Teams FAQs
How many people can attend a Teams meeting?
At the moment, 1,000 people can attend a meeting.
How many people can you see at one time in a meeting?
You can see up to 49 attendees at any one time during a meeting.
Is the meeting automatically closed if it exceeds its allotted time?
No, the meeting only ends when someone chooses to close it or all attendees have left.
Can I book a Teams meeting via Outlook?
Yes, you can schedule a Teams meeting in Outlook. To do so, you must have Teams installed on your computer.
Can I raise my hand during a Teams meeting?
Yes, it is possible to raise your hand during a meeting.
Raise your hand during a teams meeting.
Can I use a whiteboard in a Teams meeting?
Yes, you can use a whiteboard in a Teams meeting. You can start a whiteboard by clicking on the Share button. Once you have clicked on Share, select Whiteboard on the far right.
Can I moderate a Teams meeting?
Yes, you can choose to turn off a participant’s microphone, invite more people to the meeting or remove attendees during the meeting. You can also choose whether participants can activate their microphones during the meeting and whether the chat function is available.
Can I set up a lobby for my Teams meeting?
Yes! You can choose to make everyone wait to be admitted to the meeting, choose to admit people from your own organisation or admit everyone at once. As the creator of a meeting, you can always choose to end the meeting.
Settings for other participants at Team meetings
Can I divide the meeting into Breakout Rooms?
Yes, you can break the meeting down to smaller groups (i.e., Breakout Rooms). However, as things stand, only the organiser can do so. Microsoft is planning to launch the opportunity for other attendees to create Breakout Rooms in the near future.
Can I invite a whole team to a meeting?
Yes, if you book the meeting via Teams, you can add the meeting to a channel for one team. When you do so, a post is published on the channel stating that you have booked the meeting and that everyone in the team will receive an invitation by email to their Outlook account.
Can I record a meeting?
Yes, click on meeting controls and select More actions (three dots) > Start recording. It is important to inform attendees in advance, so that they can object to recording if they wish to do so. Everyone attending the meeting will see a box informing them that the meeting is being recorded.
How much storage space does a team have?
Each team has 1 TB of memory.
What is the difference between a private and public team?
There are a number of differences between a private and public team. Remember: if you happen to choose the wrong type of team, you can always change its status afterwards.
Private team: A private team is only accessible to those you invite or approve. Generally speaking, you should choose a private team.
Public team: A public team is open to everyone at Kristianstad University. This means that when someone searches for a team they can find your team in a list and then join without your approval. All files and content in a team are searchable for all members.
Bear in mind that both staff and students can see and join public teams.
How many channels can I create?
You can create 200 standard channels and 30 private channels in one team.
What is a private channel?
A private channel is only accessible to people to grant access to. Anyone you invite must be a member of the team to which the private channel belongs. So, you cannot invite someone onto a private channel without allowing them to join the team.
Please note that once you have created a private channel you cannot convert it to a public channel.
Can anyone in a team create channels?
This depends on the settings selected by the team’s owner. Under Manage teams, the team’s owner can choose team members’ permissions and settings.
Administering team settings and permissions in Teams
What type of team should I create?
You have four choices when creating a team: Class, Professional Learning Community (PLC), Staff, Other. To customise a team to meet your specific needs, select Other.
What is the difference between being an owner or a member of a team?
The owner of the team is the administrator. The owner can add and remove members and decide which permissions members should have. A team can have several owners.
Add members, change owners, etc
What happens when someone accidently deletes a file from a team?
If someone accidently deletes a file from a team, it can be restored from the team’s recycle bin in SharePoint. Files are stored in the recycle bin for 30 days. After 30 days, the files are stored in a second-stage recycle bin for 60 days before being permanently deleted. Your files will be stored in a recycle bin for 90 days.
Delete and restore files in Teams
What is the difference between a chat and a post in a team?
The chat function is a replacement for Skype and allows you to communicate with individual colleagues or groups in writing or in a video call. You can also share your screen. Only you and the person you are chatting to can see your chat. A post is a written communication within the team, much like creating a thread in a forum.
If you want to create a common space for collaboration, we recommend that you create a team. Conversations within the team are visible to all team members and, unlike chats, conversations are linked in threads to create continuity on the topic in question.
Chats are a constant flow, while conversations within the team are divided into threads to make them easier to follow. As a rule of thumb, you should use chats for brief day-to-day exchanges and conversations as a more formal forum for anything that you are likely to need to follow up at a later date.
Can I move files to another channel or another team?
Yes, you can move files. Click on More options (three dots) and then select Move. You can also open files in SharePoint for easier handling.
Can I create subchannels?
No, you can only create channels in a team.
Can I rename a team?
Yes, you can rename a team. However, whenever you create a team a SharePoint page is automatically created with the same name, and it is not possible to change this name. So, when you rename your team, this is only a display name; the SharePoint page will retain the original team name.
Can I rename a channel?
Yes, you can rename a channel. From the channel you want to rename, click on More options (three dots) and then select Edit. Remember that the original name will be retained in the associated document library in SharePoint.
Why are team files stored in SharePoint?
Whenever you create a team, a SharePoint page is also created in the background. This is where the team’s files are stored. Although technically speaking your files are stored in SharePoint, you can still process them directly in Teams. SharePoint makes it possible to share files in Microsoft 365.
Can I invite an external participant into Teams?
You can add external parties as guests in Teams as long as they have an email account, such as an Outlook or Gmail account.
Adding guests to a team in Teams
What can an external party (guest) do in a team?
A guest can do anything that other team members can do except for add tabs. The team owner can also decide whether guests should have permission to create channels in a team.
Team settings and permissions in Teams
Can I create folders for files?
Yes, you can build your folder structure just like on your computer. Create folders as you wish in the file space on each channel.
Are there any differences between editing in desktop applications such as Word, Excel, OneNote and PowerPoint or directly in Teams?
Desktop apps have more advanced functions than Teams, such as being able to work from templates and graphic profiles. Otherwise, there is no difference.
If you choose to open a document in a desktop app and save it, it will automatically be saved in Teams, meaning that you do not need to download a copy and all members will have access to your changes. If you work in a desktop app at the same time as a colleague, we recommend that you download the Office package from the Microsoft 365 portal so that you have the AutoSave function. Just as when you work in the online interface, your colleagues will then be able to see where editing is taking place (otherwise you will need to save your work regularly so that your colleagues can see your changes).
How will I be notified of events in Teams?
You can set notifications generally for the entire program. You can also set notifications for specific channels in a team. You can select how you want to be notified for each channel here.
Managing notifications in Teams
Can I see previous versions of a document?
Yes, you can see previous versions and even revert to a previous version if so desired.
Show previous versions of Office files
Can I move posts between teams or channels?
No, unfortunately you cannot move posts between teams or channels.
Chat
Can I chat with several people at the same time?
Yes, you can create a chat with multiple participants. Type in the names of each participant when you start a new chat. You can also invite additional participants into an existing chat by clicking on the + icon in the top right corner.
Can I delete a chat?
No, it is not possible to delete an entire chat. You can however delete your own chat messages, although you can only delete one at a time. To do so, click on More options (three dots) in your message and then select Delete.
I do not want to take part in a chat: can I leave it?
Yes, you can leave a chat by holding the cursor over the title of the chat, selecting More options (three dots) and clicking on Leave.