Information Services

Teams FAQs to be deleted

On this page are Frequently Asked Questions about Microsoft Teams

Account & Tenant FAQs

Desktop app

Microsoft Teams are currently implementing a new feature allowing users to more easily switch between separate Teams accounts (such as student, personal and work accounts) on the Teams desktop and mobile apps. Note that this feature is not yet planned for Teams browser. 

This feature is listed on the Microsoft 365 Roadmap as “rolling out” and therefore will not be available for all users at the University of Edinburgh yet, however some users may see the option. This FAQ will be updated when this feature is launched.

Mobile app

The Teams mobile app does have a feature which allows you to easily switch between accounts

Note that you may need to manually update the Teams mobile app by:

  • Going to your device’s app store and searching “Microsoft Teams”
  • If the app needs to be updated, you will see an “Update” button to the right of the “Microsoft Teams” name, click this and wait for the app to update

To add an account, allowing you to switch to this account when you want to:

  • Click your profile picture / initials in the upper left of the Teams window
  • Click “Add Account” from the list
  • Click “Sign in with another account”
  • Type the email address of the account you want to add
  • You will then be prompted to add your password and sign in
  • Teams will automatically open the new account you have added
  • You can switch between your accounts by clicking your profile picture / initials and click the account you want under “Accounts and Orgs”.

Breakout Rooms FAQs

Can I set up breakout rooms from a shared account? 
If you have scheduled the meeting from a shared account, you may not be able to set up breakout rooms. This is because, in order to set up breakout rooms from a shared account, you must be able to directly log in to this account, and join the meeting as that account. Only meeting organisers (in this case the shared account) can create breakout rooms at the moment. Unfortunately, for most shared accounts, those who use it will not have access to the password for that account and so will not be able to log in to it directly. If this is the case, we do not recommend scheduling your Teams meetings with your shared account. Microsoft are adding an update to allow meeting presenters to schedule breakout rooms, when the meeting organiser has set this up. This feature is expected from September - October 2021.

Can I use Teams for... FAQs 

Yes, while the University recommends that you use Blackboard Collaborate for formal teaching events (lectures, tutorials, seminars) and teaching based content, you can use Teams in conjunction with this, as a way to communicate with your students and to allow students to communicate with each other. However, before using Teams with your students, please read our "How can I keep students safe while using Teams for distance learning" FAQ below. 

For further information on this, please have a look at our Teams Use Cases page, under "Using Teams in academic spaces". 

You can also have a look at the following information from Microsoft to help you set up and organise Teams for your classes:

Get started with Class Teams

Yes - Before conducting the interview, make sure to consider the usual process involved in hosting interviews.

There are a few things that we recommend with interviews in Teams:

  • We recommend that you set up separate meetings with each candidate to ensure the interview is private
  • We also strongly recommend that you review our "Privacy and your meetings" information on our Meetings guidance page before hosting interviews:

Organising, Joining and Hosting Meetings 

Channels FAQs

Image of how to restore deleted channels in teams

Yes, if you are the Team owner you can recover a deleted Channel for up to 30 days after it was deleted. 

To do this:

  1. Locate your Team with the deleted Channel
  2. Next, click "More options" (icon with 3 dots) beside the Team and a list will appear
  3. Then, click "Manage Team" and a new page will appear
  4. Then, select "Channels" from the top bar
  5. Next, click the "Deleted" drop down and your deleted Channel will show 
  6. Then, click "Restore" beside the Channel and a box will appear asking if you want to restore the Channel, click "Restore" 
  7. The Channel should now appear in your Channels list 

Chats

When you add files to a Chat, your file is stored in your OneDrive for Business document library.

To access your Chat files in OneDrive:

  1. Open OneDrive in your browser
  2. Then, sign in with your University log in details (UUN@ed.ac.uk and password)
  3. Open the "Microsoft Teams Chat Files" folder

Note - You can also access your Chat files from within Teams, by clicking the "Files" tab along the top bar of the Chat that you added the file to. 

Channels

When you add files to a Channel, your file is stored in the Team SharePoint site.

To access your Channel files in SharePoint:

  1. Open SharePoint in your browser
  2. Next, locate the Team you added the file to in SharePoint (the SharePoint site will have the same name as your Team). This may be listed under "Recent" 
  3. Then, from the navigation list on the left of the SharePoint window select "Documents"
  4. Next, click the Channel that the file was added to
  5. Your file will appear in the list 

Note - You can also access your Channel Files in the "Files" tab along the top bar of the Channel that you added the file to.

