Register to attend one of my upcoming Microsoft Ignite virtual after parties

I’m hosting two Microsoft Ignite After Parties the week after Ignite and I would love for you to join me and my co-host Lea Wendling of Centriq Training for one or both events. Join us for a playback of a specific breakout session followed by a live quiz competition (participation optional), Q&A, and a two-way conversation as we debrief the breakout session together.

The approximate agenda for both virtual after parties is as follows:

  • Welcome & Introduction by Nate and Lea (~10 mins)
  • Playback of Microsoft Ignite Session (~30 mins)
  • Live quiz competition to win a Microsoft-related prize (~10 mins)
  • Technical Discussion, Q&A led by Nate and Lea (~20 mins)
  • Closing notes (~10 mins)

And below you’ll find the specific after party options and their registration links:

Microsoft Ignite Viva After Party (Kansas City)

  • When: Nov 9 at 10:00am CDT (80-90 mins)
  • Where: Virtual via Teams
  • Register here

In this after party, we’ll watch the Microsoft Ignite session Microsoft Viva: Latest innovations and roadmap for the new digital employee experience together. Then we’ll have some Q&A regarding the session’s content and have a two-way conversation regarding Microsoft Viva.


Microsoft Ignite Teams + Power Platform After Party (Kansas City)

  • When: Nov 11 at 11:30am CDT (80-90 mins)
  • Where: Virtual via Teams
  • Register here

In this after party, we’ll watch the Microsoft Ignite session The future of business is seamless collaboration – how Teams + Power Platform engage your entire workforce together. Then we’ll have some Q&A regarding the session’s content and have a two-way conversation regarding solutions using Microsoft Teams and Power Platform.


Microsoft Ignite is virtual and FREE this year once again. If you haven’t already registered for the conference (Nov 2-4) be sure to register today. Then, whether or not you can make the original session times, join us the following week to review and learn more together while connecting with other professionals to discuss Microsoft Viva, Microsoft Teams, Microsoft Power Platform and any related Ignite announcements. Register today to reserve your spot using the links under each party title above.

I can’t wait to share these experiences with you.

How to make Microsoft Teams files always open in the desktop app, Teams, or browser by default (for Word, Excel, and PowerPoint files)

Note: Video demonstration at bottom of post or here.

You can open files directly within Teams to have a single context in which you’re able to do your work. However, when dealing with complex files you may wish to change how files are opened to be able to utilize the full functionality of the desktop app instead.

If you don’t make any changes to your default settings in Teams, documents will open in Teams automatically. Here are the three Teams file experience options you have:

  • Teams (default) – uses the Office web app, just like browser, but with Teams as a wrapper (see following screenshot)
  • App (desktop or client application) – opens outside of Teams and browsers in the fully-featured application (Word, Excel, or PowerPoint)
  • Browser – opens outside of Teams in the Office web app but in your internet browser
A Word file opened inside Teams (web app experience)

And, of course, you can always open a file in Teams then choose Open in Desktop App at the top, but that’s the long way around. We can choose where to open a file before we even open it.

Click to enlarge

In this post, I’ll cover how to open a file in a different context (Teams, desktop app, or browser) for one-time needs as well as changing your default setting to force all files to open in the desktop version if you wish.

How to open a file from Teams in the desktop/client app without changing default settings

If you right-click a file in Teams and hover over Open, you’ll see you can choose to open that one file using the default or your preferred experience (Teams, app/desktop, or browser). This is great for those one-off files that require the full desktop application.

So if you need to open a Word, Excel, or PowerPoint file outside Teams, using its full desktop app:

  1. Right-click the file
  2. Select Open
  3. Select Open in app
Click to enlarge

Or if you already have the file opened in Teams, just click Open in Desktop App at the top.

How to change default file opening behavior of Teams to always open in desktop app

If you’d rather change the default setting for yourself so that a single left-click opens in the desktop app always, there are two places you can change your file opening preference – a file’s open menu or your Teams settings.

Note: Desktop/app will only be available as an option if you have Office version 16 or newer.

Always open Teams files in the desktop app | Method #1 (from a file)

To change your default file opening preference from an individual file’s menu, right-click the file, select Open, then select Change default.

Click to enlarge

Then choose Desktop app and Save. Now Teams will always open Word, PowerPoint, and Excel files in the appropriate desktop application.

Click to enlarge

Always open Teams files in the desktop app | Method #2 (in your Settings)

Alternatively, you don’t need to find a file first. Simply use the ellipsis (three dots) in the upper right corner of Teams and choose Settings.

Then select Files from the left and choose Desktop app from the dropdown menu. You change is saved automatically.

Click to enlarge

Always open Teams files in the Desktop app | Bonus method (prompt after opening one-time in desktop)

There is one more way to change this setting, but it’s less straightforward so I’m deeming it a “bonus method.” 🙂

If you do choose to right-click > Open > Open in app one time for a file, when you return to Teams it will prompt you to let it know if you were just opening in the desktop app this one time, or if you would like to go ahead and change your setting to always open Teams files in the desktop app.

Click to enlarge – Prompt shown when returning to Teams after having opened a file in the Desktop app from its Open menu

References:

Microsoft Teams desktop vs web version feature comparison

You can use Teams any time, from anywhere, on any device. This means you can use the desktop application, mobile application, or the web application. When you’re at a computer, chances are you’re using the desktop (installed on your machine) or web (accessed via a browser) version. In this post, I’ll detail what you might be missing when choosing one experience over the other.

Note: Looking for a Windows vs Mac comparison? Check out this other post.

The source of my information is this resource from Microsoft, but I’ve aggregated all of the data from all of its links into a single location here for convenience.

What are the differences between the desktop and web versions of the Teams client?

Firstly, if you’re using Calls in the web version, you must use Edge or Chrome as shown in the detailed feature comparison table below. To summarize, here’s a listing of the various features that are limited or unavailable in the web version of Teams:

  • Calls – Unavailable or limited features in the web version of Teams
    • Park and retrieve calls (Edge only)
    • Location provided for emergency calling (dynamic emergency calling)
    • Background blur
    • Custom backgrounds
    • One-on-one call recording
    • Music on hold
    • Share a phone line with a delegate
    • TTY Support
  • Meetings and live events – Unavailable or limited features in the web version of Teams
    • Spotlight (view only)
    • Take control (limited to PowerPoint only)
    • Breakout rooms (can join only, not create)
    • Background blur
    • Custom backgrounds
    • Share system audio
    • Live captions
    • Whiteboard (sketch only, can’t start)
    • Reduce background noise (noise suppression)
    • Produce a live event
    • Producer role available to external users (existing guests or from federated Teams org)
    • Presenter role 
    • Presenter role available to external users (existing guests or from federated Teams org)
    • Share screen or content during event
    • Share system audio
    • Q&A moderator
  • Messaging (chat) – Unavailable or limited features in the web version of Teams
    • Share your screen during a chat (only during a call or meeting)
    • Pop out a chat into its own window

