Microsoft Teams topics

Can't remove external presenter in Microsoft Teams Webinar

cs02 — Thu, 30 Apr 2026 09:38:17 GMT

Hello,

I am trying to remove some external presenters from my Microsoft Teams webinar, but clicking the 'X' button - which normally works - is not removing them.

It is likely worth noting that these external presenters who can't be removed are in fact, for some reason, duplicates. In other words, there are three real presenters here but they are each entered twice. There were two other external presenters that I was able to remove, and they did not have duplicate entries. I'm not sure if this has something to do with it.

I have tried this on both the desktop client and the web app. Please let me know how this can be solved.

Many thanks,

Anything inside Teams for people management you use and can recommend?

AliceAtLangen — Tue, 12 May 2026 08:17:08 GMT

We currently have to use one tool for goals, another for feedback, a spreadsheet for review tracking, Teams for 1:1s, and then some shared doc for engagement notes. Leadership asked me if theres anything that does all of this inside Teams so they dont have to keep jumping around. We're a mid-size company (around 200 people) fully on Microsoft 365. Anyone found a good all-in-one solution that actually works inside Teams?

Teams Migration for New Private Channels Stalls

TonyRedmond — Mon, 11 May 2026 08:28:53 GMT

Microsoft began an automated background process to move Teams private channels to a new infrastructure earlier this year. Tenants should check the state of the migration as reported by the Get-TenantPrivateChannelMigrationStatus cmdlet because it is possible that the migration is stalled and waiting for administrator intervention. In most cases, the problem is because of ownerless channels, but archived teams with private channels also stop the migration.

https://office365itpros.com/2026/05/11/private-channel-migration-stalls/

Microsoft Teams Consecutive Interpretation Explained (NEW Copilot Feature for Multilingual Meetings)

GiulianoDeLuca — Thu, 07 May 2026 12:32:58 GMT

🚀 New in Microsoft Teams: Consecutive Interpretation (powered by Copilot)

Microsoft Teams just introduced consecutive interpretation, a new way to run multilingual meetings that feels far more natural than real-time translation.

🎧 Instead of translating while someone is speaking, Teams now:

Lets one person speak
Translates after they finish
Enables real, turn‑by‑turn conversation

In my latest video, I explain: • What consecutive interpretation is

How it differs from real-time (simultaneous) interpretation
When to use one vs the other
Why this matters for international teams

👉 Watch the video here: https://youtu.be/u-fH_00nFuU

#MicrosoftTeams #Microsoft365 #Copilot #AIatWork #MultilingualMeetings #FutureOfWork

Feature Request: Custom Status Labels for Calendar Events (e.g., 'In a Training')

tarun1992 — Wed, 06 May 2026 05:58:19 GMT

Hey Teams Community! 👋

I have a small but impactful feature idea and would love your votes and feedback.

---

🔴 The Problem

Right now, every calendar block in Microsoft Teams shows the same status to colleagues: "In a Meeting."

Whether you're in a 10-minute standup or a 3-hour mandatory training — it all looks identical. This creates ambiguity, leads to unnecessary interruptions, and doesn't reflect how modern workplaces actually function.

---

💡 The Feature Request

Allow users to assign a custom status label to a calendar event when creating it — visible to colleagues who check availability — without exposing private event details.

Something as simple as a dropdown when creating an event:

✅ In a Meeting (default)

🎓 In a Training

🎯 Focus Time

📋 In a Workshop

The chosen label would appear:

→ In the chat status indicator

→ On the calendar availability hover card

→ When someone tries to @mention or call you

---

✅ Why This Matters

- Reduces interruptions during high-focus or learning sessions

- Helps colleagues make smarter decisions about whether to wait or escalate

- Especially valuable for schools, hospitals, training teams, and L&D departments

- Lightweight to implement — no privacy concerns since it doesn't reveal event titles

---

🗳️ If you've ever been interrupted during a training because someone thought you were just "in a meeting" — please upvote and share your experience below!

