New Employee Onboarding – Microsoft Teams (Trainer Guide)¶
Train new employees on using Microsoft Teams for onboarding: accessing channels, searching, and finding resources.
For Trainers¶
Prerequisites
- Accounts: Created in advance by IT before the onboarding session
- Channel access: New employees are added to OVES 全体 (Office 365 Onboarding and OVES Training channels) after they complete onboarding — this gives them access to training files and resources
Before the Session
- Confirm attendees have their work email and password
- Ensure they can log into Teams (desktop, web, or mobile)
- Have the OVES 全体 team visible — if someone doesn't see it, they may need to be added after onboarding
Session Structure & Facilitator Notes¶
| Section | Focus | Facilitator Note |
|---|---|---|
| Welcome & Objectives | What they'll learn and why it matters | Set expectations. Emphasize that Teams is where they'll get updates and ask questions. |
| Accessing Teams | Logging in, desktop vs web vs mobile | Do a quick poll: who uses desktop vs web vs mobile? Demo the option most use. |
| Teams & Channels Basics | What Teams and channels are | Use the Software/Contractors examples. Point to the left sidebar — "this is where your teams live." |
| Joining and Using Channels | Posting, @mentions, reactions | Live demo: Post a message, reply, use @mention. Have them try it in the session. |
| Important Onboarding Channels | OVES 全体 channels | Key message: They'll be added after onboarding. Until then, they can still use General if they have access. |
| Searching in Teams | Finding messages, files, people | Live demo: Search for a file or message. Show filters. |
| Finding Help & Resources | Where to get support | Emphasize IT Support and HR channels. |
| Q&A | Questions and practice | Leave time for hands-on. Have them complete the checklist. |
Training Content (What to Present)¶
Use the sections below as your script and slides. Each section has a brief facilitator note at the top.
1. Welcome & Objectives¶
Facilitator
Read the objectives. Ask: "What questions do you have about Teams so far?"
What They'll Learn
- Access Teams and sign in
- Find teams and channels
- Join channels and post messages
- Search for messages, files, and people
- Find onboarding and support resources
Why It Matters
Teams is the primary hub for communication and collaboration. New employees need to know where to get updates and ask questions.
2. Accessing Teams¶
Facilitator
Ask who uses desktop vs web vs mobile. Demo the most common option. Remind them: work email + org password, complete 2FA if prompted.
::: tabs
- Install from Microsoft 365 portal or company app store
- Sign in with work email and password (or SSO)
- Go to teams.microsoft.com
- Sign in with work email and password
- Install from App Store or Google Play
- Sign in for notifications and quick replies
:::
Sign-In
Use your work email and organization password. Complete 2FA/MFA prompts when prompted.
3. Teams & Channels Basics¶
Facilitator
Point to the left sidebar. "Each team is a group — like Software or Contractors. Channels are topics inside a team."
What Is a Team?
A group of people working together (e.g. Software, Contractors). Each team has its own channels and files.
What Is a Channel?
A space inside a team for a topic or project — e.g. "General", "Onboarding", "Announcements".
| Channel Type | Visibility |
|---|---|
| Standard | All team members |
| Private | Invited members only |
| Shared | Another team or external (if enabled) |
Where to find: Left sidebar → click a team → expand "Channels". Use "Browse teams" if available.
4. Joining and Using Channels¶
Facilitator
Live demo: Post a message, reply in thread, use @mention, add a reaction. Then have them try.
Joining¶
- Standard: Visible to all; no extra step
- Private: Join via invite link or ask the channel owner
Posting¶
| Action | How |
|---|---|
| Post | Type in the compose box at the bottom |
| Reply | Click "Reply" under a message |
| @Mention | Type @ + name (use @channel sparingly) |
| React | Hover over message → emoji icon |
Attachments¶
Use the paperclip icon to add files from OneDrive, your device, or shared libraries.
Important Onboarding Channels¶
Facilitator
Key message: New employees are added to these channels after onboarding. Once added, they can access all training files. If someone doesn't see OVES 全体 yet, they will after onboarding completes.
