Microsoft Teams is a collaboration platform that allows you to chat, share files, and hold meetings all in one application. It is integrated and built on top of other Office 365 applications including OneDrive, SharePoint Online, and your cloud email Calendar. It is available for free to all faculty and staff of UC San Diego Health.
Log in using your @health.ucsd.edu account.
- Chat one-on-one with other users, or in small groups
Make audio or video calls with other users
File sharing and collaboration
Invite external (guest) users to be part of your Team
Organize your team’s work, files and key resources using channels in your Team
Search for conversations, chats, files and people
Connect with anyone! All UCSD Health and Campus users are licensed for Teams, making it easier to add people to a team or search, call, and chat
Microsoft Teams live events are an extension of Teams meetings that enable you to schedule and produce events that stream to large online audiences!
Teams Meetings vs Zoom Meetings
Microsoft Teams enabled apps
- To Do*
- Azure DevOps*
- Microsoft Bookings*
- SharePoint News*
*Enabled but limited support
Third Party Apps
- Adobe Creative Cloud*
- Adobe Acrobat
- Adobe Acrobat Sign*
Teams vs Zoom
Teams vs Zoom online meeting scenarios
|I want users to be able to call-in to a meeting with a phone||Zoom|
|I want to record an online meeting directly to the cloud and only share the video with UCSD employees||Teams|
|I want to record an online meeting without using the cloud||Zoom|
|I want to record an online meeting and share it with non-UCSD employees||Zoom|
|I want to provide live auto-generated captions for my meetings||Teams|
|I want to hold an online meeting where PHI is shared||Zoom|
|Cost||Included in O365 for all HS IS users||Additional cost for PRO users, Add-ons - webinar, large meeting > 300. Basic users free|
|Able to invite users outside of organization||Yes||Yes|
|Dial In to a Meeting||No||Yes, US regional and other country exchanges available but has toll charge to caller|
|Join/Schedule meetings on Web and Desktop clients||Yes||Yes|
|Desktop clients for MAC, PC, and Smart Phones||Yes||Yes|
|Integrates with OWA calendar and MS OUTLOOK||Yes||Yes|
|Can record meetings?||Yes, to cloud. This video is not viewable by anyone outside of org and does not record notes or chats. Live Event: Only available for 180 days after live event||Yes, local rec. Includes screensharing, up to 4 video streams, needs to be uploaded to streaming server for viewing by others, and does not record notes, chats, or QA|
|Integrated Chat||Yes||Yes, only with Zoom instance domain|
|Reporting attendee and registration||Downloadable file only during meeting. No registrations.||Yes but with qualifier on HIPAA compliance. Webinar registration and attendee reports are fully populated as well as Q & A report|
|Max default meeting participants||250||300 for PRO, 100 for basic|
|Max number of teams accounts||Based on Microsoft Licensing||Unlimited free basic and unlimited paid pro. Currently have 23K+ ZOOM users|
|Webinar||Live streamable to 10,000 attendees, 1 host per webinar but not able to add attendee to stage. Attendees can participate in Q&A. For further info see link below||UCHealth subscribes to 100, 500, 3000 user and is live streamable. Attendees can participate in Q&A.|
|H.323/SIP client connection (Cisco/Polycom codec)||No||Yes, UCHEALTH has license|
|Account management||Integrated with AD. Creating and sunsetting accounts integrated||Can be integrated with AD/SSO but only has its own account management. Requires more hands on account management tool for adding and deleting accounts.|
TEAMS IN WEB BROWSER
Teams can be accessed through any modern web browser. To access Teams:
Log in to the Microsoft Office 365 using your @health.ucsd.edu account.
Select Teams from the left-hand side toolbar or App launcher menu.
+ Expand All
Health Teams have been migrated to the UC San Diego Heath O365 tenant.
Login to the Health tenant with your @health.ucsd.edu.
If you are a member of a Campus Team:
Login to the Campus tenant with your @health.ucsd account.
Only if you belong to a Team whose Owner is on the Campus tenant.
Now that you've been migrated from Campus, you must switch to the Campus tenant and login with your @health.ucsd.edu account.
The M365 Migration Admin User is an Account that is only used by the migration tool to migrate your Chat history from the Campus tenant. Once completed the migration tool will remove the Admin from the chat.