See below for a full comparison of all features in both versions. This may be easier to consume as a filterable, sortable Excel table you can download here (includes Mac, Linux, and mobile too):

CategorySub-CategoryFeatureWindows desktopWeb
Activity feed and notificationsNotification styleTeams built-in style✔️✔️
Activity feed and notificationsNotification styleOperating system style
Activity feed and notificationsNotification settingsGlobal notification settings✔️✔️
Activity feed and notificationsNotification settingsCustomize channel notifications✔️✔️
Activity feed and notificationsNotification settingsSchedule quiet hours (prevent notifications from popping up)
Activity feed and notificationsNotification settingsDo not disturb setting (prevent notifications from popping up)✔️✔️
Activity feed and notificationsNotification settingsTurn on notifications for a thread✔️✔️
Activity feed and notificationsNotification settingsHide text preview in message notifications✔️✔️
Activity feed and notificationsActivity FeedSee notifications in Activity feed✔️✔️
Activity feed and notificationsActivity FeedSearch and filter in Activity feed✔️✔️
CalendarViews and navigationDay✔️✔️
CalendarViews and navigationWork week✔️✔️
CalendarViews and navigationWeek✔️✔️
CalendarViews and navigationAgenda
CalendarViews and navigationGo to a specific date✔️✔️
CalendarSchedulingSchedule an appointment✔️✔️
CalendarSchedulingSchedule a private meeting✔️✔️
CalendarSchedulingSchedule a channel meeting✔️✔️
CalendarSchedulingSchedule a live event✔️✔️
CalendarSchedulingUse Scheduling Assistant to see free/busy info✔️✔️
CalendarSchedulingInvite people as optional attendees✔️✔️
CalendarSchedulingInvite people from outside the team to a channel meeting✔️✔️
CalendarSchedulingChoose a time zone✔️✔️
CalendarSchedulingChoose from a list of rooms✔️✔️
CalendarSchedulingSet recurrencePredefined list or customizedPredefined list or customized
CalendarEvent optionsShow as options (free, busy, etc.)
CalendarEvent optionsAll day event✔️✔️
CalendarEvent optionsAccess meeting options from link in Teams calendar item✔️✔️
CalendarRSVPs and other attendee optionsBasic RSVP✔️✔️
CalendarRSVPs and other attendee optionsAdd message to RSVP✔️✔️
CalendarRSVPs and other attendee optionsChoose to notify meeting organizer on RSVP✔️✔️
CalendarJoining meetingsDial-in information included in meeting details✔️✔️
CallsPlace callsVoice Over IP (VOIP) and Public Switched Telephone Network (PSTN*) calling✔️Edge and Chrome only
CallsPlace callsReverse Number Lookup (RNL) based on AAD or telephone company info✔️Edge and Chrome only
CallsPlace callsNumber normalization rules/number translation rules✔️Edge and Chrome only
CallsPlace callsSpeed dial✔️Edge and Chrome only
CallsPlace callsCall history✔️Edge and Chrome only
CallsPlace callsFind and call Teams users in other domains (federated calling)✔️Edge and Chrome only
CallsPlace callsCall people who use Skype for Consumers or Skype for Business✔️Edge and Chrome only
CallsPlace callsStart a group call or join a group call in progress✔️Edge and Chrome only
CallsPlace callsLocation provided for emergency calls (dynamic emergency calling)✔️
CallsPlace callsCall from contact card✔️Edge and Chrome only
CallsPlace callsDial an extension✔️Edge and Chrome only
CallsPlace calls“/call” command✔️Edge and Chrome only
CallsAnswering and during a callVOIP call controls (hold, mute, video on/off, screen sharing)✔️Edge and Chrome only
CallsAnswering and during a callPSTN* call controls (hold, mute)✔️Edge and Chrome only
CallsAnswering and during a callAdd others to a call (VOIP and PSTN* numbers)✔️Edge and Chrome only
CallsAnswering and during a callBlur background during video calls✔️
CallsAnswering and during a callCustom background during video calls✔️
CallsAnswering and during a callOne-on-one call recording✔️
CallsAnswering and during a callCaller ID✔️Edge and Chrome only
CallsTransfer and forwardCall forwarding and simultaneous ring✔️Edge and Chrome only
CallsTransfer and forwardTransfer calls (blind, ring back, consult)✔️Edge and Chrome only
CallsTransfer and forwardPark and retrieve calls✔️Edge only
CallsVoicemail and settingsVoicemail with transcription✔️Edge and Chrome only
CallsVoicemail and settingsSend missed calls to voicemail✔️Edge and Chrome only
CallsVoicemail and settingsSecondary ringer✔️Edge and Chrome only
CallsVoicemail and settingsMusic on hold✔️
CallsVoicemail and settingsAccess to Calls section in Settings (full or partial)✔️Edge and Chrome only
CallsAdvanced calling featuresCustom ringtones✔️Edge and Chrome only
CallsAdvanced calling featuresShare a phone line with a delegate✔️
CallsAdvanced calling featuresBlock calls✔️Edge and Chrome only
CallsAdvanced calling featuresPlay a busy signal to incoming callers when on another call (busy on busy)✔️Edge and Chrome only
CallsAdvanced calling featuresAllow priority access to certain contacts when status is Do Not Disturb✔️Edge and Chrome only
CallsAdvanced calling featuresTTY support✔️
CallsAdvanced calling featuresCall queue✔️Edge and Chrome only
CallsAdvanced calling featuresAuto attendant✔️Edge and Chrome only
CallsAdvanced calling featuresCallto: protocol (use Teams as telephone)✔️Edge and Chrome only
FilesWorking with files in teams and channelsUpload from Recents, Teams and channels,and OneDrive✔️✔️
FilesWorking with files in teams and channelsUpload from local storage✔️✔️
FilesWorking with files in teams and channelsShare a link to a file âœ”️✔️
FilesWorking with files in teams and channelsView a list of files in a channel✔️✔️
FilesWorking with files in chat (messaging)Upload from OneDrive✔️✔️
FilesWorking with files in chat (messaging)Upload from local storage✔️✔️
FilesWorking with files in chat (messaging)Share a link to a file✔️✔️
FilesWorking with files in chat (messaging)See list of files in a chat, group chat, or meeting✔️✔️
FilesUsing the Files appSee list of recently viewed files✔️✔️
FilesUsing the Files appSee list of files from all of your teams✔️✔️
FilesUsing the Files appSee list of all files downloaded to local storage✔️✔️
FilesUsing the Files appSee list of all files in OneDrive✔️✔️
FilesViewing and editing file contentOpen file in Teams✔️✔️
FilesViewing and editing file contentOpen Office files in browser or desktop app✔️✔️
FilesViewing and editing file contentDownload file to local storage✔️✔️
Meetings and live eventsScheduling a meeting or live eventSchedule a one-time or recurring meeting✔️✔️
Meetings and live eventsScheduling a meeting or live eventSchedule a channel meeting✔️✔️
Meetings and live eventsScheduling a meeting or live eventHold an instant (ad hoc) meeting with Meet now✔️✔️
Meetings and live eventsScheduling a meeting or live eventLarge meetings (300 person)✔️✔️
Meetings and live eventsScheduling a meeting or live eventSchedule a live event✔️✔️
Meetings and live eventsScheduling a meeting or live eventSee people’s free/busy info when scheduling✔️✔️
Meetings and live eventsVideo and backgroundsNumber of video participants in meetingsUp to 49 with Large gallery settingUp to 49 with Large gallery setting
Meetings and live eventsVideo and backgroundsTogether mode✔️✔️
Meetings and live eventsVideo and backgroundsBackground blur✔️
Meetings and live eventsVideo and backgroundsCustom background✔️
Meetings and live eventsVideo and backgroundsSpotlightMeeting in a separate window: Start, stop, and view
Meeting in main Teams window: View only
Edge and Chrome: View only
Meetings and live eventsSharingShare desktop✔️✔️
Meetings and live eventsSharingShare window✔️✔️
Meetings and live eventsSharingShare PowerPoint✔️✔️
Meetings and live eventsSharingShare video
Meetings and live eventsSharingShare photo
Meetings and live eventsSharingTake control✔️PowerPoint only
Meetings and live eventsSharingShare system audio✔️
Meetings and live eventsMore in-meeting featuresRaise hand✔️✔️
Meetings and live eventsMore in-meeting featuresAdd or remove participant✔️✔️
Meetings and live eventsMore in-meeting featuresPin others✔️✔️
Meetings and live eventsMore in-meeting featuresMute others✔️✔️
Meetings and live eventsMore in-meeting featuresNudge others✔️✔️
Meetings and live eventsMore in-meeting featuresCreate and join breakout rooms✔️Join only
