Microsoft Teams Manual

Microsoft Teams Accessibility Support

Purpose: This manual is written directly to the person learning Microsoft Teams. It assumes you may be using Teams for the first time. Every procedure explains where to go, what to press or select, what should happen, and what to try if the result is different.

Important: Microsoft Teams changes frequently and organizations can customize which apps appear and in what order. If a numbered app shortcut differs from this manual, use the app's current position in your Teams app bar or use Search/keyboard navigation instead.

Accessibility focus: The manual includes mouse/visual instructions where useful and detailed keyboard/screen-reader methods for Windows and Mac. Microsoft documents Teams with Narrator, JAWS, NVDA, and VoiceOver.

How to Use This Manual

• Work through Parts 1-8 first if you are completely new to Teams.

• Do one action at a time. After each action, stop and confirm what changed.

• Tab moves forward through many controls. Shift+Tab moves backward.

• Enter usually activates the focused button, link, chat, or menu item. Spacebar often toggles switches and checkboxes.

• Escape usually closes a menu, returns focus to a list, or backs out of a temporary interface.

• Windows shortcut labels in this manual refer to the Teams desktop app unless the section specifically says Web.

• Mac shortcuts use Command where Microsoft documents a Mac-specific equivalent.

• Screen-reader users should listen to both the control name and control type before activating it.

• Teams may use combined Chats and Channels or separate list views. This manual explains both concepts.

Part 1 - What Microsoft Teams Is

Microsoft Teams is a communication and collaboration application. Depending on your account and organization, you can use it for individual and group chat, team/channel conversations, meetings, calls, calendar events, file sharing, and connected Microsoft 365 apps.

• Chat is usually best for direct or small-group conversations.

• Channels organize ongoing discussions and files around a team, department, class, project, or topic.

• Calendar shows Teams meetings and connected Microsoft 365 calendar events.

• Meetings include audio/video, participant controls, meeting chat, captions, reactions, and content sharing.

• Calls can be person-to-person or group calls when calling is enabled for your account.

• Files shared through Teams may be stored in OneDrive or SharePoint depending on where they are shared.

Terminology: A 'team' is a larger workspace or membership group. A 'channel' is a subject or working area inside a team. A 'chat' is a direct conversation that is not necessarily tied to a channel.

Part 2 - Install, Open, and Sign In

2.1 Open Teams on Windows

What you will learn: Open the Teams desktop app using the keyboard.

Before you begin: Microsoft Teams must already be installed.

Exactly how to do it

1. Press the Windows key.

2. Type Teams.

3. Wait for Microsoft Teams to appear in search results.

4. Press Enter.

5. Wait for the Teams window to open.

6. If a sign-in screen appears, move to the account/email field with Tab if necessary.

7. Type your work, school, or Microsoft account email address.

8. Press Tab until Next/Sign in is focused and press Enter.

9. Follow the authentication prompts. Type your password, approve a verification request, or choose the required sign-in method.

10. After sign-in, wait for the main Teams window to finish loading before pressing additional navigation keys.

What should happen: The main Teams interface opens and your account is signed in.

If that does not happen: If Teams does not appear in Windows search, it may not be installed or your organization may use the web version. If sign-in fails, confirm the account and authentication method with your organization.

Practice: Close Teams, reopen it from Windows search, and confirm that you return to the main interface.

2.2 Open Teams on a Mac

What you will learn: Open the Teams desktop app without using the mouse.

Before you begin: Microsoft Teams must already be installed.

Exactly how to do it

11. Press Command+Space to open Spotlight.

12. Type Microsoft Teams.

13. Press Return.

14. Wait for Teams to open.

15. If a sign-in screen appears, use Tab or VoiceOver navigation to move to the email/account field.

16. Type your account email address.

17. Activate Next/Sign in.

18. Follow password and verification prompts until Teams opens.

What should happen: The Teams main window opens.

If that does not happen: If Spotlight does not find Teams, check the Applications folder or use Teams on the web if permitted.

Practice: Quit Teams, reopen it from Spotlight, and confirm you are signed in.

Part 3 - Learn the Teams Window and App Bar

The Teams window is divided into regions. Exact names and order can vary, but the same ideas are consistent: an app/navigation area, a list area, and a content/conversation area.

• App bar: gives access to Activity, Chat, Teams/Channels, Calendar, Calls, and other installed apps.

• List pane: shows chats, channels, meetings, contacts, or other items for the current app.

• Main content pane: shows the selected conversation, channel, calendar, meeting details, or file.

• Top area: includes Search and account/settings controls.

• Right-side panes: can open for People, meeting chat, details, or other contextual information.

Numbered app shortcuts: Microsoft notes that app-number shortcuts depend on the sequential position of the app on your app bar. If you or your organization reorder apps, the number changes.

3.1 Explore the Window with Tab

What you will learn: Learn where focus moves before relying on shortcuts.

Before you begin: Teams is open and no menu/dialog is active.