Let's get this on the Teams roadmap. 🚀

Tags: Feature Request, Calendar, Status, Availability, Training, Teams, Microsoft Teams

Microsoft to Retire Together Mode for Teams Meetings

TonyRedmond — Mon, 04 May 2026 10:03:25 GMT

In a somewhat surprising decision, Microsoft announced plans to retire the Together mode feature for Teams meetings in June 2026. Based on personal experience, it didn’t seem that many people used Together mode. It seemed like it was something that people tried a couple of times before giving up. Maybe it’s just the meetings I attend, but I haven’t seen Together mode used in years.

https://office365itpros.com/2026/05/04/together-mode-retirement/

Update to disabling Teams meeting recording expiration notification emails

Eddie_Harmon — Fri, 01 May 2026 21:12:58 GMT

Hello,

Thank you to everyone who shared their thoughts and feedback regarding the planned Upcoming change: disabling Teams meeting recording expiration notification emails. After carefully reviewing the feedback from this discussion, survey responses, and support channels, we have decided to pause the rollout of this change. The updates originally planned for June 1st will not take effect on that date.

What this means for you:

- Email notifications for expired Teams meeting recordings will continue as they do today.

- No action is required on your part.

- Recording expiration and deletion policies remain unchanged.

Your input along with ongoing, internal engineering discussions helped shaped this decision. We want to make sure that any changes we make to the notification experience truly work for your organizations, and the feedback we received made it clear that we need more time to get this right.

We're still committed to improving the notification experience for Teams meeting recordings and will provide updates here and through the Message Center when we have more to share. In the meantime, please continue to share your thoughts in this discussion.

Thank you for your patience and for being part of our community.

Transforming Microsoft Teams into a Project Management Hub

AlesiaYa — Thu, 30 Apr 2026 15:18:48 GMT

If you use Microsoft Teams only for chats and meetings, you’re missing much of what it can actually do.

While Microsoft Teams is often seen as a communication tool, it can also function as a central workspace for managing projects - from planning and brainstorming to execution and documentation - all in one place.

When combined with tools like Microsoft Planner, SharePoint, and Microsoft Loop, Teams can become a practical project management hub that keeps work organized and reduces the need to switch between systems.

This article walks through a clear, practical approach to setting up and using Teams for real-world project delivery.

Why Use Microsoft Teams for Project Management?

Organizations often hesitate to introduce new tools due to cost, training effort, or resistance to change. Microsoft Teams offers a strong advantage: it is already widely adopted in many organizations as part of Microsoft 365.

Using Teams for project management allows you to:

Centralize communication and documentation
Reduce tool fragmentation
Improve team visibility and collaboration
Leverage existing infrastructure without additional cost
Instead of switching between multiple platforms, teams can manage conversations, files, tasks, and workflows in one place.

Structuring Your Project in Teams

A well-structured Team is the foundation of successful project management.

Create a Dedicated Team

Start by creating a Team specifically for your project. Avoid mixing multiple projects in one Team, as it leads to confusion and poor organization.

Recommended channels structure:

General (announcements and overview)
Planning (timelines, scope, requirements)
Execution (daily work discussions)
Risks and Issues
Documentation
Onboarding
Lessons Learned

This structure ensures clarity and separates strategic discussions from operational ones.

Project channels in Teams

Managing Tasks with Planner

Task management is a critical part of any project. Inside Microsoft Teams, you can add a Planner tab to manage tasks visually within the same workspace where communication and files are stored.

How to use Planner effectively:

Create buckets (e.g., To Do, In Progress, Completed, or structured by topic)
Assign tasks to team members for clear ownership
Set due dates and priorities
Attach files and add comments directly to tasks
Use labels to categorize work (e.g., Design, Frontend, Backend, Testing) for better filtering and tracking

Planner also provides multiple views beyond the basic board:

Board view (Kanban-style) for workflow tracking
Charts view for progress and workload overview
Schedule (Calendar) view to track deadlines visually across time

This combination allows teams to switch between operational tracking and higher-level planning depending on the need.

This visual approach improves accountability, transparency, and makes task tracking easier even for non-technical users.

Planner integration with Teams

Document Management with SharePoint

Every Team in Microsoft Teams is backed by a SharePoint site. This means all files shared in Teams are stored and managed through SharePoint.

