Microsoft 365 How-To

Manager & Admin Guide for CTRS Team Members
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Manager & Admin
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View & Reply to Posts

Everyone
  1. Open Teams.
  2. Tap Teams at the bottom.
  3. Tap your team (e.g., On Call Schedule).
  4. Tap a channel (e.g., General).
  5. Read the posts. Tap Reply under any post to respond.
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Start a New Post

Everyone
  1. Open the channel you want to post in.
  2. Tap New post at the bottom of the screen.
  3. Type your message.
  4. Use @name to tag someone specific, or @channel to notify everyone in that channel.
  5. Tap the Send arrow.
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Send a Direct Message (Chat)

Everyone
Not everything needs to go in a channel. Use Chat for private conversations with one person or a small group.
Everyone
  1. Open Teams.
  2. Tap Chat at the bottom.
  3. Tap the New chat icon (pencil icon, top-right).
  4. Type a person's name in the To: field. Tap their name when it appears.
  5. Type your message and tap the Send arrow.
  6. To add more people (group chat), tap the To: field and add more names.
Channel Post vs. Chat
Channel posts are visible to everyone in that channel -- use them for anything the team should see. Chats are private 1-on-1 or small group conversations -- use them for side conversations, personal questions, or things that don't need to be broadcast.
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Create a New Channel

Managers Only
  1. In Teams, go to the team.
  2. Tap the ⋮ three-dot menu next to the team name.
  3. Tap Manage channels.
  4. Tap + Add channel.
  5. Name it (e.g., "Coverage Swaps," "Incidents," "Truck Maintenance").
  6. Choose Standard (visible to all) or Private (invite-only).
  7. Tap Done.
Suggested Channels
For a 24/7 towing operation, consider these channels:
  • General -- company-wide notices
  • Coverage / On-Call Swaps -- "can someone cover Friday night?"
  • Incidents / Accidents -- reports and follow-up
  • Truck Maintenance -- repair status, inspections
  • Training / Safety -- certs, refreshers
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Start a Quick Call or Video Meeting

Everyone
  1. Open the channel or chat where you want the call.
  2. Tap the video camera icon (top-right) to start a video call, or the phone icon for audio only.
  3. Others in the channel/chat will see the call and can join.
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Sharing Files & Photos

Everyone
Need to share an accident photo, a truck inspection report, or a document? You can attach files directly in Teams.
Everyone
  1. Open a Teams channel or chat.
  2. Tap the + (attach) icon next to the message box.
  3. Choose to attach a file from your phone, OneDrive, or take a photo.
  4. To see all files shared in a channel, tap the channel name at the top and look for the Files tab.
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Pin Important Messages

Desktop Feature
Pinning messages to the top of a channel is a desktop feature. On mobile, you can view pinned messages by tapping the channel name and looking for the Pinned section. To pin a message, use the desktop or web version of Teams.
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