Microsoft Teams, Recapping the Basics: Channels and Chats

Understand the differences between working in a Chat message or Channels to keep your collaboration on track

Microsoft Teams has certainly shaken up the way coworkers traditionally communicated and collaborated at work, volunteering and n many other scenarios.

As I speak with people, at work and as a volunteer with the Scouts,  I realise that Microsoft Teams now has such a diverse user base. Often, I see people using all of the features, almost none of the features, or somewhere in between. This diversity could reflect the flexibility and adaptability of Teams or (and as I suspect is the most likely) demonstrate common knowledge gaps in the Teams user community.

It is safe to say that the vast majority of people using Teams today didn’t initially onboard to enjoy its rich file collaboration experiences. Instead, most were brought on during the rush of the pandemic for video meeting capabilities, or to replace Skype for Business upon its retirement. Consequently, I often observe that the concepts and power of Teams and Channels are missed from people’s understanding of what Teams can truly offer, however they are happy to fire off instant messaging Chats left, right and centre.

I guess this is perhaps one of the reasons for the new combined Chat and Channels experience explained in Scott's latest tutorial. I sense an idea that if people can’t be dragged out of chat… drag the channels in!

At Your 365 Coach we believe understanding the differences between Chat Messages and Channels is crucial to unlocking the real power of Teams, reducing emails and fostering a real collaborative workspace. Both features have their unique benefits and specific use cases, that can be missed, so let’s go right back to the basics to see what sets them apart and how to use each to its full potential.

Chat Messages

Chat Messages in Microsoft Teams are like instant messaging (Think WhatsApp for work). They are private, flexible, and perfect for quick, informal communication. Here are some key characteristics of Chat Messages:

Characteristics of Chat Messages

• Private: Chat messages are ideal for one-on-one or small group discussions. They are not visible to others outside the chat.
• Instant: Chats are real-time, making them perfect for spontaneous conversations or quick questions.
• Flexibile: You can easily add people to an ongoing chat, making it adaptable to changing conversations. Remember that you need to choose to share previous messages, or the conversation might make no sense.
• Integrated: Chat integrates smoothly with other Microsoft apps, allowing you to share files, links, create tasks, and even schedule meetings directly from the chat window. Shared files remain accessible in the chat as long as the chat exists.

Use Cases for Chat Messages

• Quick Questions and Answers: When you need a fast response or clarification, Chat Messages are the way to go.
• Private Discussions: For sensitive topics or personal conversations, Chats offer the privacy needed. Removing participants from a chat ensures they no longer have access to shared files or ongoing discussions.
• Immediate Collaboration: Spontaneous brainstorming sessions or instant feedback on ideas work well in Chats. As new ideas flow, adding people can enhance collaboration, while removal can help maintain focus or confidentiality.
• Follow-ups and Reminders: Use Chats to send quick follow-up questions or reminders to colleagues. Saves a few emails!

File Sharing in Chat Messages

In Chats, file sharing is straightforward. You can share a link to content stored somewhere else (making sure everyone in the chat has access) or you can upload documents directly into the chat window, making them instantly accessible to all chat participants. Files shared in a chat are stored in the OneDrive for Business of the person who added them, and permissions are automatically adjusted so chat participants can view or edit them. If someone is removed from the chat, they will lose access to the shared files.

(Note: the documents section of a Chat message is called “shared” to highlight that they are shared with you, not necessarily in your OneDrive)

Pros and Cons of Using Chat Messages for Teamwork and Collaboration

Pros

• Quick, simple and real-time for immediate communication.
• Private and secure for sensitive discussions.
• Easy to add participants to ongoing conversations.
• Disposable, consider them as a one and done (no real records)

Cons

• Can become cluttered with multiple topics in one chat.
• Not ideal for long-term project tracking.
• Removing participants can disrupt the flow of information.
• File organisation becomes challenging as chats grow. (Files in multiple locations)

Channels

Channels in Microsoft Teams are designed for team-wide communication and collaboration. They are structured, organised, and perfect for keeping everyone on the same page. Here’s what makes Channels unique:

Characteristics of Channels

• Organised: Channels are part of a Team and are visible to all its members. They help in organising conversations around specific topics, projects, or departments.
• Grouped topics: Unlike Chats, Channels allow for grouped topic conversations, making it easier to follow discussions and keep track of different topics in the same channel.
• Filing: Channels serve as a central hub for sharing files, links, and relevant data, ensuring everyone has access to the necessary resources. Files shared in Channels are stored in SharePoint, making them easily accessible and manageable.
• History: The history of conversations in Channels is preserved, which is useful for referencing past discussions and decisions. Adding new members to the team will grant them access to the entire conversation history.

Use Cases for Channels

• Project Management: Use Channels to coordinate project tasks, share updates, and keep all team members informed. Adding new members ensures they get up to speed quickly, and removing members restricts access to sensitive project information.
• Topic-Based Discussions: Channels are perfect for discussions focused on specific areas, such as marketing strategies, product development, or client support. Adding members can bring in new perspectives, while removal can keep discussions relevant and focused.
• Document Sharing and Collaboration: Share files and collaborate on documents within Channels to ensure everyone has the latest information. Adding team members gives them access to all shared documents, while removing them restricts access to ongoing collaboration.
• Team Announcements: Post important updates and announcements in Channels to reach all team members effectively. Adding new employees to the team provides them with access to all past announcements and resources.

File Sharing in Channels

File sharing in Channels is straightforward and you don’t need to post a message to upload a file. Documents shared in a Channel are stored in the associated SharePoint site, ensuring all team members can easily access and collaborate on them. Permissions are managed through SharePoint, so adding new team members grants them access to all Channel files, while removing members revokes their permissions.

(Note: the documents section of a Channel is called “files” to highlight that they stored there, in the channel)

Pros and Cons of Using Channels for Teamwork and Collaboration

Pros

• Structured and organised for long-term projects.
• Groups topic conversations keep discussions clear and focused.
• Centralised file storage in SharePoint for easy access and management.
• Full conversation history is available to all team members.
• Customisation with tabs and apps enhances productivity.

Cons

• Adding new members gives them access to all past discussions, which might not always be helpful
• Requires more initial setup and management.
• Multiple teams and channels can be overwhelming if not properly organised or explained.

Conclusion

Both Chat Messages and Channels in Microsoft Teams have their distinct advantages and are best suited for different types of communication. Chat Messages are great for quick, private, and flexible interactions, whereas Channels are invaluable for organised, team-wide collaboration and persistent documentation.

Understanding the basic concepts and use cases for each is fundamental for making the most of Teams as a collaborative workspace, using it well yourself and being able to explain them to others.

Matthew

Matthew Burrell is a Consultant at Your 365 Coach

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