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This guide tells you about the Microsoft Teams app that provides a unique digital platform for team management. It’s already booming in the ever-crowded market of messaging apps.
Most sections are for people who are total beginners in the world of MS Teams, but advanced readers, keep your eyes peeled!
In this guide, you’ll learn:
We sincerely hope you learn something new from this Springworks guide to Microsoft Teams.
It’s important to clear one thing – this is not an instruction manual for how to use Microsoft Teams. For more info, you can check out their amazing Blog here.
You don’t need to read this guide from top to bottom (although we’d love it if you did). Feel free to skip to the sections that are most interesting and relevant to you. If you would like to add any other tips, feel free to ping us on Twitter @springroleinc
Don’t forget to share the love! This guide is for everyone in your company, which is why we made it free! Click to Tweet.
Play games, puzzles & quizzes with your teammates in Microsoft Teams & add a quick break to your workday. Get Trivia for MS Teams.
On Windows, click Start > Microsoft Teams. On Mac, go to the Applications folder and click Microsoft Teams. On mobile, tap the Teams icon.
Then sign in with your Microsoft 365 username and password. (If you’re using Teams free, sign in with that username and password.)
On the web, go to https://teams.microsoft.com.
A team is a collection of people, conversations, files, and tools—all in one place. A channel is a discussion in a team, dedicated to a department, project, or topic.
Go to Teams >>> And choose a team >>> Pick a channel to explore Posts, Files, and other tabs.
Microsoft Teams is available as an iOS and Android app on mobile devices as well; you can download it from the App Store or Google Play Store.
Or you can also get the mobile app download link on your email address or phone number.
First, click Teams on the left side of the app >>> Click Join or create a team at the bottom of your teams list >>> Then click Create team >>> Choose Build a team from scratch >>> Choose Private or Public >>> Enter details >>> Click Create.
Click Teams on the left side of the app >>> Click Join or create a team >>> Then click Create team (first card, top left corner) >>> From here, select Create from… >>> then choose Team >>> You’ll see a list of teams that you currently own >>> Choose the team you want to copy >>> Enter details >>> Click Create.
For improved communication, you can use Microsoft Teams sms integration to send quick updates or reminders directly to your team members’ phones.
Go to Teams > Join or create a team at the bottom of the teams list >>> Use the search box to find a specific team and press Enter >>> Find the team you’re looking for and select Join team.
Click Teams on the left side of the app >>> Then click Join or create a team at the bottom of your teams list >>> Go to Join a team with a code >>> Paste the code in the Enter code box >>> and click Join.
Select More options next to the team name >>> Select Manage team to find Members, Channels, Settings, and Apps for your team all in one place >>> Select Settings >>> Team picture.
Go to the team name in the teams list and click More options >>> Add member.
Go to the team name and click More options >>> Manage team >>> In the Settings tab, check or uncheck the options or permissions you want to use.
At the bottom of your teams list, next to Join or create a team, click Manage teams >>> On the Analytics tab, select a date range to show usage data for all teams.
Don’t want a team or channel to show in your list? Head to a team or channel name >>> And select More options button >>> Hide.
Select Teams on the left side of the app and find your team in the list >>> Then select More options >>> and choose Manage tags .
Here, you can create tags and assign them to people on your team.
To reorder your teams, select Teams >>> Then click and drag the team name anywhere in your teams list.
Just click Files at the top >>> Then click Upload. To create a new file, click New.
Go to the Team >>> Select more options icon >>> Add member >>> Enter the guest’s email address >>> Edit guest information and give a friendly name >>> Click Add. The guests will receive an email invitation.
You can leave a team at any time by going to the team name and clicking More options >>> Leave the team.
Find the team name and click More options >>> Add channel. You can also click the Manage team, and add a channel in the Channels tab.
Go to the team you want to create the private channel for and choose More options >>> Add channel >>> Enter a name and description for your channel >>> Under Privacy, select the down arrow on the right, and then select Private – Accessible only to a specific group of people within the team >>> Select Add.
Select the channel >>> Click Reply to respond to an existing thread or go to the compose box at the bottom of the Posts tab to start a new message >>> Next, type your message in the box >>> And select Send.
Select Format under the message box >>> Click the arrow next to New conversation >>> Announcement >>> Type a headline, change its background color, or add an image >>> Type the topic of your announcement in the Add a subhead area >>> Then the body of your message >>> and click Send.
