Keyboard Shortcuts That Save Time
Learning even a few keyboard shortcuts transforms how quickly you work in Teams.
Essential Shortcuts
Navigation:
- `Ctrl + 1` — Activity feed
- `Ctrl + 2` — Chat
- `Ctrl + 3` — Teams
- `Ctrl + 4` — Calendar
- `Ctrl + 5` — Calls
- `Ctrl + 6` — Files
Actions:
- `Ctrl + E` — Search (incredibly useful)
- `Ctrl + N` — Start new chat
- `Ctrl + Shift + M` — Mute/unmute in meeting
- `Ctrl + Shift + O` — Turn camera on/off in meeting
- `Ctrl + Shift + E` — Start screen share
- `Ctrl + .` — Show keyboard shortcuts
Messaging:
- `Ctrl + Enter` — Send message
- `Shift + Enter` — New line without sending
- `Ctrl + Shift + X` — Expand compose box (for formatting)
Tip: Print `Ctrl + .` results and keep them nearby until the shortcuts become automatic.
Quick Search Tricks
The search bar (`Ctrl + E`) is more powerful than most people realise.
Search Commands
Type these directly in the search bar:
/files — Jump to your files
/goto — Go to a specific team or channel
/call — Start a call
/chat — Start a new chat
/activity — Check your activity feed
/saved — View saved messages
/available, /busy, /dnd, /away — Set your status
/join — Join a meeting
Search Filters
After searching, use filters to narrow results:
- From: Filter by who sent it
- In: Filter by channel or chat
- Type: Filter by messages, files, or people
- Date: Filter by time period
Example: Search "project report" then filter to "From: [colleague name]" and "In: [specific channel]" to find exactly what you need.
Search Tips
Use quotes for exact phrases: "quarterly review"
Use OR for alternatives: budget OR spending
Use minus to exclude: meeting -cancelled
Managing Your Time and Attention
Status Messages
Your status does more than show a coloured dot.
Custom status message:
1. Click your profile picture
2. Click 'Set status message'
3. Type your message ("On leave until Monday", "Deep work—reply delayed")
4. Set expiry time
Others see this message when they try to message you.
Schedule status changes:
1. Profile > Set status message
2. 'Show when people message me'
3. Set 'Clear status message after' to automatically revert
Focus Time with Do Not Disturb
Use DND strategically for uninterrupted work:
1. Click your profile picture
2. Select 'Do not disturb'
3. Notifications are blocked (except from priority contacts)
Set priority contacts: Settings > Privacy > Priority access. Only these people can reach you in DND.
Auto-DND during meetings: Settings > General > Turn on Do not disturb during meetings
Quiet Hours
Block notifications outside work hours:
1. Settings > Notifications
2. Scroll to 'Quiet time'
3. Set your quiet hours (evenings, weekends)
4. Turn on 'Quiet days'
Messages still arrive—you just won't be notified until quiet hours end.
Message Formatting and Features
Rich Text Formatting
Click the format button (A with paintbrush) or press `Ctrl + Shift + X` to expand the compose box.
Available formatting:
- Bold, italic, underline, strikethrough
- Bullet and numbered lists
- Headings
- Code blocks and inline code
- Tables
- Quotes
- Horizontal lines
Markdown shortcuts: If you know Markdown, many shortcuts work:
- `bold` or `__bold__`
- `italic` or `_italic_`
- `~strikethrough~`
- \`code\`
- ``` for code blocks
Important Messages
Make messages stand out:
Important: Click the ! icon below the compose box. Adds a red banner and notifies recipients even if notifications are off.
Announcement: Format bar > Announcement. Creates a large, colourful header. Use sparingly for genuine announcements.
Scheduled Messages
Send messages at appropriate times:
1. Type your message
2. Click the arrow next to Send
3. Select 'Schedule send'
4. Pick date and time
Use cases:
- Preparing messages outside work hours
- Sending reminders at optimal times
- Communicating across time zones respectfully
Message Reactions
Quick reactions save typing:
Hover over a message > click the emoji icon > select reaction.
Pro tip: Reactions like 👍 or ✅ can replace messages like "Sounds good" or "Done"—reducing notification noise.
File Productivity
Pin Important Files
In any Files tab:
- Right-click a file > 'Pin to top'
- Pinned files stay at the top of the list
Create Document Templates
1. Create your template document in Teams Files
2. Name it clearly: "[TEMPLATE] Project Brief"
3. When needed, copy the file and rename
Quick File Access
The Files section (`Ctrl + 6`) shows:
- Recent files you've worked on
- Files shared with you
- Downloads from Teams
Use this instead of digging through channels.
Edit Without Opening
Click the three dots on any Office file:
- 'Open in Teams' — Quick edits without leaving Teams
- 'Open in Desktop App' — Full features
- 'Open in Browser' — When desktop app is unavailable
Version History
Made a mistake? Recover previous versions:
1. Open the file in Teams or browser
2. File > Info > Version History
3. Browse and restore previous versions
Teams automatically saves versions as you work.
