How to Use Microsoft Teams Chat Effectively

Teams Chat Basics

Teams chat is for quick messages between colleagues - faster than email, less formal than a meeting.

Starting a Chat

One-on-One Chat:

• Click Chat on the left sidebar
• Click New chat (pencil icon)
• Type the person's name
• Start typing your message

Group Chat:

• Click New chat
• Add multiple people
• Give the group a name (optional but recommended)
• Send your message

Chat Features

Formatting Messages

Click the formatting button (A with a pen) for:

• Bold, italic, underline
• Bullet points and numbered lists
• Headings
• Code blocks

Sending Files

• Click the paperclip icon
• Choose a file from your computer or OneDrive
• The file is shared in the chat

Using Emoji and GIFs

• Click the emoji icon for emojis
• Click GIF for animated images
• Use reactions by hovering over a message and clicking a reaction

@Mentioning People

Type @ followed by someone's name to:

• Notify them specifically
• Highlight your message for them
• Get their attention in a busy chat

Chat Etiquette

Do:

• Keep messages concise
• Use chat for quick questions
• Respond in reasonable time
• Mark urgent messages as important

Don't:

• Send multiple short messages in a row (combine them)
• Use chat for complex discussions (use meetings instead)
• Expect immediate responses (people may be busy)
• Overuse @mentions for non-urgent matters

Managing Chats

Pinning Important Chats

• Right-click on a chat
• Click Pin
• It stays at the top of your chat list

Muting Busy Chats

• Right-click on a chat
• Click Mute
• You won't get notifications

Leaving Group Chats

• Right-click on the chat
• Click Leave

Chat vs Email

Use Chat for:

• Quick questions
• Real-time collaboration
• Informal communication
• Time-sensitive matters

Use Email for:

• Formal communication
• External contacts
• Detailed information
• Things that need a record

Need Help?

For Teams chat questions, contact helpdesk@netlumait.com.au or call 1300 521 162.