Exactly how to do it

19. Press Tab once.

20. Listen to or visually identify the focused control.

21. Press Tab again and note the next control.

22. Continue through several controls.

23. Press Shift+Tab to move backward.

24. When focus enters a list, use Up Arrow and Down Arrow to move among list items if Teams exposes the list that way.

25. Press Escape if focus enters a temporary control or pane you want to leave.

26. Repeat until you can identify the app/navigation area, current list, and conversation/content area.

What should happen: Focus moves predictably among Teams controls.

If that does not happen: If Tab seems trapped in one section, press Escape once and try Tab again. If a list is active, use arrow keys inside the list rather than repeatedly pressing Tab.

Practice: Explore for two minutes without activating anything; simply identify controls.

Part 4 - Essential Keyboard Navigation

Best habit: Press Ctrl+Period on Windows or Command+Period on Mac whenever you are unsure of a Teams shortcut. This opens Teams' current shortcut list.

4.1 Open the Shortcut List

What you will learn: Use Teams itself as a current command reference.

Before you begin: Teams is open.

Exactly how to do it

27. Windows: press Ctrl+Period (.). Mac: press Command+Period (.).

28. Wait for the keyboard-shortcuts window/pane to open.

29. Use Tab, Shift+Tab, and arrow keys to review categories and commands.

30. Press Escape to close it.

What should happen: The current Teams shortcut list appears.

If that does not happen: If the shortcut does not open, use Settings and more in the upper-right area, then choose Keyboard shortcuts.

Practice: Find the current shortcuts for Search, New chat, Settings, microphone, and camera.

Part 5 - Search

5.1 Search for a Person, Chat, Channel, or Content

What you will learn: Use the Search box without manually browsing long lists.

Before you begin: Teams is open.

Exactly how to do it

31. Press Ctrl+E on Windows or Command+E on Mac.

32. Type the name, keyword, person, chat, or channel you want.

33. Wait for suggestions/results.

34. Use Down Arrow to move through suggestions when available.

35. Read or inspect each result before choosing it.

36. Press Enter on the desired result.

37. If a broader results page opens, use Tab and arrow keys to move among result categories and items.

38. Press Escape if you want to cancel the search.

What should happen: The selected person, chat, channel, or search result opens.

If that does not happen: If the wrong result opens, press Escape or return to Search and use a more specific phrase such as a full name or distinctive channel name.

Practice: Search for one coworker/contact and one channel.

Part 6 - Chat: Find, Read, Start, and Send Messages

Teams may display Chats and Channels together or separately. Microsoft currently describes combined Chats and Channels as the default experience, but organizations and users can change the view.

6.1 Open an Existing Chat and Read It

What you will learn: Open a conversation and move through its messages.

Before you begin: Teams is open and the Chat/Chats and Channels area is available.

Exactly how to do it

39. Move to the Chat or Chats and Channels app using the app bar, Search, or its numbered shortcut if you know its current position.

40. Once focus is in the chat list, press Up Arrow or Down Arrow to move one conversation at a time.

41. Stop when the desired chat is selected.

42. Press Spacebar to jump to the oldest unread message when that behavior is available, or press Enter to move into the conversation/compose area.

43. Use Up Arrow and Down Arrow to move through messages when focus is in the message list.

44. Listen to or read the sender, message text, time/status information, and any attachment/reaction information.

45. Press Escape to return focus to the chat list.

What should happen: You can move between the chat list and messages without losing the conversation.

If that does not happen: If Enter jumps directly to the compose box when you wanted to read messages, press Shift+Tab to move toward the messages list or use Spacebar from the chat list to jump to unread messages.

Practice: Open a chat with unread messages, read them, and return to the chat list.

6.2 Start a New Chat

What you will learn: Create a direct or group conversation.

Before you begin: Know the name or email address of the person you want to message.

Exactly how to do it

46. Press Ctrl+N on Windows or Command+N on Mac.

47. Focus should move to the recipient/To field.

48. Type the person's name or email address.

49. Wait for matching suggestions.

50. Use Down Arrow if there is more than one match.

51. Press Enter/Return on the correct person.

52. To create a group chat, add another person using the same method.

53. Press Tab until focus moves to the message compose box.

54. Type your message.

55. Press Enter on Windows or Return on Mac to send the message.

What should happen: The message appears in the conversation and the chat is added to your chat list.

If that does not happen: If Enter inserts a new line instead of sending, your compose settings or formatting mode may be different. Use the Send button or Teams' current shortcut behavior.

Practice: Start a chat with a safe test contact and send a short greeting.

6.3 Reply to a Chat Quickly

What you will learn: Move from the chat list to the compose box and back.

Before you begin: Focus is in the chat list.

Exactly how to do it

56. Use Up Arrow/Down Arrow to select the chat.

57. Press Enter to move into that conversation; Microsoft documents this as moving focus to the message compose area in the current Chats and Channels experience.

