How to Start a Chat on Teams: Instant Messaging for Your Workspace

Starting a chat in Teams takes under 10 seconds once you know where to look. I’ve seen new users hunt through menus for minutes, but the shortcut is hidden in plain sight.

The chat button sits at the top of the sidebar, right next to your profile. Click it, pick a contact, and you’re typing. No special permissions, no complicated setup—just direct messaging that works the same on desktop or mobile.

You’ll get instant replies, file sharing, and emoji reactions without leaving the conversation. It’s the fastest way to replace email for quick questions or team updates.

Works across Windows, Mac, and mobile apps. Here’s how to do it right the first time.

What Youll Need

Step-by-Step Instructions for Starting a Chat on Teams

Here’s the exact process I use to get conversations going in seconds.

Open the Microsoft Teams desktop or web application. I always start by clicking the Chat icon in the left sidebar—it’s the second option from the top, shaped like a speech bubble. Wait for the chat list to load completely, which usually takes 2-3 seconds.

If you’re using the mobile app, tap the Chat tab at the bottom of the screen. The interface is slightly different but follows the same principle. Make sure you’re signed in with the correct account, especially if you use multiple Microsoft services.

Click the New chat button at the top of the chat list—it’s a pencil-and-paper icon. A search bar will appear where you can start typing the name of the person or group you want to message. Teams will automatically suggest contacts as you type.

Select the correct contact from the suggestions. If you’re starting a group chat, you can add multiple names separated by commas. The maximum group size is 250 participants, but I find smaller groups work more efficiently for most workflows.

Type your message in the text box at the bottom of the chat window. You’ll see formatting options appear (bold, italics, etc.) when you click in the text box. For quick communication, I often use the @mention feature to notify specific people in a group chat.

When ready, press Enter to send or click the paper airplane icon. The message will appear in the chat immediately, and the recipient will get a notification. Look for the checkmark icon next to your message—it turns solid when delivered and adds a second checkmark when read.

To keep things tidy, I pin important chats to the top of my list. Hover over any chat, click the three-dot menu, and select Pin. Pinned chats stay visible even when you have many conversations going.

For frequent contacts, consider creating a favorites group. Click the three-dot menu next to the chat list, select Add new group, and name it (like “Daily Team” or “Project X”). Then drag chats into this group for quick access.

After sending, confirm the message appears in the chat window. If the recipient doesn’t respond within 5-10 minutes, check that they’re online—look for the green circle next to their name in the chat list.

If messages aren’t delivering, verify your internet connection first. Then check that the recipient hasn’t muted the conversation—you’ll see a mute icon next to their name if they have. For persistent issues, the Teams status page will show any service outages.

Tips and Common Mistakes

Small oversights can derail your workflow, so let me share what I’ve learned from years of daily Teams use.

Navigation Efficiency: In Step 1, those 2-3 seconds for the chat list to load are your cue to verify you’re in the right account. I’ve sent messages to the wrong person more than once by skipping this check. Always glance at the profile picture in the top-right corner before proceeding.

Group Chat Strategy: When creating a group chat in Step 2, remember the 250-participant limit—but trust me, anything over 20 people becomes unmanageable. I recommend starting with a core group and adding others only if necessary. Separate commas with spaces for cleaner contact suggestions.

Message Confirmation: In Step 3, don’t just hit Enter and forget it. Watch for that checkmark icon next to your message. A single solid checkmark means delivered, while double checkmarks (one solid, one outline) confirm it’s been read. If you don’t see either within seconds, your message didn’t go through.

Troubleshooting First Steps: If someone doesn’t respond within the 5-10 minutes mentioned in Step 5, check for the green circle indicating they’re online. If they’re offline, your message will deliver when they’re back—but if you see a mute icon, they won’t get notifications. I’ve saved myself from resending duplicates by making this a habit.

Frequently Asked Questions

Starting a chat in Microsoft Teams is a breeze once you know the steps! Just pick a contact, type your message, and hit send—it’s that simple. Now that you’re ready, try starting a group chat or explore Teams’ other features to boost your workspace collaboration. 🚀