OVES Onboarding Channels
These are the main channels for new employees. You will be added after onboarding so you can access the files and resources.
| Channel | Purpose |
|---|---|
| OVES 全体 | Office 365 Onboarding | Microsoft 365 setup and account setup |
| OVES 全体 | OVES Training | Training materials and onboarding resources |
Find them in the OVES 全体 team in your Teams sidebar once you've been added.
5. Searching in Teams¶
Facilitator
Live demo: Search for a file or message. Show how to filter by type and channel.
Quick Search
Click the magnifying glass at the top, or press Ctrl+E (Windows) / Cmd+E (Mac).
| Search for | Where |
|---|---|
| Messages | Conversations |
| Files | SharePoint/OneDrive files in Teams |
| People | By name or email |
Filters: Type, date, channel, sender.
Search Tips
"exact phrase"— quotes for exact matchfrom:name— messages from a personin:channel— search in a specific channel
Finding files: Use the "Files" tab in a channel or chat, or search and filter by Files. For a detailed guide on accessing SharePoint and team files, see Accessing SharePoint.
6. Finding Help & Resources¶
Facilitator
Emphasize: IT for tech, HR for policies, manager for role questions.
| Need | Go to |
|---|---|
| Tech issues | IT Support channel |
| Policies, benefits | HR channel |
| Role questions | Your manager |
| Join a team/channel | Team admin |
Using Copilot for Quick Questions
For simple questions about Teams (e.g. how to find a channel, mute notifications, or share a file), use Copilot in the left sidebar. Ask in plain language — e.g. "How do I mute a channel?" or "Where do I find shared files?" — for quick answers without waiting for IT or a colleague.
Notifications
Right-click a channel → "Channel notifications" → Mute or Custom to reduce noise.
7. Q&A (Trainee Questions)¶
Facilitator
Encourage hands-on practice. Have them work through the checklist. Answer questions as they come up.
I don't see a channel I need
Ask the channel owner or your manager to add you. New employees are added to onboarding channels after they complete onboarding.
Too many notifications
Right-click the channel → "Channel notifications" → Mute or Custom.
How do I find old messages?
Use the search bar and filters (channel, date, sender).
Can I use Teams on my phone?
Yes. Install the Teams app and sign in with your work account.
Chat vs channels?
Chat = one-on-one or small group. Channels = team-wide discussions and shared files.
How do I share a file?
Use the paperclip icon or drag and drop. Files go to the channel's SharePoint.
How do I leave a team or channel?
Right-click → "Leave team" or "Leave channel." (Some teams may be required.)
How do I schedule a meeting?
Calendar icon → New meeting → Add attendees.
Can I edit or delete a message?
Yes. Hover → three dots (...) → Edit or Delete.
How do I organize my teams?
Right-click a team → Pin or Hide. Reorder by dragging.
How do I get help?
IT Support channel, IT help desk, or your organization's support portal.
8. New Employee Checklist (Trainee)¶
Facilitator
Have them complete this during or right after the session. Check that they can log in and find OVES 全体 (or confirm they'll be added).
New Employee Checklist
- [ ] Log into Teams (desktop, web, or mobile)
- [ ] Find OVES 全体 in the left sidebar (you'll be added after onboarding)
- [ ] Open Office 365 Onboarding and OVES Training channels once added
- [ ] Post a short introduction (name, role, one fun fact)
- [ ] Practice @mentions
- [ ] Use search to find a message or file
- [ ] Pin important channels
- [ ] Review notification settings
For Trainers: Follow-Up & Troubleshooting¶
Troubleshooting
| Issue | Action |
|---|---|
| New hire doesn't see OVES 全体 | They're added after onboarding. Confirm with HR/IT that onboarding is complete. |
| Can't log in | Verify account was created. Direct to IT Support. |
| Can't find a channel | They may need to be added. Channel owner or IT can add them. |
Follow-Up Ideas
- Record the session for rewatching
- Share a short quiz (e.g. Forms) to check understanding
- Schedule a follow-up session for questions
- Create a short video of the main steps