Quick Answer
Microsoft Teams is the collaboration platform included with Microsoft 365 subscriptions. It organizes work through channels, enables file sharing and real-time co-editing via OneDrive and SharePoint, and brings meetings, chat, and project collaboration into one platform. Teams supports over 320 million monthly active users and is accessible from desktop, browser, iOS, and Android.
Introduction
Most people use Microsoft Teams for video meetings, but the platform is designed for much more. Teams can replace an entire fragmented stack of work tools - email threads, shared drives, chat apps, and project trackers - with a single environment for communication, file sharing, and project coordination.
This guide covers how to get the most out of Microsoft Teams, including channels, chat, file sharing, meetings, app integrations, and AI-powered Copilot features. Whether your team works in the office or remotely, Teams keeps everyone coordinated in one place.
Pairing Teams with reliable hardware makes the experience smoother. HP laptops built for business deliver the performance, display quality, and microphone clarity that video calls and real-time collaboration demand.
What Is Microsoft Teams?
Microsoft Teams is the collaboration platform included with Microsoft 365 subscriptions. It brings chat, channels, file storage, and app integrations into one workspace - replacing the need for separate chat apps, shared drives, and project coordination tools. Teams is accessible from the desktop app (Windows and Mac), the browser, iOS, and Android.
Chat and Channels - How Teams Organizes Your Work
Microsoft Teams organizes communication in two primary ways:
- Chat - For one-on-one and small group conversations
- Channels - For team-wide discussions organized by project or topic
Chat: direct messages and group conversations
Chat in Teams works like direct messaging. You can use it for quick one-on-one questions, small group conversations, or informal exchanges that do not belong in a channel. Chat features include reactions, message editing, and threading. Chat history, shared files, and video calls are all accessible from the same thread, keeping context in one place.
Channels: how to organize team conversations by project or topic
Channels are dedicated spaces within a Teams workspace for a specific project, department, or topic. There are three types:
- Standard - Visible to all team members
- Private - Invite-only access
- Shared - For invite-only collaboration across teams
Name channels by project - for example, "Campaign Q3," "Content Calendar," or "Brand Guidelines" - not by team role. A channel per project keeps files and conversations together and reduces inbox overload.
How to create a channel from a chat
Select Chats (on the left side of the app), then Teams (if you use separate view), then New Items, then New Channel. Choose a team to host your channel and fill in the details (Name, optional Description, and Channel type).
How to create a channel from a team name
Select either "See all of your teams" or "See all your teams and channels." Locate the team you want to add a channel to, select More Options, click Add Channel, and fill in the details (Name, Description, and Channel type).
Running Meetings in Microsoft Teams
Meetings in Teams go well beyond a basic video call. Scheduling from Outlook, meeting recordings stored in OneDrive or SharePoint, live captions, background effects, and Copilot meeting summaries all make Teams meetings a complete collaboration tool.
Scheduling and joining meetings
To schedule a meeting:
- Open the Microsoft Teams app on Android, iPhone, or from a computer
- Select Calendar, then New Meeting
- Enter a meeting title, invite others, and add details
- Save
Teams meetings can be scheduled from the Teams calendar or directly from Microsoft Outlook - both create the same meeting link.
To join a meeting, select Calendar in the Teams app to see your upcoming meetings. Select the meeting you want to attend and click Join. For browser-based joining, no separate app download is required.
During the meeting - key features to use
Teams meetings include screen sharing, background blur and effects, raise hand, reactions, live captions, and AI-generated meeting summaries with action items through Copilot. Teams can also record meetings and store them automatically in OneDrive or SharePoint.
For video meetings, laptop hardware matters. HP EliteBook laptops feature high-definition webcams, noise-reducing microphones, and HP Wolf Security - making them a strong choice for teams that rely on Microsoft Teams for daily communication.
File Sharing and Collaboration in Teams
Files shared in Teams can be opened, edited, and co-authored in real time without leaving the platform. Word, Excel, and PowerPoint files open directly in the browser or desktop app. Files sent in chat are stored in OneDrive, while files uploaded to a channel are stored in SharePoint. Both appear in the Files tab of Teams.
There is no need for email attachments. When you share a link, everyone always sees the current version of the file - eliminating version confusion and duplicate documents.
App Integrations and Using Teams for Project Management
Teams is not a dedicated project management platform, but it becomes one through its integration ecosystem.
Microsoft Planner helps manage tasks and project boards directly inside Teams. You can assign tasks, set due dates, and track progress without leaving the app.
Microsoft Loop enables real-time collaborative components - tables, checklists, and notes - that sync live across Teams, Outlook, and other Microsoft 365 apps.
Shared channels as project hubs - Each Teams channel can serve as a project hub with conversations in Posts, files in the Files tab, and tasks via the Planner tab. Everything stays in one channel.
Teams also supports third-party app integrations through the Teams App Store, allowing you to add productivity and business apps that fit your workflow.