Chat Productivity
Pin Conversations
Right-click any chat > 'Pin'. Pinned chats stay at the top of your list.
Pin your:
- Most frequent contacts
- Important group chats
- Manager/direct reports
Pop-Out Chats
Right-click a chat > 'Pop out chat'. Opens in a separate window.
Use cases:
- Keep a conversation visible while working in channels
- Reference a chat during a meeting
- Multi-monitor setups
Mute Noisy Chats
Right-click a chat > 'Mute'. You can still read messages, but notifications stop.
Unmute when you want to re-engage, or let important messages bring it back to attention.
Name Group Chats
Group chats show participant names by default, which gets confusing.
1. Click the pencil icon next to the chat name
2. Give it a descriptive name: "Friday Lunch Planning" or "Project X Core Team"
Message Yourself
Your own chat (search your name) is useful for:
- Quick notes
- Transferring content between devices
- Testing formatting before sending to others
- Storing links and reference material
Meeting Productivity
Quick Meeting Shortcuts
In any chat, click the camera icon to instantly start a video call with those people.
In any channel, click 'Meet now' to start an impromptu channel meeting.
Meeting Notes
Teams has built-in meeting notes:
1. In a scheduled meeting, click 'Meeting notes' tab before or during the meeting
2. Add agenda items
3. Take notes during the meeting
4. Notes are saved and accessible to all attendees
Spotlight in Meetings
Highlight a specific person's video for all participants:
Right-click their video > 'Spotlight for everyone'
Useful for presenters or when someone should have attention.
Meeting Recap
After meetings with recording, Teams generates:
- Recording with chapters
- Searchable transcription
- Action items extracted from conversation
- Key topics discussed
Access via Calendar > Past meeting > 'Recap' tab
Integrations and Apps
Must-Have Integrations
Planner: Task management integrated directly into Teams
- Add Planner tab to any channel
- Assign tasks, set due dates, track progress
- Notifications when tasks are assigned or due
Forms: Create surveys and polls
- Quick polls in meetings
- Feedback surveys for team
- Quiz-style assessments
OneNote: Shared notebooks for teams
- Meeting notes
- Project documentation
- Wiki-style knowledge base
Approvals: Simple approval workflows
- Time off requests
- Document approvals
- Expense sign-offs
Adding Apps
1. Click 'Apps' in the left sidebar
2. Browse or search for what you need
3. Click 'Add' to install
4. Some apps can be added as tabs in channels
Quick Actions with Apps
Many apps appear when you click the + icon in the compose box:
- Praise (recognise colleagues)
- Loop components (collaborative blocks)
- Tasks (quick task creation)
- Approvals
Channel Tips
Favourite Channels
Channels you check frequently:
1. Right-click the channel
2. Select 'Pin'
Pinned channels appear at the top of that team's channel list.
Hide Channels
Channels you don't need:
1. Right-click the channel
2. Select 'Hide'
Hidden channels are accessible but don't clutter your view.
Channel Notifications
Customise per channel:
1. Right-click channel
2. 'Channel notifications'
3. Choose: All activity, @mentions only, or Off
Set important channels to 'All' and busy channels to '@mentions only'.
Follow Channel Conversations
Get notified about specific conversations:
1. Click the three dots on any channel post
2. Select 'Turn on notifications for this thread'
Useful for tracking important discussions without following the entire channel.
Personal Productivity Settings
Start Teams Minimised
If Teams distracts you on startup:
Settings > General > Turn off 'Auto-start application'
Or: Turn on 'Open application in background'
Reduce Animation
For faster performance and less distraction:
Settings > Accessibility > Turn off 'Show animations'
Default Camera Off
Join meetings without video by default:
Settings > Meetings > Turn off 'Turn on my video'
You can still turn it on after joining.
Compact Chat Density
See more messages without scrolling:
Settings > General > Chat density > 'Compact'
Mobile Tips
Quick Access on Mobile
Swipe down on the main screen to access search
Long press on conversations to access quick actions
Swipe left on a message to react
Quiet Hours on Mobile
Separate quiet hours from desktop:
Mobile app > Settings > Notifications > Quiet time
Useful if you want desktop notifications during work but not mobile.
Start Meeting from Phone
You can start and host meetings from mobile. Useful when laptop isn't available.
Calendar > Meeting > Join > Start meeting
All features work (except some advanced sharing options).
The Bottom Line
You don't need to master every Teams feature. Pick a few tips from each section that match how you work.
Start with:
1. Three keyboard shortcuts you'll use daily
2. Custom notification settings for your key channels
3. One search trick you didn't know
4. Pinning your most important chats and channels
Small changes compound. A few seconds saved dozens of times a day adds up to hours each week.
Teams is a powerful tool. These tips help you use that power efficiently.
