Microsoft Teams Meeting Etiquette: Calls, Chat and Channels

Microsoft Teams combines meetings, chat and shared files, so good etiquette covers more than just the video call. Here is how to behave professionally across all three.

Joining a Teams meeting

Click the Join link in your calendar invite. You can join in the desktop app or in your browser. Choose your camera and microphone settings on the join screen, then click Join now. If a lobby is enabled, wait patiently until the organiser admits you.

During the meeting

• Arrive on time and stay muted until you speak.
• Use the Raise hand reaction in larger meetings.
• Use background blur if your space is cluttered.
• Keep meeting chat focused on the topic.
• When you share your screen, pick a single window to avoid showing private content.

Chat etiquette

Teams chat feels casual, but it is still a workplace record. Start messages with a short greeting, get to the point quickly and avoid sending several tiny messages in a row. Use @mentions only when you need someone’s attention. Respect working hours by scheduling messages for the morning if you write late.

Channels and files

• Post in the right channel so information is easy to find later.
• Reply in the thread instead of starting a new message.
• Name files clearly, for example “Project Plan v2”.
• Update your status so colleagues know when you are in a meeting or away.

Good habits for hybrid teams

If some attendees are in the room and others are remote, speak toward the room microphone and repeat questions from the room for people on the call. Invite remote participants to speak first when you can.

Finally, learn how to schedule across regions in our guide to time zones and scheduling.