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Crisis at Christmas IT Support

Team overview

In the section below, you will find a basic overview of Microsoft Teams, then please click on your role type button above to find out more information relevant to how you will be using teams.

Welcome to Teams

Microsoft Teams is our collaboration platform this year. It includes:
Spaces for volunteers to chat
Collaborate on files / find documents and guidance
Forms
Audio / video meetings
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Set up & Logging In

Teams will be pre-installed on all laptops and tablets that are provided by Crisis.
Log in to Teams:
Login using your account and password
Enter authentication code if required
If you want to use Microsoft teams on your personal device (e.g. mobile) you can find more details here

Basic Navigation

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The banner contains a number of different icons:
Icon
Meaning
1
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Activity
You will be notified if you miss a teams call, whenever someone replies or reacts to your post in a channel or whenever @mentions you in chat or any group you are part of, either personally or when tagging the whole group/channel. You can change these settings.
2
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Chat
Message someone or a group of people in private. This tab brings up the list of all your chats.
3
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Teams
Teams channels gather groups of people together in focused spaces with conversations and files
4
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Calendar
Bring up your calendar to view, create, and respond to meetings.
5
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Calls
Start video and audio calls by dialing a phone number or placing a call over the internet. View your call history and voicemail.
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What is a Team?

A Team is a private space for a group of people (e.g. Docklands Hotel or Healthcare Services)
A Team can have multiple channels
These are in effect digital rooms for the specific topic
All volunteers with .crisis.christmas account will have access/be part of the main Crisis at Christmas 2023 Team
Depending on your function / location you will be automatically be invited to other teams - please see channels for each person

Viewing your Teams

Go to Teams section
You will see the list of the teams groups that you are members - if you cannot see the teams group you are expecting for your role, please reach out to
IT Helpdesk channel
for support
To expand a team to see its channels, please use the arrows at the side of the team name
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What is a Channel?

A Channel is a place where discussions related to a certain topic happen - for example, Guest Welfare concerns at a Centre would go in the Advice and Guest Welfare channel If unsure where a conversation should go, the General channel is usually a good bet!
Channels contain Conversations which are the actual chat messages themselves
Click on New conversation to start a new conversation, type in your message, and press to send
Click on Reply under each conversation to reply
Channels also often have Tabs on the top acting as quick links to the most often-used resources (e.g. Shift Office Manual)
Every team will contain different channels, and you will regularly need to navigate between them.

How to Find/Show a channel

Go to Teams section
Find and expand to see all the channels within that Teams group ​
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If you do not see the channel you are expecting, click the See all channels button
Hover over it and then click Show, and then Click back icon at the top left hand side ​
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If you cannot see the teams channel you are expecting for your role, please reach out to
IT Helpdesk channel
for support.

How to Hide a channel

Go to Teams section
Find and expand to see all the channels within that Teams group
Click on the ... and then click Hide
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Pin a channel

For your most important channels, you can “pin” them so that they easy to find- this will duplicate the teams channel within a Pinned section. You can also unpin them using the same approach.
Go to Teams section
Find and expand to see all the channels within that Teams group
Click the ... button and then click Pin
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You will then see the channel shown in the Pinned section (as well as within its teams group) ​
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Change notification settings of a channel (optional)

When on shift you may want to update the settings of certain channels
Go to Teams section
Find and expand to see all the channels within that Teams group
Click the ... button and then click Channel Notifications
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You can then update the notification settings - e.g. update All New posts Banner and Feed so you are alerted to any new post on the channel on your shift. You can switch it back at the end of your shift Then click Save
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What is a Chat?

Chat tab can be used to contact, message and share files with one person individually or a group of people.
This can be used for - if the information needs to be shared and/or handed over to the next shift team then please use the teams channel, not the chat
You can see a the list of all your chats. By default, your chats will be arranged along the left-hand side of the chat panel, with the most recent messages at the top.

Start a chat with one person

Go to Chat
Type the name you want to message in Search bar
Click on them
Type message and then click submit > button at the bottom right of the page

Start a chat with a group of people

Go to Chat
Click create new chat button (highlighted in blue) ​
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Search and add all the people you want in the group chat in the To: section
Type message and then click submit > button at the bottom right of the page
You can see who are members of the group chat and add more people at any point by clicking Add people. You can also rename a group chat by clicking the pencil icon next to the name in the main page.
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Call a person / group chat over teams

Go to Chat
Type the name(s) you want to call in Search bar
Click on them
Click the call phone icon
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What is a Meeting?

Meetings in Teams are planned calls/sessions which include audio, video, and screen sharing.

Joining a meeting

Go to Calendar
Click on the meeting you want to join
Click Join
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Pick the settings you want to join with: Camera (optional) - Microphone - will normally be on by default (unless there are more than 10 people already on the call) Speaker volume level - adjust the volume bar based on your preference Then click Join now
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You should then be in the meeting: You can use the Chat while in a meeting If on a bigger call, you can raise your hand using the Raise button When you are finished on the call, remember to Leave the meeting ​
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Scheduling a meeting

If you want to schedule a teams meeting
Go to Calendar
Go to Add New Meeting
Fill in the meeting details and then click Save
Add title - name of meeting
Add required attendees - you can search for anyone with a account
Pick date and time
Make sure Online meeting is switched on in order to join meeting over teams
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