Teams Client Settings

To ensure smooth communication, timely updates, and full functionality, please complete the following technical setup steps in Microsoft Teams.

The onboarding materials and system instructions are provided in English. Setting your Teams interface to English ensures a consistent and aligned user experience.

How to change the language: Settings → General → App language → English → Save and restart

To avoid file access issues (especially with shared documents), set Teams to open files directly within the app.

How to change it: Settings → Files → set Default file open preference to Teams.

The Reports channel may not be visible by default. Follow the steps below to ensure it is pinned and accessible.

1. In your VEE Team, scroll to the bottom of the channel list.
2. Click See all channels (or Show all channels).
3. Locate the channel named Reports.
4. Click Show next to it to make it appear in your main channel list.

After completing these steps, the Reports channel will remain permanently visible and easily accessible.

Make sure you don't miss any announcements, deadline reminders, or communication regarding upcoming visitations.

How to set your notifications: Settings → Notifications → set all categories to All activity with banner, feed, email, and desktop notifications enabled.

Mobile app: Download the Teams mobile app (iOS/Android) and activate push notifications to stay informed on the go.

Once everything is set up:

• React with a 👍 to the announcement post in the General channel to confirm you have access.
• Open a test file to ensure correct file access.

Uploading and organising files correctly helps maintain clarity and prevents delays in the review and visitation process.

• Upload documents only to their designated folders: SERs → SER Folder; Interim Reports → Interim Report Folder.
• Use standardised file names: Year_VEE_DocumentType (example: 2026_VEE12_SER).
• Do not delete or move files uploaded by others. If corrections or adjustments are needed, please notify your office admin.
• Do not upload video files. Videos may be added as external links within a document, but should not be hosted in our tenant due to storage and performance limitations.

Use the Team channels for all communication to maintain transparency and traceability.

• Use the Posts section in your channel for all official communication.
• Contact your primary contact person for technical issues.
• Use @mentions only for time-sensitive topics. (Notifications are enabled across all VEE Spaces, so urgent messages will not be missed.)
• Keep discussions organised by replying to existing threads rather than starting new ones.

To support timely review and processing, please follow these submission rules:

• Submit all required reports by the deadlines posted in your channel's announcements.
• After submitting indicators or reports, confirm completion with a short post in the channel to alert the office.

The office admin will respond to Posts within 2 business days.

If something is urgent, please use an @mention in the appropriate channel.

If you encounter any issues during the setup:

• Take a screenshot of the error or problem.
• Contact your EAEVE Primary Contact in the General channel for assistance.