Guide · Microsoft Teams
How to use Microsoft Teams: a guide for small businesses.
Teams brings chat, meetings, files and phone calls into one app. Here is how to use the parts most small businesses need, and how to turn it into your phone system.
By the PC1 support team · Updated November 2026
Getting started
The four things Teams does.
- Chat: one-to-one and group messages, instead of internal email.
- Teams and channels: shared spaces for a department or project, with their own conversations and files.
- Meetings: video calls with screen sharing, from the app or a browser.
- Calls: phone calls to and from normal numbers, once Teams Phone is set up.
Teams comes with most Microsoft 365 business plans. We set up and support Microsoft 365 for our clients.
Meetings
How to record a meeting in Teams.
- Join the meeting and open More (…) in the meeting controls.
- Choose Record and transcribe, then Start recording.
- Everyone in the meeting is told it is being recorded.
- Stop it the same way, or it stops when everyone leaves.
- The recording is saved to OneDrive or SharePoint and linked in the meeting chat.
Recording depends on your Microsoft 365 licence and your organisation’s settings. If the option is missing, your IT administrator can switch it on.
Files
Sharing and working on files together.
Files shared in a channel are stored in SharePoint, and files shared in a chat are stored in the sender’s OneDrive. Everyone with access works on the same copy, so there is no need to email attachments back and forth.
Phone calls
Make Teams your business phone system.
With 8x8 Voice for Microsoft Teams, your existing business numbers ring in the Teams app on every laptop and mobile, with call queues and recording. See the Microsoft Teams phone system page, and check whether you are affected by the PSTN switch-off.
Microsoft Teams questions
What people ask before switching.
Is Microsoft Teams free?
Can Teams replace our phone system?
Why can’t I record a Teams meeting?
Where are Teams recordings saved?
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