of right now, you can share files from Box and OneDrive.

Sign in with your account. You might need to turn off your pop-up blocker first.

Does Teams meeting have a dial-in for meetings?

No, dial-in option is not available on Teams. If you require a call-in phone number, please consider using Zoom for UCLA Health.

Is Teams HIPAA Compliant?

Yes, Teams is HIPAA compliant.  However, all discussions impacting the care of patients should be documented in CareConnect so that other users can read it.  

Learn more on how to use CareConnect →

How do I use Shifts in Teams?

Shifts in Microsoft Teams is a schedule management tool that helps you create, update, and manage schedules for your team.

View more information on Shifts →

How many total participants can I have in meetings?

Audio conferences are limited to 250 participants in one Teams meeting.  This goes regardless of application (web or desktop) or whether the attendees are guests or users. 

If starting a video call from chat, up to 20 people can be on the same video call. If a group chat includes more than 20 people, calling buttons will be disabled.

Other limits and specifications for Teams →

Which applications are integrated and available on Teams?

UCLA Health IT approved integrated apps available within Teams can be view by clicking the Apps button on Desktop or Web platform. 

Then you can browse through the various applications available to simplify workflows, share data, or find new ways to work smarter together.