Meetings and live eventsMore in-meeting featuresMeeting options available during meeting✔️✔️
Meetings and live eventsMore in-meeting featuresCreate a meeting or access schedule✔️✔️
Meetings and live eventsMore in-meeting featuresMeeting notes✔️✔️
Meetings and live eventsMore in-meeting featuresStart and stop recording✔️✔️
Meetings and live eventsMore in-meeting featuresLive captions✔️
Meetings and live eventsMore in-meeting featuresWhiteboardStart and sketchSketch only
Meetings and live eventsMore in-meeting featuresView meeting chat✔️✔️
Meetings and live eventsMore in-meeting featuresChannel meeting chat (standard channels only; not available in private channels)✔️✔️
Meetings and live eventsMore in-meeting featuresAttendance report✔️✔️
Meetings and live eventsMore in-meeting featuresReactions✔️✔️
Meetings and live eventsMore in-meeting featuresReduce background noise (noise suppression)✔️
Meetings and live eventsLive eventsProduce a live event✔️
Meetings and live eventsLive eventsProducer role available to external users (existing guests or from federated Teams org)✔️
Meetings and live eventsLive eventsEdit a live event✔️✔️
Meetings and live eventsLive eventsCancel a live event✔️✔️
Meetings and live eventsLive eventsPresenter role âœ”️
Meetings and live eventsLive eventsPresenter role available to external users (existing guests or from federated Teams org)✔️
Meetings and live eventsLive eventsAttendee* role✔️✔️
Meetings and live eventsLive eventsAccess to producer options when editing event✔️✔️
Meetings and live eventsLive eventsAccess to event resources when editing event✔️✔️
Meetings and live eventsLive eventsShare screen or content during event✔️
Meetings and live eventsLive eventsShare system audio✔️
Meetings and live eventsLive eventsLive captions for events coming through Teams✔️✔️
Meetings and live eventsLive eventsAttendance report (producer)✔️✔️
Meetings and live eventsLive eventsQ&A attendee✔️✔️
Meetings and live eventsLive eventsQ&A moderator✔️
Messaging (Chat)Compose and sendAdd gifs (Giphy), emoji, and stickers✔️✔️
Messaging (Chat)Compose and sendEdit or delete a sent message✔️✔️
Messaging (Chat)Compose and send@ mentions✔️✔️
Messaging (Chat)Compose and sendSend a photo✔️✔️
Messaging (Chat)Compose and sendMark messages as important or urgent✔️✔️
Messaging (Chat)Compose and sendShare a file in a message✔️✔️
Messaging (Chat)Compose and sendShare your screen during a chat✔️Only in a call or meeting
Messaging (Chat)Compose and sendShare an email from Outlook to Teams✔️✔️
Messaging (Chat)Compose and sendShare and view location in a chatView onlyView only
Messaging (Chat)Read and replyReact to a message✔️✔️
Messaging (Chat)Read and replyImmersive Reader✔️✔️
Messaging (Chat)Read and replyQuoted reply
Messaging (Chat)Read and replyTranslate messages✔️✔️
Messaging (Chat)Read and replyView org chart✔️✔️
Messaging (Chat)Group chatsAdd people, share chat history, and remove people from a group chat✔️✔️
Messaging (Chat)Group chatsName and rename a group chat✔️✔️
Messaging (Chat)Group chatsLeave a group chat✔️✔️
Messaging (Chat)More chat featuresSave a chat (bookmark) âœ”️✔️
Messaging (Chat)More chat featuresFind and add a message extension âœ”️✔️
Messaging (Chat)More chat featuresStart a voice or video call from a chat✔️✔️
Messaging (Chat)More chat featuresPop a chat out into its own window✔️
Messaging (Chat)More chat featuresHide a chat from view✔️✔️
Messaging (Chat)More chat featuresRead, compose, and reply to messages while offline✔️✔️
Messaging (Chat)More chat featuresFind and chat with people from other domains (federated chat)✔️✔️
Messaging (Chat)More chat featuresChat with people who use Skype for Consumers✔️✔️
Messaging (Chat)More chat featuresSee Out of Office status from Outlook in chat✔️✔️
SearchSearch suggestionsPeople names (1:1 chat) in search suggestions✔️✔️
SearchSearch suggestionsGroup chats (named and unnamed) in search suggestions✔️✔️
SearchSearch suggestionsTeam names in search suggestions✔️✔️
SearchSearch suggestionsChannel names in search suggestions✔️✔️
SearchSearch suggestionsFile names in search suggestions✔️✔️
SearchSearch suggestionsApps and commands in search suggestions✔️✔️
SearchContextual searchSearch within a chat✔️✔️
SearchContextual searchSearch within a channel✔️✔️
SearchSearch resultsMessages✔️✔️
SearchSearch resultsPeople✔️✔️
SearchSearch resultsFiles✔️✔️
SearchSearch resultsGroup chats (named)
ShiftsFor workers (team members)View your shifts✔️✔️
ShiftsFor workers (team members)View team schedule✔️✔️
ShiftsFor workers (team members)Request shifts✔️✔️
ShiftsFor workers (team members)View open shifts✔️✔️
ShiftsFor workers (team members)Clock in and out (time clock)✔️✔️
ShiftsFor workers (team members)Shift reminders
ShiftsFor workers (team members)Set availability
ShiftsFor workers (team members)Chat with shift group
ShiftsFor workers (team members)Notification of shift schedule publish and time off
ShiftsFor workers (team members)Notification of swap requests
ShiftsFor managers (team owners)Create and delete shifts✔️✔️
ShiftsFor managers (team owners)Approve and decline shifts and time off✔️✔️
ShiftsFor managers (team owners)Import and export shift schedules✔️✔️
ShiftsFor managers (team owners)Copy a shift schedule✔️✔️
StatusStatus settingsAvailable✔️✔️
StatusStatus settingsBusy✔️✔️
StatusStatus settingsDo not disturb✔️✔️
StatusStatus settingsBe right back✔️✔️
StatusStatus settingsAppear away✔️✔️
StatusStatus messageCustomize status message text and duration✔️✔️
StatusStatus messageDisplay status message to others in Chat✔️✔️
Teams and channelsCreate and joinCreate a team✔️✔️
Teams and channelsCreate and joinInvite a guest from outside your org✔️✔️
Teams and channelsCreate and joinFind and join a public team✔️✔️
Teams and channelsCreate and joinCreate a channel✔️✔️
Teams and channelsCreate and joinPrivate channels✔️✔️
Teams and channelsCreate and joinPin a channel✔️✔️
Teams and channelsPosts and messagesCreate a new post✔️✔️
Teams and channelsPosts and messagesPost a message to a channel✔️✔️
Teams and channelsPosts and messagesAdd moderation for channel posts✔️✔️
Teams and channelsPosts and messagesEdit or delete a sent message✔️✔️
Teams and channelsPosts and messagesTranslate messages✔️✔️
Teams and channelsPosts and messagesCreate and use tags✔️✔️
Teams and channelsSharingShare a link to a team or channel✔️✔️
Teams and channelsSharingShare a file in a channel✔️✔️
Teams and channelsManage teamsAdd apps (some apps not available in private channels)✔️✔️
Teams and channelsManage teamsUse OneDrive for Business storage✔️✔️
Teams and channelsManage teamsMake someone a team owner✔️✔️
Teams and channelsManage teamsView team analytics✔️✔️
Teams and channelsManage teamsSwitch between Teams orgs where you use the same account to sign in*✔️✔️
Teams and channelsManage teamsSwitch between Teams orgs where you use different accounts to sign in
Teams for EducationAssignments appCreate assignments (Teachers)✔️✔️
Teams for EducationAssignments appGrade assignments (Teachers)✔️✔️
Teams for EducationAssignments appReview assignments (Teachers)✔️✔️
Teams for EducationAssignments appEdit assignments (Teachers)✔️✔️
Teams for EducationAssignments appView assignments (Students)✔️✔️
Teams for EducationAssignments appTurn in assignments (Students)✔️✔️
Teams for EducationAssignments appAssignments Student view✔️✔️
Teams for EducationAssignments appCreate quiz✔️✔️
Teams for EducationAssignments appCreate rubric✔️✔️
Teams for EducationAssignments appReading Progress✔️✔️
Teams for EducationAssignments appImmersive Reader✔️✔️
Teams for EducationClass teamsCreate a team (Class, PLC, Staff, Other)✔️✔️
Teams for EducationClass teamsJoin a team with a code✔️✔️
Teams for EducationClass teamsView class materials✔️✔️
Teams for EducationClass teamsCollaborate in class notebook✔️✔️
Teams for EducationClass teamsInsights (Teacher only)✔️✔️
Teams for EducationClass teamsSwitch between grid and list view✔️✔️
Teams for EducationClass teamsAnnouncement illustrations✔️✔️
Teams for EducationClass teamsMute student comments in class teams✔️✔️
A table comparing the features in the Windows desktop vs web experiences of Microsoft Teams

