Microsoft Teams : Not-That-Frequently Asked Questions

Does Teams work Offline?

Nope. Teams an application that was developed to run online.

Teams Offline


When should I use Chat and when should I use Teams channels?

Chat groups are ideal to discuss and work on a project before sharing it in a channel. And the channels are recommended to be used in a more formal way since they bring more main groups like departments and projects together. For example: Creating channels for sharing success stories, announcements of the HR, splitting projects into phases is more efficient whereas using chat groups for daily flows would be more recommendable.

Tip: You can name the Chat groups to be able to find them easier later.

Chat Group



Where do the Deleted Teams Go?

The Teams are in a restorable environment called soft-delete for 30 days after they are deleted. But once that period is over, they are deleted completely. Each Team represent an Office 365 group and the files shared are stored in SharePoint Online Sites. And the chat in channels are stores in the mailboxes of teams.

Teams Architecture


Can Teams track and report user behavior?

Off course. There is Audit Logs in Office 365 Security & Compliance Center ( where all the Office 365 applications are tracked and can be reported. Teams activities can be also tracked with Cloud App Security, Azure Sentinel or PowerShell (Search-UnifiedAuditLog) apart from this method.

Audit Logs


Can I set a profile picture for Guest users?

Yes, but not within Teams! You can execute whatever update you wants through Azure Active Directory/Guest user accounts or use the Set-AzureADUserThumbnailPhoto cmdlet. Defining a default profile picture for all guest users can be a good way to indicate the users outside your company.


Can I send and announcement to multiple teams simultaneously?

Yes. The Format option is shown with the letter A at the bottom of the channels. When you lick it, you can share announcement with different channels of different teams by using the “Share in multiple channels” option.



Does it make sense to use Teams instead of e-mails?

Teams is a very useful application for cooperation within the company and with first-degree partners. With chats, online meeting, co-authoring on a file and integrations, it gets to be a roof platform and increases productivity. But, since e-mails are still a common language for chats and between companies, it is not completely dispensable.

Teams vs Outlook


Why can I not blur my background in meetings?

The precondition to blur your background is a computer with Advanced Vector Extension 2 (AVX2) graphics. If your computer doesn’t meet this precondition, you cannot use the blur feature. You can also try to use the blur feature with the Ctrl+Shift+P shortcut.



Is there a limit for a Teams message size? If yes, what is it?

It is approximately 28 KB (media not included). This limit is for the e-mails sent to the Teams channels, messages that come from connectors and applications and all the messages that you can send by copy-pasting.



Why are the mail addresses of channels are so weird?

Team mail addresses work under the domain connected to a different tenant Microsoft administrates, not to Office 365 tenant. Mails sent here are not sent to users one by one. Instead, they are sent to the mailbox of the channel a gets to be sent as a message to the channel via a connector. Apart from that, it is also stored in the SharePoint Site connected to the team, hence as a .eml file under the Files of the team.

Channel mail addresses


What is Priority Access?

Priority Access is the messages that you receive the notifications of when you state your status as Do not Disturb and turn off Teams notifications. You can set the people whose notification you will always receive through the Privacy tab of Teams settings. Urgent Messages are among the notification with priority and can be sent by anyone. Urgent messages can only be sent in Chats, not in channels.

Priority Access


What do Bots do in online meetings?

Bots have a lot of different responsibilities, specific to this question we can see that bots enable the connection between Teams and Stream. And also, a bot joins the meeting when it is started and when it is over, the bot send the record to Azure Media Services and then it is transmitted to Stream.

Tag Channels and People in Teams with Power Automate

That mysterious topic everybody curiously searches in google and gets lost between tabs! We will look at how to automatically share posts with tagging channels and people in Microsoft Teams with Power Automate.

This is how our main question was born:

“HR departments shouldn’t spend half of their work day looking for who’s birthday it is and sending them e-mails, we use Teams as a communication platform within our company. Let’s create a system that can automatically create a birthday post. It can notify everyone and celebrate that person’s birthday.”

Power Automate is the name of Microsoft’s product that was known as Flow before. For this reason, when you are searching “power automate”, you can see the name of “Flow” in most of the websites you visit. Power automate is a workflow product that can work integrated with 200-250 products and you can transfer, write, read and create between these products. You can send your unfinished tasks to yourself every morning at 9 am and create flows integrated with a lot of products like creating tasks depending on the results of the poll you’ve sent.

Now, if we go back to our main problem, here is what we need to do:

  • We will create a data source that contains birthdays and e-mail addresses.
  • We will check the data to see if the birthday is today or not.
  • For those who have their birthdays today, we will choose a channel on Microsoft Teams, mention the person and channel; and thus, notify everyone.
  • We need the system to repeat this everyday.

