Microsoft Teams Apps – Quick-Start Reference Guide

Overview

This guide provides a comprehensive reference for all Microsoft Teams–integrated applications available within STRSI. It reflects the full functionality of each app as described in the original Microsoft Teams Apps Quick‑Start Reference Guide, with content moderately condensed (C3) for readability but without losing critical detail.

This document helps STRSI staff:

• Select the correct tool for the job
• Understand capabilities and limitations of each app
• Follow STRSI naming and governance standards
• Implement consistent workflows across departments
• Integrate Teams apps effectively with other Microsoft 365 services

The content includes deep‑dive summaries, use cases, setup guidance, pro tips, integration scenarios, and troubleshooting.

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Navigation Quick Reference

I Need To…	Use This App	Time to Set Up
Track project tasks visually	Planner	5 minutes
Collect data or requests	Forms	10 minutes
Get approvals	Approvals	2 minutes
Automate workflows	Power Automate	15–30 minutes
Schedule appointments	Bookings	15 minutes
Store structured information	Lists	10 minutes
Take collaborative notes	OneNote	5 minutes
Share documents	SharePoint (Files tab)	Built‑in
Create dashboards	Power BI	30–60 minutes
Track personal tasks	To Do	2 minutes
Schedule frontline shifts	Shifts	20 minutes
Make diagrams	Visio	15 minutes
Build presentations	PowerPoint or Sway	10–20 minutes
Build custom business apps	Power Apps	1–2 hours
Edit or share videos	Stream or Clipchamp	15–30 minutes
Brainstorm visually	Whiteboard	5 minutes
Manage complex projects	Project	30–60 minutes

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Core Productivity Apps

Microsoft Planner

Planner provides a visual Kanban‑style interface for managing tasks across projects and teams. STRSI uses Planner extensively for proposal pipelines, project execution workflows, marketing campaign planning, and IT/operations task boards.

What It Does

• Organizes tasks using boards, buckets, cards, and labels
• Tracks work visually across workflow stages
• Allows assignment of tasks to individuals or teams
• Supports due dates, checklists, comments, file attachments, and links

Perfect For

• Proposal workflows
• Project task management
• IT ticket triage
• Operational tracking
• Agile‑style backlogs
• Cross‑functional team coordination

STRSI Naming Convention

All new Planner plans must follow this naming standard:

[Team] – [Purpose] – [Year]

Examples:

• Marketing – Campaign Tasks – 2025
• IT – Infrastructure Roadmap – 2025

This ensures consistent archiving, discoverability, and governance.

Setup (5 Minutes)

1. In Teams, open a channel → + Add Tab
2. Select Planner → Create a new plan
3. Enter the STRSI plan name format
4. Create bucket columns (e.g., Prospecting → Drafting → Review → Sent → Won/Lost)
5. Add and assign cards
6. Add due dates and priorities
7. Apply labels/colors for clarity

Key Features

• Drag‑and‑drop tasks between workflow stages
• Attach files stored in SharePoint
• Add checklists to tasks
• Multiple views: Board, Charts, Schedule
• Filter and group tasks dynamically

Pro Tips

• Keep buckets aligned with actual workflows
• Use color labels consistently across teams
• Create recurring tasks using templates
• Right‑size the board; avoid bucket sprawl

Integration Ideas

• Forms → Planner → Teams using Power Automate
• Link SharePoint proposal templates directly to tasks
• Use Planner in Teams tabs for high visibility

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Microsoft Forms

Forms enables easy creation of surveys, request forms, quizzes, and structured data intake used throughout STRSI. It is a core tool for standardized data collection.

What It Does

• Collects form submissions centrally
• Supports surveys, quizzes, polls, and intake workflows
• Provides real‑time analytics and charts
• Integrates seamlessly with Power Automate, Planner, and SharePoint

Perfect For

• IT/HR intake
• Event and training registration
• Employee surveys and feedback
• Client and partner questionnaires
• Incident and maintenance reporting

Key Features

• Branching logic for conditional workflows
• File upload support
• Anonymous or authenticated response modes
• Real‑time results dashboard
• Export to Excel for reporting

Setup (10 Minutes)

1. Go to Forms.office.com or add Forms as a tab in Teams.
2. Select New Form.
3. Add fields (choice, text, Likert, date, rating, upload).
4. Configure settings (response limits, deadlines, privacy).
5. Share via link, QR, email, or embed in Teams.

