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Teams - Private and small group chats Tutorial

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Available in Microsoft365

Description

Objectifs :

This document aims to provide a comprehensive overview of how to engage in private conversations using Microsoft Teams, highlighting the differences between team discussions and private chats, and outlining the steps to initiate and manage these conversations effectively.

Chapitres :

Introduction to Private Conversations in Microsoft Teams
Microsoft Teams facilitates not only team discussions but also private conversations, allowing users to communicate in smaller groups or one-on-one. Understanding the distinction between team discussions and private chats is crucial for effective communication within the platform.
Differences Between Team Discussions and Private Conversations
Private conversations are distinct from team discussions in several ways: - **Visibility**: Private conversations are not visible to other team members, ensuring confidentiality. In contrast, team discussions are accessible to all members of the team, regardless of their participation. - **Accessibility**: Only the individuals involved in a private conversation can view the messages exchanged, while team discussions are open to all team members.
Starting a Private Conversation
To initiate a private conversation in Microsoft Teams, follow these steps: 1. Navigate to the **Chat** tab. 2. Click on the **new chat icon** located at the top right of the chat column. 3. In the 'To' field, type the name(s) of the person or people you wish to chat with privately. 4. Compose your message and press **Enter** to send it. You can also check the availability of your contacts through color-coded status indicators.
Sharing Documents in Private Conversations
Similar to team discussions, you can share documents in private conversations. To view shared documents: - Open the **Files** tab within the private chat. Here, you will find all documents exchanged during the conversation. - You can also add more participants to the conversation at any time by clicking on the **Add People** icon in the upper right corner and entering their names.
Managing Participants and Calls
In a private conversation, you can chat with up to 250 people simultaneously. Additionally, you can initiate a call with all participants by using the call icon. Screen sharing is also available without needing to start a new call.
Accessing Conversation History
Your private conversations are always accessible in the chat menu. To revisit a conversation: - Click on the name of the person you wish to chat with to continue the discussion. - You can easily find the history of your private conversations for reference.
Notifications for Instant Messages
When you receive an instant message in Teams, you will be notified through: - A small window that appears at the bottom right of your screen. - A flashing light signal on the application icon. - The number of received messages displayed on the chat tab.
Conclusion
Understanding how to effectively use private conversations in Microsoft Teams enhances communication and collaboration. By following the outlined steps and utilizing the features available, users can maintain productive and confidential discussions.

FAQ :

What is the difference between private conversations and team discussions in Microsoft Teams?

Private conversations are one-on-one or small group chats that are not visible to other team members, while team discussions are visible to all members of the team, regardless of their participation.

How do I start a private conversation in Microsoft Teams?

To start a private conversation, go to the Chat tab, click on the new chat icon at the top right, type the names of the people you want to chat with, write your message, and press enter.

Can I share documents in a private conversation?

Yes, you can share documents in a private conversation. All shared documents can be accessed in the Files tab of the chat.

How many people can I chat with in a private conversation?

You can chat with up to 250 people at once in a private conversation.

How do I know if someone is available to chat?

You can check the availability of people through color-coded status indicators next to their names in Microsoft Teams.

What happens when I receive an instant message in Teams?

When you receive an instant message, Teams notifies you with a small window that appears at the bottom right of your screen, a flashing light signal on the application icon, and the number of received messages displayed on the chat tab.

Quelques cas d'usages :

Team Collaboration

Using private conversations in Microsoft Teams allows team members to discuss sensitive topics without the entire team being aware, enhancing confidentiality and trust.

Project Management

Project managers can use private conversations to communicate with specific team members about project updates or issues, ensuring focused discussions without distractions from the larger team.

Client Communication

Professionals can utilize private conversations to communicate with clients or stakeholders, sharing documents and updates securely and efficiently.

Remote Team Coordination

Remote teams can leverage private conversations to maintain effective communication, allowing for quick check-ins and updates without the need for formal meetings.

Training and Support

Trainers can use private conversations to provide personalized support to trainees, addressing specific questions or challenges they may face during their learning process.

Glossaire :

Microsoft Teams

A collaboration platform that combines workplace chat, video meetings, file storage, and application integration.

Private Conversations

One-on-one or small group chats that are not visible to other team members, allowing for confidential communication.

Team Discussions

Conversations that occur within a team channel, visible to all team members regardless of their participation.

Chat Tab

The section in Microsoft Teams where users can access their chat conversations.

Files Tab

A feature in Microsoft Teams that allows users to view and share documents related to their conversations.

Status Indicators

Color-coded signals that show the availability of team members (e.g., available, busy, away).

Add People Icon

An icon in Microsoft Teams that allows users to invite additional participants to an ongoing private conversation.

Screen Sharing

A feature that allows users to display their screen to other participants during a call or conversation.

Instant Message Notification

Alerts that inform users of new messages received in Microsoft Teams, typically shown as a pop-up window and a flashing icon.

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