Microsoft Teams Windows vs Mac desktop feature comparison

Microsoft Teams is a bit different from many of the other Microsoft 365 apps in that it has a dedicated desktop application whereas many of the rest are exclusively browser-based (SharePoint, Planner, Forms, etc.). This post will detail how that Teams desktop application differs between Windows and Mac machines.

Note: Looking for a Teams desktop vs web version comparison? Check out this other post.

The source of my information is this resource from Microsoft, but I’ve aggregated all of the data from all of its links into a single location here for convenience.

What are the differences between the Mac and Windows versions of the Teams client?

This one is really quite simple – other than cosmetic differences, the only feature lacking in the Mac version of Teams is the ability to share system audio specifically during live events. You can, however, share system audio in other meeting types as seen in the detailed feature comparison at the bottom of this post.

CategoryFeatureWindowsMac
Live eventsShare system audio✔️❌
Differences between Microsoft Teams on Windows and Mac OS

What do the Mac and Windows versions of Teams have in common?

As you’ve gathered from the previous section, there aren’t many differences between the Mac and Windows desktop versions of the Teams app.

See below for a full comparison of all features in both versions. This may be easier to consume as a filterable, sortable Excel table you can download here (includes Mac, Linux, and mobile too):

CategorySub-CategoryFeatureWindows desktopMac Desktop
Activity feed and notificationsNotification styleTeams built-in style✔️✔️
Activity feed and notificationsNotification styleOperating system style
Activity feed and notificationsNotification settingsGlobal notification settings✔️✔️
Activity feed and notificationsNotification settingsCustomize channel notifications✔️✔️
Activity feed and notificationsNotification settingsSchedule quiet hours (prevent notifications from popping up)
Activity feed and notificationsNotification settingsDo not disturb setting (prevent notifications from popping up)✔️✔️
Activity feed and notificationsNotification settingsTurn on notifications for a thread✔️✔️
Activity feed and notificationsNotification settingsHide text preview in message notifications✔️✔️
Activity feed and notificationsActivity FeedSee notifications in Activity feed✔️✔️
Activity feed and notificationsActivity FeedSearch and filter in Activity feed✔️✔️
CalendarViews and navigationDay✔️✔️
CalendarViews and navigationWork week✔️✔️
CalendarViews and navigationWeek✔️✔️
CalendarViews and navigationAgenda
CalendarViews and navigationGo to a specific date✔️✔️
CalendarSchedulingSchedule an appointment✔️✔️
CalendarSchedulingSchedule a private meeting✔️✔️
CalendarSchedulingSchedule a channel meeting✔️✔️
CalendarSchedulingSchedule a live event✔️✔️
CalendarSchedulingUse Scheduling Assistant to see free/busy info✔️✔️
CalendarSchedulingInvite people as optional attendees✔️✔️
CalendarSchedulingInvite people from outside the team to a channel meeting✔️✔️
CalendarSchedulingChoose a time zone✔️✔️
CalendarSchedulingChoose from a list of rooms✔️✔️
CalendarSchedulingSet recurrencePredefined list or customizedPredefined list or customized
CalendarEvent optionsShow as options (free, busy, etc.)
CalendarEvent optionsAll day event✔️✔️
CalendarEvent optionsAccess meeting options from link in Teams calendar item✔️✔️
CalendarRSVPs and other attendee optionsBasic RSVP✔️✔️
CalendarRSVPs and other attendee optionsAdd message to RSVP✔️✔️
CalendarRSVPs and other attendee optionsChoose to notify meeting organizer on RSVP✔️✔️
CalendarJoining meetingsDial-in information included in meeting details✔️✔️
CallsPlace callsVoice Over IP (VOIP) and Public Switched Telephone Network (PSTN*) calling✔️✔️
CallsPlace callsReverse Number Lookup (RNL) based on AAD or telephone company info✔️✔️
CallsPlace callsNumber normalization rules/number translation rules✔️✔️
CallsPlace callsSpeed dial✔️✔️
CallsPlace callsCall history✔️✔️
CallsPlace callsFind and call Teams users in other domains (federated calling)✔️✔️
CallsPlace callsCall people who use Skype for Consumers or Skype for Business✔️✔️
CallsPlace callsStart a group call or join a group call in progress✔️✔️
CallsPlace callsLocation provided for emergency calls (dynamic emergency calling)✔️✔️
CallsPlace callsCall from contact card✔️✔️
CallsPlace callsDial an extension✔️✔️
CallsPlace calls“/call” command✔️✔️
CallsAnswering and during a callVOIP call controls (hold, mute, video on/off, screen sharing)✔️✔️
CallsAnswering and during a callPSTN* call controls (hold, mute)✔️✔️
CallsAnswering and during a callAdd others to a call (VOIP and PSTN* numbers)✔️✔️
CallsAnswering and during a callBlur background during video calls✔️✔️
CallsAnswering and during a callCustom background during video calls✔️✔️
CallsAnswering and during a callOne-on-one call recording✔️✔️
CallsAnswering and during a callCaller ID✔️✔️
CallsTransfer and forwardCall forwarding and simultaneous ring✔️✔️
CallsTransfer and forwardTransfer calls (blind, ring back, consult)✔️✔️
CallsTransfer and forwardPark and retrieve calls✔️✔️
CallsVoicemail and settingsVoicemail with transcription✔️✔️
CallsVoicemail and settingsSend missed calls to voicemail✔️✔️
CallsVoicemail and settingsSecondary ringer✔️✔️
CallsVoicemail and settingsMusic on hold✔️✔️
CallsVoicemail and settingsAccess to Calls section in Settings (full or partial)✔️✔️
CallsAdvanced calling featuresCustom ringtones✔️✔️
CallsAdvanced calling featuresShare a phone line with a delegate✔️✔️
CallsAdvanced calling featuresBlock calls✔️✔️
CallsAdvanced calling featuresPlay a busy signal to incoming callers when on another call (busy on busy)✔️✔️