Pro Tips

• Use branching to simplify complex forms.
• Turn on “Record name” when tracking submitters is required.
• Pair with Automate to trigger Planner tasks or approvals.

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Microsoft Lists

Lists is a versatile tool for structured tracking, lightweight database scenarios, and standardized workflows across STRSI.

What It Does

• Stores structured collections of information
• Tracks status, ownership, dates, metadata, and categories
• Provides custom views for different teams or audiences

Perfect For

• Asset or equipment tracking
• Project deliverables
• Issue and bug logs
• Document registers
• Client or vendor lists
• Training records and compliance tracking

Key Features

• Multiple view types: List, Gallery, Calendar, Board
• Custom column types (choice, number, person, lookup, yes/no)
• Conditional formatting to highlight status or priority
• Validation rules and dynamic formatting
• Alerts and automation triggers

Setup (10 Minutes)

1. Add a Lists tab in Teams.
2. Choose a template (Issue tracker, Asset manager) or create blank.
3. Add required fields and configure formatting.
4. Build filtered views for teams.
5. Add automation rules for notifications or escalations.

Pro Tips

• Use Choice fields to maintain clean, consistent data.
• Create filtered views for managers vs frontline team members.
• Link Lists to Power BI for automatic reporting.

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SharePoint (Files Tab)

Every Teams channel has a linked SharePoint document library. This is the authoritative storage location for STRSI team documents.

What It Does

• Stores, organizes, and versions all shared files
• Supports coauthoring, metadata tagging, and advanced search
• Provides governance and archival structure

Perfect For

• Project deliverables
• Proposal libraries
• Templates and processes
• Department documentation
• Yearly archives

STRSI Folder Structure Standard

• Active Projects
• Templates
• Meeting Notes
• Archive
• 2025
• 2024

File Naming Standards

• Contracts: [Client][Contract#][Year].pdf
• Proposals: [YYMMDD]_[STATE] [AGENCY]_Name of RFP
• Project transfers: Moved from proposal library once awarded

Key Features

• Version history and restore
• Metadata and custom columns
• Check-in/check-out for controlled editing
• Automatic archiving rules for proposals and projects

Pro Tips

• Use metadata for easier filtering and automation.
• “Open in SharePoint” to access advanced features.
• Pin commonly used files to the top of the Files tab.

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OneNote

OneNote is STRSI’s collaborative notebook platform, ideal for capturing ongoing project knowledge and meeting documentation.

What It Does

• Provides shared, searchable notebooks
• Supports rich text, images, tables, drawings, and embedded content
• Enables team-based knowledge retention

Perfect For

• Meeting minutes
• Research and reference content
• Action item logs
• Brainstorming and planning
• Project documentation

Suggested Notebook Structure

• Meeting Notes
• Research
• Action Items
• Reference

Key Features

• Real‑time coauthoring
• Search across notebooks
• Page versions and history
• Tagging and categorization
• Section and page organization

Pro Tips

• Use templates for recurring meeting notes.
• Tag action items and follow-ups for visibility.
• Keep sections broad and pages granular for easier navigation.

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Automation and Workflow Tools

Power Automate

Power Automate connects Microsoft 365 applications into automated workflows. It is used at STRSI to streamline approvals, notifications, data processing, and repetitive administrative tasks.

What It Does

• Automates event‑driven processes (for example, when a form is submitted or a file is added).
• Connects Microsoft 365 data sources such as Forms, Planner, Lists, SharePoint, Outlook, and Teams.
• Supports conditional routing, approvals, escalations, reminders, and multi‑step business logic.

Perfect For

• Routing intake requests to the correct team.
• Creating Planner tasks from Forms or emails.
• Sending notifications to Teams channels or individuals.
• Keeping Lists and other data sources in sync.
• Scheduled status reminders and check‑ins.

Common Flow Patterns

• Forms → Planner → Teams
  When a new form response is submitted, create a Planner task and post a message in a Teams channel.
• SharePoint → Teams notification
  When a file is uploaded or updated, post a summary to the appropriate channel.
• Lists → Approval → Status update
  When a new list item is created, start an approval and update the item when approved or rejected.
• Scheduled reminders
  Daily or weekly flows to remind owners to update tasks, boards, or documentation.

