10 Microsoft Teams Tips Every Insurance Agency Should Try

Whether your agency is all-in on Microsoft 365 or just dipping your toes into Teams, you’re probably not using it to its full potential. Beyond chat and meetings, Teams can help you streamline communication, boost productivity, and reduce reliance on email clutter.

Here are 10 practical Microsoft Teams tips you should try.

Use @Mentions to Cut Through the Noise

Tag someone directly using @Name to notify them in a channel or chat. You can also use @Team or @Channel to alert groups. It’s a simple way to make sure key messages aren’t missed.

Pin Important Chats and Teams

Right-click on chats or Teams you access often and choose “Pin.” This keeps them at the top of your list. No more scrolling every time you need that underwriting group or client team thread.

Turn Emails into Conversations

You can forward an email to a Teams channel to discuss it with your team. Copy the channel’s email address (found in the channel settings). No more “reply all” clutter.

Use Meeting Notes and Whiteboards

Inside any meeting, click the “More” menu to access collaborative notes and whiteboards. Everyone can contribute in real-time, and the content stays with the meeting for future reference.

Record Meetings (and Transcribe Automatically)

Record meetings and receive a transcript for anyone who missed it or for easy review of notes. Simply click “Record” in the meeting toolbar, and the transcript will appear in your meeting recap.

Set Your Status and Use “Do Not Disturb”

Set custom statuses, such as “Reviewing E&O Webinar” or “Deep Work Time,” so coworkers know when you’re heads-down. Use “Do Not Disturb” to pause alerts and reduce distractions.

Use Tags to Group People

Create tags (like @Producers or @CSR-Team) to quickly message subsets of a larger team. Go to the team’s settings to manage tags, which is especially useful in large or multi-location agencies.

Collaborate on Files Without Leaving Teams

You can open and co-edit Word, Excel, and PowerPoint files right inside Teams. No downloads, no attachments, and no conflicting versions.

Schedule Messages for Later

Working after hours or planning ahead? Use the right-click menu in chat to “Schedule Send” for a message. Stay polite—don’t ping people at 10 PM.

Explore Loop Components

These are interactive elements (such as lists, tables, and task trackers) that you can drop into chats or meetings. Everyone can edit in real time, perfect for brainstorming or shared checklists.

Keep Learning

Teams is packed with features most users never touch. Take 10 minutes a week to explore something new. You might save yourself hours down the road.