Using SharePoint effectively allows you to:

Structured storage of project documentation through folders and metadata
Maintain version control
Role-based access management
Centralized file organization
Control access permissions
Enable real-time collaboration

Best practices:

Create clear folder & metadata structures (e.g., Contracts, Designs, Reports)
Avoid duplicate files
Use naming conventions

Instead of sending documents via email, teams can collaborate directly within Teams, ensuring everyone works on the latest version.

SharePoint Document library integration with Teams

SharePoint Lists in Microsoft Teams

SharePoint Lists in Microsoft Teams provide a structured way to store, manage, and track information directly within the collaboration workspace. A SharePoint List is essentially a flexible data table, where each item represents a record with defined fields (such as status, owner, due date, priority, or category).

They are especially useful for:

Project roadmaps and milestone tracking
Action item tracking with ownership and status
Checklists for delivery and execution steps
Simple status registers and progress tracking

Unlike free-form messages or documents, SharePoint Lists keep information structured, filterable, and easy to update, which makes them suitable for ongoing tracking and reporting.

When used inside Microsoft Teams, Lists help teams move from discussion to execution by turning decisions into trackable items with clear ownership, status, and visibility.

SharePoint List integration with Teams

Embedding SharePoint Pages in Teams

Beyond file storage, Microsoft 365 allows SharePoint pages to be embedded as tabs within Teams, making key project information easily accessible in one place.

SharePoint pages can be added as tabs inside Microsoft Teams channels, providing structured and persistent access to key project information without leaving the collaboration space.

In practice, organizations often use SharePoint pages for:

Project home page with key links and overview
Governance page with rules and standards
Onboarding page for new team members
Documentation hub for core resources
Centralized knowledge hubs

This helps ensure that essential information is not scattered across chats or files, but is instead organized and always available within the project workspace. SharePoint is better suited for structured, stable, and long-term information.

SharePoint page integration with Teams

Microsoft Loop for Real-Time Collaboration

Microsoft Loop introduces a more dynamic layer of collaboration inside Microsoft Teams, designed for fast, interactive work where content is continuously evolving.

Loop components (such as notes, tables, task lists, and meeting agendas) can be embedded directly into Teams conversations and edited in real time by all participants.

It is especially useful for:
Live meeting notes
Quick decision-making and feedback collection (including simple polls or inputs)
1:1 discussions and follow-ups
Brainstorming sessions and idea capture
Shared task tracking during discussions

In practice, teams can collaborate on meeting notes or brainstorming pages during calls, with updates visible instantly to everyone. This removes the need to switch between documents or wait for post-meeting summaries.

Unlike structured tools like SharePoint, Loop is designed for fluid, real-time collaboration, where information is shaped and refined as the discussion happens.

Loop integration with Teams - Meeting Notes pageLoop integration with Teams - Brainstorming Session page

Automating Workflows with Power Automate

Manual processes can slow down project execution. With Power Automate, you can streamline repetitive tasks.

Common automation examples:

Notify the team when a task is completed
Send reminders for upcoming deadlines
Automatically save email attachments to SharePoint
Trigger approval workflows

Example scenario:

When a task in Planner is marked as “Completed,” a notification is sent to the project manager and logged in a tracking list.

This reduces manual follow-ups and improves efficiency.

Power Automate integration with Teams - Templates

Power BI Dashboards

Power BI can be integrated into Teams as a tab, allowing teams to access real-time reporting directly within their project workspace.

It is commonly used for:

Project status dashboards
KPI and performance tracking
Resource and workload visibility
Financial or delivery reporting

Instead of switching to a separate reporting tool, teams can monitor progress and insights directly inside Teams, ensuring better visibility and faster decision-making.

Power BI integration with Teams

Microsoft Whiteboard

Microsoft Whiteboard provides a visual collaboration space for real-time ideation and planning.

It is especially useful for:

Brainstorming sessions
Process mapping and flow design
Workshop facilitation
Visual planning during meetings

Whiteboard supports freehand drawing, sticky notes, and structured diagrams, making it effective for capturing ideas during live discussions and workshops.

Whiteboard integration with Teams

Integration with Other Tools (Microsoft & Third-Party)

Microsoft Teams can be extended with a wide range of Microsoft 365 services and external applications, allowing it to function as a central hub for project work, reporting, and collaboration.