Key Concepts

• Trigger: The event that starts the flow (e.g., item created, time schedule, message received).
• Action: The operation performed (e.g., create task, send email, update item).
• Condition: Logic that branches the workflow based on field values or context.

Pro Tips

• Start with templates and adjust them for your process.
• Name flows clearly (include team, purpose, and year), for example:
  HR – New Hire Onboarding – 2025
• Document complex workflows in OneNote so others can support them.
• Test flows with non‑production data before enabling across a team.

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Approvals

Approvals provides a unified approval experience integrated into Teams and Power Automate. It is used for expense reviews, time‑off requests, document sign‑offs, budget approvals, and more.

What It Does

• Sends structured approval requests to designated approvers.
• Provides a central list of pending and completed approvals.
• Integrates with Power Automate for conditional routing and notifications.

Perfect For

• Time‑off and schedule changes.
• Expense and purchase approvals.
• Document, contract, and SOW sign‑off.
• Change management or governance workflows.

Approval Types

• Sequential: Approvals must be completed one after another (e.g., Manager → Director → VP).
• Parallel: Multiple approvers review at the same time.
• First‑Response: First approver to respond determines the outcome.

Key Features

• Support for multiple approvers.
• Due dates and reminders.
• Attachment of supporting documentation.
• Full audit history and tracking.
• Mobile‑friendly approval experience.

Pro Tips

• Use clear, descriptive titles for approval requests.
• Attach supporting files (PDFs, quotes, proposals) to avoid back‑and‑forth.
• Combine Approvals with Forms and Lists for structured intake plus tracking.

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Advanced Productivity Apps

Power BI

Power BI is STRSI’s primary tool for dashboards, analytics, and visibility into operational and business performance.

What It Does

• Connects to multiple data sources (SharePoint, Lists, Excel, SQL, etc.).
• Produces interactive dashboards and reports.
• Supports drill‑through, filtering, and mobile‑friendly viewing.

Perfect For

• Executive KPI dashboards.
• Sales and pipeline analysis.
• Budget vs. actuals tracking.
• Operational performance metrics.
• Project and portfolio status reporting.

Typical Data Sources

• SharePoint Lists and libraries.
• Excel workbooks stored in SharePoint or OneDrive.
• SQL databases and other line‑of‑business systems.
• Data exported from Forms or external systems.

Pro Tips

• Start with simple dashboards and iterate.
• Use consistent color and visual language across reports.
• Publish key dashboards as tabs in Teams channels.
• Schedule data refresh where supported and needed.

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Power Apps

Power Apps enables STRSI teams to build custom business applications without traditional software development.

What It Does

• Creates web and mobile apps for data entry, lookup, and workflow interaction.
• Connects to SharePoint, Lists, Dataverse, Excel, and other systems.
• Supports custom logic, validations, and tailored user interfaces.

Perfect For

• Field inspection and checklist apps.
• Onboarding or offboarding workflows.
• Inventory or asset tracking systems.
• Custom request submission portals.

Complexity Levels

• Simple apps: Single screen, basic create/read/update – hours.
• Intermediate apps: Multiple screens and roles – days.
• Advanced apps: Cross‑system integration and complex logic – weeks.

Pro Tips

• Keep user interfaces simple and focused on core tasks.
• Reuse existing data sources rather than creating new ones where possible.
• Coordinate with IT when apps will be widely deployed or hold critical data.

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Microsoft Project

Project provides advanced scheduling, resource planning, and project portfolio management.

What It Does

• Manages project timelines with tasks, durations, and dependencies.
• Shows Gantt‑style views and critical path.
• Tracks resource allocation across multiple projects.

Perfect For

• Complex, multi‑phase projects with dependencies.
• Large client implementations or multi‑workstream engagements.
• Cross‑team programs where timing and capacity must be managed centrally.

Views and Features

• Grid view: Task and date layout.
• Board view: Kanban‑style board similar to Planner.
• Timeline view: Gantt chart for dependencies and schedule.
• People view: Resource allocation and workload.

Pro Tips

• Define project scope and work breakdown structure before building the schedule.
• Use dependencies and constraints thoughtfully; avoid over‑complication.
• Update progress regularly to maintain accurate reporting and forecasts.

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Communication and Collaboration Apps

Microsoft Bookings

Bookings provides automated appointment scheduling integrated with Teams and Outlook.

