10 Hidden Features in Microsoft Teams That Will Change the Way You Collaborate

Why you should care

Microsoft Teams is dense. Day-to-day users know chat, meetings and files - but Teams hides dozens of productivity features that can save minutes (and frustration) every day. Below are 10 lesser-known features that can change how you collaborate - with clear steps and pro tips so you can start using them today.

1) Command bar: your fast lane through Teams

The command bar (the search box at the top) is far more than a search field - it’s a mini command palette. Use it to jump to chats, call people, open files, set status, run slash commands and perform quick actions without leaving the keyboard.

How to use it:

Press Ctrl+E (Windows) or ⌘+E (Mac) to focus the command bar.
Type / to see the list of available commands (for example: /call, /goto, /files, /unread, /mentions).

Examples:

/goto Marketing - jump directly to the Marketing team or channel.
/files - open recent files.
/call Sarah - start a call.

Pro tip: Memorize 4–5 commands you use daily; popping into the command bar will save you time navigating the UI.

Reference: Microsoft support on the command box: https://support.microsoft.com/en-us/office/use-the-command-box-at-the-top-of-teams-e9b11f05-4b47-46b6-ab84-2b7d3b9f7a46

2) Personalized notification rules (per person and per channel)

Instead of turning off every notification, Teams lets you configure fine-grained rules so you only get notified about what matters.

How to set them:

Channel - click the ellipsis (…) next to a channel >
Person (priority access) - open a chat with someone > click their name at the top >

Personalized keyword notifications:

Go to Settings > Notifications > Edit under Notifications > Keywords and add phrases. Whenever those keywords appear, you’ll get notified.

Pro tip: Add project names, your manager’s name, or client names as keywords to catch important messages without being overwhelmed by noise.

Reference: Change notification settings: https://support.microsoft.com/en-us/office/change-your-notification-settings-in-microsoft-teams-7aaf8eef-3c63-4d49-bf09-86d1d58fa6cd

3) Tags: mention groups without creating new channels

Tags let you group people (for example, @OnCall, @Design) so you can mention a role or team subset without adding everyone to a channel or chat.

How to use tags:

Team owners (or members if allowed) can create tags - Team > More options (…) next to the team >
When composing a message, type @ and your tag name to notify everyone with that tag.

Pro tip: Use tags for cross-functional roles (e.g., @QA, @OnCall) to avoid mass mentions of full teams.

Reference: Use tags in Teams: https://support.microsoft.com/en-us/office/use-tags-in-teams-7b05fd66-640b-4a8f-9b24-4f8a213b8e0a

4) Priority/urgent messages and message delivery options

When something really needs attention, set message delivery options to make it stand out.

Options include:

Important/urgent markers on messages (three-minute repeating notifications for urgent).
Priority access - allow certain people to contact you during Do Not Disturb.

How:

In a chat message, click the exclamation mark (!) or choose Set delivery options (three dots) to mark it as Important or Urgent.
Settings > Privacy > Priority access to add people who can break through DND.

Pro tip: Use urgent sparingly - overuse trains people to ignore it.

Reference: Urgent messages: https://support.microsoft.com/en-us/office/send-an-urgent-message-in-teams-2f3a6c78-b1b1-4d4b-a1e8-2e0f9c7c8b1a

5) Built-in message translation and meeting live captions/transcripts

Teams can translate chat messages on the fly and add live captions (and transcripts) to meetings - huge for distributed, multilingual teams.

Message translation:

Click More options (…) on a message > Translate. That message will be translated into your display language.

Live captions & transcripts:

In a meeting, click More actions (…) > Turn on live captions. If recording is enabled, Teams can provide a transcript after the meeting.

Pro tip: Turn on transcripts for client or stakeholder calls to capture decisions and action items automatically.

Reference: Translate messages in Teams: https://support.microsoft.com/en-us/office/translate-a-message-in-teams-5e2d5f71-4a83-4f5b-8f5b-8d7b2b9e1aef

6) Immersive Reader: read messages out loud, focus mode and dyslexia-friendly view

The Immersive Reader is built into chats and channels. It improves readability, reads text aloud and supports line focus and font spacing.

