Analysis Microsoft continues to plug Teams as the 'fastest growing application' in the company's history, though it is not sold separately, only as a feature of Office 365 (there is also a free version). At the same time, there are major feature gaps that are only now being plugged, and it is not easy to manage. What is the attraction?
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Teams is important because prior to its introduction, the company had only modest success in establishing a collaboration tool beyond email. There is SharePoint for document collaboration, and there was real-time communication and meetings from Microsoft Lync, rebranded in 2012 as Skype for Business and now rolled into Teams. There is also Yammer, acquired by Microsoft in 2012, which is a business social networking tool.
Secure private channels is a feature promised for later this month
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These products were not failures, but they did not meet the need for an easy to use real-time collaboration tool – which meant users went looking for alternatives, and ended up on tools including hipster collab platform Slack.
Announced in November 2016, and made available in early 2017, Teams immediately gained momentum as a business messaging tool for project-based groups. Users grasped the basics quickly: they could create a team, add members, have shared discussions and share files and documents.
Fewer than three years later, Microsoft claims over 500,000 organisations are using Teams and it has amassed over 13 million daily users – more than rival Slack's 12 million. Slack on Thursday called into question the way in which other corporations – cough, cough, Microsoft – count daily active users.
Speaking to investors, Microsoft CEO Satya Nadella said that:
'Unlike any other time other than Windows, we've not had this platform effect … it's the communications tool; it's the collaboration tool; it's the line of business tool for meetings as well as business process.'
Increased integration, increased sprawl
There are some odd things about Teams though, thanks to its history. Teams was not altogether a new product, but rather a wrapper around a number of existing services. That starts with Azure Active Directory (AAD), the identity system for Office 365.
When a user creates a Team, it creates an AAD group, a hidden shared inbox and shared calendar in Exchange, a team site and document library in SharePoint, a OneNote notebook, and a chat workspace. Of all those, only the chat workspace, an Azure service, was completely new.
Teams architecture showing links between the chat service, SharePoint and Groups
This integration is both a strong and weak point in Teams. It is a strength, because Office 365 admins are familiar with these component services, and because Teams slots nicely into the compliance and governance aspects of Microsoft’s platform. It is a weakness, because individual services like Exchange and SharePoint are themselves complex and full of legacy. Bolting them altogether into a new thing called Teams hid but did not remove that complexity or, in some cases, the overlapping functionality.
This is apparent in issues like the shared calendar problem. Creating a team creates a shared calendar in Exchange, but this is not surfaced by default in the Teams app. You can access it via a web link, but this is a workaround and ineffective for guest members, outside the AAD tenant. Hence, “Include Office 365 group calendar in Teams” is the third most requested feature in the Teams public feedback. Microsoft is working on it, but a user says “Approaching 3 years now. Any update on a release date? My users are past the point of itchy.”
Slacking a bit?
Top of that list of requested features is support for 'private channels', conversation sections that have invitation-only membership and that are only visible to members of that channel. Without this feature, you have to create a new team for each project or topic to which you want to restrict access. 'Secure private channels' is a feature promised for later this month.
Another issue is that you cannot use multiple Teams accounts, with different organisations, at the same time. You have to log out of one and into another. Slack has no such problem. Microsoft is promising to offer 'Fast tenant switching' soon and full multi-tenant, multi-user support at a later date. It will likely be complex to implement because of the deep integration between AAD and Office 365 and Windows.
Teams also works best for organisations which are all-in on Office 365. If you have a hybrid setup with Exchange on-premises, for example, it works but not to the full extent, because of its dependencies.
Where content is stored in Teams, across SharePoint, OneDrive for Business, Azure and Exchange
Users like being able to create Teams – but is it too easy, with Teams proliferating across an organization and potentially making information harder to find?
Which Team was it where that key information was posted? The multiple underlying services created in Exchange and SharePoint when Teams are initialised makes this messy to administer.
Microsoft's Levente Nagy, a product marketing manager, told The Reg at the recent Future Decoded event in London that this can be controlled by policies. 'We've introduced the ability to have naming conventions, and you can lock down team creation to only a certain set of users, maybe apply an approval workflow to it.'
There is also an expiration feature. 'You can set up expiration polices and after that people will need to renew their teams. At Microsoft we have employed this ourselves, every six months I get a message, the following groups are about to expire, do you still want to use them? That helps to clean up all the mess.'
Nagy says, though, that Microsoft regards the ease of setting up a Team as a key feature. 'We still recommend against locking it down too much, because that stifles productivity,' he told us.
Apps in Teams give access to external services such as GitHub or Google Analytics
Like all of Microsoft's key products, Teams is also a development platform. You can extend it with web applications that are packaged so that users or admins can easily add them to a Team. Microsoft sees Teams as a hub for users from which they can manage not only meetings and chat, but also business processes. The Teams client is cross-platform, built with the Electron framework, and available on Windows, Mac, iOS and Android. No Linux yet, but last month Microsoft said 'We're pleased to confirm we're actively working on it.'
Teams has plenty of frustrations, but it also plays a key role in pulling together the parts of Microsoft's sprawling Office 365 platform in a manner that users can adopt. Teams also fits well with Microsoft's collaboration hardware, from Surface Hub to the newly announced Surface Neo and Duo.
Business still runs on email, but the role of email is being gradually eroded by other messaging tools, following the consumer trend towards private messaging platforms. Teams is therefore now a critical component for the company, and is likely to feature prominently in the company's announcements at the Ignite event next month. ®
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-->The Teams Meeting add-in lets users schedule a Teams meeting from Outlook. The add-in is available for Outlook on Windows, Mac, web, and mobile.
Teams Meeting add-in in Outlook for Windows
The Teams Meeting add-in is automatically installed for users who have Microsoft Teams and either Office 2013, Office 2016, or Office 2019 installed on their Windows PC. Users will see the Teams Meeting add-in on the Outlook Calendar ribbon.
Note
- There is no direct URL that links to the Teams add-in.
- There are additional considerations if your organization runs both Teams and Skype for Business. Under some circumstances, the Teams add-in is not available in Outlook. See Upgrade from Skype for Business to Teams for details.
- User permissions to execute the Regsvr32.exe file is a minimum requirement for the Teams Meeting add-in to be installed on the computer.
- If users do not see the Teams Meeting add-in, instruct them to close Outlook and Teams, then restart the Teams client first, then sign in to Teams, and then restart the Outlook client, in that specific order.
- If you are using an Office Outlook installation from the Microsoft Store, the Teams Meeting add-in isn't supported. Users who require this add-in are advised to install Click-to-Run version of Office, as outlined in Office on Windows 10 in S mode article.
Teams Meeting add-in in Outlook for Mac
The Teams Meeting button in Outlook for Mac will appear in the Outlook for Mac ribbon if Outlook is running production build 16.24.414.0 and later and is activated with a Microsoft 365 or Office 365 client subscription.
The meeting coordinates (the Teams join link and dial-in numbers) will be added to the meeting invite after the user clicks Send.
Teams Meeting add-in in Outlook Web App
The Teams Meetings button in Outlook Web App will appear as part of new event creation if the user is on an early version of the new Outlook on the web. See the Outlook Blog to learn about how users can try the early version of the new Outlook on the web.
The meeting coordinates (the Teams join link and dial-in numbers) will be added to the meeting invite after the user clicks Send.
Teams Meeting add-in in Outlook mobile (iOS and Android)
The Teams Meeting button shows up in latest builds of the Outlook iOS and Android app.
The meeting coordinates (the Teams join link and dial-in numbers) will be added to the meeting invite after the user clicks Send.
Teams Meeting add-in and FindTime for Outlook
FindTime is an add-in for Outlook that helps users reach consensus on a meeting time across companies. Once the meeting invitees have provided their preferred times, FindTime sends out the meeting invite on the user's behalf. If the Online meeting option is selected in FindTime, FindTime will schedule a Skype for Business or Microsoft Teams meeting. (FindTime will use whichever has been set by your organization as the default online meeting channel.)
Note
If you saved a Skype for Business setting in your Findtime dashboard, FindTime will use that instead of Microsoft Teams. If you want to use Microsoft Teams, delete the Skype for Business setting in your dashboard.
For more information, see Schedule meetings with FindTime.
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Authentication requirements
The Teams Meeting add-in requires users to sign in to Teams using Modern Authentication. If users do not use this method to sign in, they'll still be able to use the Teams client, but will be unable to schedule Teams online meetings using the Outlook add-in. You can fix this by doing one of the following:
- If Modern Authentication is not configured for your organization, you should configure Modern Authentication.
- If Modern Authentication is configured, but they canceled out on the dialog box, you should instruct users to sign in again using multi-factor authentication.
To learn more about how to configure authentication, see Identity models and authentication in Microsoft Teams.
Enable private meetings
Allow scheduling for private meetings must be enabled in the Microsoft Teams admin center for the add-in to get deployed. In the admin center, go to Meetings > Meeting Policies, and in the General section, toggle Allow scheduling private meetings to On.)
The Teams client installs the correct add-in by determining if users need the 32-bit or 64-bit version.
Note
Users might need to restart Outlook after an installation or upgrade of Teams to get the latest add-in.
Teams upgrade policy and the Teams Meeting add-in for Outlook
Customers can choose their upgrade journey from Skype for Business to Teams. Tenant admins can use the Teams co-existence mode to define this journey for their users. Tenant admins have the option to enable users to use Teams alongside Skype for Business (Islands mode).
