26 Jun 2025 Microsoft Teams Etiquette and Guidelines

Boost Productivity with agreed Microsoft Teams Etiquette and Guidelines

Microsoft Teams has replaced email in many workplaces for communication and collaboration. However, its versatility, offering so many ways to connect—chats, channels, calls, or meetings—can sometimes create confusion when everyone has their own approach.

Ideally, all users should have a shared understanding not only of which features to use in specific situations but also of how to use these features effectively. Importantly, there should be agreement on proper usage, including some guidelines on the dos and don’ts of using those features. Therefore, I believe creating a list of etiquette guidelines for how to use Microsoft Teams is incredibly important.

Below is a basic list based on my experience in training many groups on how to use Microsoft Teams, that you can adapt to your environment. By following these Microsoft Teams etiquette and guidelines, you can contribute to building more productive teams and a healthier workplace when using Microsoft Teams.

General Communication

• Use appropriate tone: Be mindful of your tone, especially in written communication. Be aware that short messages, especially, can come across as more abrupt than the same words spoken face-to-face. Emojis can help convey tone but use them sparingly in a professional environment.
• Respect availability status: Check colleagues’ status indicators (e.g., “Do Not Disturb”) before messaging them. Don’t expect an instant response if they are unavailable or away.
• Be clear and concise: Ensure your messages are clear and to the point to avoid misunderstandings. Always re-read even short messages before sending, looking out for any potential misunderstandings.

Microsoft Teams Meeting Etiquette

• Be punctual: Meetings on Microsoft Teams should be treated as you would treat a face-to-face meeting, starting with arriving on time and being prepared for the meeting.
• Turn on your camera where possible: Switch on your camera in meetings wherever possible. Aside from being a simple courtesy to all involved, it ensures maximum engagement.
• Mute when not speaking: To avoid background noise from interfering with the speaker, keep your microphone muted when you’re not speaking yourself.
• Engage actively: Pay attention and participate actively in discussions. Avoid multitasking while the meeting is taking place. If you wouldn’t do it in a face-to-face meeting, don’t do it in an online meeting.
• Use the ‘Raise Hand’ feature: The ‘Raise Hand’ feature is designed to indicate that you want to speak. Use it, especially in larger meetings. This reduces the chances of interrupting or talking over the top of another person.
• Check availability: Before initiating an ad hoc video call, check the person’s availability status and consider sending a message to ask if it’s a good time to call.
• Schedule when possible: For non-urgent matters, schedule the video call in advance to ensure both parties are prepared.
• Be prepared: As with other meetings, have any necessary documents or information ready before the call starts.
• Use a professional background: Ensure your background is appropriate and free from distractions.
• Dress appropriately: Dress as you would for an in-person meeting, especially if the call is with clients or external partners.
• Minimise distractions: Find a quiet place to make the call and minimise background noise and interruptions. (Or use good noise cancelling headphones)

Microsoft Teams Chat Etiquette

• Consolidate messages: Instead of sending multiple short messages, try to consolidate your thoughts into a single, well-structured message. This reduces notification fatigue and makes it easier for recipients to follow the conversation.
• Respect working hours: Be mindful of colleagues’ working hours and time zones. Avoid sending non-urgent messages outside of regular working hours.
• Use emojis and GIFs appropriately: While emojis and GIFs can add a personal touch to your messages, use them sparingly and ensure they are appropriate for the context. Overuse can be unprofessional.
• Acknowledge messages: Acknowledge receipt of important messages to confirm you’ve seen them. A simple emoji like a thumbs-up may suffice. If the message needs a response, be sure to respond in a timely manner.

Using MS Teams Channels effectively

• Create relevant channels: Ensure that channels are created for specific topics or projects to keep conversations organised. Make sure that all the relevant people are added to a channel (and don’t add people who aren’t actively involved unless there is a specific reason for them to be kept in touch). Each channel should be a repository for all communication on its relevant project.
• Use the appropriate channel: Once channels are created, use them. Post messages in the relevant channels rather than on chats so that the whole conversation is kept in one place.
• Use clear subject headings for your Posts: Within a channel, use the subject header feature to create threads relating to a specific idea or subtopic. This will help when going back to that topic after the conversation has moved on.
• Tagging: Use @mentions to get someone’s attention, especially if you need a response from that person. Avoid overusing @mentions or they become irrelevant.
• Pin important messages: Use the ‘pin’ feature to highlight important messages or announcements in a channel. This ensures that critical information is easily accessible to all members.
• Encourage participation: Foster a culture of active participation by encouraging team members to share their thoughts, ideas and feedback in relevant channels.
• Regularly review and archive channels: Periodically review the channels you started to ensure they are still relevant. Archive channels that are no longer active to keep the workspace clean and organised.

Check out my longer article on using Channels

File sharing etiquette

• Organise files: Keep shared files organised in appropriate folders and within the relevant channels so they can be easily found.
• Use descriptive names: Name files clearly to make them easy to identify for what they are.
• Version control: Use version control numbering of updated files so that everyone knows which version is the latest and to keep track of changes and avoid confusion.

Privacy and security

• Respect privacy: Do not share sensitive information in public channels. If in doubt, use a 1-1 Chat or private Channels.
• Follow security protocols: Adhere to your organisation’s security guidelines when sharing files and information.
• External links: Be cautious with external links. Verify the safety of external links before sharing them.

Conclusion

Ultimately, clear communication and a commitment to professionalism are important for effective collaboration, whether it’s through video calls, chat, sharing files, or adhering to security protocols. By fostering an environment of respect, preparation, and mindfulness, teams can not only avoid unnecessary disruptions but also enhance productivity and trust among colleagues and clients alike.

These Microsoft Teams etiquette and guidelines are not just rules to follow but principles that can help create positive interactions. As organisations and individuals continue to navigate the evolving landscape of remote and digital work, embracing these practices can help ensure a steady path toward success.

And why not consider sharing this with your team/organisation and get a conversation going.

Geoff Prior – June 2025

Digital Productivity Trainer & Coach

Lingford Consulting 

Interested in learning more? Check out our Microsoft Teams Training