Overview
This article explains how to create a Microsoft Teams group chat, manage participants, share files, and use collaboration features available within a group conversation.
Prerequisites
Before you begin, ensure you have:
- A Northwood Tech account.
- Access to Microsoft Teams.
- A supported web browser or the Microsoft Teams desktop application.
- An internet connection.
What Can You Do with Teams Group Chat?
Microsoft Teams Group Chat makes it easy to collaborate with multiple people in one conversation. With a group chat, you can:
- Create conversations with multiple participants.
- Name group chats for easy identification.
- Share files, links, and images.
- Mention individuals or everyone in the chat.
- Start audio or video calls.
- Share your screen during a call.
- Add or remove participants.
- View previously shared files and links.
💡 Tip: Use a group chat for project teams, committees, or short-term collaboration. If your conversation needs to be available to an entire department or ongoing team, consider using a Team channel instead.
Instructions
Create a Group Chat
Create a new group chat to collaborate with multiple people in a single conversation.
- Open Microsoft Teams.
- Select Chat from the left navigation menu.
- Select New Chat.
- Enter the names of the people you want to include in the group chat.
- (Optional) Select the down arrow next to the recipients to enter a Group Name.
- Type your first message.
- Select Send.
The group chat is created when you send your first message.
💡 Tip: Use a descriptive group name so participants can quickly identify the conversation in their chat list.
⭐ Best Practice: Use clear, consistent group names (such as Marketing Team, IT Projects, or Student Success Committee) to make conversations easier to identify.
Mention Someone in a Group Chat
Use mentions to notify specific participants or everyone in the conversation.
- Type @ in the message box.
- Begin typing the person's name.
- Select their name from the list.
- Continue typing your message and send it.
To notify everyone:
- Type @Everyone (if available).
📝 Note: People who are mentioned receive a notification highlighting your message.
Share Files and Links
Share documents and links directly within the chat so everyone has access to the same information.
To share a file:
- Open the group chat.
- Select the Attach (paperclip) icon.
- Choose the file you want to share.
- Select Send.
You can also drag and drop files directly into the message box.
To view previously shared files:
- Open the group chat.
- Select the Shared or Files tab (depending on your Teams version).
💡 Tip: Sharing files in Teams makes it easier for everyone to access the latest version from one location.
📝 Note: The Shared or Files tab name may vary depending on your version of Microsoft Teams.
Resume a Group Chat
Group chats remain in your chat history, making it easy to return to previous conversations.
- Select Chat.
- Locate the conversation in your recent chat list.
- Select the group chat to continue the conversation.
📝 Note: Group chats remain in your chat history unless they are deleted or removed by your organization's retention policy.
Start a Call from a Group Chat
Start an audio or video meeting with everyone in the group without creating a separate meeting invitation.
To begin a meeting with everyone in the chat:
- Open the group chat.
- Select Meet Now or the Video Call or Audio Call button.
- Wait for participants to join.
To share your screen during the meeting:
- Select Share from the meeting toolbar.
- Choose the screen or application you want to present.
⚠️ Important: Participants receive a notification when you start a meeting or begin sharing your screen.
Manage a Group Chat
You can rename the group and manage participants at any time.
Rename the Group
- Open the group chat.
- Select the Edit (pencil) icon next to the group name.
- Enter the new name.
- Select Save.
Add Participants
- Open the group chat.
- Select View and Add Participants.
- Select Add People.
- Enter the person's name.
- Choose how much chat history the new participant can view.
- Select Add.
Remove Participants
- Open View and Add Participants.
- Hover over the participant's name.
- Select the X next to their name.
📝 Note: You can only remove participants if your Teams permissions allow it.
⭐ Best Practice: Review group membership periodically to ensure only current participants have access to the conversation.
Troubleshooting
I can't create a group chat
- Verify you're signed in with your Northwood Tech account.
- Confirm all participants have active Microsoft Teams accounts.
- Restart Microsoft Teams and try again.
I can't add a participant
- Verify you've entered the correct name or email address.
- Confirm the person is available in the Northwood Tech directory.
- Check whether your permissions allow you to add participants.
I can't find a previous group chat
- Use the Search bar at the top of Teams.
- Search by the group name or a participant's name.
- Refresh Microsoft Teams if the conversation doesn't appear.
I can't share a file
- Verify the file isn't open in another application.
- Confirm the file size is within Microsoft's upload limits.
- Try uploading the file again.
I can't use my microphone or camera during a group call
- Verify your microphone, speakers, and camera are connected.
- Check your Teams device settings.
- Restart Microsoft Teams if necessary.
I'm still experiencing issues
- Try Microsoft Teams on the web through MyCampus.
- Install any available Microsoft Teams or Windows updates.
- Submit a Service Desk ticket if the issue persists.
I can't rename the group chat
- Verify the chat includes multiple participants.
- Confirm you have permission to edit the group name.
- Refresh Microsoft Teams and try again.