Quick answer: The Microsoft Teams tips that save the most time are: press Ctrl + . to see every shortcut, Ctrl + G to jump to any chat or channel, Ctrl + Shift + M to mute, pin the chats you use most, schedule messages to send later, keep notes in a chat with yourself, and hold Ctrl + Space to talk while muted. Below are 10 practical tips with the exact steps for the Teams desktop app on Windows.
Applies to: the Microsoft Teams desktop app (work or school) on Windows. Most tips also work on Mac (use Cmd instead of Ctrl) and in Teams on the web, where a few shortcuts differ. Menu names can change slightly between Teams updates.
In this guide
- 1. Learn the shortcuts worth knowing
- 2. Jump anywhere with search and Ctrl+G
- 3. Pin, mute and mark chats as unread
- 4. Write better messages with the format box
- 5. Schedule a message to send later
- 6. Chat with yourself as a notepad
- 7. Set a status message and duration
- 8. Tame notifications
- 9. Meeting tricks: push-to-talk, raise hand, captions
- 10. Fix typos with spell check
- Related guides
- Frequently asked questions
1. Learn the shortcuts worth knowing
Press Ctrl + . at any time to open the full list. These are the ones most people use every day in the desktop app:
| Action | Shortcut |
|---|---|
| Show all shortcuts | Ctrl + . |
| Search | Ctrl + E |
| Go to a chat or channel | Ctrl + G |
| Start a new chat | Ctrl + N |
| Find in the current chat or channel | Ctrl + F |
| Open Settings | Ctrl + , |
| Expand the compose box | Ctrl + Shift + X |
| New line without sending | Shift + Enter |
| Mute / unmute | Ctrl + Shift + M |
| Camera on / off | Ctrl + Shift + O |
| Accept a video / audio call | Ctrl + Shift + A / Ctrl + Shift + S |
| Decline a call | Ctrl + Shift + D |
Ctrl + 1 through Ctrl + 9 open the apps in the left bar (Activity, Chat, Calendar and so on) in the order they appear there, so the number for each one depends on how your bar is arranged. In Teams on the web, a few shortcuts differ; for example, a new chat is Left Alt + N.
2. Jump anywhere with search and Ctrl+G
Instead of scrolling the chat list, press Ctrl + G and start typing a person’s name or a channel name, then press Enter. To find an old message, press Ctrl + E, type a word, and use the filters on the results page to narrow by people, date or type. Inside one chat, Ctrl + F searches only that conversation, which is often quicker.
3. Pin, mute and mark chats as unread
- Pin: right-click a chat or channel in the list and select Pin. It stays at the top, however many new chats arrive.
- Mute: right-click a busy group chat and select Mute to stop its notifications while still keeping the chat.
- Mark as unread: right-click a chat and select Mark as unread to come back to it later, so it doesn’t get lost after a quick glance.
- Hide: right-click an old chat and select Hide to remove it from the list. It comes back if someone posts in it again.
4. Write better messages with the format box
Press Ctrl + Shift + X (or select the Format icon below the message box) to open a larger editor with headings, bulleted lists, tables and code blocks. In the expanded box, Enter adds a new line and Ctrl + Enter sends, which stops half-written messages going out by accident. In a normal message, use Shift + Enter for a new line.
To get one person’s attention in a group chat or channel, type @ followed by their name. Use @mentions sparingly in large channels, since everyone mentioned gets a notification.
5. Schedule a message to send later
Useful when you work at odd hours or across time zones:
- Type your message in a chat or channel.
- Select Actions and apps (the + icon), then Schedule message.
- Pick a date and time, select Continue, then Send.
The message waits until that time. To change it, hover over the scheduled message and select the Edit (pencil) icon, or delete it from More options. If you don’t see the option, your Teams version or your organisation’s policy may not offer it yet.
6. Chat with yourself as a notepad
Your own name appears in the chat list (search for it if you can’t see it). Anything you post there is private to you, which makes it a handy place for links, drafts, files you want on another device, or a quick to-do list. Pin it so it’s always at the top.
7. Set a status message and duration
- Select your profile picture at the top right.
- Select Set status message, type a short note such as “In a workshop until 3 pm”, and turn on Show when people message me so they see it as they write to you.
- Choose when it clears under Clear status message after.
- To force a status such as Do not disturb for a set time, select your current status, then Duration, and pick how long it lasts.
If you’re away for days, select your profile picture, then Set status message > Schedule out of office. The message shows to colleagues who message you in Teams and, for work accounts, can also turn on Outlook automatic replies.
8. Tame notifications
Go to Settings and more (…) > Settings > Notifications and activity. From there you can turn off sounds, choose which events show a banner, and change how channel posts and @mentions notify you. For one noisy channel, hover over it, select More options > Channel notifications and set it to Off or to mentions only.
Setting your status to Do not disturb also silences pop-ups, except from people you have allowed in your priority access settings.
9. Meeting tricks: push-to-talk, raise hand, captions
- Push-to-talk: stay muted and hold Ctrl + Space to talk, then let go to mute again. Check it’s switched on first under Settings and more (…) > Settings > Privacy (Keyboard shortcut to unmute).
- Raise your hand: press Ctrl + Shift + K, or use React > Raise in the meeting toolbar.
- Live captions: in a meeting, select More > Language and speech > Show live captions. Captions help in noisy places and with strong accents. The exact menu wording can vary by version.
- Background: blur or replace your background from Effects and avatars on the join screen, or from More > Video effects during the meeting.
- Need a copy without a recording? If meeting recording isn’t allowed for you, you can capture your own screen; see how to record video on screen in Windows. Always ask attendees before recording.
10. Fix typos with spell check
Teams underlines misspelled words in red as you type, and can check up to five languages at once. If the red lines have disappeared, or you write in more than one language, follow our guide to spell check on Teams.
Other problems? If GIFs won’t load in chats, see GIFs not working in Teams. If Teams keeps signing in with the wrong work or personal account, see how to remove an account from Teams.
Related guides
- Spell check on Teams: turn it on, add languages and fix it
- GIFs not working in Teams: how to fix it
- How to remove an account from Microsoft Teams
- Outlook tips and tricks
- How to record video on screen in Windows
Official sources: for more detail, see Microsoft’s own documentation:
- Microsoft Support: Keyboard shortcuts for Microsoft Teams
- Microsoft Support: Schedule chat messages in Microsoft Teams
Frequently asked questions
How do I see all keyboard shortcuts in Teams?
Press Ctrl + . (period) in the desktop app, or open Settings and more (…) > Keyboard shortcuts. The list also lets you change some shortcuts.
Can I schedule a message in Teams?
Yes, in chats and channels: select Actions and apps (+) > Schedule message, pick a time, select Continue, then Send.
How do I stay muted but talk quickly in a meeting?
Hold Ctrl + Space while muted to talk, and release it to mute again. Make sure Keyboard shortcut to unmute is on under Settings and more (…) > Settings > Privacy.
Do these tips work in Teams on Mac and the web?
Most do. On a Mac, use Cmd in place of Ctrl. In the web app a few shortcuts differ or don’t exist, such as the camera toggle, so press Ctrl + . there to see the web list.
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