What It Does

• Publishes a booking page for internal or external users to self‑schedule appointments
• Automatically generates Teams meetings
• Manages staff availability, services, buffers, and scheduling policies

Perfect For

• HR interviews and onboarding sessions
• IT support appointments or office hours
• Client consultations
• Cross‑department advisory sessions

Setup (15 Minutes)

1. Go to Bookings.office.com
2. Create a new booking calendar
3. Add services (e.g., “IT Support – 30 min”)
4. Add staff and configure availability
5. Configure policies (buffers, lead time, cancellation rules)
6. Enable Teams meeting integration
7. Share the booking link via Teams or email

Key Features

• Customizable booking pages
• Automated reminders
• Multiple service and staff mappings
• Integrated Teams meeting creation

Pro Tips

• Use separate calendars for IT, HR, and support teams
• Use custom questions to gather request context
• Apply buffer windows to prevent back‑to‑back booking overload

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Viva Engage

Viva Engage supports company‑wide communication, collaboration, and community building.

What It Does

• Hosts conversation threads, announcements, and community spaces
• Enables leadership engagement and knowledge sharing
• Supports polls and lightweight feedback

Perfect For

• Organization‑wide announcements
• Recognition and employee engagement
• Community groups and practice communities
• Broad knowledge‑sharing threads

Key Features

• @mentions, reactions, and threaded discussions
• Community creation and membership controls
• Featured posts and pinning
• Teams notifications for new content

Pro Tips

• Use focused communities (e.g., Announcements, Watercooler, Practices)
• Keep posts concise and visually engaging
• Pin policy or resource posts that need high visibility

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Microsoft Stream

Stream is STRSI’s internal video platform for training, onboarding, and recorded meetings.

What It Does

• Stores Teams meeting recordings and uploaded videos
• Generates automatic transcriptions and captions
• Provides searchable audio/text track indexing

Perfect For

• Training libraries
• Recorded walkthroughs or demos
• Town halls and leadership updates
• Compliance or onboarding documentation

Key Features

• Auto‑transcription
• Searchable dialogue and screen text (where supported)
• Embeddable in SharePoint or Teams
• Permission‑based access management

Pro Tips

• Use descriptive titles and tags for discoverability
• Organize videos into dedicated SharePoint libraries
• Embed key videos into Teams channels for easy reference

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Clipchamp

Clipchamp is a lightweight browser‑based editor for internal video content creation.

What It Does

• Provides visual timelines for trimming, editing, and combining clips
• Records screen or webcam content
• Exports videos suitable for Stream or SharePoint

Perfect For

• Onboarding walkthroughs
• Feature demos
• Short training modules
• Video announcements

Key Features

• Templates for rapid content creation
• Transitions, overlays, and audio mixing
• Screen + camera capture
• Cloud‑optimized exports

Pro Tips

• Keep videos concise (3–7 minutes)
• Use captions to reinforce key points
• Export directly to SharePoint or Stream

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Whiteboard

Whiteboard is a collaborative canvas used during planning and brainstorming sessions.

What It Does

• Provides an infinite collaborative canvas
• Works in real‑time with Teams meetings
• Supports sticky notes, sketches, shapes, and templates

Perfect For

• Brainstorming
• Process mapping
• Sprint planning
• Retrospectives and workshops

Key Features

• Templates for structured collaboration
• Drawing tools and sticky notes
• Collaborative multi‑cursor editing
• Persistent storage of boards

Pro Tips

• Use templates to structure sessions
• Assign a facilitator for large groups
• Capture Whiteboard outputs into OneNote or Planner

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Specialized Tools

Microsoft Visio

Visio provides diagramming tools for workflows, architectures, and system documentation.

What It Does

• Creates process flows, network diagrams, organizational charts, and architecture diagrams
• Offers industry‑standard shape libraries

Perfect For

• System designs and architecture
• Onboarding or operational workflows
• Compliance and governance documentation

Pro Tips

• Use standard stencils for consistency
• Export diagrams as PDF or PNG for easy sharing
• Store diagrams in the appropriate SharePoint library

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Sway

Sway creates interactive, web‑based presentations and reports.

What It Does

• Builds responsive, scrollable presentations
• Embeds rich content such as images, video, and links

Perfect For

• Monthly or quarterly newsletters
• Project showcases
• Lightweight visual reports

Pro Tips

• Keep content short and visual
• Embed Sways in Viva Engage or SharePoint pages
• Use for asynchronous communication rather than meetings

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To Do

To Do consolidates personal tasks across Microsoft 365.