Go to the channel name >>> And click More options three dotted icons >>> Get email address.
Select Format >>> Choose a New Conversation or Announcement >>> Select Post in multiple channels >>> Click Select Channels >>> Choose the Channels to post in >>> Select Update >>> Enter your messages >>> and click Send.
Go to the channel name and select More options icon >> > Select Channel notifications >>> Choose what notifications you want to get and how. Here are different type of settings:
Select Teams >>> Go the team name >>> Click More options icon >>> Select Manage team >>> Choose Settings >>> Go to Guest permissions >>> Check or uncheck the permissions you want to use.
To pin a channel, go to a channel name and select More options >>> Pin.
Click on your profile picture in the top right >>> Then select Settings >>> Notifications >>> Here set the type of notifications you want for each type of activity on Teams.
Go to the top right corner of the message >>> And select More options button >>> Turn off notifications.
Click your current picture at the top right of the screen >>> And select Change picture.
Click your profile picture at the top of the app, then select Settings >>> General. In the Theme section >>> click High contrast (You can also select the Dark or Default theme.)
To change your status, tap Menu. Then, tap your status to view your options.
Here are the options, you’ll see: Available, Busy, Do Not Disturb, Be Right Back, and Appear Away.
Go to your profile pic at the top of Teams >>> and select Set status message >>> Type the message that you want to show other people in the box >>> select Show when people message me >>> Choose when you want the message to stop displaying >>> Select Done.
Start one-on-one and group chats: Select New chat at the top of chat list >>> Enter the person’s or group’s name >>> Compose your message in the box >>> And Click Send.
Want to send a message to the whole team.? Select Teams >>> Pick a team and channel >>> Write your message >>> and click Send.
There are lots of formatting options for messages. Select Format beneath the box where compose your message >>> Select the text you want to format >>> Click Send once you’re done.
Click Add people (or View and add participants in group chat) in the top right corner of Teams >>> Enter the names of the people you’d like to chat with >> Select how much of the chat history to include >>> And click Add.
Select Chat to open the chat list. Find the name of the chat you want to mute. Then, select More options >>> Mute.
Select Chat to open the chat list. Find the name of the conversation you want to pin. Then, select More options >>> Pin.
Select Chat button on the left side of Teams to open the chat list >>> Find the name of the chat you want >>> Then, select More options button >>> Pop-out chat >>> Or, just double-click the chat name and you’ll see a new pop-out chat window.
Channel posts are organized by date and then threaded. Find the thread you want to reply to >>> Click Reply >>> Add your thoughts and click Send.
To get someone’s attention, type @, then their name (or pick them from the list that appears). Type @team to message everyone in a team or @channel to notify everyone who favorited that channel.
Emoji, animated GIFs, and stickers add a fun element into your conversations!
To insert an emoji in a message, select Emoji beneath the message box >>> Select the emoji you want from the emoji gallery >>> Click Send.
To send a GIF: Just select GIF beneath the message box >>> Use the search bar to look for something specific (like “cats dancing”) or browse the collection of popular GIFs.
To send a meme or sticker: Click Sticker under the box where you type your message >>> Then pick a meme or sticker from one of the categories.
To translate a message to your preferred language, Tap the ellipsis (three-dot) button next to the text in the conversation >>> And select Translate.
If you want to remember to read a message later, you can mark it as saved or unread. Go to the top of the message and select More Options >>> Save this message or Mark as unread.
You can also bookmark texts, images, or some other content in a conversation to check them out later. In a message, just click on the bookmark icon.
You can view your bookmarked messages by typing “/saved” in the search box.
Send acclaim to your employees and coworkers with Praise. Below the space where you write a new message or reply >>> select Praise or click Messaging extensions >>> Choose a badge >>> Add the name of the people you want to praise >>> Select Preview >>> Click Send.
EngageWith is a peer-to-peer employee reward and recognition platform that helps foster a culture of recognition & enhances employee engagement. Add EngageWith to MS Teams.
From a chat window, click the Format button under the message box >>> Click the More options button >>> Select Code snippet >>> In the new window, paste your code snippet >>> Then click Insert.
Immersive allows you to focus and display just the message. Hover over a message with your cursor or tap with your finger on a touch screen device. Select More options, and then Immersive Reader.
