How to Send Chat Messages and Start Group Chats in Microsoft Teams
Applies to
Microsoft Teams for Windows, macOS, web, iPhone, Android, work, school, and personal accounts
Last updated
6 July 2026
Problem
You want to message someone in Microsoft Teams, but you are not sure whether to use chat, a group chat, or a channel post. Some users send messages in the wrong place, accidentally notify too many people, or struggle to find previous conversations later.
Using chats correctly helps keep quick conversations separate from wider team discussions.
Solution
Use one to one chats for direct conversations, group chats for small focused discussions, and channel posts for information that belongs to a wider team. Start messages from the Chat area, add people carefully, and use mentions when you need someone’s attention.
Step by step instructions
Open Microsoft Teams chat
Open Microsoft Teams or go to:
Select Chat from the left side menu.
This is where you can view existing conversations and start new ones.
If you are using the mobile app, tap Chat at the bottom of the screen.
Start a one to one chat
Select New chat.
In the To field, type the person’s name or email address.
Select the correct person from the results.
Click into the message box.
Type your message.
Press Enter or select the send button to send it.
A one to one chat is best for quick direct conversations that do not need to be visible to a whole team.
Start a group chat
Select New chat.
In the To field, add the first person.
Add more people by typing their names or email addresses.
Once all participants are added, type your message.
Send the message to start the group chat.
A group chat is useful for short term collaboration, quick decisions, or discussions involving a small number of people.
Name a group chat
If the group chat will be used more than once, give it a clear name.
Open the group chat.
Look for the option to edit or name the chat near the participant list.
Enter a useful name.
Good group chat names include:
- Website Planning
- Finance Query
- Interview Panel
- Trip Planning
- Training Follow Up
A named group chat is much easier to find later.
Add more people to an existing group chat
Open the group chat.
Select the participant or people icon.
Choose the option to add people.
Search for the person you want to add.
Before adding them, check whether Teams asks how much chat history they should see.
You may be able to choose whether the new person can see:
- No previous chat history
- Recent chat history
- All chat history
Choose carefully if the conversation contains private or sensitive information.
Use mentions to get attention
In a chat message, type @ followed by someone’s name.
Select the person from the list.
This sends them a clear notification.
Use mentions when a message needs action or attention.
Avoid overusing mentions for every message, as this can cause notification fatigue.
Format your chat message
Before sending, you can use formatting options to make the message clearer.
Useful formatting options include:
- Bold text for emphasis
- Bullet points for lists
- Links for useful pages
- Line breaks for longer messages
- Attachments where needed
For longer messages, select the formatting button before typing so you do not accidentally send the message too early.
Send files in a chat
Open the chat.
Select the attachment or paperclip option.
Choose a file from your device, OneDrive, or recent files.
Add a short message explaining what the file is.
Send the message.
Files sent in chats are usually stored in OneDrive and shared with the chat participants.
Start a call from a chat
Open the chat.
Select the audio call or video call button.
Teams will start a call with the person or group.
This is useful when a chat conversation becomes easier to resolve by speaking directly.
Know when to use a channel instead
Chats are best for smaller conversations.
Use a team channel instead when the message should be visible to a wider group or connected to a project, department, or shared file area.
A good rule is:
- Use chat for quick direct conversations
- Use group chat for small temporary discussions
- Use channels for work that should be visible and organised within a team
Optional methods or tools
- Use https://teams.microsoft.com if the desktop app is unavailable
- Name important group chats so they are easier to find later
- Use mentions when you need a specific person to respond
- Attach files from OneDrive to keep shared documents accessible
- Start an audio or video call from chat when typing becomes inefficient
Best practices or tips
- Choose chat, group chat, or channel based on who needs to see the message
- Keep group chats focused and avoid adding unnecessary people
- Use clear names for ongoing group chats
- Be careful when adding new people to chats with existing history
- Use channel posts for information that should be retained by a wider team
Microsoft Teams chat is designed for quick communication between individuals and small groups. Starting a chat from https://teams.microsoft.com or the Teams app is simple, but choosing the right place for the conversation helps keep work organised.
For quick questions, direct chats are usually best. For wider updates, shared documents, or project conversations, channels are often more appropriate. Using chats and channels correctly makes Microsoft Teams easier to search, manage, and understand over time.