CallsAdvanced calling featuresAllow priority access to certain contacts when status is Do Not Disturb✔️✔️
CallsAdvanced calling featuresTTY support✔️✔️
CallsAdvanced calling featuresCall queue✔️✔️
CallsAdvanced calling featuresAuto attendant✔️✔️
CallsAdvanced calling featuresCallto: protocol (use Teams as telephone)✔️✔️
FilesWorking with files in teams and channelsUpload from Recents, Teams and channels,and OneDrive✔️✔️
FilesWorking with files in teams and channelsUpload from local storage✔️✔️
FilesWorking with files in teams and channelsShare a link to a file âœ”️✔️
FilesWorking with files in teams and channelsView a list of files in a channel✔️✔️
FilesWorking with files in chat (messaging)Upload from OneDrive✔️✔️
FilesWorking with files in chat (messaging)Upload from local storage✔️✔️
FilesWorking with files in chat (messaging)Share a link to a file✔️✔️
FilesWorking with files in chat (messaging)See list of files in a chat, group chat, or meeting✔️✔️
FilesUsing the Files appSee list of recently viewed files✔️✔️
FilesUsing the Files appSee list of files from all of your teams✔️✔️
FilesUsing the Files appSee list of all files downloaded to local storage✔️✔️
FilesUsing the Files appSee list of all files in OneDrive✔️✔️
FilesViewing and editing file contentOpen file in Teams✔️✔️
FilesViewing and editing file contentOpen Office files in browser or desktop app✔️✔️
FilesViewing and editing file contentDownload file to local storage✔️✔️
Meetings and live eventsScheduling a meeting or live eventSchedule a one-time or recurring meeting✔️✔️
Meetings and live eventsScheduling a meeting or live eventSchedule a channel meeting✔️✔️
Meetings and live eventsScheduling a meeting or live eventHold an instant (ad hoc) meeting with Meet now✔️✔️
Meetings and live eventsScheduling a meeting or live eventLarge meetings (300 person)✔️✔️
Meetings and live eventsScheduling a meeting or live eventSchedule a live event✔️✔️
Meetings and live eventsScheduling a meeting or live eventSee people’s free/busy info when scheduling✔️✔️
Meetings and live eventsVideo and backgroundsNumber of video participants in meetingsUp to 49 with Large gallery settingUp to 49 with Large gallery setting
Meetings and live eventsVideo and backgroundsTogether mode✔️✔️
Meetings and live eventsVideo and backgroundsBackground blur✔️✔️
Meetings and live eventsVideo and backgroundsCustom background✔️✔️
Meetings and live eventsVideo and backgroundsSpotlightMeeting in a separate window: Start, stop, and view
Meeting in main Teams window: View only
Meeting in a separate window: Start, stop, and view
Meeting in main Teams window: View only
Meetings and live eventsSharingShare desktop✔️✔️
Meetings and live eventsSharingShare window✔️✔️
Meetings and live eventsSharingShare PowerPoint✔️✔️
Meetings and live eventsSharingShare video
Meetings and live eventsSharingShare photo
Meetings and live eventsSharingTake control✔️✔️
Meetings and live eventsSharingShare system audio✔️✔️
Meetings and live eventsMore in-meeting featuresRaise hand✔️✔️
Meetings and live eventsMore in-meeting featuresAdd or remove participant✔️✔️
Meetings and live eventsMore in-meeting featuresPin others✔️✔️
Meetings and live eventsMore in-meeting featuresMute others✔️✔️
Meetings and live eventsMore in-meeting featuresNudge others✔️✔️
Meetings and live eventsMore in-meeting featuresCreate and join breakout rooms✔️✔️
Meetings and live eventsMore in-meeting featuresMeeting options available during meeting✔️✔️
Meetings and live eventsMore in-meeting featuresCreate a meeting or access schedule✔️✔️
Meetings and live eventsMore in-meeting featuresMeeting notes✔️✔️
Meetings and live eventsMore in-meeting featuresStart and stop recording✔️✔️
Meetings and live eventsMore in-meeting featuresLive captions✔️✔️
Meetings and live eventsMore in-meeting featuresWhiteboardStart and sketchStart and sketch
Meetings and live eventsMore in-meeting featuresView meeting chat✔️✔️
Meetings and live eventsMore in-meeting featuresChannel meeting chat (standard channels only; not available in private channels)✔️✔️
Meetings and live eventsMore in-meeting featuresAttendance report✔️✔️
Meetings and live eventsMore in-meeting featuresReactions✔️✔️
Meetings and live eventsMore in-meeting featuresReduce background noise (noise suppression)✔️✔️
Meetings and live eventsLive eventsProduce a live event✔️✔️
Meetings and live eventsLive eventsProducer role available to external users (existing guests or from federated Teams org)✔️✔️
Meetings and live eventsLive eventsEdit a live event✔️✔️
Meetings and live eventsLive eventsCancel a live event✔️✔️
Meetings and live eventsLive eventsPresenter role âœ”️✔️
Meetings and live eventsLive eventsPresenter role available to external users (existing guests or from federated Teams org)✔️✔️
Meetings and live eventsLive eventsAttendee* role✔️✔️
Meetings and live eventsLive eventsAccess to producer options when editing event✔️✔️
Meetings and live eventsLive eventsAccess to event resources when editing event✔️✔️
Meetings and live eventsLive eventsShare screen or content during event✔️✔️
Meetings and live eventsLive eventsShare system audio✔️
Meetings and live eventsLive eventsLive captions for events coming through Teams✔️✔️
Meetings and live eventsLive eventsAttendance report (producer)✔️✔️
Meetings and live eventsLive eventsQ&A attendee✔️✔️
Meetings and live eventsLive eventsQ&A moderator✔️✔️
Messaging (Chat)Compose and sendAdd gifs (Giphy), emoji, and stickers✔️✔️
Messaging (Chat)Compose and sendEdit or delete a sent message✔️✔️
Messaging (Chat)Compose and send@ mentions✔️✔️
Messaging (Chat)Compose and sendSend a photo✔️✔️
Messaging (Chat)Compose and sendMark messages as important or urgent✔️✔️
Messaging (Chat)Compose and sendShare a file in a message✔️✔️