58. Type your reply.

59. Press Enter to send.

60. Press Escape to return focus to the chat list.

What should happen: The reply is sent and focus returns to the list after Escape.

If that does not happen: If Escape does not return to the list, press it once more or Shift+Tab until the list is reached.

Practice: Reply to two chats and return to the list after each one.

Part 7 - Chat Formatting, Attachments, Reactions, and Mentions

7.1 Mention a Person with @

What you will learn: Notify a specific person inside a chat or channel message.

Before you begin: Be in a message compose box.

Exactly how to do it

61. Type the @ symbol.

62. Immediately type the person's name.

63. Wait for matching people to appear.

64. Use Up Arrow or Down Arrow to move through matches.

65. Press Enter/Return on the correct person.

66. Continue typing the message.

67. Send the message.

What should happen: The person's name becomes a mention and the sent message can notify them according to their notification settings.

If that does not happen: If no match appears, check the spelling or whether that person is available in the current organization/team.

Practice: Write a draft mention but do not send it until you confirm the correct person.

7.2 Attach a File to a Chat

What you will learn: Send a file with a chat message.

Before you begin: Be in a chat and know where the file is stored.

Exactly how to do it

68. Move through the compose controls with Tab until you reach the attachment/file control, or use the current attachment command shown in Teams.

69. Activate it.

70. Choose the source, such as a file from your computer or connected Microsoft storage.

71. If a file picker opens, use standard Windows/macOS file navigation to locate the file.

72. Select the file and activate Open/Attach.

73. Wait for the file to finish attaching or uploading.

74. Add explanatory text in the message box if desired.

75. Send the message.

What should happen: The attachment appears with the sent message.

If that does not happen: If the attachment fails, verify file access, network connection, file size/type restrictions, and organizational sharing policies.

Practice: Attach a non-sensitive practice file to a test chat.

Part 8 - Chats and Channels: Combined and Separate Views

Microsoft's current Teams experience can show chats and channels in one combined list or in separate app/list views. Do not assume another person's Teams looks exactly like yours.

• Combined view: chats and channels appear together in the same primary experience.

• Separate view: chats and channels are divided into different app/list areas.

• App shortcuts can change when the app bar order changes.

• Use Search or Ctrl+G/Command+G when you know the destination name but not where it is in the list.

8.1 Go Directly to a Chat or Channel

What you will learn: Open a known destination without browsing the entire list.

Before you begin: Know at least part of the chat or channel name.

Exactly how to do it

76. Press Ctrl+G on Windows or Command+G on Mac.

77. Type the chat or channel name.

78. Use Down Arrow through matches.

79. Press Enter/Return on the correct result.

What should happen: The requested chat or channel opens.

If that does not happen: If no result appears, use Ctrl+E/Command+E Search instead and enter a broader keyword.

Practice: Open one chat and one channel using Go to.

Part 9 - Teams and Channels

Channels are persistent conversation spaces inside a team. Depending on your permissions, channels may be standard, private, or shared.

9.1 Open a Channel and Read Posts

What you will learn: Navigate into a channel conversation.

Before you begin: Be in Chats and Channels or the Teams/channels area.

Exactly how to do it

80. Move through the team/channel list with Up Arrow and Down Arrow.

81. If a team is collapsed, use the appropriate expand control or Right Arrow when supported.

82. Move to the desired channel.

83. Press Enter.

84. Move into the posts/conversation area with Tab or the screen-reader navigation appropriate to your platform.

85. Use arrow keys to read posts/messages.

86. Move to the reply/compose control to add a response.

87. Type the response and send it.

What should happen: The channel opens and you can read and contribute to its conversation.

If that does not happen: If you cannot access a channel, you may not be a member or the channel may be private/shared with restricted access.

Practice: Open a channel, read three posts, and return to the channel list.

Part 10 - Files

Files shared in Teams can appear in chat, channels, or file tabs. Chat files commonly use OneDrive; channel files commonly use the team's SharePoint-backed file storage.

10.1 Open a File Shared in a Conversation

What you will learn: Find and open a file from a chat or channel.

Before you begin: Open the conversation that contains the file.

Exactly how to do it

88. Move through messages until you reach the message containing the file.

89. Move focus to the file attachment/link.

90. Press Enter/Return.

91. Wait for the file to open in Teams, a Microsoft 365 viewer/editor, or your browser depending on file type and settings.

92. Use the application's normal navigation to read or edit the file.

93. Close the file or use Teams navigation to return to the conversation.

What should happen: The file opens with the permissions available to your account.

If that does not happen: If you are denied access, ask the file owner or organization administrator to check permissions rather than repeatedly retrying.

Practice: Open a safe shared document and return to the original conversation.

Part 11 - Calendar

Calendar is where you review upcoming meetings, open meeting details, respond to invitations, and create new events.

11.1 Open Calendar and Find a Meeting

What you will learn: Reach an upcoming meeting without using a mouse.