For the most up to date information on Teams limits, please see the following from Microsoft:

Teams Limits 

Feature Limit
Teams a user can create 250
Teams a user can be a member of 1000
Members in a Team 25000
Owners per Team 100
Channels per Team 200 (including deleted Channels)
Private channels per Team 30 (including deleted Channels)
Members in a Private Channel 250
Channel conversation post size Approximately 28 KB per post
Members of a private chat 250
Participants in a video or audio call from chat 20
Number of file attachments 10
Chat post size Approximately 28 KB per post
Number of people in a meeting 300 (users with an A3 license can organise meetings with 10,000 view-only attendees)
Maximum PowerPoint size (when sharing a PowerPoint in a meeting) 2GB
Meeting recordings stored for (not uploaded to Stream or other service) 20 days

 

It is possible that you are trying to name the Channel with a character or word that Channels cannot be named with:

  • Channel names can't contain certain "special" characters, such as: ~ # % & * { } + / \ : < > ? | ' " ..
  • Channel names also cannot contain the following words: forms, CON, CONIN$, CONOUT$, PRN, AUX, NUL, COM1 to COM9, LPT1 to LPT9, desktop.ini, _vti_
  • Channel names cannot start with: an underscore (_) or a period (.)
  • Channel names cannot end with: a period (.)

No - the University of Edinburgh does not have any retention policies currently in place for Teams. 

The only retention related information that may be important to note, is that meeting recordings which are not automatically uploaded to Stream, are only held on Teams for 20 days before deletion.

Office 365 Groups, Teams and SharePoint are all different things within Microsoft's Office 365 suite. 

An Office 365 Group is a group of users in the Azure Directory who share access to a SharePoint site, a Yammer group, Planner and OneNote. When you create a Team, you are also creating an Office 365 Group for that Team, allowing the members of your Team access to everything within the Office 365 group  for that Team (shared Planner, SharePoint site, OneNote etc). For further information on Office 365 Groups and how they relate to Teams, please have a look at Microsoft's guidance:

Office 365 Groups and Microsoft Teams

Teams is a collaboration platform, in which you can have conversations with your colleagues, collaborate on documents, have meetings, and share files. It is one platform within the wider group of platforms. 

SharePoint is a programme which provides a site for your group to store, organize, share, and access information easily, in one place. Again, SharePoint is a part of the wider Office 365 group. For more information about SharePoint, please have a look at the SharePoint Solutions Service's webpages:

SharePoint Solutions Service

Yes - We have identified some issues which can occasionally arise with Teams, and have troubleshooting steps for these issues. Up to date information on known issues with Teams, including fixes for these issue is available from Microsoft:

Known issues and fixes in Teams

Issue: Microsoft Teams is stuck in a sign-in loop (Edge/Internet Explorer)

The Teams site loops at sign-in meaning you can never sign-in to access Teams. This is caused by the Trusted Sites settings in your browser.

To resolve this you need change your settings in Internet Explorer or Edge. Guidance on how to do this is available here

Issue: Messages in Teams won't load/I cannot see new messages

This issue prevents you from being able to see new Teams messages and only older messages will load. This is a more common issue with the desktop version of Teams.

To resolve this, if you are using the desktop version of Teams try force quitting the app so that it refreshes. You can also try signing out and back in to the desktop app. If neither of these steps work try using the broswer version of Teams instead (Chrome or Edge). 

Issue: Microphone or webcam not working during my Teams meetings/calls

There can be a number of reasons why your microphone and/or webcam aren't working during Teams meetings.

To resolve this, first make sure the webcam/microphone buttons on the meeting bar are turned on (if they are off they have a strick through them).

Then, try clicking the more options button (icon of 3 dots) on the meeting bar, then clicking "Show device settings". Make sure that Teams is connecting to the correct microphone and camera.

If the above don't work, you may not have given Teams permission to use your microphone and/or webcam. For desktop Teams - Access the privacy settings on your device, and make sure Teams has permission to use your camera and microphone. For browser Teams - Access the settings/preferences of your browser and find your site settings. Within camera and microphone make sure Teams has permission to use your camera and mic. 

If none of these options work, there may hardware issues with your mic or webcam.