While the desktop version of Microsoft Teams doesn't support the management Teams in different tenants, you can use this workaround to manage multiple Teams accounts:
- Open your Microsoft Teams desktop on the tenant you will spend most of your time in.
- Open a browser and go to Microsoft Teams (https://teams.microsoft.com) for the tenant you spend the next amount of time in.
Login with your @health.ucsd.edu email and select the tenant
External access is defined as “a way for Teams users from an entire external domain to find, call, chat, and set up meetings with you in Teams.” This means that if you work for Company “A” who uses Teams, and a colleague from Company “B” grants you external access to their Teams tenant, you can switch seamlessly between the two within the Teams app to communicate with that colleague. However,
external users have no access to your organization’s teams, channels, or team resources such as files, plans, wiki tab, etc.
Guest access lets you add individual users from outside your company to your teams and channels in Microsoft Teams. Anyone with a business or consumer email account, such as
Outlook, Gmail, or others, can participate as a Teams guest with full access to team chats, meetings, and files.
A Teams admin can control which features guests can (and can’t) use in Teams, such as delete or edit messages, use memes, stickers or Giphy in conversation, and so on. Check out
management options for Microsoft Teams guests.
See the most important differences between the Microsoft Teams guest and external access in the table below, or find the
comparison list of all features on Microsoft’s page.
You are able to add external participants to group chats like any other tenant or guest account. To add an external person, enter their email address as a participant and then use the Search externally option (Figure 2). Teams checks the external access domain list to discover if federated chat is allowed with the participant’s domain, and if it is, looks up Azure AD to find their account. If the account exists, Teams adds it to the chat.
Figure 2: Searching for an external participant to join a group chat
As shown in Figure 3, once a group chat has an external participant, Teams displays a prominent External label to advise everyone that they shouldn’t discuss company confidential information (unless it’s appropriate to share the information with an external person). External participants are also marked as such in the participant roster.
Figure 3: Teams group chat with an external (federated) participant
Regarding your issue, please check below suggestion, if it helps to resolve your issue.
A. Check and Remove Outlook invites with Out of Office status
If someone sends you a calendar invite with date ranges from today till future with Out of Office selected, or if you create future Out of Office appointments, then Teams is somehow changing the status as well.
The easiest fix is to check if there is any invitation mentioned as Out of Office. If you find such an invitation, then remove it from your calendar and check the result. If not, check out the next solutions.
B. Turn on/off Don’t send automatic replies
Go to Outlook Web App.
Click the gear button.
Choose Mail> Automatic processing> Automatic replies
Now, tick the option that says Don’t send automatic replies.
If the issue persists, then remove it and check if it works.
If you have no Out of Office events in your calendar, you could try to apply the above procedure instead.
C. Change your Status Message in Teams
Go to your profile at the top of Teams.
Click Set status message.
Then, type the message that you want to show to other people in the box.
Click Done and you’re all set. Teams will refresh.
You may now delete the message.
D. Clear Teams cache:
Fully exit the Microsoft Teams desktop client. To do this, either right click Teams from the Icon Tray and select ‘Quit’, or run Task Manager and fully kill the process.
Go to File Explorer, and type in %appdata%\Microsoft\teams.
Once in the directory, you’ll see a few of the following folders:
From within ‘Application Cache’, go to Cache and delete any of the files in the Cache location.: %appdata%\Microsoft\teams\application cache\cache
From within ‘Blob_storage’, delete any files that are located in here if any.: %appdata%\Microsoft\teams\blob_storage
From within ‘Cache’, delete all files.: %appdata%\Microsoft\teams\Cache
From within ‘databases’, delete all files.: %appdata%\Microsoft\teams\databases
From within ‘GPUCache’, delete all files.: %appdata%\Microsoft\teams\GPUcache
From within ‘IndexedDB’, delete the .db file.: %appdata%\Microsoft\teams\IndexedDB
From within ‘Local Storage’, delete all files. : %appdata%\Microsoft\teams\Local Storage
Lastly, from within ‘tmp’, delete any file. : %appdata%\Microsoft\teams\tmp
Once finally done clearing, you can now restart Teams from your local desktop and all cache will be cleared from the desktop app.