Before you begin: Teams is open.

Exactly how to do it

94. Use the Calendar app on the app bar. If you know its current sequential position, use the corresponding Ctrl+number on Windows or Command+number on Mac.

95. Do not assume the number is fixed. Microsoft notes it changes if app order changes.

96. Once Calendar opens, press Tab through the calendar toolbar and meeting items.

97. Use arrow keys inside calendar grids or lists when Teams exposes them.

98. Stop on the meeting you want.

99. Press Enter/Return to open meeting details.

What should happen: The selected meeting details open.

If that does not happen: If you cannot find the meeting by keyboard navigation, press Ctrl+E/Command+E and search for the meeting title or organizer.

Practice: Open the next scheduled meeting's details, then return to Calendar.

Part 12 - Schedule a Meeting

12.1 Schedule a Meeting with Keyboard and Screen Reader

What you will learn: Create a meeting, invite people, set time/date, and send the invitation.

Before you begin: Know the meeting title, attendees, date, and time.

Exactly how to do it

100. Open Calendar from the app bar.

101. Tab until you reach the Calendar toolbar.

102. Move to New event/New meeting and press Enter/Return.

103. When the New meeting dialog opens, type the meeting title in the Add title field.

104. Press Tab to the Invite attendees field.

105. Type the first person's name or email address.

106. Wait for suggestions, use Down Arrow to select the correct person, and press Enter/Return.

107. Repeat for additional attendees.

108. Press Tab through the date fields. Open a date picker if needed, then use arrow keys to choose the date and press Enter.

109. Tab to Start time and End time. Use the available time controls or type/select the desired times.

110. Tab to Recurrence if you need a repeating meeting; open it, use arrow keys to choose the pattern, and confirm.

111. If this is a channel meeting, move to Add channel, browse the team/channel hierarchy, and select the correct channel.

112. Tab to Location if needed. Leave it blank for an online-only Teams meeting unless a physical location is required.

113. Tab to the meeting details/description field and type the agenda or instructions.

114. Tab until Send is focused.

115. Press Enter/Return.

What should happen: The event is created and invitations are sent.

If that does not happen: If Send is unavailable, verify required fields such as title/date/time and that attendee entries are resolved correctly.

Practice: Create a practice meeting for a future date, then open it from Calendar.

12.2 Start a Meet Now Meeting

What you will learn: Start an immediate meeting without first creating a normal calendar invitation.

Before you begin: Open Calendar.

Exactly how to do it

116. Tab through the Calendar toolbar until Meet now is focused.

117. Press Enter.

118. Type or edit the meeting name if a name field is shown.

119. Tab to the camera toggle and press Spacebar if you want to change its state.

120. Tab to the audio option and choose the desired audio mode.

121. Tab to Start meeting/Join and press Enter.

122. After the meeting starts, use the invite/participants controls if you need to add people.

What should happen: The meeting starts and meeting controls become available.

If that does not happen: If Teams requests microphone/camera permission, grant or deny according to your needs and organizational policy.

Practice: Start a private practice Meet now session and locate the Leave button without inviting anyone.

Part 13 - Join a Meeting

13.1 Join from Teams Calendar

What you will learn: Join an existing meeting and make deliberate microphone/camera choices before entering.

Before you begin: The meeting is visible in Teams Calendar.

Exactly how to do it

123. Open Calendar.

124. Tab or navigate to the meeting.

125. Move to the Join button and activate it.

126. On the pre-join screen, move through camera, microphone, speaker/audio, and other available controls.

127. Use Spacebar to toggle switches such as camera or microphone when focused.

128. Confirm the microphone state you want before joining.

129. Confirm the camera state you want before joining.

130. Move to Join now/Join the meeting.

131. Press Enter/Return.

132. Wait for the meeting to open. If a lobby is used, wait until admitted.

What should happen: You enter the meeting with the audio/video state you selected.

If that does not happen: If you cannot join, check the meeting time, internet connection, account permissions, and whether the organizer must admit you from a lobby.

Practice: Join a test meeting with microphone muted and camera off.

Part 14 - Meeting Controls

14.1 Mute and Unmute

What you will learn: Control whether other participants can hear your microphone.

Before you begin: Be inside a Teams meeting.

Exactly how to do it

133. Press Ctrl+Shift+M on Windows or Command+Shift+M on Mac.

134. Listen for or visually confirm the microphone state.

135. Press the same shortcut again to reverse the state.

136. Before speaking, verify that the microphone is unmuted.

137. After speaking, mute again when appropriate.

What should happen: The microphone changes between muted and unmuted.

If that does not happen: If the shortcut does not respond, Tab to the microphone button and activate it. Check the shortcut list because keyboard mappings can change.

Practice: Practice toggling twice and identify the final state.

14.2 Open the People/Participants Pane

What you will learn: Find out who is in the meeting.

Before you begin: Be inside a meeting.