Issue: Teams keeps freezing

This issue is likely caused by your network connection.

To resolve this - You may want to try restarting your router, or contacting your provider. However, if your connection is working as expected you may need to refresh Teams. If you are using the Teams desktop app, first try force quitting Teams then try sign out and signing back in. If you are using the browser app try signing out and back in to Teams. 

Issue: Colleagues tell me that they can hear an echo of their own voice through my device

This issue is likely caused by you using the internal microphone of your device and not using headphones/earphones while in calls/meetings. For your next meeting/call try using headphones or earphones and ask your colleagues if they can still hear an echo.

Issue: I selected to leave a meeting chat and now want to rejoin but I am unable to

This issue arises when you click the 3 dots beside a meeting chat in your chat space and click Leave. You will still be able to join these meetings and should be able to see the chat but may not be able to add anything to the chat. 

To resolve this - The only resolution for this is to decline the recurring meeting invitation, and have the meeting organiser send you the meeting invitation again. Another option if that doesn't work is to ask the meeting organiser to completely delete the meeting series and create a new one. This bug has been reported to Microsoft and any updates will be given. 

 

Resolution 1

Users can only be added to private channels if they are already members of the Team that you are adding the private channel to. 

If the users you are trying to add to the private channel are not members of the Team, you should:

  1. Navigate to the Team you want to add the users to
  2. Click the More options ellipsis (3 dots) beside the Team name
  3. Click "Add member"
  4. Type the names of the users you want to add
  5. Click "Add"

Now you should be able to add them to your private channel

Resolution 2

If the users are already members of the Team, you can try removing the users from the team and adding them back again. Then trying to add them to the private channel. 

Help with how to remove and add users to a Team is available through the links below:

Remove users from a Team

Add users to a Team

Resolution 3

Alternatively, you can try downloading the Teams mobile app and create the private channel through the mobile app. You should also add the users to the private channel through the Teams mobile app. Help with adding channels to Teams through the Teams mobile app is available through the link below:

Add channels to Teams through the Teams mobile app

 

Yes, this can be done through Outlook (it is available in both the desktop app and browser versions).

Outlook on desktop

  1. Click the email message you want to share
  2. Click the “See more items” ellipsis (for me this is along a bar at the top of the Outlook window, below the search box)
  3. Click the “share to teams” option and a share to teams box will appear
  4. Type the Team / Channel name in the “Share to” box (you can only share the email one at a time, so if they wanted to share it with a channel and a individual in a chat, they would have to follow these steps twice).
  5.  Then, type any message you want to add to the “Type a message” box
  6. Click “Share”
  7. The email will be shared to Teams
  8. The email and message will now show in the Team Channel it was shared with. Members of the Team will be able to open it in Teams to make it bigger and download it

Outlook on web

  1. Click the email message you want to share
  2. Inside the email message, to the right of the Outlook window there should be a “more actions” ellipsis. Click the “more actions” ellipsis
  3. Click “Share to teams”
  4. Type the Team / Channel name in the “Share to” box (you can only share the email one at a time, so if they wanted to share it with a channel and an individual in a chat, they would have to follow these steps twice).
  5.  Then, type any message you want to add to the “Type a message” box
  6. Click “Share”
  7. The email will be shared to Teams
  8. The email and message will now show in the Team Channel it was shared with. Members of the Team will be able to open it in Teams to make it bigger and download it

Chat FAQs

Yes, chat bubbles can be disabled within your meeting by:

  • Clicking the More actions (ellipsis icon) on the meeting bar
  • Then, by selecting "Don't show chat bubbles"

Yes, this can be done through Outlook (its available in both the desktop app and browser versions).

Outlook on desktop

  1. Click the email message you want to share
  2. Click the “See more items” ellipsis (for me this is along a bar at the top of the Outlook window, below the search box)
  3. Click the “share to teams” option and a share to teams box will appear
  4. Type the name of the individual in your chat or the name of your group chat in the “Share to” box (you can only share the email one at a time, so if they wanted to share it with a channel and a individual in a chat, they would have to follow these steps twice).
  5.  Then, type any message you want to add to the “Type a message” box
  6. Click “Share”
  7. The email will be shared to Teams
  8. The person / people this was shared with can then see the email, open it in Teams to make it bigger and download it

Outlook on web

  1. Click the email message you want to share
  2. Inside the email message, to the right of the Outlook window there should be a “more actions” ellipsis. Click the “more actions” ellipsis
  3. Click “Share to teams”
  4. Type the name of the individual in your chat or the name of your group chat in the “Share to” box (you can only share the email one at a time, so if they wanted to share it with a channel and an individual in a chat, they would have to follow these steps twice).
  5.  Then, type any message you want to add to the “Type a message” box
  6. Click “Share”
  7. The email will be shared to Teams
  8. The person / people this was shared with can then see the email, open it in Teams to make it bigger and download it

Connection FAQs 

First, check that your internet connection is working as expected. 