What It Does

• Aggregates tasks from Outlook, Planner, and flagged emails
• Provides daily planning and categorization

Perfect For

• Personal task tracking
• Meeting follow‑ups
• Managing work across multiple Planner boards

Pro Tips

• Use My Day to focus on intentional daily work
• Review Planner‑assigned tasks regularly
• Use lists to group related responsibilities

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Shifts

Shifts manages frontline and rotating schedule teams.

What It Does

• Provides schedule assignment, open shifts, and shift swapping
• Integrates with Teams mobile for on‑the‑go visibility

Perfect For

• Help desk coverage
• Facilities or operation teams
• On‑call rotations

Pro Tips

• Use open shifts for flexible staffing
• Align Shifts with dedicated Teams channels for operations
• Ensure mobile access is enabled for all participants

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Power Pages

Power Pages allows low‑code creation of external‑facing portals.

What It Does

• Builds secure websites using Dataverse and templates
• Supports authenticated and anonymous access models

Perfect For

• Client or partner portals
• External data collection
• Self‑service knowledge hubs

Pro Tips

• Coordinate with IT due to licensing and security needs
• Use templates to accelerate portal creation
• Integrate with Power Automate for workflow coordination

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Quick‑Start Scenarios

IT Help Desk Workflow

What It Does

Provides a lightweight intake, triage, and routing framework using Microsoft 365 tools.

Recommended Tooling

• Forms for ticket intake
• Planner for triage and assignment
• Power Automate for routing and notifications

Workflow Example

1. User submits an IT request via a Form.
2. Power Automate creates a Planner task with request details.
3. IT reviews the Planner board, assigns tasks, and updates status.
4. Updates automatically post to Teams channels if configured.

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Sales Proposal Tracking

What It Does

Supports the full lifecycle of proposal development, tracking, and archiving.

Recommended Tooling

• SharePoint library for templates and deliverables
• Planner for milestone and task tracking
• Forms for new proposal intake

Workflow Example

1. Proposal request submitted via Forms.
2. Automate creates a Planner card and notifies channel.
3. Proposal documents stored in SharePoint using naming standards:
   [YYMMDD]_[STATE] [AGENCY]_Name of RFP
4. Awarded or lost proposals archived accordingly.

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HR Onboarding

What It Does

Provides consistent new‑hire onboarding tracking and automation.

Recommended Tooling

• Lists for new‑hire records
• Planner for onboarding tasks
• Power Automate for email templates and reminders

Workflow Example

1. HR enters new hire data into Lists.
2. Automate creates onboarding tasks based on templates.
3. Managers update task progress.
4. HR receives automated reminders for pending items.

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Finance Approvals

What It Does

Streamlines purchase, reimbursement, and budget approvals.

Recommended Tooling

• Forms for intake
• Approvals for structured review
• Power Automate for routing logic

Workflow Example

1. Employee submits request via Form.
2. Flow sends approval request to required roles (Manager → Director).
3. Status updates logged in Lists or sent via Teams notifications.

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Marketing Dashboarding

What It Does

Creates data‑driven visibility into active campaigns and KPIs.

Recommended Tooling

• Lists for tracking campaign data
• Power BI for dashboards
• Teams for surfacing visuals

Workflow Example

1. Marketing updates campaign data in Lists.
2. Power BI dashboard refreshes automatically.
3. Dashboard pinned in Teams for leadership visibility.

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Troubleshooting

Missing Apps

What To Do

• Check Teams → Apps section.
• Confirm licensing or permissions with IT.

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Team vs. Channel

How To Decide

• Team: Different membership, permissions, or access boundaries.
• Channel: Same people, different topic or workstream.

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Files Not Found

What To Do

• Use the Files tab in Teams.
• Open the underlying SharePoint library for version history.
• Use global search with keywords.

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Read Receipts in Teams

Details

• Channel messages do not support read receipts.
• Use chat when read confirmation is required.

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Mobile App Recommendations

Core Apps

Recommended Installs

• Teams
• Outlook
• To Do
• OneDrive
• Planner

Frontline or Support Teams

Additional Apps

• Shifts
• Approvals
• Lists
• Forms