When users who are in Island mode schedule a meeting in Outlook, they typically expect to be able to choose whether to schedule a Skype for Business or a Teams meeting. In Outlook on the web, Outlook Windows, and Outlook Mac, users see both Skype for Business and Teams add-ins when in Islands mode by default. You can configure a Teams meeting policy setting to control whether users in Islands mode can only use the Teams Meeting add-in or both the Teams Meeting and Skype for Business Meeting add-ins.
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Due to certain limitations in the initial release, Outlook mobile can only support creating Skype for Business or Teams meetings. See the following table for details.
Coexistence mode in the Teams admin center | Default meetings provider in Outlook mobile |
---|---|
Islands | Skype for Business |
Skype for Business only | Skype for Business |
Skype for Business with Teams collaboration | Skype for Business |
Skype for Business with Teams collaboration and meetings | Teams |
Teams only | Teams |
Set whether users in Islands mode can only use the Teams Meeting add-in or both the Teams Meeting and Skype for Business Meeting add-ins
As an admin, you can configure a Teams meeting policy setting to control which Outlook meeting add-in is used for users who are in Islands mode. You can specify whether users can only use the Teams Meeting add-in or both the Teams Meeting and Skype for Business Meeting add-ins to schedule meetings in Outlook.
You can only apply this policy to users who are in Islands mode and have the AllowOutlookAddIn parameter set to True in their Teams meeting policy. For steps on how to set this policy, see set the meeting provider for users in Islands mode.
Other considerations
The Teams Meeting add-in is still building functionality, so be aware of the following:
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- The Teams Meeting add-in requires an Exchange mailbox for the primary user scheduling the meeting. Ensure that you have at least one Exchange mailbox configured in your Outlook profile and use it to schedule Teams meetings with the add-in. For Exchange requirements, see How Exchange and Teams interact.
- The add-in is for scheduled meetings with specific participants, not for meetings in a channel. Channel meetings must be scheduled from within Teams.
- The add-in will not work if an Authentication Proxy is in the network path of the user's PC and Teams Services.
- Users can't schedule live events from within Outlook. Go to Teams to schedule live events. For more information, see What are Microsoft Teams live events?.
Learn more about meetings and calling in Microsoft Teams.
Troubleshooting
Use the following steps to troubleshoot issues with the Teams Meeting add-in.
Teams Meeting add-in in Outlook for Windows does not show
If you cannot get the Teams Meeting add-in for Outlook to install, try these troubleshooting steps.
Teams Sign In
Download and run the Microsoft Support Recovery Assistant to perform automated troubleshooting steps and fixes.
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Alternatively, perform the following steps manually:
- Windows 7 users must install the Update for Universal C Runtime in Windows for the Teams Meeting add-in to work.
- Check that the user has a Teams Upgrade policy which enables scheduling meetings in Teams. See Upgrade from Skype for Business to Teams for more details.
- Check that the user has a Teams Meeting policy that permits the Outlook Add-in. See Manage meeting policies in Teams for more details.
- Ensure the user has the Teams desktop client installed. The meeting add-in will not be installed when only using the Teams web client.
- Ensure the user has Outlook 2013 or later installed.
- Make sure the user has permission to execute regsvr32.exe.
- Ensure that all available updates for Outlook desktop client have been applied.
- Follow these steps:
- Restart the Teams desktop client.
- Sign out and then sign back in to the Teams desktop client.
- Restart the Outlook desktop client. (Make sure Outlook isn't running in admin mode.)
If you still don't see the add-in, make sure that it isn't disabled in Outlook.
- In Outlook, choose File and then Options.
- Select the Add-ins tab of Outlook Options dialog box.
- Confirm that Microsoft Teams Meeting Add-in for Microsoft Office is listed in the Active Application Add-ins list
- If the Teams Meeting Add-in is listed in the Disabled Application Add-ins list, select COM Add-ins in Manage and then select Go…
- Set the checkbox next to Microsoft Teams Meeting Add-in for Microsoft Office.
- Choose OK on all dialog boxes and restart Outlook.
For general guidance about how to manage add-ins, see View, manage, and install add-ins in Office programs.
If the add-in still does not show, use the following steps to verify the registry settings.
Note
Incorrectly editing the registry may severely damage your system. Before making changes to the registry, you should back up any valued data on the computer.
- Launch RegEdit.exe
- Navigate to HKEY_CURRENT_USERSoftwareMicrosoftOfficeOutlookAddins
- Verify TeamsAddin.FastConnect exists.
- Within TeamsAddin.FastConnect, verify LoadBehavior exists and is set to 3.
- If LoadBehavior has a value other than 3, change it to 3 and restart Outlook.
Delegate scheduling does not work
If your administrator has configured Microsoft Exchange to control access to Exchange Web Server (EWS), a delegate won't be able to schedule a Teams meeting on behalf of the boss. The solution for this configuration is under development and will be released in the future. As a workaround, your administrator can add the following string to the EWS Allow List: 'SchedulingService'.