Messaging (Chat)Compose and sendShare your screen during a chat✔️✔️
Messaging (Chat)Compose and sendShare an email from Outlook to Teams✔️✔️
Messaging (Chat)Compose and sendShare and view location in a chatView onlyView only
Messaging (Chat)Read and replyReact to a message✔️✔️
Messaging (Chat)Read and replyImmersive Reader✔️✔️
Messaging (Chat)Read and replyQuoted reply
Messaging (Chat)Read and replyTranslate messages✔️✔️
Messaging (Chat)Read and replyView org chart✔️✔️
Messaging (Chat)Group chatsAdd people, share chat history, and remove people from a group chat✔️✔️
Messaging (Chat)Group chatsName and rename a group chat✔️✔️
Messaging (Chat)Group chatsLeave a group chat✔️✔️
Messaging (Chat)More chat featuresSave a chat (bookmark) âœ”️✔️
Messaging (Chat)More chat featuresFind and add a message extension âœ”️✔️
Messaging (Chat)More chat featuresStart a voice or video call from a chat✔️✔️
Messaging (Chat)More chat featuresPop a chat out into its own window✔️✔️
Messaging (Chat)More chat featuresHide a chat from view✔️✔️
Messaging (Chat)More chat featuresRead, compose, and reply to messages while offline✔️✔️
Messaging (Chat)More chat featuresFind and chat with people from other domains (federated chat)✔️✔️
Messaging (Chat)More chat featuresChat with people who use Skype for Consumers✔️✔️
Messaging (Chat)More chat featuresSee Out of Office status from Outlook in chat✔️✔️
SearchSearch suggestionsPeople names (1:1 chat) in search suggestions✔️✔️
SearchSearch suggestionsGroup chats (named and unnamed) in search suggestions✔️✔️
SearchSearch suggestionsTeam names in search suggestions✔️✔️
SearchSearch suggestionsChannel names in search suggestions✔️✔️
SearchSearch suggestionsFile names in search suggestions✔️✔️
SearchSearch suggestionsApps and commands in search suggestions✔️✔️
SearchContextual searchSearch within a chat✔️✔️
SearchContextual searchSearch within a channel✔️✔️
SearchSearch resultsMessages✔️✔️
SearchSearch resultsPeople✔️✔️
SearchSearch resultsFiles✔️✔️
SearchSearch resultsGroup chats (named)
ShiftsFor workers (team members)View your shifts✔️✔️
ShiftsFor workers (team members)View team schedule✔️✔️
ShiftsFor workers (team members)Request shifts✔️✔️
ShiftsFor workers (team members)View open shifts✔️✔️
ShiftsFor workers (team members)Clock in and out (time clock)✔️✔️
ShiftsFor workers (team members)Shift reminders
ShiftsFor workers (team members)Set availability
ShiftsFor workers (team members)Chat with shift group
ShiftsFor workers (team members)Notification of shift schedule publish and time off
ShiftsFor workers (team members)Notification of swap requests
ShiftsFor managers (team owners)Create and delete shifts✔️✔️
ShiftsFor managers (team owners)Approve and decline shifts and time off✔️✔️
ShiftsFor managers (team owners)Import and export shift schedules✔️✔️
ShiftsFor managers (team owners)Copy a shift schedule✔️✔️
StatusStatus settingsAvailable✔️✔️
StatusStatus settingsBusy✔️✔️
StatusStatus settingsDo not disturb✔️✔️
StatusStatus settingsBe right back✔️✔️
StatusStatus settingsAppear away✔️✔️
StatusStatus messageCustomize status message text and duration✔️✔️
StatusStatus messageDisplay status message to others in Chat✔️✔️
Teams and channelsCreate and joinCreate a team✔️✔️
Teams and channelsCreate and joinInvite a guest from outside your org✔️✔️
Teams and channelsCreate and joinFind and join a public team✔️✔️
Teams and channelsCreate and joinCreate a channel✔️✔️
Teams and channelsCreate and joinPrivate channels✔️✔️
Teams and channelsCreate and joinPin a channel✔️✔️
Teams and channelsPosts and messagesCreate a new post✔️✔️
Teams and channelsPosts and messagesPost a message to a channel✔️✔️
Teams and channelsPosts and messagesAdd moderation for channel posts✔️✔️
Teams and channelsPosts and messagesEdit or delete a sent message✔️✔️
Teams and channelsPosts and messagesTranslate messages✔️✔️
Teams and channelsPosts and messagesCreate and use tags✔️✔️
Teams and channelsSharingShare a link to a team or channel✔️✔️
Teams and channelsSharingShare a file in a channel✔️✔️
Teams and channelsManage teamsAdd apps (some apps not available in private channels)✔️✔️
Teams and channelsManage teamsUse OneDrive for Business storage✔️✔️
Teams and channelsManage teamsMake someone a team owner✔️✔️
Teams and channelsManage teamsView team analytics✔️✔️
Teams and channelsManage teamsSwitch between Teams orgs where you use the same account to sign in*✔️✔️
Teams and channelsManage teamsSwitch between Teams orgs where you use different accounts to sign in
Teams for EducationAssignments appCreate assignments (Teachers)✔️✔️
Teams for EducationAssignments appGrade assignments (Teachers)✔️✔️
Teams for EducationAssignments appReview assignments (Teachers)✔️✔️
Teams for EducationAssignments appEdit assignments (Teachers)✔️✔️
Teams for EducationAssignments appView assignments (Students)✔️✔️
Teams for EducationAssignments appTurn in assignments (Students)✔️✔️
Teams for EducationAssignments appAssignments Student view✔️✔️
Teams for EducationAssignments appCreate quiz✔️✔️
Teams for EducationAssignments appCreate rubric✔️✔️
Teams for EducationAssignments appReading Progress✔️✔️
Teams for EducationAssignments appImmersive Reader✔️✔️
Teams for EducationClass teamsCreate a team (Class, PLC, Staff, Other)✔️✔️
Teams for EducationClass teamsJoin a team with a code✔️✔️
Teams for EducationClass teamsView class materials✔️✔️
Teams for EducationClass teamsCollaborate in class notebook✔️✔️
Teams for EducationClass teamsInsights (Teacher only)✔️✔️
Teams for EducationClass teamsSwitch between grid and list view✔️✔️
Teams for EducationClass teamsAnnouncement illustrations✔️✔️
Teams for EducationClass teamsMute student comments in class teams✔️✔️
A table comparing features available in the Windows and Mac versions of the Teams desktop client