Exactly how to do it

138. Press Tab repeatedly until Show participants/People is focused.

139. Press Enter/Return.

140. Tab until focus reaches the attendees/participants list.

141. Use Down Arrow to move through participant names and statuses.

142. When finished, Tab or Shift+Tab to Close right pane.

143. Activate Close.

What should happen: The People pane opens, names can be reviewed, and the pane closes.

If that does not happen: If arrow keys do not move among names, first move focus into the participant tree/list using Tab.

Practice: Open People, identify two participant names, and close the pane.

14.3 Open Meeting Chat

What you will learn: Send and read messages while remaining in a meeting.

Before you begin: Be inside a meeting.

Exactly how to do it

144. Tab through meeting controls until Show conversation/Chat is focused.

145. Press Enter/Return.

146. Focus may move to the new-message field.

147. Type your message.

148. Press Enter/Return to send.

149. To read existing messages, press Shift+Tab toward the message list.

150. Use Up Arrow/Down Arrow or the platform's documented message navigation to read messages.

151. Move to Close right pane and activate it when finished.

What should happen: The meeting chat pane opens, your message sends, and you can read other messages.

If that does not happen: If your typed text does not send, move to the Send button and activate it.

Practice: Send a short test message and close the chat pane.

14.4 Leave a Meeting

What you will learn: Exit intentionally instead of accidentally closing another pane.

Before you begin: Be inside a meeting.

Exactly how to do it

152. Press Tab until Hang up/Leave is focused.

153. Confirm that the control is the meeting leave control, not a pane close button.

154. Press Enter/Return.

155. If Teams asks whether to leave or end the meeting for everyone and you are the organizer, choose the option you intend.

What should happen: You leave the meeting and return to Teams.

If that does not happen: If you are still in the meeting, locate Hang up/Leave again and activate it. Closing a side pane does not leave the meeting.

Practice: From a test meeting, find the Leave control and exit.

Part 15 - Captions, Transcription, Reactions, Raise Hand, and Accessibility

Teams includes accessibility and participation tools whose availability can depend on meeting policy, organizer settings, language, account type, and organization.

• Live captions display spoken words as text during a meeting.

• Transcription can create a written meeting transcript when allowed.

• Raise hand signals that you want to speak.

• Reactions provide nonverbal responses such as applause or agreement.

• Background noise suppression and voice isolation options can improve focus in some environments.

• Meeting chat provides a text-based alternative or supplement to spoken participation.

15.1 Turn On Live Captions

What you will learn: Display spoken meeting audio as text when captions are available.

Before you begin: Be inside a meeting.

Exactly how to do it

156. Move through the meeting controls to More/More actions.

157. Open the menu.

158. Use arrow keys to find Language and speech or the current captions/transcription option.

159. Choose Turn on live captions.

160. Wait for the caption region to appear.

161. If prompted for spoken language, choose the correct meeting language.

162. To stop captions, return to the same menu and choose the option to turn them off.

What should happen: Captions appear as people speak.

If that does not happen: If the option is missing, captions may be restricted by meeting policy or your account. Check with the organizer or administrator.

Practice: Turn captions on in a test meeting and locate the caption area.

Part 16 - Share Your Screen or Content

16.1 Share Content in a Meeting

What you will learn: Present your screen, window, or other supported content.

Before you begin: Close or hide private information before sharing.

Exactly how to do it

163. Inside the meeting, press Tab through controls until Share/Share content is focused.

164. Press Enter/Return.

165. Move through available choices such as Screen, Window, PowerPoint, Whiteboard, or other supported options.

166. Choose the smallest appropriate sharing scope. Prefer a specific window when you do not need to share everything on your desktop.

167. Activate the desired item.

168. Wait for Teams to indicate that sharing has started.

169. Navigate to the application/content you are presenting.

170. When finished, return to Teams or the sharing toolbar.

171. Activate Stop sharing.

What should happen: Other participants can see the content you selected, and sharing stops when you choose Stop sharing.

If that does not happen: If the share picker is empty or screen sharing fails, check operating-system screen-recording/privacy permissions and organizational meeting policy.

Practice: Practice sharing a non-sensitive window, confirm sharing, then stop.

Privacy: Before sharing your entire screen, close email, messages, password managers, client records, personal notifications, and any other content that should not be visible to meeting participants.

Part 17 - Calls

17.1 Start an Audio or Video Call from a Contact/Chat

What you will learn: Call a person directly.

Before you begin: Calling must be enabled for your Teams account.

Exactly how to do it

172. Open the chat/contact for the person you want to call.

173. Confirm that the correct person or group is selected.

174. For a Windows audio call, Microsoft documents Ctrl+Shift+C when focus is on the contact/conversation.

175. For a Windows video call, Microsoft documents Ctrl+Shift+U when focus is on the contact/conversation.

176. Alternatively, Tab to the Audio call or Video call button and activate it.

177. Wait for the other person to answer.

178. Use the meeting/call microphone and camera controls as needed.

179. To finish, locate Hang up and activate it.

What should happen: The call starts with the intended person and ends when Hang up is activated.

