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Messaging in Microsoft Teams

Messaging in Microsoft Teams

Microsoft Teams is your company’s main tool for internal communication. Instead of relying on text messages or scattered group chats, Teams brings everything together in one place — organized, searchable, and built for work.

If you're used to group texts or long email threads, you're going to like this.

What Is Messaging in Teams?

Teams lets you send messages to individuals or groups, just like texting — but with some major upgrades:

  • See when someone’s available (🟢 Available, 🔴 Busy, 🟡 Away)

  • Share files directly in chat

  • Start calls or meetings instantly

  • Everything is saved and searchable

  • No need to hand out personal phone numbers

Types of Messages

1. 1-on-1 Chat

Start a private conversation with a coworker — like a direct message.

  • Click the Chat icon in the sidebar

  • Click New Chat (📝 icon)

  • Type their name and start typing

2. Group Chat

Start a chat with multiple people (perfect for small teams or projects).

  • Same as 1-on-1, but add more names in the “To” field

  • You can name the group later and even share files in it

3. Team Channels (Optional)

Some departments or groups use Channels inside a Team. These are like shared chat rooms.

Example:

  • “Marketing” Team → “Social Media” Channel

  • “Operations” Team → “Weekly Reports” Channel

You'll be added to the channels you need.

Helpful Tips

  • @Mention someone to get their attention
    Type @ and their name — they’ll get a notification
    Example: @Taylor Can you review this?

  • Reply in threads (Channels only)
    Keeps conversations clean and easy to follow

  • Use emojis, GIFs, and reactions
    Yes, this is still work — but it doesn’t have to be boring

  • Edit or delete your messages
    Hover over your message > Click ... > Edit or Delete

Sharing Files in Chat

You can drag-and-drop files into any chat — no email needed.

  • Files are saved in your OneDrive and shared automatically

  • Others can view or edit, depending on permissions

Works on All Devices

You can chat from your:

  • Computer (Teams app or browser)

  • Mobile phone (Teams mobile app)

  • Tablet

Everything syncs in real time — switch devices without missing a beat.

Is It Secure?

Yes — Teams messages are encrypted, backed up, and private to your organization.
Unlike group texts, these chats stay with the company, not on someone’s personal phone.

Common Questions

Can I message someone outside the company?
Yes, but it can depend. Both organizations must have external messaging enabled.

Can I send voice messages?
Yes — click the microphone icon in the mobile app.

What if someone doesn’t reply?
Check their status (Busy, Away, etc.), then follow up politely — or use email if urgent.

Messaging in Teams helps cut down on noise and keep communication focused.
Think of it as texting — but professional, organized, and built for the way you work.