If your internet connection is working as expected, check if you are able to connect to Teams on a different device. If you can connect to Teams on the other device, then there is likely something in the settings of your device or browser blocking your access (for example, Parental Controls or Firewall). Check your device's settings.

If you cannot connect to Teams on any device, check your router configuration. Are you using Parental Controls or a Proxy on your router? - If you are then this may be blocking your access to Teams, try turning off your Parental Controls or Proxy. 

Desktop App FAQs

Yes, this happens if the version of your Teams desktop app is older than 3 months. Microsoft have introduced this feature to ensure users have the most up to date versions of the desktop app for security reasons. 

If you are taken to this redirect page, click the "Update Teams" button and wait for the app to update. 

If you see a banner notification to update the Teams desktop app you should update the app, as this means your version of the app is 3 months older than the latest version. 

To do update the app you can either:

  • Click the link in the banner notification OR
  • If the banner notification has disappeared:
    • Click the "settings and more" button (icon of 3 dots) to the left of your profile picture / initials in the upper right of the Teams window
    • Then, click "Check for updates"
    • Then, click the "Refresh" link when this appears as a banner along the top of the Teams window

Guest User FAQs

Can I invite guests (without a University of Edinburgh account) to my Team?

Yes - Guests can be invited to join Teams but there are data loss prevention policies in force which might prevent you from sharing information containing terms which are subject to University terms of disclosure, GDPR or for general communications compliance. Please, familiarise yourself with the University of Edinburgh's policies before adding someone as a guest:

Data Protection Policy

Information Security Policy

List of Data Protection Champions

 

How to add a guest to your Team:

Note- you must be the Team owner to add a guest user

  1. Access the Team you want to add the guest to
  2. Next, click "More options" (3 dots icon beside the Team name) and a list will appear
  3. Then, click "Add member" from the list
  4. Next, type the person you want to add as a guest's email address into the "Start typing a name of group" box
  5. Then, click the option to "Add ... as a guest" that should appear below the email address
  6. Next, add your guest's name by clicking  the "Edit guest information" icon (pen icon)
  7. Then, click "Add" 
  8. You should then inform your guest that they will receive an email invite from Microsoft Teams to become a guest on our tenant. They will have to follow the prompts in that email, and accept to become a guest before they can access the Team. 

You may also need to inform your guest that they may need to manually change to our tenant in order to access your Team / Chats. There are different ways they may have to do this, either:

  • They will see an organisation name beside their profile picture / initials, they should click this and change it to "University of Edinburgh (guest)" OR
  • They should click their profile picture / initials in the upper right of the Teams window, then select "Accounts and orgs" from the list and select "University of Edinburgh (guest)"

Note - You cannot invite guests using a "Join code". Anyone without a University of Edinburgh account has to be added following the steps above. 

Guest Capabilities

Guests have slightly different access capabilities than members of the University. 

Guest Users Can Guest Users Cannot
Make private calls Edit or delete their own messages
Use their camera in meetings Use gifs, memes or stickers in their messages
Share their screen in meetings Start or stop recording meetings or webinars
Start "Meet now" meetings Share files in private chats
Have private chats Add apps
Post in Channels Create, edit or delete Teams
Join meetings / webinars Join public Teams
Produce or present in Live Events Access a Teams calendar
Share files in Channels Add guests to Teams
  Edit Team / Channel permissions
  Add or remove Team members

Guests and Teams meetings

You can also invite guests to join meetings, without having to add them to one of your Teams. Guidance on how to do this can be found here: 

Teams meetings 

 

Meetings FAQs

 

Mobile app FAQs

Notifications / Status Message FAQs

Sound / Video FAQs

Teams FAQs

Transcription / Captions FAQs

Upcoming features FAQs