Teams

Microsoft Teams (MS Teams) is a secure collaborations hub allowing both internal and external participants in 1:1 or group audio/video meetings, with up to 300 interactive participants. Webinar participant levels rise to 1000 interactive & 10,000 view-only. Teams allows inline co-authoring of documents, private chat, and seamlessly integrates other Microsoft 365 apps too.

IMPORTANT: New Teams to replace Classic Teams

The timeline to replace Classic Teams with the New Teams app is controlled by Microsoft. The following outlines the key stages:

Nb. The timelines below are a guide only and are subject to change without notice. Some changes may take longer to implement.

Since May / June 2024 - New Teams app download made the default for any new user
From July 2024 - Classic Teams support ends for everyone
From August 2024 - Remaining users will be prompted to switch to New Teams. The transition is controlled by Microsoft
July 2025 - Classic Teams will be completely retired

The change is controlled by Microsoft and is on a global rollout timeline, it's not specific to University of Edinburgh. We recommend you choose to switch to the new app before Classic Teams support ends from July 2024.

What’s the New Teams?

The look & feel of the new Teams app is not unlike Teams 'Classic' with only subtle differences in appearance and the placement of user controls, including within menus. However new features and updates will be ported to new Teams only and the new Teams app has been remodeled for much better performance and flexibility, so your device resources are more efficiently utilised.

Can I switch to the New Teams app now?

Yes, if your device meets the required pre-requisites to run the app then you can get the New Teams app now. See "Get the New Teams app" linked below. Once requested, the process is automated but all 24 hours for updates to fully compete on your device, it doesn't take effect immediately.

Get the New Teams app

Information Services cannot guarantee the new Teams app will be free from issues and changes may appear without prior warning.

Where can I get help and support about the New Teams app?

See more info about Switching to the New Teams

Teams Town Halls replacing Live Events

Over the coming months, ISG Apps Service Management are preparing to transition to Town Halls for large events through Teams. Live Event organisers will be contacted with more details about what to expect over the course of the transition and our guidance pages will be updated with new information as it becomes available.

Over the course of the next few months, Collaboration Services will be preparing for the change on 30^th September 2024 from Teams Live Events to Teams Town Halls for large online events. All those directly affected, including Live Event organisers, have already been contacted with more detail as to what to expect over the course of this project. Frequent updates will also be available through a communications and user engagement campaign.

For more information, click here.

Microsoft Teams Notice Board

Service Availability Status

Official Microsoft account on Twitter #Microsoft 365 Status
University of Edinburgh Service Alerts
Microsoft Teams (including community postings, expert and partners) hashtag to follow on Twitter #MicrosoftTeams

Teams Updates

To see features recently added or coming soon to Teams, including in-depth information, please see:

New features in Teams

All Product Updates, including those in development, rolling out or launched can be found on the Microsoft 365 Roadmap

Teaching Remotely

We recommend using Teams to hold meetings or for group chat, but if you are looking to teach remotely then you should refer to guidance about Teaching Continuity Preparation Refer to Teams for Teaching for more details.

Unsure which tool to use for your meetings or events?

If you are unsure which tool best fits your needs for your meetings or events, you may find the Online and Digital Events Service helpful. Here you will find advice and guidance about safely and securely hosting your meetings and events online, supported tools and and a selector to help you choose the right tool right tool for your type of meeting or event:

Online and Digital Events Service

Limits and Specifications

Microsoft Teams has various limits, specifications and requirements that apply to it.

Microsoft provide up-to-date information on these limits and specifications on their website. This gives information on how many people can be in a Team, how many Teams you can create, how many attendees can join a meeting and other information.

Limits and Specifications for Microsoft Teams (Microsoft site)

IMPORTANT: Security, Data Protection and Privacy

Help avoid disruptions to your events

The biggest cause of unwelcome disruption to an online meeting or event is because of sharing the link to join the meeting out on social media platforms. This isn't unique to just Zoom, it applies to any online meeting platform allowing anyone with the join link (an invitation) to access the meeting.

How to avoid disruptions to your events

Security

Please review the University of Edinburgh's policies on Information Security which applies when using Microsoft Teams:

University of Edinburgh Information Security Policy (PDF)

If you are sharing research data in Microsoft Teams, please refer to the Research Data Service webpage for information:

Research Data Service

Data Protection

Microsoft Teams DPIA

DPIAs have been completed at the University of Edinburgh for each of the Online and Digital Events services.

Please access the DPIA for Teams using Your University Login.

Microsoft Teams DPIA

University Data Protection policy

You can also review the Universities policy on Data protection:

University of Edinburgh Data Protection Policy

Be aware of your surroundings for video calls with Teams

To avoid potential privacy harm or data leaks, ensure that you're aware of what will be visible in your background during a Teams video call. This maybe a colleague working behind you in an open plan office, a whiteboard or a screen with information on it. Teams allows you to blur your background or set a virtual background to help protect the privacy of you and others.

Adding external guest users in Teams

If you’re adding external guest users to Teams, please inform the user that their contact email address with be added to the University’s address book, and can be opt-out if they wish. If the guest wishes to opt-out, please raise a request to IS Helpline to have the guest’s email address removed.

Privacy

Recording Online and Digital Events

Recording Privacy Statement (Internal - Staff and Students)

Recording Privacy Statement (External Collaborators)

For guidance on how to record events in Teams, see our guidance on recording your Teams meetings.

Further Privacy Information

You can also review the University's privacy notices, which apply when using Microsoft Teams:

Student Privacy Notices

Employee Privacy Notices

More information

If you have concerns about security, data protection or privacy in Microsoft Teams, please contact IS Helpline

Teams Tips

For helpful hints & tips about using Teams and discover new features, follow us on Twitter (@UoE_TeamsTips) and have a look at our previous #TeamsTips tweets:

@UoE_TeamsTips

Switch to the New Teams

Microsoft are rolling out their new Teams app. We recommend you switch to the new app before Classic Teams support ends from July 2024.

Getting the most out of Hybrid Meetings

Guidance for hybrid meetings with Microsoft Teams

Get Started

Guidance and videos introducing Microsoft Teams to help you get started using Teams.

Teams FAQs

On this page you will find frequently asked questions about Microsoft Teams.

New Features in Teams

On this page, we list key new features that have been added to Teams recently, and some which are coming soon to Teams.

Teams for Teaching

Good practice guidance about Course-based Teams for Teaching.

Teams Meetings

Image with the word meetings and a icon of a computer screen showing an example of a teams meeting

Guidance on how Teams meetings work, features available in Teams meetings, and etiquette and privacy help.

Breakout Rooms

Breakout Rooms have now been implemented in Microsoft Teams. These allow meeting organisers to create and name separate rooms during a meeting, and assign attendees to these rooms.