Let’s move step by step. First, go to Power Automate’s website and create a new flow.


A trigger is what you need the most to start a flow. The question should be: “When do I want this flow to start running?” We will use “Recurrence” in this flow. After we choose the trigger, we enter information concerning when it will start running. We chose 10 am every morning for this flow.

power automate ile teams de mention için yineleme triggeri gif

2- Connection to the data source that contains birthdays and personal information

We will use SQL as data source here. If you want, you can you Excel. I need to mention something very important before we start; when you want to change the data source, you have to create the flow from the beginning. Because we will control and make actions using this source. The action we choose is the “Get rows” action. This way, it will be able to check for all in the table.

sql bağlantısı

3- The “Is their birthday today?” control

For this control, we choose condition. In this condition there will be two pieces: the first one will check the birthday piece (is it the same day of the month?), the second one will check the month (is it the same month?). Now we will write an expression into the “Choose a value” section.

power automate kosul ekleme

I left an image below so that it is not hard for you to follow conditions. You can find the code version of one below as well. We use the formatDateTime function to get the day parts of date expressions on the first row. And we use the utcNow function to see if they match up with today or not. The ‘dd’ and ‘MM’ expressions next to them represent date and month respectively. When you add these expressions it will include it to the “Apply to each” step. The items(‘Apply_to_each’) step in the formulas comes from here. [‘Birthday’] is the name of the row in which the birthdays are stored in our data source.

PS: We have to use the ‘MM’ expression in capital like this or it doesn’t get detected, we didn’t type it incorrectly.




And now let’s come to the main topic! After we do the steps below, the important thing is to share the post of the birthday. In this step, first, we need to choose in which group and channel the post will be shared and get the id of the group&channel. After choosing the said group and channel, you can get their ID fields with Power Automate. There are two actions for that: Get Groups, Get Teams Channels. You can find the IDs on their outputs by running these requests.

power automate list channel

Write the ids you got into its place in this address:

We will send a request to  in order to use this feature about Teams. Microsoft Graph is a developer platform that connects multiple devices and services to each other.

The action we will use to tag and mention in Teams with Power Automate: HTTP with Azure AD – Invoke an HTTP Request


power automate invoke http request

If you have never used this action before, you will not come across a screen like the one below; first you will come across a screen where you need to login. You need to copy into two fields in the screen.

base eresource

After this step, you need to fill in all 4 fields in the screen.

  • First we choose the POST option for the method field since we will be publishing a message.
  • Next, we will write the link we’ve created above that starts with graph and continues with teams_id and channel_id for the Url of Request field.
  • We write Content-Type into the Enter Key field and application/json into the Enter Value field for the Header section.
  • We paste the code block below into the Body of Request field.
"body": {
"content": "General Happy Birthday @{items('Apply_to_each_2')?['DisplayName']}
"contentType": "html"
"mentions": [
"id": 0,
"mentionText": "General",
"mentioned": {
"conversation": {
"id":"19:[email protected]",
"displayName": "Business Applications Trials",
"[email protected]": "#Microsoft.Teams.GraphSvc.conversationIdentityType",
"conversationIdentityType": "channel"
"id": 1,
"mentionText": "@{items('Apply_to_each_2')?['DisplayName']}",
"mentioned": {
"application": null,
"device": null,
"conversation": null,
"user": {
"id": "@{items('Apply_to_each_2')?['Id']}",
"displayName": "@{items('Apply_to_each')?['DisplayName']}",
"userIdentityType": "aadUser"


It will look like this after all these steps:


http isteği dolu hali


Let’s explain the body section a bit. We enter an HTML content we want to the content. You can add images etc. to that content. Inside in the HTML content, we tag the people we want to tag. We you IDs while doing that. We define the ids inside these tags into the mentioned field at the bottom of the code block. We will both tag the channel -which is tagging the group-, and the person. You can give the ID numbers, it doesn’t matter which number you give. The important thing is that it matches with the mentioned field below.

In the mentioned field, we will determine in which chat this post will appear, i.e. we will tag the channel first. And for us, this is the general channel of our Business Applications Trial group. We write our channels id into the id field in conversation. And enter the “Channel” info into ConversationIdentityType. Another thing is to tag the person. We need that person’s Office 365 id while writing their tag. We can get this id through Power Automate. The action we need to use at this point is Office 365 Users- Search User. We get the user’s id by using their e-mail address.

search user


We write this id into the related id field. Since we will tag the person, userIdentityType comes instead of ConversationIdentityType. We write “addUser” here aannndd save.


That’s it! We are done. The last thing I want to mention is that you can get more detailed information about Teams APIs on Graph from the links below. We also have some other great articles about Power Automate and Teams on our blog, you can check them as well. And also here is the output of this flow.

power automate ile teams de mention

See you guys, social isolation is important