Select Chat to open the chat list >>> Find the name of the group you want to leave >>> Select More options button > Leave.
Open any group chat and go to the top of the chat where it tells you the number of participants >>> Hover on the number of participants and then hover on the person’s name you want to remove >>> Select the X and confirm you want to remove the participant from chat.
You can search for old messages (and people, chats, and files) using the command box at the top of your screen. Just click the conversation you want to resume.
Click the Activity icon on the left. The Feed shows you all your notifications and everything that’s happened lately in the channels you follow.
Click Attach icon under the box where you type messages, select the file location and then the file you want. Depending on the location of the file, you’ll get options for uploading a copy, sharing a link, or other ways to share.
This easy file-sharing process is one of the benefits of using Microsoft Teams as a fully integrated workspace, especially when paired with MS Teams Phone System, where chats, video calls, and content sharing are all seamlessly managed in a single platform.
You can search across teams, channels, and files.
Type a phrase in the Search box and hit enter to start a search >>> Select Messages, People or Files >>> You can click the Filter icon to sort or filter your search results.
Click Files icon on the left to see all files shared across all of your teams. Click Files at the top of a channel to see all files shared in that channel. Click “More options …” next to a file to see what you can do with it. In a channel, you can instantly turn a file into a tab at the top!
Open file in edit mode inside Teams and you can start making changes right away. To open an Office file on the web or in its desktop app, right-click the file or select More options icon in Teams. on the right side of the app.
In the Post tab where conversations happen >>> select Choose file beneath the box where you type your message >>> Then select Browse Teams and Channels >>> Select the file, then select Share a link.
Open the Files tab in the channel. Select the file >>> Rename > Move or Copy in the top menu bar. You can also right-click on any file or select More options icon.
First, create a meeting
Go to Calendar >>> Click “New Meeting” >>>> Provide a Title, Location and the Date/Time for the meeting >>>> Select the Team/Channel for the meeting >>> Click Send
Now add a meeting agenda
Now click on Teams in the left sidebar >>> Click the Team/Channel where you created the meeting >>> Now click on the Meetings tab at the top >>> Click on the Meeting Now to start adding agenda items >>> Once you’re done, Notify attendees.
Go to Add required attendees (If anyone is an optional attendee, select Optional instead) >>> Type the person’s full email address >>> Select Invite and They’ll receive an email with a link to the meeting.
To start an instant channel meeting: Go to Teams on the left side >>> Choose the channel you want to meet in from the list >>> Select Meet now under the area where you type a message >>> Give your meeting a title >>> Hit Join now >>> Start inviting people.
To start recording, go to the meeting controls and select More options >>> Start recording >>> Everyone in the meeting is notified that recording has started.
You can make personal or group calls with anyone in your team directly from a chat.
Go to your chat list, and click New chat icon >>> Type the name or names into the To field at the top of your new chat >>> Then click Video call or Audio call to start a call.
The Hold feature within Teams pauses your current phone call for all participants on that call. Teams will notify all parties that the call has been put on hold
Click More actions icon in your call window >>> and select Hold.
Select More options icon >>> Select Transfer in your call controls >>> MS Teams phones will suggest frequent contacts to easily transfer calls with a single touch or type the name of the person you want to transfer the call to and select them >>> To finish, select Transfer.
Need to check in with a teammate before transferring a call? Select More options icon >>> Choose Consult then transfer >>> Then, check-in via chat or audio call.
Click your profile picture at the top of the app >>> then Settings >>> Calls >>> Go to the section for Call answering rules >>> And set your rules here.
To change your voicemail greeting in Teams:
Click your profile picture at the top of the app >>> then Settings >>> Calls >>> Under the Voicemail, you’ll see a button titled Change Voicemail Greeting.
Click your profile picture at the top of the app >>> then Settings >>> Calls >>> Go to the section for Call answering rules >>> Select Forward my calls >>> And select where you want your forwarded calls.
Do you want someone to make and receive calls on your behalf? MS Teams allows you to add a delegate for the same.
Go to your profile picture at the top of the app and select Settings >>> General >>> Under Delegation, select Manage delegates >>> Click Your delegates and type the person’s name in the Add a delegate box >>> Define permission settings and click Save.
