Teams, Zoom, Email Best Practices

Service Description: Support materials and best practices for utilizing Microsoft Teams, Zoom, and Enterprise Email tools effectively in academic and professional settings. This service provides guidance on virtual meeting etiquette, communication strategies, collaboration tools, and optimal configurations to ensure seamless and professional engagement across digital platforms. 

Service Provider: Office of Technology Services, Instructional Innovation Center 
E-mail: sac-iic@alamo.edu 
Phone: 210.486.0712 
Website Information: https://www.alamo.edu/sac/about-sac/college-offices/ots/iic/

Eligibility: Staff, Faculty

Availability:
Training and consultation are available during standard business hours to Faculty and Staff. Online materials are available 24/7.

How to access services (Procedures if Any):

Email Purpose: Professional, asynchronous communication with internal and external stakeholders.

Best Practices:

  • Use Clear Subject Lines: Be specific (e.g., “Action Required: Submit Report by May 5”).
  • Reply Promptly: Within 24 hours during workdays.
  • Professional Tone: Always use salutations, signatures, and courteous language.
  • Use BCC for Mass Emails: Prevent reply-all issues and protect privacy.
  • Avoid Large Attachments: Use OneDrive links instead when sharing files.
  • Use College Template for Signatures.  Questions, contact our College Marketing & Communications Team.
Microsoft Teams:  Purpose: Real-time collaboration, chat, file sharing, and meetings within the Alamo Colleges ecosystem.

Best Practices:

  • Use Chat for Quick Messages: But avoid replacing email for formal communication.
  • @Mentions: Use @Name to get someone’s attention in a group.
  • Channels vs. Chat: Use Teams/Channels for projects; Chats for quick coordination.
  • Status Matters: Respect "Do Not Disturb" and "Away" statuses.
  • File Storage: Upload files in the proper Team folder to ensure access and version control.

Meeting Etiquette:

  • Mute mic when not speaking.
  • Use reactions (👍, 🙋) to avoid interruptions.
  • Share your screen only when necessary.
  • Follow up with notes or recap if needed.
Zoom:  Purpose: Virtual meetings, external collaboration, webinars, and classes.

Best Practices:

  • Use College Zoom Account: For full features and compliance.
  • Check Tech Beforehand: Audio, video, and screen-sharing setup.
  • Professional Backgrounds: Use SAC-branded virtual backgrounds when appropriate.
  • Camera On (when possible): Helps with engagement, unless not feasible.

  • Recordings: Inform attendees if sessions will be recorded and store on approved platforms.

Security Tips:

  • Use waiting rooms or passcodes for external guests.
  • Limit screen sharing to host or co-hosts when needed.

Supporting Documentation:

Service Cost:
None

Additional Information:
Faculty and staff may request one-on-one training by calling 210.486.0712, via email at sac-iic@alamo.edu, booking time with one of our staff on the Instructional Innovation Center Website, or visiting in person at MLC 712. All online resources can be accessed through our Technical Resources Page.

Service includes support for setting up virtual meetings, team collaboration channels, and managing email communications efficiently. 

Technical Support:
San Antonio College Help Desk
Email: sac-helpdesk@alamo.edu
Phone: 210-486-0777 		Alamo Colleges Help Desk
Email: helpdesk@alamo.edu
Phone: 210-485-0555 		Request Service
Submit a service work order through the Service Management Solution – Footprints.

Last Modified Date:
5/1/2025 3:07:23 PM

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