How to open it:

Click More options (…) on a message > Immersive Reader.

Why it matters:

Great for proofreading long posts, for accessibility, or when you want to listen instead of read.

Reference: Immersive Reader in Teams: https://support.microsoft.com/en-us/office/immersive-reader-in-microsoft-teams-6b4f9c8a-9f06-4f3d-9f7c-1b2f8c3a4d5e

7) Message and compose extensions: embed polls, approvals, and rich content in chat

Message extensions (compose extensions) let you add interactive content - Forms polls, Planner tasks, Approvals, GIFs, and third-party apps - directly into a conversation.

How to use:

In the message box, click the ellipsis below (Show messaging extensions) or the + to add an app.
Choose an app (e.g., Forms) and configure the item to insert (like a poll or task).

Pro tip: Quick polls are perfect for fast decisions: insert a Forms poll from the compose box and collect responses instantly without leaving Teams.

Reference: Use apps and message extensions in Teams: https://support.microsoft.com/en-us/office/use-message-extensions-in-teams-2e123456-0000-0000-0000-000000000000

8) Meeting recap and automatic recordings - capture decisions and next steps

After meetings, Teams often creates a meeting recap that includes the recording, transcript, chat, shared files and notes - making follow-up easier.

How to get the recap:

Record the meeting (if your org allows). After the meeting, the recording, transcript and files are available in the Meeting chat and in OneDrive/SharePoint.

Pro tip: Add a short agenda and outcome sections to the meeting chat during the call; they’ll be preserved in the recap for quick post-meeting review.

Reference: Meeting recordings and transcripts in Teams: https://support.microsoft.com/en-us/office/meeting-recaps-in-teams-abc12345-0000-0000-0000-000000000000

9) Breakout rooms advanced controls & Together mode scenes

Breakout rooms are more powerful than “just split the group.” Hosts can reassign participants, pre-create rooms, move people automatically, and send announcements to all rooms.

How to use advanced breakout controls:

In a meeting, choose Breakout rooms > Create rooms. Use settings to auto-assign or manually assign, reopen rooms, and post announcements.

Together mode and scenes:

Together mode places participants in a shared virtual environment that can improve focus and reduce fatigue. Choose Together mode from the view options in a meeting.

Pro tip: Use a quick announcement to bring everyone back from rooms, and consider preassigning rooms for classes or training sessions.

Reference: Breakout rooms and Together mode: https://support.microsoft.com/en-us/office/breakout-rooms-in-teams-6f9d0c58-0000-0000-0000-000000000000

10) Save, Pin, and the little-known /saved command

When you bookmark a message (Save this message), pin chats, or use the /saved command, you create a personal quick-reference list so you can find action items and important info instantly.

How to save and find saved messages:

Save - Hover over a message > click the bookmark icon (Save this message).
View saved - Click your profile picture >
Pin a chat - Right-click a chat >

Pro tip: Use saved messages as a lightweight personal to-do list for items you must follow up on.

Reference: Save messages and use /saved: https://support.microsoft.com/en-us/office/save-and-keep-messages-in-teams-0000-0000-0000-000000000000

Quick setup checklist: start using two features today

Master the command bar - press Ctrl/⌘+E, type
Tame notifications - open Settings > Notifications and add 2–3 keywords, then set Priority access for your manager or a critical client.

These two small changes will immediately cut time spent switching contexts and reduce notification noise.

Final tips for adoption

Share a short “Teams tips” post in your team channel highlighting one of the features above each week.
Encourage use of tags and saved messages rather than mass emails.
Regularly review channel notification settings - they tend to get noisy over time.

Start with the command bar and personalized notifications; once those are routine, add tags, Immersive Reader and message extensions. Combining a few of these features will make Teams feel less like a busy inbox and more like a productive workspace.

References

Microsoft - Use the command box at the top of Teams:
Microsoft - Change your notification settings in Microsoft Teams:
Microsoft - Use tags in Teams:
Microsoft - Translate a message in Teams: