New Employee Onboarding – Microsoft Teams (Trainer Guide)¶
Train new employees on using Microsoft Teams for onboarding: accessing channels, searching, and finding resources.
For Trainers¶
Prerequisites
- Accounts: Created in advance by IT before the onboarding session
- Channel access: New employees are added to OVES 全体 (Office 365 Onboarding and OVES Training channels) after they complete onboarding — this gives them access to training files and resources
Delivery Method
This session is delivered online via Microsoft Teams live meeting. Start the meeting from your Teams calendar and share your screen when doing live demos. Ask participants to keep cameras on where possible. Use the chat for polls, reactions, and activity responses.
Before the Session
- Confirm attendees have their work email and password
- Ensure they can log into Teams (desktop, web, or mobile)
- Have the OVES 全体 team visible — if someone doesn't see it, they may need to be added after onboarding
- Share the Trainee Guide link in the meeting chat at the start so participants have it for reference during and after the session
Facilitator — multilingual participants
OVES handbook pages are in English. In welcome or Finding Help & Resources, briefly say that trainees can translate Doc Hub pages in the browser (Chrome right‑click Translate, Edge/Safari/Firefox equivalents). Optionally paste the trainee guide link and call out Chrome Translate. For official HR or legal wording they should rely on English or HR. Participant steps match the trainee guide (Translating OVES guides into your preferred language).
Facilitator — Teams live translated captions
During online sessions, remind trainees they can enable Live captions and choose a caption translation language from More (...) → Language and speech. If translated captions are not visible, it is usually a Teams version, license, or admin policy issue.
Translating OVES guides into your preferred language¶
Participant steps match the Trainee Guide → Before You Begin. Summarise in session or share that link — use the tabs when someone asks how for a particular browser.
Doc Hub handbooks are in English. Trainees can translate the page in the browser:
::: tabs
Whole-page translation uses Google Translate:
- Open the guide or Doc Hub link in Google Chrome.
- Right‑click an empty area of the page (on the article text, not on a photo, button, or link — if nothing happens, try the page background).
- Choose Translate to… (or Translate to [language]).
- Pick your preferred language when asked — the page updates to that translation.
- To change language or show English again: use the control near the right side of the address bar.
If Translate to… does not appear: click Translate in (or beside) the address bar, or ⋮ → Translate…. For automatic prompts: ⋮ → Settings → Languages → Offer to translate pages that aren’t in a language you read.
Edge uses Microsoft’s translation engine (same purpose as Chrome for Doc Hub):
- Open the guide or Doc Hub link in Microsoft Edge.
- Right‑click on ordinary text → Translate to [language], Translate full page, or Translate — prefer whole page, not only a selection.
- If your language is missing, open Translate from the address bar and pick the target language.
- Show original is under ⋯ next to Translate in the address bar.
If right‑click shows nothing: use the Translate (globe) control by the address bar. For settings: ⋯ → Settings → Languages.
Built‑in on Apple devices (no Google Translate needed).
Mac
- Open the Doc Hub link in Safari.
- Safari → View → Translate webpage (wording varies) or the Translate control in the address bar.
- Pick language; use Show original to revert.
If Translate never appears: Safari → Settings… → Translation / Languages.
iPhone and iPad
- Open the link in Safari → tap Aa → Translate website → choose language.
- Tap Aa again for Original or another language.
If you see Translate by the address bar: open the page → click the icon or prompt → choose language.
Otherwise: install a translation add‑on from addons.mozilla.org (e.g. Firefox Translations, To Google Translate) — reload the page, then use right‑click → Translate or the toolbar button.
Fallback: Open the same URL in Chrome and use the Chrome tab.
:::
Translations are for guidance
Automated translation helps trainees follow steps and concepts. For wording that must be exact (contracts, disciplinary text, HR policies), rely on original English or HR.
Session Structure & Facilitator Notes¶
| # | Section | Time | Focus | Facilitator Note |
|---|---|---|---|---|
| 1 | Welcome, Objectives & Team Introductions | 5 min | Set the scene; introduce who's on the call | Welcome attendees, share the session objectives, and briefly introduce each team member on the call — their name and what they do. Ask new employees to introduce themselves too. |
| 2 | Accessing Teams | 5 min | Logging in, desktop vs web vs mobile | Launch a quick poll in chat: "Which platform are you on — Desktop, Web, or Mobile?" Demo the most common option. |
| 3 | Teams & Channels Basics | 5 min | What Teams and channels are | Share your screen and point to the left sidebar. Use the Software/Contractors examples. |
| 4 | Live Captions and Translation | 3 min | Accessibility and language support | Live demo: More (...) → Language and speech → Live captions. Show spoken and caption language choices. |
| 5 | Joining and Using Channels | 10 min | Posting, @mentions, reactions | Live demo: Post a message, reply in thread, use @mention, react. Then have participants try it themselves. |
| 6 | Important Onboarding Channels | 5 min | OVES 全体 channels | Key message: They'll be added after onboarding. Until then, they can still use General if they have access. |
| 7 | Searching in Teams | 5 min | Finding messages, files, people | Live demo: Search for a file or message. Show filters. Share screen. |
| 8 | Finding Help & Resources | 4 min | Where to get support and key OVES links | Paste the resource links into the chat. Emphasize IT Support and HR channels. |
| 9 | Q&A & Checklist | 3 min | Questions and hands-on practice | Have them work through the checklist. Answer questions as they come up. |
| Total | 45 min |
Training Content (What to Present)¶
Use the sections below as your script and slides. Each section has a brief facilitator note at the top.
1. Welcome, Objectives & Team Introductions¶
Facilitator
Welcome everyone, read the objectives, then run the team introductions before moving into any content. Keep this section warm and brief — 5 minutes maximum.
What They'll Learn
- Access Teams and sign in
- Find teams and channels
- Join channels and post messages
- Search for messages, files, and people
- Find onboarding and support resources
Why It Matters
Teams is the primary hub for communication and collaboration. New employees need to know where to get updates and ask questions.
Team Introductions¶
Facilitator
Go around the call and briefly introduce each OVES team member who is present — their name and what they do. Then ask each new employee to introduce themselves: their name, their role, and one thing they're looking forward to. This helps new employees start putting faces to names and understanding who to go to for what.
Example prompt for new employees: "Please tell us your name, your role, and one thing you're looking forward to in your new position."
2. Accessing Teams¶
Facilitator
Ask who uses desktop vs web vs mobile. Demo the most common option. Remind them: work email + org password, complete 2FA if prompted.
::: tabs
- Install from Microsoft 365 portal or company app store
- Sign in with work email and password (or SSO)
- Go to teams.microsoft.com
- Sign in with work email and password
- Install from App Store or Google Play
- Sign in for notifications and quick replies
:::
Sign-In
Use your work email and organization password. Complete 2FA/MFA prompts when prompted.
3. Teams & Channels Basics¶
Facilitator
Point to the left sidebar. "Each team is a group — like Software or Contractors. Channels are topics inside a team."
What Is a Team?
A group of people working together (e.g. Software, Contractors). Each team has its own channels and files.
What Is a Channel?
A space inside a team for a topic or project — e.g. "General", "Onboarding", "Announcements".
| Channel Type | Visibility |
|---|---|
| Standard | All team members |
| Private | Invited members only |
| Shared | Another team or external (if enabled) |
Where to find: Left sidebar → click a team → expand "Channels". Use "Browse teams" if available.
4. Live Captions and Translation¶
Facilitator
Keep this brief and practical. Show where the setting is and explain that availability of translated captions depends on licensing and admin policy.
- Ask trainees to click More (...) in the meeting toolbar.
- Open Language and speech.
- Turn on Live captions.
- Set:
- Spoken language (what the speaker uses)
- Caption language / Translate to (what the participant wants to read)
If participants do not see translation options
- Ask them to update Teams and rejoin.
- Confirm they are on the desktop app if browser options are limited.
- Escalate to IT/admin to check translated-caption policy and license.
5. Joining and Using Channels¶
Facilitator
Live demo: Post a message, reply in thread, use @mention, add a reaction. Then have them try.
Joining¶
- Standard: Visible to all; no extra step
- Private: Join via invite link or ask the channel owner
Posting¶
| Action | How |
|---|---|
| Post | Type in the compose box at the bottom |
| Reply | Click "Reply" under a message |
| @Mention | Type @ + name (use @channel sparingly) |
| React | Hover over message → emoji icon |
Attachments¶
Use the paperclip icon to add files from OneDrive, your device, or shared libraries.
6. Important Onboarding Channels¶
Facilitator
Key message: New employees are added to these channels after onboarding. Once added, they can access all training files. If someone doesn't see OVES 全体 yet, they will after onboarding completes.
OVES Onboarding Channels
These are the main channels for new employees. You will be added after onboarding so you can access the files and resources.
| Channel | Purpose |
|---|---|
| OVES 全体 | Office 365 Onboarding | Microsoft 365 setup and account setup |
| OVES 全体 | OVES Training | Training materials and onboarding resources |
Find them in the OVES 全体 team in your Teams sidebar once you've been added.
7. Searching in Teams¶
Facilitator
Live demo: Search for a file or message. Show how to filter by type and channel.
Quick Search
Click the magnifying glass at the top, or press Ctrl+E (Windows) / Cmd+E (Mac).
| Search for | Where |
|---|---|
| Messages | Conversations |
| Files | SharePoint/OneDrive files in Teams |
| People | By name or email |
Filters: Type, date, channel, sender.
Search Tips
"exact phrase"— quotes for exact matchfrom:name— messages from a personin:channel— search in a specific channel
Finding files: Use the "Files" tab in a channel or chat, or search and filter by Files. For a detailed guide on accessing SharePoint and team files, see Accessing SharePoint.
8. Finding Help & Resources¶
Facilitator
Paste the resource links below directly into the Teams meeting chat so participants have them as clickable links. Emphasize: IT for tech issues, HR for policies, manager for role questions. If anyone asks how to open a shared mailbox in Outlook on the web, point them to section 10 of the Trainee Guide — steps and screenshots there; remind them IT must grant access first.
| Need | Go to |
|---|---|
| Tech issues | IT Support channel |
| Policies, benefits | HR channel |
| Role questions | Your manager |
| Join a team/channel | Team admin |
| Past training recordings | OVES Past Trainings on SharePoint |
| Work email (browser) | Outlook Web |
| Shared mailbox in Outlook (browser) | Trainee Guide — section 10 (after IT grants access) |
| All Microsoft 365 apps | Microsoft 365 Portal |
| Teams / docs / website summaries (digest) | OVES Scan Hub — see Trainee Guide — section 9 |
| OVES documentation | OVES Documentation Hub |
| About OVES | omnivoltaic.com |
Using Copilot for Quick Questions
For simple questions about Teams (e.g. how to find a channel, mute notifications, or share a file), use Copilot in the left sidebar. Ask in plain language — e.g. "How do I mute a channel?" or "Where do I find shared files?" — for quick answers without waiting for IT or a colleague.
Notifications
Right-click a channel → "Channel notifications" → Mute or Custom to reduce noise.
9. Q&A (Trainee Questions)¶
Facilitator
Encourage hands-on practice. Have them work through the checklist. Answer questions as they come up.
I don't see a channel I need
Ask the channel owner or your manager to add you. New employees are added to onboarding channels after they complete onboarding.
Too many notifications
Right-click the channel → "Channel notifications" → Mute or Custom.
How do I find old messages?
Use the search bar and filters (channel, date, sender).
Can I use Teams on my phone?
Yes. Install the Teams app and sign in with your work account.
Chat vs channels?
Chat = one-on-one or small group. Channels = team-wide discussions and shared files.
How do I share a file?
Use the paperclip icon or drag and drop. Files go to the channel's SharePoint.
How do I leave a team or channel?
Right-click → "Leave team" or "Leave channel." (Some teams may be required.)
How do I schedule a meeting?
Calendar icon → New meeting → Add attendees.
Can I edit or delete a message?
Yes. Hover → three dots (...) → Edit or Delete.
How do I turn on translated captions in Teams?
In a meeting, click More (...) → Language and speech → turn on Live captions. Then set Spoken language and Caption language / Translate to.
How do I organize my teams?
Right-click a team → Pin or Hide. Reorder by dragging.
How do I get help?
IT Support channel, IT help desk, or your organization's support portal.
10. New Employee Checklist (Trainee)¶
Facilitator
Have them complete this during or right after the session. Check that they can log in and find OVES 全体 (or confirm they'll be added).
New Employee Checklist
- [ ] Log into Teams (desktop, web, or mobile)
- [ ] Find OVES 全体 in the left sidebar (you'll be added after onboarding)
- [ ] Open Office 365 Onboarding and OVES Training channels once added
- [ ] Post a short introduction (name, role, one fun fact)
- [ ] Practice @mentions
- [ ] Use search to find a message or file
- [ ] Pin important channels
- [ ] Review notification settings
- [ ] Turn on Live captions in a Teams meeting at least once and set your preferred caption language
For Trainers: Follow-Up & Troubleshooting¶
Troubleshooting
| Issue | Action |
|---|---|
| New hire doesn't see OVES 全体 | They're added after onboarding. Confirm with HR/IT that onboarding is complete. |
| Can't log in | Verify account was created. Direct to IT Support. |
| Can't find a channel | They may need to be added. Channel owner or IT can add them. |
Follow-Up Actions
| Action | Who | When | Where |
|---|---|---|---|
| Save the Teams meeting recording and share the link in the OVES Training channel | Trainer | Within 24 hours of the session | OVES 全体 | OVES Training channel |
| Share the Trainee Guide link with all participants via chat or email | Trainer | Immediately after the session | Teams chat or work email |
| Send a short Microsoft Forms quiz to check understanding | Trainer | Within 48 hours | Share via Teams chat or email |
| Schedule a 15-minute follow-up check-in for any outstanding questions | Trainer | 3–5 days after the session | Teams calendar invite |