Hidden Features in Microsoft Teams That Can Boost Collaboration

Microsoft Teams has become the backbone of communication and collaboration for many SMEs across Manchester. Most staff are familiar with the basics—chatting, video calls, and file sharing—but there are plenty of hidden features that can take teamwork to the next level. At Blowfish Technology – IT support Manchester, we help businesses unlock the full potential of the tools they already pay for. Here are some overlooked features in Teams that can boost collaboration and save time.

Introduction: Why hidden features matter

In busy SME environments, time is money and miscommunication costs. Teams offers a rich set of features beyond the obvious, designed to streamline workflows, reduce interruptions, and keep everyone aligned. By leveraging hidden features, Manchester-based businesses can improve response times, enhance cross-team collaboration, and ensure that important information doesn’t get lost in the noise.

1) Slash commands: faster navigation in the search bar

One of the most underutilised ways to speed up work in Teams is through slash commands. In the search bar, type / to access shortcuts that replace several manual steps:

• /chat – start a new chat instantly
• /call – call a colleague right away
• /files – view your recent files

These little shortcuts shave minutes off daily tasks and keep you in your flow. For busy teams in Manchester, mastering slash commands can reduce context-switching and keep conversations moving.

Tips:

• Learn a handful of commands that match your daily routine and keep them visible in your memory for quick access.
• Pin frequently used conversations and channels to shorten navigation paths.

2) Pin chats, channels, and apps: quick access to the most important work

Time spent scrolling through endless lists is wasted time. Pinning is a simple yet powerful habit:

• Pin your most-used chats to the top for rapid access to ongoing conversations.
• Pin channels that matter most to your projects—marketing campaigns, sales pipelines, or product development hubs.
• Pin essential apps or tabs to keep critical tools within reach.

This approach keeps critical information at your fingertips and reduces the friction of hunting for files or messages.

3) Inline message translation: seamless international collaboration

If your SME collaborates with remote teams or partners across borders, inline message translation is a real game-changer. Teams can automatically translate chat messages into your preferred language, ensuring that language barriers don’t slow down decisions or create misunderstandings. This feature supports inclusive collaboration and helps you maintain momentum with international stakeholders.

Practical use:

• Multinational project teams can communicate in real time without waiting for external translation.
• Customer-facing chats can be understood clearly by diverse clients, improving responsiveness and service quality.

4) Schedule messages: timing matters for outreach and consistency

Just like Outlook, you can schedule messages in Teams to be delivered at the right moment. Scheduling avoids late-night notifications and weekend pings, preserving work-life balance while ensuring timely communication.

Best practices:

• Schedule status updates or reminders for the start of the workday.
• Plan critical alerts to land during business hours across time zones.

5) Custom notifications: cut through the noise

Too many notifications kill productivity. Custom notifications let you fine-tune when you’re alerted, so you’re notified only when it matters:

• @mentions in specific channels
• Keywords that matter to your projects
• Direct messages from key colleagues

Less noise means more focus, faster response times, and a calmer workday.

6) Integrate third-party apps: turn Teams into an all-in-one hub

From Trello and Asana to Dynamics 365, Teams supports integrations that bring your project management and CRM workflows into one place. This reduces context switching and ensures that updates, tasks, and files stay synchronized.

Ways to use integrations:

• Create and update tasks directly from chat.
• Link project boards to channels for visible progress.
• Pull CRM data into Teams for quick context during calls.

7) Loop components: live, editable content in chat

Loop components insert live, editable content like task lists or tables directly into a chat. Everyone can update it in real time without leaving Teams or switching to another app. This is especially useful for:

• Shared task tracking within a project chat
• Collaborative editing of checklists and timelines
• Real-time status updates during planning sessions

8) Record and transcribe meetings: capture what matters

With one click, Teams can record meetings, generate transcripts, and even create live captions. This feature is invaluable for keeping accurate records, sharing with absentees, or revisiting decisions and action items.

Considerations:

• Ensure all participants consent to recording where required.
• Use transcripts to drive clear follow-up tasks and accountability.

9) Whiteboard for brainstorming: visual collaboration in real time

Microsoft Whiteboard shines during video meetings, enabling teams to sketch, brainstorm, and collaborate visually. This is particularly powerful for:

• Product design discussions
• Problem-solving sessions
• Strategy sessions with remote participants

Visually capturing ideas helps align diverse perspectives and accelerates consensus.

10) Breakout rooms: focused collaboration in larger meetings

When running training sessions or workshops, breakout rooms split larger meetings into smaller groups for targeted discussions. This keeps engagement high and ensures everyone has a voice.

Tips:

• Assign roles within breakout rooms to keep discussions productive.
• Reconvene frequently to share insights and align on next steps.

Why these features matter for SMEs in Manchester

The more you can do inside Teams, the less time you waste toggling between apps or digging for files. Hidden features don’t just improve collaboration—they reduce friction, speed up communication, and keep projects on track. For SMEs in Manchester, time savings translate into faster decision-making, happier teams, and better customer outcomes.

Microsoft Teams offers a broader set of tools than many users realise. By embracing slash commands, pinning, inline translation, scheduled messages, custom notifications, third-party integrations, loop components, recording and transcription, Whiteboard, and breakout rooms, SMEs can unlock a more efficient, collaborative, and responsive work environment. At Blowfish Technology – IT Support Manchester, IT Support Bury, IT Support Chorley, IT Support Bolton, IT Support Wigan, IT Support Worsley, IT Support Prestwich we specialise in training and supporting businesses to maximise Microsoft 365 and Teams investment. If you’re ready to elevate your teamwork and get more from the tools you already pay for, we’re here to help you implement and optimise these features for your unique needs. Hidden features in Microsoft Teams that can boost collaboration are not just nice-to-haves—they’re strategic accelerators for modern SME success.