Last updated: April 2026

Teams meetings and shortcuts: 12 tips for better collaboration

Laptop with video meeting and colleagues on screen during a Teams collaboration session

Do you know the most important Teams shortcuts? Most people only use a fraction of what Microsoft Teams can do. With the right shortcuts and tricks, you can cut meeting time, collaborate more effectively, and stop hunting for files. Here are 12 concrete Teams tips that will noticeably improve your workday.

1. Learn the keyboard shortcuts

Keyboard shortcuts save you clicks and time. The most important ones in Teams:

Press Ctrl + . (period) to see the full list. Just learning the microphone shortcut improves meetings. You no longer need to fumble with the mouse while someone waits for your response.

Home office with a tidy background – well suited for professional video meetings

2. Use background effects correctly

Background blur works well and is the safest choice. Virtual backgrounds can be distracting. Choose a neutral background if you do not want to show your room. Avoid funny images in professional meetings.

You can set a background before entering the meeting. Click the camera icon and choose Background filters. You can also upload your own images, such as your company logo against a clean background. Microsoft explains how to change your background in Teams.

3. Structure work with channels

Do not use the main channel for everything. Create channels for different projects, topics, or teams. For example: "Marketing", "Project X", "Social activities". Channels keep conversations organised and make it easier to find information later.

Each channel can have its own tabs with documents, websites, and apps. Pin the most important resources as tabs so nobody has to ask "where do I find that document?".

4. Share files in Teams, not by email

When you share a file in a Teams channel, it is automatically saved in SharePoint. Everyone in the channel has access and can edit simultaneously. No more version chaos with "document_v3_FINAL_final.docx".

Drag the file directly into the chat or channel. Or use the Files tab at the top of the channel. All changes are automatically synchronised via OneDrive and SharePoint.

5. Use a meeting agenda in the calendar invite

Every meeting should have an agenda. Write it directly in the meeting invite in Teams. That way everyone knows what the meeting is about and can prepare. A meeting without an agenda is a meeting that could have been an email.

Keep the agenda short. Three to five points is enough. Set time estimates for each item. End with "decisions and next steps".

6. Record meetings

Click the three dots in the meeting toolbar and select Start recording. The recording is automatically saved in OneDrive (for chats) or SharePoint (for channel meetings). All participants are notified that the meeting is being recorded.

Teams automatically generates a transcript you can search. This means you can find what was said without watching the entire recording. Useful for those who could not attend.

7. Use Copilot in meetings

If your organisation has Microsoft 365 Copilot, you can use the AI assistant in meetings. Copilot can summarise what has been said, create meeting notes, and suggest follow-up points. You can ask "what was decided about the budget?" after the meeting, and Copilot finds the answer from the transcript.

Microsoft 365 with Copilot is available as an add-on for business subscriptions.

8. Set your status and quiet hours

Use your status indicator deliberately. Set yourself as "Do not disturb" when you need concentration time. You can also set a status message explaining when you will be back.

Under Settings and Notifications, you can set up quiet hours during which you do not receive notifications. Perfect for focused work. Teams also lets your manager see that you are busy without you having to explain.

9. Pin important messages and use bookmarks

Important messages disappear quickly in an active chat. Pin messages by clicking the three dots and selecting Pin. Pinned messages appear at the top of the chat for everyone.

For personal favourites, use Save this message (bookmark). You find saved messages under your profile picture and Saved.

10. Schedule message sending

Working late or on weekends? Right-click the send button and select Schedule send. Choose a time during working hours. Your colleagues will not feel pressure to respond outside work hours, and you will not forget to send the message.

11. Integrate the apps you use

Teams has hundreds of integrations. The most useful ones for most people:

12. Tidy up regularly

Hide teams and channels you do not actively use. Mute notifications for low-priority channels. Archive teams that are finished. A tidy Teams experience means you find what you need faster.

Review your settings once a month. Remove apps you do not use. Adjust notification settings. Small adjustments make a big difference over time.

Need help with Teams?

Microsoft Teams is powerful, but it requires some setup and training to get the most out of it. Many organisations use Teams without having configured it properly. Channels lack structure, permissions are misconfigured, and nobody has thought about an archiving policy.

An IT partner like Datafolka can help with setup, training, and customisation of Teams for your organisation. It is an investment that pays off quickly in the form of better collaboration and fewer frustrations.