{"id":883,"date":"2020-06-16T10:19:34","date_gmt":"2020-06-16T18:19:34","guid":{"rendered":"https:\/\/regroove.ca\/karin\/?p=883"},"modified":"2023-02-23T15:35:39","modified_gmt":"2023-02-23T23:35:39","slug":"how-to-find-what-you-need-in-microsoft-teams","status":"publish","type":"post","link":"https:\/\/regroove.ca\/karin\/how-to-find-what-you-need-in-microsoft-teams\/","title":{"rendered":"How To Find What You Need in Microsoft Teams"},"content":{"rendered":"\n<p>If you feel like it&#8217;s impossible to find what you need in <a href=\"https:\/\/www.microsoft.com\/en-ca\/microsoft-365\/microsoft-teams\/group-chat-software\" target=\"_blank\" rel=\"noreferrer noopener\">Microsoft Teams<\/a>, this blog post is for you. <\/p>\n\n\n\n<p>Whenever a coworker curses Teams search after looking for what feels like <em>forever<\/em> for a conversation or file, I&#8217;m able to magically find what they&#8217;re looking for with a few different strategies.<\/p>\n\n\n\n<p>If you&#8217;d like to learn how to use these strategies to find what you need in Microsoft Teams, keep reading!<\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Ask Questions to Gather Clues<\/h2>\n\n\n\n<p>You can find valuable clues that will help you search more effectively for messages, files, and chats in Microsoft Teams by asking questions about what you are looking for.<\/p>\n\n\n\n<p>Here are some questions that rattle through my mind whenever I try to find what I need in Teams:<\/p>\n\n\n\n<ul>\n<li>Was this posted or edited recently?<\/li>\n\n\n\n<li>Did anyone use a reaction on this message?<\/li>\n\n\n\n<li>Do I know which team is this in?<\/li>\n\n\n\n<li>Do I know which channel this is in?<\/li>\n\n\n\n<li>What are some keywords that might be in this message?<\/li>\n\n\n\n<li>Who posted this message?<\/li>\n\n\n\n<li>When was this message posted?<\/li>\n\n\n\n<li>Who replied to this message?<\/li>\n\n\n\n<li>How long ago was this message posted?<\/li>\n\n\n\n<li>Is a file attached to this message?<\/li>\n\n\n\n<li>What type of file am I looking for?<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Check your Recent Activity and Recently Edited Files<\/h2>\n\n\n\n<p>If I&#8217;m looking for something that I&#8217;ve recently posted, replied to, or worked on, the first places I check are &#8220;<a rel=\"noreferrer noopener\" href=\"https:\/\/support.microsoft.com\/en-us\/office\/explore-the-activity-feed-in-teams-91c635a1-644a-4c60-9c98-233db3e13a56\" target=\"_blank\">My Activity<\/a>&#8221; and &#8220;<a rel=\"noreferrer noopener\" href=\"https:\/\/support.microsoft.com\/en-us\/office\/explore-the-files-list-in-teams-287ba970-2bdf-473d-a2da-76247ea4cf8f\" target=\"_blank\">Recent Files<\/a>&#8220;. <strong>My Activity<\/strong><br>View messages you&#8217;ve recently sent in Microsoft Teams by going to your <strong>Activity<\/strong> feed, clicking on the word <strong>Feed<\/strong> at the top, then choosing <strong>My Activity<\/strong>. Click on the funnel icon to filter your activity by a word, phrase, or combination of letters.<br><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"360\" height=\"60\" src=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-My-Activity.jpg\" alt=\"My Activity feed in Microsoft Teams with cursor hovered over filter icon\" class=\"wp-image-968\" srcset=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-My-Activity.jpg 360w, https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-My-Activity-300x50.jpg 300w\" sizes=\"(max-width: 360px) 100vw, 360px\" \/><\/figure>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"366\" height=\"60\" src=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Type-to-Filter.jpg\" alt=\"My Activity feed in Microsoft Teams after clicking on filter; &quot;Type to Filter&quot; appears\" class=\"wp-image-969\" srcset=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Type-to-Filter.jpg 366w, https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Type-to-Filter-300x49.jpg 300w\" sizes=\"(max-width: 366px) 100vw, 366px\" \/><\/figure>\n\n\n\n<p><strong>Recent Files<\/strong><br>View files you&#8217;ve recently edited by going to <strong>Files<\/strong> and choosing the <strong>Recent<\/strong> view. You&#8217;ll see a list of files, where they&#8217;re located, and the date that you modified each file. You can open, edit, download, and get links to files directly from this view. <\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"366\" height=\"60\" src=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Type-to-Filter.jpg\" alt=\"My Activity feed in Microsoft Teams after clicking on filter; &quot;Type to Filter&quot; appears\" class=\"wp-image-969\" srcset=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Type-to-Filter.jpg 366w, https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Type-to-Filter-300x49.jpg 300w\" sizes=\"(max-width: 366px) 100vw, 366px\" \/><\/figure>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Filter the Activity Feed<\/h2>\n\n\n\n<p><strong>Type to Filter<\/strong> allows you to filter your Activity Feed by a word, phrase, or combination of letters.<\/p>\n\n\n\n<p>Other filters hidden under the ellipses <strong>(&#8230;)<\/strong> will show you unread messages, messages and chats where you are mentioned, replies, or reactions.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"516\" height=\"328\" src=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Activity-Feed-Filters.jpg\" alt=\"\" class=\"wp-image-973\" srcset=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Activity-Feed-Filters.jpg 516w, https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/Microsoft-Teams-Activity-Feed-Filters-300x191.jpg 300w\" sizes=\"(max-width: 516px) 100vw, 516px\" \/><\/figure>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Filter Search Results<\/h2>\n\n\n\n<p>The Teams search bar is usually the first place people go when they need to find a conversation or file. <\/p>\n\n\n\n<p>The search filters in Microsoft Teams that can help you find what you need more easily are located just above your search results &#8211; hidden in plain sight. <br><\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Filter Message Search Results in Microsoft Teams<\/strong><\/h4>\n\n\n\n<ul>\n<li><strong>Name<\/strong><br>Type the name of the person who posted the message that you are looking for.<br><\/li>\n\n\n\n<li><strong>Type<\/strong><br>Choose whether you are searching for a private or group chat conversation, a message posted in a channel, or both.<br><\/li>\n\n\n\n<li><strong>Subject<\/strong><br>When you compose a message in a Teams channel, you can use rich text formatting to add a subject like you would with an email. The Subject filter allows you to search for Teams channel messages with your search term in the subject.<br><\/li>\n\n\n\n<li><strong>Date<\/strong><br>The Date filter allows you to filter Teams search results by different time frames relative to the current date: Today, Yesterday, This Week, Last Week, This Month, Last Month, This Year, and Last Year. If you want to search for messages from a specific date, type &#8220;Sent:&#8221; before a date, e.g. &#8220;Sent:12\/17\/2019&#8221;.<br><\/li>\n\n\n\n<li><strong>Team<\/strong><br>Filter your search results to a specific team.<br><\/li>\n\n\n\n<li><strong>Channel<\/strong><br>Once you&#8217;ve filtered your search results to search within a specific team, you can narrow your search even further by filtering to a channel.<br><\/li>\n\n\n\n<li><strong>My @mentions<\/strong><br>Check this box to only show messages where you have been mentioned.<br><\/li>\n\n\n\n<li><strong>Has attachment<\/strong><br>Check this box to only show messages with attachments.<br><\/li>\n<\/ul>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h4 class=\"wp-block-heading\">Filter Files Search Results in Microsoft Teams<\/h4>\n\n\n\n<ul>\n<li><strong>Team<\/strong><br>Select from a list of teams that you belong to.<br><\/li>\n\n\n\n<li><strong>File Type<\/strong><br>Narrow your search result by file type: Excel, PowerPoint, Word, Images, OneNote, Text File, or PDF.<br><\/li>\n\n\n\n<li><strong>Modified By<\/strong><br>Type the name of a person to see files that they have modified and the date that they modified each file.