Copilot in Microsoft Teams - AI That Works With You
Copilot in Microsoft Teams summarizes key discussion points - including who said what - which is especially useful in busy channels. Copilot can summarize unread messages, highlight what requires your attention, and help draft replies, proposals, or follow-up messages directly in Teams chat.
During and after meetings, Copilot suggests action items and answers questions in real time - even if you joined late or missed the meeting entirely. You can add prompts to Copilot after a conversation, such as "Where do we disagree on this topic?" or "How did [a meeting participant] respond to this proposal?" Answers can be edited further in Word or Excel.
Getting the most from Copilot in Teams with the right hardware
AI-powered features like Copilot perform best on laptops with dedicated neural processing units (NPUs). HP Copilot+ PCs are built with NPUs that accelerate AI tasks locally on the device, delivering faster Copilot responses for meeting summaries, message drafting, and real-time collaboration. For teams that use Copilot in Teams daily, an NPU-equipped HP laptop makes a noticeable difference.
Recommended HP Laptops for Microsoft Teams
Getting the full value out of Microsoft Teams starts with hardware that supports video calls, multitasking, and collaboration smoothly. Here are a few options we recommend:
HP OmniBook Ultra Flip 14 - A thin, lightweight laptop with long battery life and a vibrant display, ideal for team members who move between meetings, desks, and remote locations. Explore HP OmniBook laptops
HP EliteBook line - Enterprise-grade laptops with high-definition webcams, noise-reducing microphones, and HP Wolf Security. Purpose-built for teams that rely on Microsoft Teams for daily communication and collaboration. Explore HP EliteBook laptops
HP Copilot+ PCs - Laptops with built-in NPUs that accelerate Microsoft Copilot features in Teams, including meeting summaries, message drafting, and real-time AI assistance. Explore HP Copilot+ PCs
Frequently Asked Questions
How do I create a channel in Microsoft Teams?
To create a channel in Microsoft Teams, select Chats on the left side of the app, then New Items, then New Channel. Choose a team to host the channel and fill in the details, including Name, Description, and Channel type. Channels can be set to standard (visible to all team members), private (invite-only), or shared (for cross-team collaboration).
Is Microsoft Teams free?
Yes. Microsoft Teams offers a free version available to individuals, small businesses, and non-profit organizations. The free version includes core features such as chat, channels, and video meetings. Paid Microsoft 365 subscriptions unlock additional features including expanded storage, meeting recordings, and administrative controls. Check Microsoft Teams plans and features on Microsoft's official site for current details.
How does file sharing work in Microsoft Teams?
To share a file in Microsoft Teams, select OneDrive in Teams, go to My Files, select Copy Link, apply, and send. To share a file in a channel or chat, select Actions and Apps in the compose box and then Attach File. Files shared in chat are stored in OneDrive, while files uploaded to a channel are stored in SharePoint. Both appear in the Files tab of Teams.
Can I use Microsoft Teams for project management?
Yes. Microsoft Teams is not a dedicated project management platform, but it supports project management through integrations. Microsoft Planner enables task assignment, due dates, and progress tracking directly inside Teams. Microsoft Loop provides real-time collaborative components that sync across Teams, Outlook, and other Microsoft 365 apps. Shared channels can also serve as project hubs, combining conversations, files, and tasks in one location.
How do I use Microsoft Teams on my phone?
To use Microsoft Teams on a phone, download the Teams app for iOS or Android and log in with a Microsoft account. From the app, you can manage calls, chat with team members, access channels, start video or audio calls, and participate in meetings. The mobile app provides access to the same conversations, files, and collaboration features available on the desktop version.
Which HP laptop works best for Microsoft Teams?
The best HP laptop for Microsoft Teams depends on how your team uses the platform. HP EliteBook laptops feature high-definition webcams and noise-reducing microphones, making them ideal for teams that rely on daily video meetings. The HP OmniBook Ultra Flip 14 is a strong choice for mobile professionals who need lightweight portability and long battery life. HP Copilot+ PCs with built-in NPUs are ideal for users who rely on Copilot features in Teams for meeting summaries and AI-assisted collaboration. For a full comparison, read Best HP Laptops for Microsoft 365.
Conclusion
Microsoft Teams is a complete work hub - not just a video meeting tool. When used fully, it replaces fragmented tools with one platform for chat, channels, files, meetings, and project coordination. It is the digital workspace that keeps everyone coordinated whether they are in the office or working remotely.
To get the full value out of Teams, reliable hardware matters. Pairing your Microsoft 365 subscription with an HP laptop built for collaboration - whether an HP EliteBook for enterprise-grade video meetings or an HP Copilot+ PC for AI-powered productivity - ensures your team can communicate, collaborate, and coordinate from anywhere.
About the Author
Beata Perzanowska is a technology writer covering AI, IT infrastructure, and business technology topics.
