Service Microsoft Teams

Microsoft platform for digital collaboration

Microsoft Teams is a user-friendly software for location-independent cooperation, such working from home. With Teams, it is possible to chat in virtual rooms, hold presentations, or use the audio/video functions in real time. Moderators with a Microsoft Teams account can also invite participants who do not have an account.

With Microsoft Teams, you can coordinate with chats, meetings, calls and teamwork all in one place even when you're on the go. Microsoft Teams also allows the creation and assigning of tasks, screen sharing and many other features that simplify collaborative work.

Target group

Microsoft Teams is a service for Heidelberg University employees.

University employees

Use

A central place for teamwork

Simply invite other people to collaborate via email or Teams account
Chat, meetings, calls and teamwork all in one place
Start a video conference with just one click in the group chat

Chat on the go

Direct messaging or group chats
GIFs, stickers and emojis

Work seamlessly as a Team

Teams enables viewing, sharing and editing of files from Word, PowerPoint and Excel in real time
A high degree of flexibility, anytime and anywhere

Employees benefit from other useful features, such as:

Simple login via Uni-ID (Login: uniid[at]uni-heidelberg.de)
Access via browser or with software for all common operating system: Windows, MacOS, Linux, Android and iOS
Availability status – let your Team know if you are currently available
Engagement with external participants and guests
Screen sharing
Whiteboards

Access and requirements

To use Teams, your Uni-ID must be activated for the use of Microsoft 365 online services. To do this, use the linked Microsoft license portal of Heidelberg University, which is used for automated activation if you belong to one of the authorized user groups. Project numbers cannot be activated for licensing reasons.

You can only apply for a team of your own in a workgroup within our Teams environment once your Uni ID has been activated via the Microsoft license portal. After activation, use the “Registration Form: Register a new Team (Uni ID activation required) (DE)”.

You can log in with your Uni ID. The format uniid[at]uni-heidelberg.de is a technically required alternative login name. The login itself takes place through our authentication servers.

Technical information

Microsoft Teams combines many services from Microsoft 365 onto a single platform and is also directly dependent on them. That is why we have a Microsoft 365 instance in the background for the entire University.

Please do not use Outlook in Microsoft 365. This email service is not set up and is not supported by us. Instead, continue to use our local email services.

After the transition to Teams 2.0 on 01.04.2024, the locally installable Teams client from Microsoft is no longer supported on Windows LTSB/LTSC versions, but only on Windows 10/11 Enterprise. On LTSB/LTSC versions, only the use of the online version of Teams in the browser is supported.

Teams 2.0 is also no longer fully compatible with the older Microsoft Office versions 2013 / 2016 / 2019, but only with Microsoft Office 2021 or Office 365. Individual functions are no longer available in the older Office versions after switching to Teams 2.0, for example the calendar invitation function for Teams meetings can no longer be used through Outlook.

We therefore recommend that users of Microsoft Teams update Microsoft Office to the newer Microsoft Office versions 2021 or Office 365.

Frequently Asked Questions

Table filters

Table

How do I use this service?	To use Teams, first apply for access via our web form. Log in to the site http://teams.microsoft.com/ with your Uni ID (Login: uni-id[at]uni-heidelberg.de) and password.
Can I download Microsoft Teams?	Yes, you can download Teams for Windows, macOS and Linux here: https://www.microsoft.com/en-us/microsoft-teams/download-app(Login: uni-id[at]uni-heidelberg.de). Please choose the version “Teams for work or school”.
Is there a mobile app for Microsoft Teams?	Yes, apps for Android and iOS are available in their respective app stores.
How do I log in?	You log in using your Uni ID. The technically required format is your alternative login name: uni-id[at]uni-heidelberg.de. This means that the login itself takes place via our authentication servers.
What is a Team?	You can imagine a Team as a virtual office, in which you gather your team to communicate and work together. Unlike an online meeting which is temporary and only available at a certain point in time, this virtual office remains available with all its contents even after you have “left the office".
How do I set up a Team?	You can request that a Team from the URZ with the form “Register a new team” (DE): https://it-service.uni-heidelberg.de/anfrage/teams_team_beantragen
How do I add members to a Team?	When the user is a member of Heidelberg University, they must first be authorized for via our registration form. Then, you can add them to the Team via the Options menu. Search for the person's last name or Uni ID. After the user is first approved, it can take some time before they are easily found in the system. If this is case, you can try searching for the user with their last name and their first name. Non-university users can be added as guests. It can take up to 24 hours before their access if fully functional.
How do I make the most of Teams?	Microsoft Teams is especially suited for: Collaboration as a team Staying in contact digitally via chat, audio, video Virtual team meetings, break meetings Online meetings Planning and management of tasks
When should I use a Team vs a group chat?	In a Team you have advanced functions for managing your group of members: Conversation chats (threads) Communication channels with options for moderation File management Integration with apps such as OneNote and Whiteboard A Team is best if you have a particular goal in mind as a group. This could include the goals of a department, a working group, or a project. Therefore, you should also use a Team if you are working on an issue together. A Team can also be used to distribute information, for example in an institute or a department. A group chat, on the other hand, is more practical when organizing informal groups (e.g. when agreeing on break times or interactions outside of work) or when you want to bring a group together on short notice to vote or come to a decision on something.
Can I zoom in on a screen presentation?	Yes, you can zoom in on presentations on both computers and smartphones. On a computer, you can increase the size of the content via Ctrl and + or Ctrl and the mouse wheel. You can then move the content by clicking. You can decrease the size again via Ctrl and - or Ctrl and the mouse wheel.
Where is my data stored?	Microsoft Teams is a service of the Microsoft 365 Cloud in Germany. Data save in Teams is stored in Microsoft's certified computing centers in Germany.
How is Microsoft Teams connected to Office/Microsoft 365?	Microsoft Teams combines many services from Microsoft 365 (the new name for Office 365) in one platform and is thus directly dependent on it. This is why we have a Microsoft 365 instance in the background for the entire university. At the moment however, we only offer Teams as a fully supported service. Please do not use Outlook in Microsoft 365. This email service is not established and we do not support it. Instead, please continue using our local email services.

How-tos and Training

How-to

Online Meetings with Microsoft Teams

Training

Introduction to Microsoft Teams

Training

Microsoft: Training for users

Training courses and video tutorials

All How-tos

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