When you put a call on hold on one device and pick it up from another device – It’s call parking.
Click More actions icon >>> And select Call park >>> You will get a unique code you can use to retrieve the call.
Do you want to check your voicemail in Teams?
Choose Calls button > Voicemail >>> Listen to the recordings from your list.
Want to view all your incoming, outgoing, and missed calls?
Head over to Calls button >>> And click History.
Go to your meeting controls and select More actions >>> Show background effects >>> Select Blur to blur your background, or choose from the available images to replace it. You can upload a personal photo and remove the background of the image to make it look more professional.
If you’ve organized a Teams meeting, you can save a record of who’s attended it.
During the meeting, select Show participants >>> And choose Download attendee list.
In Teams, select Calendar >>> And then New meeting >>> At the top of the scheduler, select New meeting >>>> New live event >>> Enter meeting titles and details >>> add the names of your event group >>> Select Next >>> Under Live event permissions, choose who can attend your live event >>> Select Schedule to add the event to your and your event group’s calendars.
Select share >>> Select what you want to share (Desktop, Window, PowerPoint, Browse) >>> a red border surrounds what you’re sharing >>> Select Stop sharing to stop showing your screen.
EngageWith is a peer-to-peer employee reward and recognition platform that helps foster a culture of recognition & enhances employee engagement. Add EngageWith to MS Teams.
Go to More options >>>> Show meeting notes in your meeting controls. If you have not taken any notes yet, choose Start taking meeting notes.
When you’re choosing your audio and video settings, you have the option to add a room. Go to the option to Join and add this room >>> Join meeting with audio off to avoid disrupting the meeting.
Go to the chat history in Teams >>> And select Play to play the meeting recording directly in Teams.
In Teams, go to the meeting recording in the chat history and select More options icon >>> Get link >>> In the Get Stream link dialog box, select Copy >>> Click Send.
Mute individual meeting participants from the meeting roster to avoid the background noise. If someone has been muted, they’ll get a notification letting them know.
To schedule a meeting, open Outlook >>> Switch to the calendar view >>> Click New Teams Meeting at the top of the view >>> Add your invitees to the To field >>> Add meeting details >>> Click Send.
Under Call answering rules >>> Select Forward my calls >>> In the Forward to menu, select Call group >>> Under Add people >>> add the people you want in your call group. You can add up to 25 people.
MS Teams provides the meeting organizer with many options when it comes to defining the roles and permissions for online meeting participants.
Select Meet now >>> Choose Show participants in your meeting controls >>> Above the list, select Manage permissions to go to Meeting options >>> Change participants settings.
You can share a whiteboard to make it available to all participants in a Teams meeting and brainstorm ideas.
Click the Share icon >>> In the Whiteboard section, select Microsoft Whiteboard >>> Click the Pen icon, select a color, and then begin to draw, sketch, or write on the board.
Encourage your meeting participants to turn on live captions and read subtitles in real-time. Head to your meeting controls and select More options icon >>> Turn on live captions (preview).
During a meeting, you can raise a virtual hand to let attendees know you want to contribute without interrupting the conversation.
Just select the Raise hand icon in the meeting controls. And attendees will also receive a notification that your hand is raised and you want to add something.
Don’t want to receive Teams notifications when you’re spending time with your kids in the evenings? On Teams mobile app, you can set “Quiet Hours” (for example, 7 PM to 7AM) and “Quiet Days”(for example, Saturday and Sunday). This feature will help you to take control of your after-work hours.
Just select More options button >>> Share button in your meeting controls >>> Choose to present a photo, video or animated powerpoint, or your entire screen.
MS Teams makes it easy to transfer a call from your laptop to your mobile app (or vice versa) without interrupting the flow of your meeting.
You can send an audio message (and avoid texting) when you are on the go, walking or are even cooking. Tap and hold the mic button to start recording. You can preview your audio clips before sharing them with others.
Team mobile app is available in Dark mode. It’s stylish, easy on the eyes, and it might even improve your device’s battery life. Go to general settings to turn it on.
Tap the Camera icon >>> Choose a picture taking mode: WHITEBOARD, PHOTO, and DOCUMENT, and take your picture >>> Office lens will crop your image.
Teams app allows you to customize your bottom navigation bar with the tools that make the most sense for you. Tap and hold on a tool until it’s selected, then drag it up or down to rearrange the order.
