Simple instructions and videos to help you to chat and make ad-hoc audio or video call using Microsoft Teams.

Simple instructions and videos to help you to chat and make ad-hoc audio or video call using Microsoft Teams.

Using Chat (Instant Messaging) in Teams

Chat Spaces

Always start with a new chat, rather than an entirely new Team or even a in an existing Channel. Chat is an instant messaging service and can be used for day-to-day communication with your colleagues. Chat spaces can be for one-to-one or small groups of colleagues that have a specific focus. Chat spaces support ad-hoc stakeholders and allow document sharing and collaboration but do not support the multi-channel communication of a Team space.

Microsoft guide on Chat in Team

Chat in Teams

Chat spaces are for private chats for one-to-one, small groups of colleagues and Teams that have a specific focus.

  • You can access Chat through the Chat icon on the navigation bar.

How to start a new chat

To start a new chat click the "New chat" button (labelled with a pen and paper).

You can find the New chat button:

new chat icon 

Desktop and Browser - at the top of your screen.  (as shown to the left)

Mobile app - at the top  / bottom right of the Chat page (depending on the OS of your device). (as shown to the right)

  • Click the icon, then type the name of the colleague(s) you want to chat with in the "To" box, and type your message in the "Type a new message box".
New chat mobile icon 
How to name your chat

We recommend that you name chats with more than 1 colleague, to make them easier to find and for clarity.

To name your chat:
  • Select it from the chat list
    Click the pen beside your colleagues names at the top of the screen.
How to continue previous chats
  • You can continue previous chats by selecting them from the chat list (you access the chat list by clicking the Chat icon)Then type a new message in the "type a new message box".
How to audio/video call in Chats
  • Audio/video calls allow you to have quick meetings and face-to-face conversations from your Chat space.

A Microsoft video showing how to start a chat and a call is available on YouTube

Voice calls

Another useful feature of Teams is the ability to make one-on-one or group audio calls to your colleagues. These calls are private and no-one else will be bale to hear or see the call, except the colleague(s) you have selected.

Accessing Audio calls through the Calls icon

To access audio calls select the Calls icon from the Navigation bar.

When you access the Calls page, click on the "Make a call" box which you should see in the bottom left of your screen. Type the colleague's name into the "Type a name" box. This type a name box works just like the address book in Outlook.

When you have selected the colleague you want to call, click the purple "Audio call" button at the bottom of the screen (labelled with a telephone).

Accessing Audio calls through Chat

To access audio calls through Chat select the Chat icon from the navigation bar.

Then select the chat that you want to make the audio call to from the list on the left, or create a new chat using the new chat button at the top of your screen and added the colleagues you want to call to it.

Click the purple audio call button (labelled with a telephone) in the top right of your screen.

This will then call the colleagues in that chat.

Video calls

You can have one-on-one or group video calls to your colleagues. These calls (like audio calls) are private and no-one else will be bale to hear or see the call, except the colleague(s) you have selected. Video calls require you to have access to a web-cam.

Accessing Video Calls through Calls icon

To access video calls select the Calls icon from the Navigation bar.

When you access the Calls page, click on the "Make a call" box which you should see in the bottom left of your screen.Type the colleague's name into the "Type a name" box. This type a name box works just like the address book in Outlook.

When you have selected the colleague you want to call, click the purple "Video call" button at the bottom of the screen (labelled with a camera).

Accessing Video Calls through Chat

To access video calls through Chat select the Chat icon from the navigation bar.

Then select the chat that you want to make the audio call to from the list on the left, or create a new chat using the new chat button at the top of your screen and added the colleagues you want to call to it.

Click the purple "Video call" button (labelled with a camera) in the top right of your screen.

This will then call the colleagues in the chat that you have selected.