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Home News Room News Increase Productivity with Microsoft Teams: A Complete Guide
Small and medium-sized businesses (SMEs) in the UK are always looking for smarter ways to work together, talk to each other, and stay productive.
Microsoft Teams is a powerful, cloud-based platform that has changed the way businesses work.
This complete guide will show you everything you need to know about Teams, from its features and compatibility to its recording policies, meeting IDs, and how it compares to other tools.
It doesn’t matter if you’re new to Teams or want to get the most out of it.
Teams makes it easy for people to connect and work together with everyone in the community, making it easy to share information and plan activities that everyone can join.
Microsoft Teams stands out as the only app that brings together communities, events, chats, channels, meetings, storage, tasks, and calendars… all in one seamless platform.
With Microsoft Teams free, users can easily connect with friends, family, colleagues, or entire communities, making it simple to manage access to information and collaborate in a secure setting.
Whether you want to accomplish tasks, share ideas, or make plans, Teams offers robust features like audio and video calls, cloud storage, and group chat to keep everyone engaged and productive.
The app is designed to help users maintain control over their data, ensuring that only the right people have access to the right information, so you can focus on what matters most, working together to achieve your goals.
Getting started with Microsoft Teams is straightforward. Simply download the app and sign in using your Microsoft account to unlock a wide range of features.
If you’re unsure about your company’s subscription or which services you can access, please reach out to our IT experts for guidance.
When downloading Teams, you’ll be prompted to agree to the license and privacy terms, and you have the option to manage cookies or reject optional cookies to control your online activity.
Teams is available for a variety of devices, including PCs, making it easy for users to create a dedicated community where you can discuss specific topics, make plans, and stay connected with your contacts.
Whether you’re setting up a new group or joining an existing one, Microsoft Teams provides the tools you need to collaborate effectively.
Microsoft Teams is packed with key features designed to streamline collaboration and keep your team on the same page.
With team chat, you can communicate instantly, while audio and video calls make it easy to connect face-to-face, no matter where you are.
The app’s built-in cloud storage lets you store files, photos, and shared documents securely, so everyone can access the information they need. Assign tasks and create task lists to ensure important moments and deadlines are never missed, and use calendar invites to schedule meetings and keep track of upcoming activity.
Teams also allows you to create communities to discuss specific topics, share ideas, and accomplish plans, all while maintaining control over who can access your content.
With these features, Microsoft Teams empowers users to easily share important moments, collaborate on projects, and stay organised.
Microsoft Teams offers a comprehensive suite of collaboration tools to help users work together efficiently. Group chat enables real-time communication, while video calls and virtual rooms provide a dynamic space for meetings and brainstorming sessions.
Instantly convert group chats into video calls to keep conversations flowing and use message animations to add a personal touch to your interactions.
Share files, photos, and videos directly within chats, with cloud storage ensuring that all your content is easily accessible when you need it.
Task lists allow you to assign tasks, set due dates, and monitor progress, keeping everyone on the same page and helping your team accomplish projects on time. With these tools, Teams makes it easy to collaborate, communicate, and achieve your goals.
Microsoft Teams is deeply integrated with Microsoft 365, giving users access to a powerful suite of tools and services. Whether you have a commercial subscription or are exploring a trial subscription, you can visit Office.com/Teams to discover the full range of available plans.
Teams works seamlessly with other Microsoft 365 apps, including Microsoft Copilot, an AI assistant that helps you accomplish tasks, share ideas, and boost productivity.
With Microsoft 365, users benefit from enterprise-level security, compliance, and a host of online tools designed to support collaboration and innovation.
Eligible institutions can also take advantage of Office 365 Education, which includes Microsoft Teams and other essential apps, providing a comprehensive platform for learning and teamwork.
This integration ensures that users can access everything they need to collaborate, manage projects, and achieve their objectives—all within a single, unified environment.
Microsoft Teams was officially launched on 14 March 2017. Initially positioned as a competitor to Slack, it quickly gained traction, especially during the COVID-19 pandemic, becoming a cornerstone of remote work and digital collaboration.
Microsoft offers different versions of Teams depending on your needs:
For most SMEs, Microsoft 365 Business Standard or Premium with Teams included is the best fit.
Some commercial features, such as advanced security and compliance, are only available with a paid subscription.
Access to certain advanced features depends on your company’s subscription to Microsoft 365.
Yes, Teams is fully compatible with:
You can also access Teams via any modern browser (Chrome, Edge, Safari, Firefox) on desktop platforms.
Not all calls are recorded by default. Recording must be manually enabled by the meeting organiser or participants with permission.
Storage Locations:
Recordings are accessible via the meeting chat or Files tab and can be shared or downloaded depending on permissions.
Teams allows screen sharing during meetings, but it does not automatically record or capture your screen unless you start a recording.
You can share:
Screenshots can be taken manually, but Teams does not notify others if you do so.
Yes! Teams offers live transcription and recording features that automatically generate meeting minutes.
With Microsoft 365 Copilot or Teams Premium, you get:
These features save time and ensure nothing important is missed.
Yes, but only with the Microsoft Teams Phone add-on. This transforms Teams into a full-fledged business phone system, allowing you to:
This is ideal for SMEs looking to consolidate communications into one platform.
Absolutely. You can join Teams meetings via a web browser without installing the app.
Just click the meeting link, enter your name, and join as a guest. However, some features (like screen sharing or background effects) may be limited in browser mode.