4 ways to @mention in Microsoft Teams to get attention on your posts and replies

You may already be familiar with the concept of @mentioning – it’s generally how we “tag” someone in social media. For example, if you wanted my attention on Twitter, you might write a post that @mentions my username such as “Hey @chambernate – have you ever run across this error?” This makes sure I get a notification and know to go look at your post.

@mentioning is also how we tag people in Microsoft Teams. When you’re composing a message (whether it’s in a channel, a meeting, or a group chat) you might write “Hey @Nate Chamberlain, can you review this outline?” This achieves the same result as in social media – making sure I get an Activity notification and am more likely to see your post and reply.

What happens if you don’t @mention someone? No @mention means the chat or channel that you’ve posted in will just be listed in bold for all other members. No activity notification, just a bold channel name or chat name that stays bold until I open that channel or chat, as seen below with NC460 Sales in the Retail team.

NC460 sales is a channel listed in bold, meaning there’s unread activity there.

If you mark a message as important, the channel or chat name will still be bold, but will also have an exclamation point as seen with PNW Coffee Social Campaign below.

PNW Coffee Social Campaign has unread activity, and some of that activity includes a message marked as important.

And in chat specifically, you can mark messages as “urgent” which does send activity notifications to recipients every 2 minutes for 20 minutes until they read it (or the 20 minutes ends). While handy as a way to get attention, we want to be careful not to overuse urgent.

In the remainder of this post, I’ll detail the 4 ways to @mention others in Microsoft Teams to get their attention in a direct and professional manner without using urgent:

  • @mention an individual (i.e. @Diego Siciliani)
  • @mention a team (i.e. @Human Resources)
  • @mention a channel (i.e. @Talent Acquisition)
  • @mention a tag (i.e. @Managers)

Let’s start with @mentioning individuals.

How to @mention an individual

To @mention someone in a chat message or channel conversation post, simply type the “at” sign (@) with no space after it, then begin typing the person’s name. (i.e. typing @Nate would suggest my full name you could then select). Once selected from suggestions, the name should show as a purple hyperlink that, when hovered over, gives you that person’s contact card.

If you’re typing a name and it’s not showing up as a suggestion, it could be they’re not a member of the chat you’re @mentioning them in or, if it’s a channel conversation, they may not be a member of the team to which the channel belongs.

You also don’t have to tag someone’s full name. It can feel overly formal to tag @Nate Chamberlain when you’d rather, more casually, say @Nate. To just use a first name, simply tag the full name as usual, but then backspace to remove the last name – as long as the first name is still purple, they’ll still be tagged but your message reads as more casual and personable.

Click to enlarge – shortening an @mention from full name to first name

@mentioning an individual is the most direct and specific way to get attention and a response from someone.

How (and when) to @mention a team

You can also @mention teams such as @Mark 8 Project Team – this sends an activity notification to every member of the team.

Use this to generally inform all members of your post – just keep in mind that in large teams you may not get the best response from a general @mention like this. The principles of diffusion of responsibility tell us that when 30 people get the same notification, they may feel less responsible for response or action. So to encourage specific action, we want to use more specific @mentions (consider it a form of “knowing your audience”).

Otherwise, @mentioning the entire team is a great way to make broad announcements, share FYIs, etc. where immediate action or response may not be the first priority so much as communicating something.

How (and when) to @mention a channel

You may choose to @mention a specific channel for two reasons:

  • You want attention from the team on a particular subject
  • You’re @mentioning members of a private channel (which has unique membership compared to the parent team)

Since standard channels don’t have unique membership from the parent team, an @mention of a particular channel does the same thing as @mentioning the team – every member of the team gets a notification when you @mention a standard channel. The difference is that you’re specifically calling attention to the topic of the channel. For example, if you work for a sales team and your boss mentioned @Sales Team – that’s pretty general and may include 50 people. But if they mention @East Region (a channel in Sales Team), and you happen to help manage the East region, you’re more likely to feel obligated to reply since that’s something in your wheelhouse.

Private channels have unique membership – while the parent team may have 50 members, the private channel can have a subset of that such as 10 of those 50 members. So @mentioning a private channel gives a notification to those 10 members instead of all 50.

Click to enlarge – Admin is a private channel with a subset of members from its parent team.

How to @mention a tag

Since @mentioning standard channels and the team do the same thing functionally, our only option to send activity notifications to subsets of our team members (other than by utilizing private channels) is to use tags.