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Use Search Operators to Narrow Microsoft Teams Search Results<\/h2>\n\n\n\n<p>Search operators can be used in the Microsoft Teams search bar to return more specific search results.<\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><strong>Use an asterisk (*) to find results with words that begin with&#8230;<\/strong><\/p>\n\n\n\n<p>Use an asterisk at the end of your search term to find messages and files with words that begin with the same letters. <\/p>\n\n\n\n<p>For example, &#8220;sign*&#8221;<em> <\/em>will surface results with words that begin with &#8220;sign&#8221; (sign, signal, signature, signed, significant, etc).<\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><strong>Search for a Phrase by Wrapping Words Inside Quotation Marks (&#8220;)<\/strong><br>Wrap phrases inside of quotation marks to ensure that phrases are not split up in your search results. <\/p>\n\n\n\n<p>For example, if you search for <em>holiday party<\/em>, anything with the word &#8220;party&#8221; or &#8220;holiday&#8221; in it will appear. <\/p>\n\n\n\n<p>This means you would have to sift through results that are not related to a <em>holiday <\/em>party. Or, holiday-related messages that have nothing to do with a <em>party<\/em>. <\/p>\n\n\n\n<p>If you wrapped the phrase &#8220;holiday party&#8221; inside quotation marks, search would recognize this phrase and surface more relevant results.<\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><strong>Use a Hyphen (-) or &#8220;NOT&#8221; to Exclude Words From Search Results<\/strong><br>Use a hyphen directly before a word to ensure that it is excluded from search results. <\/p>\n\n\n\n<p>For example, you might look for fun messages about your staff party and find boring posts about third-party software. <\/p>\n\n\n\n<p>Search for &#8220;party -third&#8221;, and messages containing the term &#8220;third-party&#8221; will not be included. If you&#8217;re feeling sassy and want to type &#8220;NOT&#8221; in all caps (&#8217;cause it&#8217;s fun) &#8220;party NOT third&#8221; will surface the same results.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity is-style-default\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Consider Reorganizing Your Teams and Channels<\/h2>\n\n\n\n<p>If it feels like you can&#8217;t find anything in Microsoft Teams, it&#8217;s possible that your teams and channels may not be set up in the best way for how you get work done.<\/p>\n\n\n\n<p>It&#8217;s possible that you have too many teams and channels or not enough, or that information is not grouped in a way that makes sense.<\/p>\n\n\n\n<p>At Regroove, <a href=\"https:\/\/regroove.ca\/cloud-services\/\" target=\"_blank\" rel=\"noreferrer noopener\">we specialize in helping organizations of all kinds use Microsoft Teams<\/a> to improve their communication, boost productivity, and simplify their business processes. <\/p>\n\n\n\n<p>In all of our <a href=\"https:\/\/regroove.ca\/success-stories\/\" target=\"_blank\" rel=\"noreferrer noopener\">Microsoft Teams consulting projects<\/a>, we take time to understand the structure of your business, how your information is organized, and how your people get things done. <br><br>By gathering requirements about your business, we can formulate a plan for how we will set up Microsoft Teams, specific to your organization, before we create your teams and channels.<\/p>\n\n\n\n<p>Another important piece of our projects is coaching and knowledge transfer; during a project, our ideal approach is one where we can empower you and help you avoid relying on help from others.<br><br>After our project is done, we want you to feel confident in your ability to maintain and improve upon your Microsoft Teams so that it can grow with your business.<\/p>\n\n\n\n<p>If you&#8217;re considering a major reorganization of your teams and channels, <a href=\"https:\/\/regroove.ca\/#get-in-touch\" target=\"_blank\" rel=\"noreferrer noopener\">reach out to us to start the conversation<\/a> about how we might help you better leverage Microsoft Teams to achieve your business goals.