If that does not happen: If call controls are unavailable, your account or organization may not have calling enabled.

Practice: Locate the audio-call and video-call controls in a safe test chat without placing an unwanted call.

Part 18 - Activity and Notifications

Activity collects mentions, replies, reactions, and other events. Notifications determine which events interrupt or alert you.

18.1 Review Activity

What you will learn: Find recent Teams events that need your attention.

Before you begin: Teams is open.

Exactly how to do it

180. Open Activity from the app bar.

181. Move through activity items with Up Arrow/Down Arrow or Tab as appropriate.

182. Read the type of activity, sender, and related conversation.

183. Press Enter on an item to open the related chat/channel/message.

184. Press Escape to return to the Activity list.

What should happen: You can move from an alert to the relevant conversation and back.

If that does not happen: If an activity item opens the wrong context, return and confirm the selected item before pressing Enter.

Practice: Open one recent activity item and return.

18.2 Change Notification Settings

What you will learn: Reduce or increase Teams alerts.

Before you begin: Teams is open.

Exactly how to do it

185. Press Ctrl+Comma on Windows or Command+Comma on Mac to open Settings.

186. Navigate to Notifications and activity or the current notification category.

187. Move through notification types one at a time.

188. For each setting, read the current option before changing it.

189. Open the option and choose the desired behavior, such as banner/feed/off, where available.

190. Close Settings when finished.

191. Send or receive a test message if possible to verify the new behavior.

What should happen: Teams notifications follow the changed settings.

If that does not happen: If notifications still do not appear, also check Windows/macOS system notification permissions and Focus/Do Not Disturb modes.

Practice: Review chat-message and meeting notification settings without changing anything first.

Part 19 - Status, Profile, and Settings

19.1 Change Your Presence Status

What you will learn: Set Available, Busy, Do not disturb, Away, or another available status.

Before you begin: Teams is open.

Exactly how to do it

192. Move to your profile/account control near the top of Teams.

193. Activate it.

194. Move to the current status option.

195. Open the status menu.

196. Use arrow keys to select the desired status.

197. Press Enter/Return.

198. If an option to set duration is available and needed, choose how long Teams should keep that status.

What should happen: Your profile shows the selected status.

If that does not happen: If the status changes back automatically, Teams may be updating presence based on calendar activity, inactivity, or organization policy.

Practice: Set a temporary status and then restore your normal status.

Part 20 - Audio and Video Device Settings

20.1 Choose the Correct Microphone, Speaker, and Camera

What you will learn: Make sure Teams is using the intended hardware before an important meeting.

Before you begin: Connect the headset, microphone, speakers, and camera you intend to use.

Exactly how to do it

199. Open Settings with Ctrl+Comma on Windows or Command+Comma on Mac.

200. Navigate to Devices or the current device settings category.

201. Move to Speaker and read the selected device.

202. Open the speaker list and choose the desired output device.

203. Move to Microphone and choose the desired input device.

204. Move to Camera and choose the desired camera if video is needed.

205. Use Make a test call or any available test feature if your account provides it.

206. Speak and listen for playback or watch the input meter/feedback where available.

207. Close Settings.

What should happen: Teams uses the correct speaker, microphone, and camera.

If that does not happen: If the device is missing, reconnect it, check operating-system sound/privacy settings, then restart Teams if necessary.

Practice: Verify devices before your next meeting rather than waiting until the meeting starts.

Part 21 - Screen Reader Navigation on Windows

Microsoft currently documents Teams with Narrator, JAWS, and NVDA. Recent JAWS versions may not use the virtual PC cursor in Teams by default, so some Microsoft procedures distinguish focus navigation from virtual/browse navigation.

21.1 Navigate the Chats and Channels List with a Screen Reader

What you will learn: Move efficiently from conversation list to messages and back.

Before you begin: Teams is running with Narrator, JAWS, or NVDA.

Exactly how to do it

208. Open Chat/Chats and Channels using the app bar or its current numbered shortcut.

209. Use Down Arrow to move one conversation at a time.

210. Press Spacebar on a conversation to jump to its oldest unread message when supported.

211. Use Down Arrow to move through messages.

212. Press Escape to return to the chat/channel list.

213. To reply quickly, select the conversation in the list and press Enter.

214. Type the reply in the compose area.

215. Press Enter to send.

216. Press Escape to return to the list.

What should happen: You can repeatedly move list → messages/compose → list without hunting through the entire Teams window.

If that does not happen: If arrow keys are being interpreted as browse/virtual navigation rather than focus navigation, adjust the screen reader's browse/focus mode as appropriate for Teams.

Practice: Read one chat, reply, return to the list, then open another chat.

Part 22 - VoiceOver Navigation on Mac

On Mac, Teams can be used with VoiceOver. Standard VoiceOver concepts still apply: VO+Right/Left moves among accessible items, VO+Shift+Down interacts with a group, and VO+Shift+Up stops interacting.