You can easily share your physical location with your team or manager from your Teams mobile app.
Click more options icon >>> On the menu select location >>> By default Teams will place a marker on your physical location >>> Click Share Location.
Jumpstart on your day before you even get into the office, just swipe to mark messages and notifications as read/unread with one easy gesture.
The Shifts feature is designed for shift workers. You can set up reminders for your work shifts, set timing on when notifications should appear before your work shifts, and clear shifts app data.
With this feature, you can add an additional account to use the app. You can use multiple accounts with the Teams app on your phone.
Want to respond to a message with an emoji reaction? Tap and hold the message you’d like to add a reaction to. Then, select the reaction you want, and watch it appear in the upper-right corner of the message.
In the meeting controls, select More options icon >>> Turn on live captions.
Quote a message on the Microsoft Teams’ cool mobile app feature is a much easier process, the only thing you have to do is swipe the message to the right and it will be added as a quote to the new message.
To start recording, go to the meeting controls and select More options >>> Start recording >>> Everyone in the meeting is notified that the recording has started.
Click Add a tab at the top of the channel or chat >>> click the app you want, and then follow the prompts >>> Use Search if you don’t see the app you want.
Click Help on the left >>> Then choose Topics, Training, or What’s new. In help, browse the tabs or search for a topic you’re interested in.
Click Apps on the left. Here, you can select apps you want to use in Teams, choose the appropriate settings, and Add.
In your team channel, select Add a tab +.>>> In the Add a tab dialog box, choose Planner >>> Create a new plan to make a new Planner plan and add it as a tab to this channel >>> Then select Save.
Click Add a tab next to your existing tabs in a channel and select Stream >>> Add the Tab name field >>> Add a link to one of the following:
Trivia is the new way to connect with your remote team while playing exciting quizzes on Slack and Microsoft Teams! Get summarised results at the end of every Trivia quiz and find your very own Quizzard! Run trivia command “@Trivia trivia” to start playing quizzes.
Some of the best slash commands include:
/goto – helps you jump to a team or a channel
/call – call someone directly
/chat – send a quick message to someone
/activity – to view someone’s activity
/whatsnew – to see what’s new with the team
/mentions – view all your mentions
/saved – to see your saved list
/unread – to view your unread activity
/keys – to view a list of all keyboard shortcuts
/available (or away, brb, dnd, and busy) – to set a status
Here you’ll find some keyboard shortcuts for Microsoft Teams on Windows and MacOS.
| To do This | Windows Commands | Mac Commands |
| Show keyboard shortcuts | Ctrl+Period (.) | Command+Period (.) |
| Go to Search | Ctrl+E | Command+E |
| Goto | Ctrl+G | Command+G |
| Start a new chat | Ctrl+N | Command+N |
| Open Settings | Ctrl+Comma (,) | Command+Comma (,) |
| Open Help | F1 | F1 |
| Close | Esc | Esc |
| Open Activity | Ctrl+1 | Command+1 |
| Open Chat | Ctrl+2 | Command+2 |
| Open Teams | Ctrl+3 | Command+3 |
| Open Calendar | Ctrl+4 | Command+4 |
| Open Calls | Ctrl+5 | Command+5 |
| Open Files | Ctrl+6 | Command+6 |
| Go to previous list item | Left Alt+Up arrow key | Left Option+Up arrow key |
| Go to next list item | Left Alt+Down arrow key | Left Option+Down arrow key |
| Move selected team up | Ctrl+Shift+Up arrow key | Command+Shift+Up arrow key |
| Move selected team down | Ctrl+Shift+Down arrow key | Command+Shift+Down arrow key |
| Go to compose box | C | C |
| Expand compose box | Ctrl+Shift+X | Command+Shift+X |
| Attach file | Ctrl+O | Command+O |
| Accept video call | Ctrl+Shift+A | Command+Shift+A |
| Accept audio call | Ctrl+Shift+S | Command+Shift+S |
| Decline call | Ctrl+Shift+A | Command+Shift+D |
| Start audio call | Ctrl+Shift+C | Command+Shift+C |
| Start video call | Ctrl+Shift+U | Command+Shift+U |
Here you’ll find some amazing MS Teams apps that can help in improving collaboration and engagement in remote and in-office scenarios.