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><a href=\"https:\/\/regroove.ca\"><img loading=\"lazy\" decoding=\"async\" width=\"931\" height=\"960\" src=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/104412342_10158499292803554_441392974719061681_o.png\" alt=\"\" class=\"wp-image-971\" srcset=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/104412342_10158499292803554_441392974719061681_o.png 931w, https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/104412342_10158499292803554_441392974719061681_o-291x300.png 291w, https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/104412342_10158499292803554_441392974719061681_o-768x792.png 768w\" sizes=\"(max-width: 931px) 100vw, 931px\" \/><\/a><\/figure>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Connect Your Other Tools and Services to Microsoft Teams<\/h2>\n\n\n\n<p>If your business has recently started using Microsoft Teams, or is considering making the move, it might seem like you have to move everything over to Teams.<\/p>\n\n\n\n<p>It&#8217;s important to plan how you will move your information and processes into Teams and whether they should be moved at all; without proper consideration, things can quickly become disorganized, which might be why you can&#8217;t find anything in Microsoft Teams.<\/p>\n\n\n\n<p>Consider leaving your other tools and services where they are and connecting them to Microsoft Teams. Microsoft Teams has <a rel=\"noreferrer noopener\" href=\"https:\/\/appsource.microsoft.com\/en-ca\/marketplace\/apps?product=teams\" target=\"_blank\">a large catalog of add-ins<\/a> that includes popular services such as Confluence, Jira, Evernote, Trello, and even Zoom.<\/p>\n\n\n\n<p><a rel=\"noreferrer noopener\" href=\"https:\/\/getnavo.com\/microsoft-teams\/\" target=\"_blank\">Navo<\/a> is one of our favorite apps for Microsoft Teams because it makes it easier for us to find what we need and connects us to the other tools and services we use outside of Teams.<\/p>\n\n\n\n<p>We can use Navo <a rel=\"noreferrer noopener\" href=\"https:\/\/getnavo.com\/platforms\/\" target=\"_blank\">outside of Teams<\/a> too, so it&#8217;s always only a click away to save more time in our days.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><a href=\"https:\/\/getnavo.com\"><img loading=\"lazy\" decoding=\"async\" width=\"440\" height=\"280\" src=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/93409477_10158276522118554_5777789430500687872_n.png\" alt=\"\" class=\"wp-image-972\" srcset=\"https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/93409477_10158276522118554_5777789430500687872_n.png 440w, https:\/\/regroove.ca\/karin\/wp-content\/uploads\/sites\/4\/2020\/06\/93409477_10158276522118554_5777789430500687872_n-300x191.png 300w\" sizes=\"(max-width: 440px) 100vw, 440px\" \/><\/a><\/figure>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Go Find What You Need in Microsoft Teams!<\/h2>\n\n\n\n<p>In conclusion, Microsoft Teams can seem difficult to navigate, but with a few tricks up your sleeve, you can find what you need with relative ease.<\/p>\n\n\n\n<p>If any of these tips helped you, leave me a comment below to let me know!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you feel like it&#8217;s impossible to find what you need in Microsoft Teams, this blog post is for you. Whenever a coworker curses Teams search after looking for what feels like forever for a conversation or file, I&#8217;m able to magically find what they&#8217;re looking for with a few different strategies. If you&#8217;d like &hellip; <a href=\"https:\/\/regroove.ca\/karin\/how-to-find-what-you-need-in-microsoft-teams\/\"><\/a><\/p>\n","protected":false},"author":5,"featured_media":986,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[1],"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How To Find What You Need in Microsoft Teams - Karin Skapski<\/title>\n<meta name=\"description\" content=\"If you feel like it&#039;s impossible to find what you need in Microsoft Teams, this blog post is filled with helpful strategies you can use.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/regroove.ca\/karin\/how-to-find-what-you-need-in-microsoft-teams\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How To Find What You Need in Microsoft Teams - 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