22.1 Read and Reply to a Teams Chat with VoiceOver

What you will learn: Use Teams without the mouse on Mac.

Before you begin: VoiceOver is on and Teams is open.

Exactly how to do it

217. Use Command+E and search for the chat/person if that is easier than browsing the app bar.

218. Press Return on the correct result.

219. Use VO+Right Arrow to move through the chat interface.

220. When VoiceOver announces a group containing messages, press VO+Shift+Down Arrow.

221. Use VO+Right Arrow or the list's arrow-key behavior to move among messages.

222. To reach the compose box, stop interacting when needed with VO+Shift+Up Arrow, then continue VO+Right Arrow until the message field is announced.

223. Type the message.

224. Press Return to send.

225. Listen for confirmation/new message state before navigating away.

What should happen: The message is sent and you can continue reading the conversation.

If that does not happen: If VoiceOver skips controls inside a group, interact with that group. If you are stuck inside nested content, use VO+Shift+Up Arrow to move outward.

Practice: Open a chat, read the most recent message, and send a short reply.

Part 23 - Teams on the Web

Teams on the web runs inside a browser, so some shortcuts differ from the desktop app. Browser shortcuts can also conflict with Teams shortcuts.

• Microsoft recommends Edge with Narrator for Teams on the web; Chrome or Firefox can be used with JAWS/NVDA.

• Web app navigation may use Ctrl+F6 where desktop Teams uses F6-style movement.

• Web Search can use Ctrl+Alt+E rather than the desktop Ctrl+E.

• Do not assume desktop shortcuts work identically in the browser.

• Use Teams' in-app keyboard-shortcuts list for the exact web mapping.

Browser caution: Keys such as F1, Ctrl+O, and other common shortcuts may control the browser rather than Teams when you are using the web app.

Part 24 - Mobile Teams Basics

On iOS and Android, Teams uses touch gestures and the device's screen reader. Microsoft provides platform-specific accessibility procedures.

• iPhone/iPad: VoiceOver uses swipes to move focus and double-tap to activate.

• Android: TalkBack uses swipe navigation and double-tap activation.

• Meeting screens still include microphone, camera, Join, People, Chat, and Leave controls, but their location can differ from desktop.

• For precise mobile screen-reader procedures, use Microsoft's current Teams accessibility support because mobile layouts change frequently.

Part 25 - Troubleshooting

25.1 Teams Is Open but Keyboard Navigation Seems Stuck

What you will learn: Recover without randomly pressing keys.

Before you begin: Teams is responsive.

Exactly how to do it

226. Press Escape once.

227. Press Tab once and listen to/observe the newly focused control.

228. If you are in a list, try Up Arrow and Down Arrow.

229. If you are inside a menu, use arrow keys and Escape to close it.

230. Use Ctrl+E/Command+E to move directly to Search if you need a stable starting point.

231. Use Ctrl+Period/Command+Period to confirm the current shortcut list.

232. If the interface is still not responding, close and reopen the current pane or restart Teams.

What should happen: Focus begins moving predictably again.

If that does not happen: If the whole app is frozen rather than merely focused in an unusual region, restart Teams and check for an update.

Practice: Deliberately open a menu, close it with Escape, then return to Search.

25.2 Other People Cannot Hear You

What you will learn: Find whether the problem is mute state, device selection, permissions, or hardware.

Before you begin: Be in a call/meeting or open Device settings.

Exactly how to do it

233. Check whether Teams shows your microphone as muted.

234. Press Ctrl+Shift+M on Windows or Command+Shift+M on Mac to change the state if needed.

235. Open Teams Settings > Devices.

236. Confirm the intended microphone is selected.

237. Speak and check any input/test feedback.

238. Check Windows/macOS microphone privacy permission for Microsoft Teams.

239. Check the headset's physical mute switch if it has one.

240. Try another known-good microphone if available.

What should happen: Your voice is detected and other participants can hear you.

If that does not happen: If Teams sees no microphone at all, solve the operating-system/hardware problem before changing meeting settings.

Practice: Before an important meeting, verify microphone selection and mute state.

25.3 You Cannot Hear the Meeting

What you will learn: Check speaker/output issues in order.

Before you begin: Teams meeting audio should be active.

Exactly how to do it

241. Check the computer's master volume and mute state.

242. Open Teams Settings > Devices.

243. Confirm the correct Speaker/output device is selected.

244. If using Bluetooth headphones, confirm they are connected to the computer.

245. Check the meeting's audio connection mode.

246. Use a Teams test call or operating-system sound test if available.

247. Reconnect or reselect the output device.

What should happen: Meeting audio comes through the intended device.

If that does not happen: If other apps also have no sound, troubleshoot the operating-system audio device rather than Teams alone.

Practice: Switch between two available output devices and restore the preferred one.