Teams also supports many external tools, allowing organizations to align existing systems without fully replacing them. Common examples include:

Jira – agile project and issue tracking
Trello – lightweight task and board management
ServiceNow – IT service management workflows
GitHub – development and repository tracking
Salesforce – CRM data and customer-related workflows

Communication and Collaboration

Effective communication is essential for project success. Microsoft Teams provides multiple ways to facilitate this:

Channel Conversations

Keep discussions organized by topic instead of using scattered chats.

Meetings and Calls

Schedule regular check-ins, sprint reviews, or stakeholder updates directly within Teams.

Mentions and Tags

Use @mentions to notify specific team members and ensure accountability.

Practical Use Case

Consider a company implementing a new internal intranet.

Using Microsoft Teams:

A Team is created for the project
Planner tracks tasks such as design, content migration, and testing
SharePoint stores documents and site assets
Power Automate sends reminders for deadlines
Teams meetings are used for weekly progress reviews

This setup enables the team to manage the entire project lifecycle without introducing additional tools.

Best Practices for Success

To maximize the effectiveness of Microsoft Teams for project management:

Keep your structure simple and consistent
Avoid creating too many channels
Encourage team members to use channel conversations instead of private chats
Regularly review and clean up tasks
Use automation where it adds clear value

Adoption is just as important as functionality. A well-designed system only works if the team actively uses it.

Limitations to Consider

While Microsoft Teams is powerful, it has limitations:

Not suitable for highly complex project scheduling
Limited dependency management compared to dedicated PM tools
Reporting capabilities are basic without Power BI

For large-scale or highly regulated projects, a dedicated project management tool may still be required.

Professional Context and Applied Perspective

The approach described in this article reflects practical experience in designing and implementing collaboration environments using Microsoft Teams within real organizational settings.

It is based on applied use of integrated Microsoft 365 capabilities, including SharePoint, Microsoft Planner, and Microsoft Loop, to support structured project execution and improve cross-functional collaboration.

Rather than relying on isolated tools, this approach focuses on designing a unified digital workspace that aligns communication, task management, documentation, and automation within a single environment.

Microsoft Teams is more than just a communication platform. When used strategically, it becomes a practical and efficient tool for managing projects.

By combining Teams with Planner, SharePoint, and Power Automate, organizations can create a unified workspace that supports collaboration, task management, and process automation.

For teams looking to simplify their toolset while maintaining productivity, Microsoft Teams offers a compelling solution for modern project management.

Transforming Microsoft Teams into a Project Management Hub

AlesiaYa — Thu, 30 Apr 2026 15:00:55 GMT

If you use Microsoft Teams only for chats and meetings, you’re missing much of what it can actually do.

This article walks through a clear, practical approach to setting up and using Teams for real-world project delivery.

Why Use Microsoft Teams for Project Management?

Using Teams for project management allows you to:

Centralize communication and documentation
Reduce tool fragmentation
Improve team visibility and collaboration
Leverage existing infrastructure without additional cost
Instead of switching between multiple platforms, teams can manage conversations, files, tasks, and workflows in one place.

Structuring Your Project in Teams

A well-structured Team is the foundation of successful project management.

Create a Dedicated Team

Start by creating a Team specifically for your project. Avoid mixing multiple projects in one Team, as it leads to confusion and poor organization.

Recommended channels structure:

General (announcements and overview)
Planning (timelines, scope, requirements)
Execution (daily work discussions)
Risks and Issues
Documentation
Onboarding
Lessons Learned

This structure ensures clarity and separates strategic discussions from operational ones.

Project channels in Teams

How to explicitly state an external org is trusted

OldSkull — Tue, 28 Apr 2026 16:19:40 GMT

We have a B2B relationship with our parent company. They manage their own M365 we manage ours, but we added each others' domains as instructed in Cross-Tenant Access Settings and allowed access to each other's directory and calendar. However, on our Teams, their users pop up with a grey "external" badge stating "This person's org hasn't yet been added to your org's trusted list" even though Team's External Access Settings is set to Allow all External Domains, which means there is no trust list to begin with. Do the trusted domains have to be specified explicitly if so, is there a way to set this external domain as trusted without having to change "Allow all External domains" to "Allow only specific external domains"?