Yes, there is a free version of Microsoft Teams, which includes:
For businesses, it is best practice to have the advanced features associated with the paid versions. You can upgrade to Teams Essentials or a Microsoft 365 Business plan.
Every Teams meeting has a unique Meeting ID and passcode. These allow participants to join meetings securely without needing a full invite link.
You can find the Meeting ID in:
Meeting IDs are especially useful for external guests or quick access. You can also join audio calls directly through Teams for convenience and security.
Channels are dedicated spaces within a Team for focused collaboration. They help organise conversations, files, and meetings by topic or project.
Types of Channels:
Each channel has its own Files tab (linked to SharePoint), chat threads, and can host meetings. Teams helps in keeping conversations organized for streamlined communication and easier access to information.
When comparing Microsoft Teams to other popular communication platforms like Skype, Zoom, and Google Meet, several key differences emerge—especially in terms of functionality and integration.
Microsoft Teams stands out as a comprehensive collaboration tool. It offers chat, video calls, file sharing, and deep integration with Microsoft 365 apps like Word, Excel, and Outlook. Teams also supports channels for organised team communication, and with Copilot AI, it provides intelligent meeting summaries and productivity enhancements.
Additionally, Teams can be extended into a full business phone system with PSTN calling via Microsoft Teams Phone.
Skype is retired as of 5th May 2025! This change will impact both free and paid Skype users. Skype was more suited for personal use or basic video calls. It lacked advanced collaboration features and integration with productivity tools, making it less suitable for SMEs.
Zoom is widely known for its high-quality video conferencing and webinar capabilities. It offers some collaboration features and has introduced AI tools, but it doesn’t match Teams in terms of integration with business apps or structured team communication.
Google Meet is a simple, browser-based video conferencing tool integrated with Google Workspace. It’s easy to use and effective for quick meetings, but it lacks the depth of features found in Teams, such as channels, task management, and advanced AI support.
Verdict: For SMEs using Microsoft 365, Teams offers the most integrated and scalable solution.
Microsoft 365 Copilot is an advanced AI assistant embedded within Microsoft Teams, designed to supercharge productivity and streamline collaboration. For SMEs, Copilot offers a powerful way to reduce manual work, improve meeting outcomes, and make smarter decisions—without needing a dedicated admin or analyst.
Here’s how Copilot enhances your experience in Teams:
Copilot automatically generates intelligent meeting summaries that highlight key discussion points, decisions made, and follow-up actions. This is especially useful for SMEs where time is limited and meetings need to be efficient. Summaries are available immediately after the meeting and can be shared with attendees or stored in Teams channels.
During or after a meeting, Copilot identifies action items and assigns them to relevant participants. It uses natural language processing to detect phrases like “Let’s follow up on…” or “Can you send that report by Friday?” and turns them into tasks in Microsoft Planner or To Do. This helps teams stay accountable and ensures nothing slips through the cracks.
Copilot can draft emails, reports, and meeting notes based on the content discussed in Teams. For example, after a client call, it can generate a follow-up email summarising the conversation and next steps. It can also help create proposals, marketing briefs, or internal updates using data from chats, files, and meeting transcripts.
Need to recall what was said in a meeting last week? Copilot can answer contextual questions like “What did we decide about the budget?” or “Who was responsible for the client onboarding?” by searching through transcripts, chats, and shared documents. This saves time and reduces the need to manually sift through notes.
Copilot can provide live support during meetings by summarising ongoing discussions, suggesting relevant documents, or even helping draft responses in chat. It acts like a virtual assistant, keeping you focused and informed without interrupting the flow of conversation.
Because Copilot is built into the Microsoft 365 ecosystem, it works seamlessly with Word, Excel, PowerPoint, Outlook, and OneNote. For example, it can pull data from Excel to support a point in a meeting or help create a PowerPoint presentation based on a Teams discussion.
Copilot respects organisational data boundaries and uses Microsoft’s enterprise-grade security framework. It only accesses data you have permission to view, ensuring sensitive information remains protected.
Copilot is available with Microsoft Teams Premium and Microsoft 365 E5 licences. SMEs using Microsoft 365 Business Standard or Premium can upgrade to access Copilot features, making it a scalable solution for growing businesses.
Microsoft Teams is a game-changer for UK SMEs, offering a unified platform for communication, collaboration, and productivity.
Whether you’re managing remote teams, hosting client meetings, or streamlining internal workflows, Teams has the tools to help you succeed. Teams provides tools to keep communities safe from inappropriate content and harmful members, allowing owners to control and moderate their communities, including the ability to remove inappropriate content or members.
Owners or admins can remove inappropriate content or members to maintain a secure environment, which is essential for keeping communities safe. The importance of removing inappropriate content cannot be overstated in maintaining a safe environment.
As people join collaborative spaces, it’s important to manage access and security, and users can leave projects when needed to help maintain proper access and security.
When team members join or leave projects, access is managed to ensure ongoing collaboration and safety.
Ready to empower your business with Microsoft Teams? Get in touch with Acora One to explore tailored solutions and support.
Resources:
Microsoft Teams admin documentation – Microsoft Teams | Microsoft Learn
https://www.microsoft.com/en-gb/microsoft-teams/free
https://learn.microsoft.com/en-us/microsoftteams/meeting-id
https://learn.microsoft.com/en-us/microsoftteams/channels
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