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Microsoft 365 · Teams · Teams Phone

Microsoft Teams, set up so people actually use it

Chat, meetings, files and optionally the phone system in one app on every device. The trick is a handful of teams that match the business, not forty nobody reads.

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What you get

What Teams does for a small business

Microsoft Teams is the collaboration tool inside Microsoft 365: chat, meetings, calls and files, on the desktop, in a browser and on the phone. It replaced Lync and Skype for Business and it is included in the Business licences most Auckland companies already pay for.

Where it goes wrong is setup. Left to default, everyone creates a team for everything, files end up in twelve places and nobody knows which chat has the answer. We set up a small number of teams that mirror how the business is organised, connect the files to your SharePoint structure, and spend twenty minutes with staff at go-live.

Teams is part of every Microsoft 365 setup we do, and it is one of the two phone system options we install.

Microsoft Teams8 items
  1. 01Chat that replaces internal emailQuick questions go in chat, not in a reply-all. Channels per team or project keep the conversation and the files together.
  2. 02Meetings that workVideo, screen share, recording and a transcript. Clients join from a browser link without installing anything.
  3. 03Files in contextEvery team has a Files tab. It is a SharePoint library underneath, so the same permissions and version history apply.
  4. 04Any deviceDesktop app, browser, phone. Presence shows who is at their desk, on a call or offline. Notifications you can actually control.
  5. 05Teams PhoneAdd calling and the Teams app becomes the phone system: your business numbers, queues, voicemail, on the laptop and the mobile. See VoIP phone systems.
  6. 06Guest access, controlledBring a client or contractor into one team without giving them access to anything else. Set once, managed by us.
  7. 07IntegrationPlanner for tasks, OneNote for notes, Forms for surveys, Bookings for appointments. Already licensed, already inside Teams.
  8. 08Set up so people use itThe failure mode of Teams is 40 teams nobody reads. We set up a handful that match the business, train staff for 20 minutes, and prune.
FAQ

Questions we get asked

Straight answers. If yours is not here, ask it and we will add it.

Is Microsoft Teams right for a small business?

If you have Microsoft 365 you already have it, so the question is whether to use it properly. For a business of five or more where people are not always in the same room, yes. For three people at adjacent desks, a shared mailbox is probably enough and we will say so.

We used Lync or Skype for Business. What happened to it?

Microsoft retired Lync, then Skype for Business Online, and Teams took over chat, meetings and calling. If you were on a Lync 2013 or Skype for Business setup, Teams is the direct replacement and it is included in your licence.

Can Teams replace our phone system?

Yes, with the Teams Phone add-on and a calling plan or an operator connect provider. Your business numbers port to it, and queues, auto attendants and voicemail all work. Whether it beats a hosted PBX depends on whether you have a front desk with handsets; our VoIP page covers both.

Does Teams work for hybrid and remote staff?

It is what it was built for. Chat, meetings, files and phone all follow the person to the home office or the site. Our remote work guide covers the rest of the setup.

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