You may need to be a team owner to create tags for your team members – this setting is determined by your team owners via the team’s settings > tags.

Click to enlarge – Team owners who manage your team settings specify who in the team can create/manage tags.

If you have proper permissions, use the team’s ellipsis (the team for which you want to tag members) and choose Manage tags.

Click to enlarge

Assuming you don’t yet have any tags to manage, click Create tag.

Add the tag name (i.e. Nurses, Managers, Trainers, etc.) and who should be in that tag. Click Create when finished (you can always add more later).

Now when you are creating a post or reply in a channel in that team, you’ll be able to @mention your new tag’s name to notify only the people tagged with that tag. Other team members will still see a bold channel name for unread activity, but won’t receive the activity notification from the @mention. So, in the previous screenshot, Nestor Wilke and Patti Fernandez will each get an activity notification when you @mention Managers.

Click to enlarge

You can also use tags created for your teams as a way to start new chats (Ctrl+N in desktop, or just use the new chat icon when on the chat node of Teams).

Click to enlarge

Microsoft Teams is Not a Zoom Alternative; It’s Much More

I recently wrote a blog post for Centriq Training on how Microsoft Teams is more than just a Zoom alternative. In the post, I detail (with a table comparison) how Teams and Zoom are similar in meeting and chat functionality. But Teams goes far beyond communication and really excels in being the “one-stop shop” of enterprise communication and collaboration.

The post is broken down into:

  • Intro (What is Teams, what is Zoom, and why do people ask Teams vs Zoom?)
  • Microsoft Teams vs Zoom (for online meetings) with feature comparison
  • What’s unique about teams
    • Participant limit and meeting types
    • File integration
    • Pre-connected apps teams can use
  • Conclusion (go beyond just chat and meetings with a single app for all productivity, collaboration, and communication)

Read the entire post on Centriq’s blog here: Microsoft Teams is Not a Zoom Alternative; It’s Much More.

How to restore a file deleted from a Microsoft Teams channel

pile of covered books

Microsoft Teams is the place where groups of people come together to communicate and collaborate. A large part of that collaboration is document storage, sharing, and co-authoring. In Teams, files can be found on the Files tab of each channel within a team.

Did you know the Files tab is actually showing you the contents of a SharePoint folder associated with that channel?

Because Teams files are stored in SharePoint, any file deleted from a Teams channel goes to the associated SharePoint site’s Recycle Bin. We need to go to that Recycle Bin to restore the deleted file from there.

Click to enlarge | The dialog that appears when deleting a Teams file shows us it’ll go to the (SharePoint) site Recycle Bin.

How to restore a deleted Teams file

To find the correct SharePoint site for the team in question, we first open the Files tab for the channel from which you originally deleted the file. Then choose Open in SharePoint. If you don’t see it, you may need to use the ellipsis (…) then select it as seen in the following screenshot.

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Next choose Recycle Bin from the left-hand navigation menu.

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Finally, select the file you deleted then choose Restore from the ribbon menu.

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Idea: Add the Recycle Bin as a channel tab

If you’re part of a team that is frequently accessing the Recycle Bin, you can pin it as a tab in your channel(s). Start this by clicking the plus sign (+) to the right of your existing tabs.

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Choose Website for the app (SharePoint apps won’t work for this particular idea).

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Name the tab Recycle Bin, paste the URL to your site’s Recycle Bin, and click Save.

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Now you can drag the new Recycle Bin tab right next to your Files tab and have them side-by-side.

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How to get a Microsoft Teams meeting attendance report

Microsoft Teams has three types of virtual meetings:

  • Meetings
  • Webinars
  • Live Events

Live events already had a nice attendance report (which I assume will be available for webinars as well), but traditional/regular meetings had yet to see a similar feature until now. You could always export attendance during the meeting, but it was a snapshot at that moment and you didn’t capture those who had left early or joined late depending on when you exported it. It also didn’t capture join/leave times.

Now meetings have attendance reports that you can get AFTER the meeting as well. Note that you must be the organizer or co-organizer, and your admin must have enabled this ability. See here for more info.

You can get these attendance reports in a downloadable CSV/Excel format in the meeting chat once the meeting ends (a post with a downloadable report will appear) or from meeting details by simply following these steps after the meeting ends:

  1. Open the meeting/event in Teams to view Meeting Details
  2. Click the Attendance report icon to download the Excel file to your machine’s Downloads folder
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The resulting report will feature these details:

  • Total participants
  • Meeting start/end
  • Attendee name
  • Attendee join/leave times
  • Duration attended
  • Email
  • Role
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You do have a third option if it’s a meeting that you’re the sole organizer of (meaning it’s not a channel/team meeting). For one of your meetings, you can also find attendance by opening the meeting/event details and choosing the Attendance tab at the top. This tab is not available for channel meetings, but does give you a nice view of attendance stats without having to download anything. Check out the video below to see all three methods in action:

What is Teams Pro? A look at the latest M365 service plan

Microsoft announced a Teams Pro service plan on Feb 9, 2021. This service plan will be rolled out for all customers with applicable SKUs (Office 365 E5/E3/A5/A3, and Microsoft 365 Business Standard/Business Premium licenses) at no additional cost. You can read the message center announcement in your admin center.

What features are included in Teams Pro?

Teams Pro will include a set of features that will enable “meeting intelligence” and webinar capabilities. While nothing has currently been officially announced, I speculate the new custom registration pages will be included in the Teams Pro feature set.

Admins will be able to turn Teams Pro functionality/capabilities on or off for users similar to how they currently can toggle any app/service product license assignment on/off for users.

How does Teams Pro change my current Teams licensing and M365 cost?

This new addition will not change existing licenses, and will not come at an additional cost to those with Office 365 E5/E3/A5/A3, and Microsoft 365 Business Standard/Business Premium licenses.

When is Teams Pro available?

Teams Pro will be showing up mid-March 2021.

New MS-700 exam guide (Managing Microsoft Teams) now available with 165 practice questions

I had the honor of co-writing Packt’s new MS-700 exam guide with fellow MVP and MCT Peter Rising. We cover the latest exam objectives released in over 400 pages that include plenty of screenshots and a total of 165 exam practice questions.

Successfully passing the MS-700 exam earns you the Microsoft 365 Certified: Teams Administrator Associate certification. This is an excellent way to prove skills and proficiency to employers (current and prospective) and also challenge yourself with keeping up-to-date on administering one of Microsoft 365’s core collaboration and communication apps.

We had an amazing team of technical reviewers and I want to thank Linus Cansby, Adam Deltinger, Amanda Sterner, and Mike Swantek for their invaluable time and input to help make this the best exam guide possible.

I also want to thank the many editors and staff at Packt who invited us to work on this project and helped us make it exceptional from beginning to end. It’s our success to celebrate together and I’m quite proud of what we’ve accomplished.