How to Report Single-User Teams Online Meetings

TonyRedmond — Tue, 28 Apr 2026 09:36:12 GMT

In 2024, I wrote a script explaining how to report details of Teams online meetings, including participants. Now someone wants to report single-user meetings. Their reason is that company management believe that some remote workers schedule online meetings that only they attend with the intention of appearing active if anyone checks. It’s an odd ask, but we can do the job with PowerShell.

https://office365itpros.com/2026/04/28/single-user-meetings/

Restrict Users from Creating New Teams in Microsoft Teams

GodCordial — Mon, 27 Apr 2026 10:57:54 GMT

Hello together,

I've do this here: Manage who can create Microsoft 365 Groups | Microsoft Learn

I create a group for users, that allowed to create new Teams Channels and run the script, but i didnt see in the updated settings the group ID:

What im doing wrong?

At the moment no one can create new Teams Channels, also the members of the GroupCreationAllowed Group.

Can somebody help, whats the problem of the script is?

Thx
Peter

New MTR devices unable to connect workplace

Viktor_Kanocz — Sun, 26 Apr 2026 09:52:08 GMT

Hello collective im facing an issue with new Poly devices

Poly X52 + Poly TC10 + Poly Trio 60

Poly X52 + Poly TC10

Both devices can not connect to M365.

Error message: "Couldn't connect to Workplace Join. try again, or contact your admin."

Firewall settings seems to be ok and devices are on the same VLAN.

What is the workaround for this kind of issue or what should we check first?

Best regards

Direct Routing PSTN calls to Teams Auto Attendant does not forward to Shared Voicemail

rudimentaire — Thu, 23 Apr 2026 20:51:16 GMT

Hi all,

I’m running into a strange issue with a Teams Auto Attendant and I’m hoping someone here has seen it before.

We have a Direct Routing number where business hours calls go to a Call Queue, which works, and after hours calls should go to Shared Voicemail for a Microsoft 365 Group. If I call the Auto Attendant from inside our Teams tenant, the after-hours Shared Voicemail works correctly. I can leave a message and the voicemail is delivered to the group inbox as expected.

If I call the same number from the PSTN over Direct Routing, I hear the after-hours greeting, so the schedule and call flow are clearly being hit, but once the greeting finishes I get: “Sorry, we cannot connect your call at the moment, please try again later.”

I have already verified that the resource account has the correct Teams Phone Resource Account license, Enterprise Voice is enabled, the LineURI is assigned, the Online Voice Routing Policy is assigned, the Direct Routing route and SBC look healthy, the Auto Attendant is associated with the correct resource account, the after-hours call flow points to the correct Microsoft 365 Group, and the group mailbox exists and is healthy.

What makes this more confusing is that redirects to internal or tenant-side destinations work, but redirect to Shared Voicemail from a PSTN-originated call does not work. I also tested redirect to an external PSTN number, and that fails with the same error as well.

Because the after-hours greeting plays correctly, and because internal Teams calls can successfully leave voicemail in the shared mailbox, I do not think the issue is with the Auto Attendant configuration itself or with the Microsoft 365 Group mailbox. At this point it looks more like the handoff or redirect path for PSTN-originated calls over Direct Routing is where things break.

Has anyone run into this with a Teams Auto Attendant, Shared Voicemail, and inbound PSTN over Direct Routing? I’m trying to figure out whether this is a known limitation, a bug, or if there is some specific setting related to PSTN-originated redirects that I am missing.

Thanks!

Surface Laptop/Pro shuts down during Teams Meeting

Thilo Langbein — Thu, 23 Apr 2026 10:03:23 GMT

Has anyone experienced the issue where their Surface computer suddenly shuts down during a long Teams meeting (with multiple participants)?

Phishing Simulation Training with Teams?

Schnittlauch — Thu, 23 Apr 2026 09:31:37 GMT

Hey all,

while setting up some Exchange Online Phishing Simulation Training, I saw the (greyd-out) option to use a teams payload when it comes to setting up a phishing simulation. I didnt find any very useful articles, why this is greyed out. Business Premium+ Defender and Purview Suite for BP is licensed. How do I set this up and configure it? Does this also support all types of attacks (Credital harvest, ...)