Keep everyone in the loop, stay organized, and save time with AgilePolly for Microsoft Teams. AgilePolly’s asynchronous standups keep the team aligned with quick and easy updates right in the channel.
ScrumGenius is a Microsoft Teams-integrated application that allows teams to perform virtual, asynchronous daily standup meetings directly through chat.
Meetings are Better with Decisions. Prepare and run meetings more efficiently. Construct agendas, run meetings, and track outcomes directly in Teams.
Draw, plan, and collaborate with your team on an infinite whiteboard – in real-time. Freehand is an infinite whiteboard where your team can co-draw, wireframe, plan, present, and give feedback.
Create new murals or bring existing ones into your Teams workspace, and then contribute and edit directly inside of the Channel to enable seamless collaboration. Transform how you collaborate – visually.
Award-winning mind map editor for brainstorming, note-taking, project planning, and tons of other creative tasks. MindMeister is completely web-based, which means there’s no download and no updating. Capture, develop, and share ideas visually.
EngageWith is a peer-to-peer employee reward and recognition platform that helps foster a culture of recognition. It enhances employee engagement and helps the organization celebrate accomplishments – both big and small.
Make better decisions with real-time feedback and get notified and anonymously respond to your regular TINYpulse surveys at any time while in Microsoft Teams, giving actionable feedback to your leaders.
Survey Monkey helps you to gather feedback from your colleagues on any topic and collect results in real-time. And share results with your team quickly and efficiently with advanced anonymity and privacy options.
Trivia is the new way to connect with your remote team while playing exciting quizzes and games within Microsoft Teams! Get summarised results at the end of every Trivia quiz and find your very own Quizzard!
TrackingTime helps companies manage their projects and tasks, track working times and measure productivity. To use the app, users need to have an active account in Tracking time.
AttendanceBot can be summed up as the one app to track vacations and PTOs, sick days, work from home and remote work, employee shift planning and hours. It is especially helpful for remote teams.
With the Zoom integration for Microsoft Teams, frictionless video communication is as simple as toggling your Zoom Meetings tab or using @mentions from your preferred channel.
Organize leads, track email opens and clicks, and send email templates all in one place. HubSpot automation makes it possible to instantly notify your users where they spend their most time collaborating — Microsoft Teams.
Access your Dropbox files directly in Microsoft Teams when you add Dropbox as cloud storage. Any Dropbox user can add Dropbox as cloud storage in their Microsoft Teams account.
Google Calendar to Microsoft Teams integration template will send a message to the desired channel in Microsoft Teams every time there is a new event added in Google Calendar.
MS Teams is a chat-based collaboration tool that helps global, remote, and dispersed teams to communicate and work together and share information. It has cool features like document collaboration, one-on-one chat, video conferencing, team chat, and more.
You can read Microsoft Teams tutorial to learn more about its functioning.
Read above mentioned MS Teams hack and learn the basics!
Here are some reasons to use MS teams:
– It’s more than a chat communication tool. You can share files and make video/audio calls.
– You can create meeting notes and to-do lists and share it with your teams.
– No more emails!
– Stay with your team in one click, anytime, anywhere!
Yes! The free version includes:
– Unlimited chat messages and search.
– Audio/video calls.
– 10 GB of team file storage.
– Integration with other office apps like Word, Excel, PowerPoint, and OneNote.
Just Go to Teams on the left side >>> Choose the channel you want to meet in from the list >>> Select Meet now under the area where you type a message >>> Give your meeting a title >>> Hit Join now >>> Start inviting people.
Here are some cool Microsoft Teams meeting options:
– You can record a meeting.
– Change your background during a meeting.
– You can take meeting notes.
– Use Microsoft whiteboard to discuss your point.
– You can use live captions in a meeting.
– Raise your hand.
That’s it! You made it to the end. We hope that you’ve found this guide useful. Now all you have to do is start implementing them (at least try to).
The way team members work together, communicate, and build relationships has evolved, and so should the way we approach building company culture.
If you have any questions, requests, or just wanna share your thoughts and tips, please reach out to us on Twitter @springroleinc
We’re grateful you took the time to read it. If you found it helpful, tweet about it!
Play games, puzzles & quizzes with your teammates in Microsoft Teams & add a quick break to your workday. Get Trivia for MS Teams.