25.4 You Cannot Find a Chat or Channel

What you will learn: Use direct navigation instead of browsing every item.

Before you begin: Know part of the name.

Exactly how to do it

248. Press Ctrl+G/Command+G and type the chat/channel name.

249. Review matches and open the correct one.

250. If there is no match, press Ctrl+E/Command+E.

251. Search for the team name, channel name, person's full name, or distinctive keyword.

252. Check whether the channel is hidden, private, shared, or outside your current organization/account.

What should happen: You either find the destination or identify a membership/account reason it is unavailable.

If that does not happen: If you use multiple organizations/tenants/accounts, confirm you are currently in the correct one.

Practice: Find the same channel once with Ctrl+G and once with Search.

25.5 Meeting Join Button Is Missing

What you will learn: Determine why a meeting cannot yet be joined.

Before you begin: Open the meeting details.

Exactly how to do it

253. Confirm the meeting date and start time.

254. Confirm that the event is actually a Teams/online meeting.

255. Look for Join in the calendar item or meeting details.

256. Refresh/reopen Calendar.

257. Check whether you are signed into the invited account.

258. If you joined from a link, reopen the invitation link.

259. If the organizer uses a lobby, remember that the Join button gets you to the lobby; admission is separate.

What should happen: The Join option appears or you identify the reason it is unavailable.

If that does not happen: If the meeting was cancelled, changed, or created without online meeting details, contact the organizer.

Practice: Open a future meeting and identify where Join will appear when available.

Part 26 - Independent Practice Course

Level 1 - Basic Orientation

☐ Open Teams.

☐ Identify Search, app bar/navigation, list pane, and main content area.

☐ Open the keyboard shortcuts list.

☐ Close it with Escape.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Level 2 - Search and Chat

☐ Search for a person.

☐ Open an existing chat.

☐ Read recent messages.

☐ Send a reply.

☐ Return to the chat list.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Level 3 - New Chat and Mentions

☐ Start a new chat.

☐ Add a recipient.

☐ Send a message.

☐ Create an @mention in a draft.

☐ Attach a non-sensitive practice file.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Level 4 - Channels

☐ Open a team/channel.

☐ Read channel posts.

☐ Reply to a channel post.

☐ Return to the channels list.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Level 5 - Calendar

☐ Open Calendar.

☐ Find a future meeting.

☐ Open its details.

☐ Return to Calendar.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Level 6 - Schedule

☐ Create a practice meeting.

☐ Add a title and attendee.

☐ Set date/time.

☐ Add an agenda.

☐ Send the invitation.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Level 7 - Meeting

☐ Join with mic muted.

☐ Turn camera state on/off deliberately.

☐ Open People.

☐ Open meeting chat.

☐ Turn on captions if available.

☐ Leave the meeting.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Level 8 - Sharing and Devices

☐ Verify microphone and speaker.

☐ Start a test meeting.

☐ Share a safe window.

☐ Stop sharing.

☐ Leave.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Level 9 - Independent Recovery

☐ Recover from a menu with Escape.

☐ Use Search when lost.

☐ Use Ctrl+G/Command+G to find a destination.

☐ Open Teams' shortcut list to confirm a command.

Ready to advance: You can complete every checked task without another person telling you what key to press.

Part 27 - Quick Reference Keyboard Commands

Windows Desktop

Mac Desktop

Numbered app navigation: Ctrl+number on Windows and Command+number on Mac can open apps by their sequential position on the Teams app bar. Because users can reorder apps, always verify the current position before relying on a number.

Part 28 - Official Microsoft Resources

Microsoft Teams Accessibility Help

Keyboard shortcuts for Microsoft Teams

Basic tasks using a screen reader with Microsoft Teams

Use a screen reader to chat in Microsoft Teams

Use a screen reader to schedule a meeting

Use a screen reader to join a meeting

Use a screen reader to share your screen

Use a screen reader to make and answer calls

Screen reader support for Microsoft Teams

Final Independence Checklist

☐ I can open Teams and sign in.

☐ I understand the app bar, list pane, and main content area.

☐ I can open the current keyboard-shortcuts list.

☐ I can search for people, chats, and channels.

☐ I can read and send chat messages.

☐ I can start a new chat.

☐ I can use @mentions and attach a file.

☐ I can navigate channels and read posts.

☐ I can open shared files.

☐ I can use Calendar.

☐ I can schedule a meeting.

☐ I can join a meeting with deliberate mic/camera settings.

☐ I can mute/unmute, open People, use meeting chat, and leave.

☐ I can turn on captions when available.

☐ I can share and stop sharing content safely.

☐ I can check microphone, speaker, and camera settings.

☐ I can use the screen-reader procedures for my platform.

☐ I can troubleshoot common Teams problems in a logical order.

☐ I know where to find Microsoft's current Teams accessibility documentation.

Most important habit: Do one action, then stop and confirm what changed. In Teams, this prevents accidental calls, messages, screen sharing, and navigation errors.

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