I'd be happy for any recommendations!

Schnittlauch

Teams Transcription (Licensing / Button greyed out for some users)

AndiY — Tue, 21 Apr 2026 10:29:58 GMT

Hello,

i have questions regarding transcription in Teams. Our org has Microsoft 365 Business Standard licenses, two users have icrosoft 365 Copilot Business on top of that.

First question: is transcription possible for users without Copilot Business License?

If the meeting policy is specified as something other than "off", some people can start the transcription, even if all participants of the meeting have no Copilot Business License. Is this on purpose or am i using a loophole and am i violating my license agreement in any way?

Second question: some users can start the transcriptions, while others with the same teams version, license and meeting policy can not

I read that having the personal setting disabled to identify yourself automatically in meetings will prevent you from starting the transcription, but that setting is enabled for every participant. On the teams app for android, one participant can enable the transcription, in the same meeting in the desktop app it is not available (disabled by Administrator per Policy)

Teams version is 26072.519.4556.7438.

Any pointers how i can locate the user specific difference, that is responsible for the transcription? I checked the assigned meeting policy and it is the same.

Thanks for your time and help! Best regards,

AndiY

Planner task comments no longer send email notifications – critical regression

JörgWR — Wed, 15 Apr 2026 13:09:56 GMT

This change removed a previously existing core functionality without providing an adequate replacement.

With the new Planner experience, task comments no longer trigger automatic email notifications to assigned users. This breaks a critical communication mechanism that many teams relied on for reliable task coordination.

As a result, assigned users are no longer consistently informed about updates, introducing a high risk of missed information and operational issues in day-to-day work.

There is currently no supported or enforceable alternative to ensure users are notified.

Previous behavior:

Task comments triggered automatic email notifications
Assigned users were reliably informed
Communication was traceable and consistent

Current behavior:

No automatic email notifications
No configuration to restore this
@mentions required (manual, error-prone, not enforceable)

Microsoft Support has confirmed that this is by design and cannot be reverted.

From an enterprise perspective, this is not just a design change, but a regression of critical functionality without an equivalent replacement.

Request:
Please restore automatic email notifications for task discussions or provide a reliable, enforceable alternative for notifying assigned users.

Question to the community:
How are you handling this change in real-world scenarios?

Switching tools?
Enforcing @mentions?
Moving communication out of Planner?

Would appreciate hearing how others are dealing with this.

Inaccessible colour contrast for high text in Microsoft Teams in Dark mode on desktop

jlimbath — Tue, 14 Apr 2026 15:17:57 GMT

Issue:

All highlighted text in Teams has poor colour contrast when in Dark mode on desktop. While some may be readable, none of the highlight colour options meet WCAG colour contrast minimums.

How to reproduce

Go to MS teams app on Win 11 and set appearance to dark mode.
Create any default coloured text (this is white in dark mode) and apply any text highlight colour
The result is inaccessible: it does not meet WCAG colour contrast thresholds and is very hard to read.

Notes on behaviour

On mobile (android MS Teams app) - the text colour changes to black which does meet the colour contrast minimum.
This behaviour (illegible white text) on light backgrounds is also found on high contrast mode.
This is different behaviour from MS word, which meets colour contrast minimum in a different way. Here highlight colours in dark mode are adjusted (e.g. the background highlight ffff00 --> is shifted to 393900 when dark mode is selected), and the text colour remains unchanged so there is enough contrast between the highlight and the white text colour.

What happens next

This needs a fix in make this accessible to users in dark mode so content can be read if another user has highlighted text.

I'm not sure if this is the right place to post this but I was unable to register my MS account on the Microsoft Q&A - Microsoft Community page

Teams & channels names are blank

TCEQJackie — Tue, 14 Apr 2026 14:41:30 GMT

So fun UI issue on Desktop application (26072.519.4556.7438).. Teams and channels are blank and not clickable.. I've reset & repaired app, cleared the cache and reinstalled (temp fixed but same issue came back) Web version works good, but user wants a fix not a "workaround"

Any ideas?