How to Post Messages and Replies in Teams Channels

Microsoft Teams has become a daily tool for many people at work. But even if you use Teams all the time, it can still be confusing to know where to post, how to reply, and how to keep conversations tidy.

This guide will walk you through, step by step, how to:

• Post a new message in a Teams channel
• Reply to existing messages (using conversation threads)
• Format your posts so they are easy to read
• Use @mentions without annoying everyone
• Share files and links in a channel
• Fix common problems with posting

The aim is to keep things simple and clear, while still going into enough depth that you can use Teams channels with confidence.

1. What Are Teams Channels and When Should You Use Them?

In Microsoft Teams, you have:

• Teams – these are groups of people, usually based on a department, project, or topic.
• Channels – these are sections inside a team, used to organise conversations.

You can think of it like this:

• The team is the whole project folder.
• Each channel is a sub-folder for a specific topic.

For example, a “Marketing” team might have channels for:

• General
• Campaigns
• Social Media
• Events

Channel posts are different from chat messages:

• Chats are more like quick 1:1 or small group messages.
• Channel posts are for conversations the whole team can see, search, and come back to later.

If you want your message to be visible to everyone in a team and kept in context, you should post it in the right channel, not in a private chat.

2. Getting Ready: Where to Post in Microsoft Teams

You can post and reply in channels using:

• The desktop app (Windows or Mac)
• Teams in a web browser
• The mobile app (iOS or Android)

The layout looks slightly different on each, but the core ideas are the same.

On desktop or web:

1. Open Microsoft Teams.
2. On the left, click Teams.
3. Click the team you want (for example, “Sales Team”).
4. Click the channel you want (for example, “General” or “Reports”).

You’ll then see:

• The Posts tab (this is where conversations happen).
• Other tabs such as Files, Wiki, or custom tabs.

Make sure the Posts tab is selected before you start.

3. How to Post a New Message in a Teams Channel

A new message (also called a new conversation) is the start of a fresh thread in a channel.

Step-by-step: starting a new conversation

1. Go to the right team and channel.
2. At the bottom of the Posts tab, look for the box that says “Start a new post” or “Start a new conversation”.
3. Click into this box.

On desktop/web, you’ll see a small toolbar with icons (for formatting, emojis, etc.).

4. Type a clear subject line (if the formatting panel is open – more on this shortly) or a short opening sentence that explains your topic.
   • Example: “Monthly Sales Report – due Friday”
5. Then type the main body of your message with the details your team needs.

Keep your message focused

To keep your new message useful:

• Stick to one main topic per post.
• Add key information such as dates, deadlines, and links.
• Mention what you want people to do, not just background information.

For example:

“Hi everyone,

Please upload your regional sales figures to the ‘September Sales’ folder in the Files tab by 4pm this Friday. Let me know in this thread once yours is complete.”

When to start a new conversation (instead of replying)

Start a new conversation if:

• You’re introducing a new topic that isn’t related to an existing message.
• The original thread is already long and you’d like to keep things tidy.
• You need a message that will be easy to find later, for example a new process or a new deadline.

If your message is directly related to an existing post, you should reply in that thread instead (see Section 6).

4. Formatting Your Channel Post So People Actually Read It

Teams gives you simple formatting options so your posts are easier to scan and understand.

Opening the full formatting toolbar

In the “Start a new post” box:

1. Click the “Format” (A with a pencil) icon on the toolbar.
2. The message box will expand, giving you more options, including a subject line.

Now you can:

• Add a Subject – this appears in bold at the top of your post and makes the thread easier to recognise.
• Use bold, italic, and bulleted or numbered lists.
• Add headings and paragraph spacing.

Good formatting habits

To make posts clear:

• Use a subject line for important posts.
  • Example: “Action Required: Team Rota for Next Week”.
• Use bullet points for steps or lists.
• Use short paragraphs – avoid large blocks of text.
• Put dates and times on new lines so they stand out.

Example:

Subject: September Customer Feedback – Key Actions

Thanks everyone for completing the survey. Here are our top three actions for this month:

• Improve response times on the helpdesk (target: under 4 hours).
• Update FAQs with the most common new questions.
• Train new starters on the updated process by 30 September.

This style is much easier to read than one long paragraph.

Announcements vs standard posts

If your organisation allows it, you may see an option to post an Announcement instead of a standard post:

• Announcements can include a banner and bigger title.
• They’re useful for important updates such as policy changes, big news, or deadlines.

Use announcements sparingly for messages that really need attention, not everyday updates.

5. Using @Mentions and Notifications the Right Way

One of the most powerful features in Teams channels is @mentions. These are used to grab someone’s attention.

You can:

• @mention a person – @Name Surname
• @mention a channel – @ChannelName (if enabled)
• @mention the team – @TeamName
• In some setups, use @everyone or @team (depending on policies)

How to use @mentions

1. In your message, type @.
2. Start typing the person’s name, team, or channel.
3. Click the correct name from the list.

That person (or group) will get a notification in Teams.

Best practice for @mentions

To keep notifications useful (and avoid annoying your colleagues):

• Use @person for direct responsibility.
  • Example: “@Alex Smith can you please confirm the budget by tomorrow?”
• Use @channel for updates that everyone in that channel truly needs to see.
• Avoid tagging the whole team for minor updates.
• Don’t use multiple broad tags in the same post (e.g. @channel and @team together).

A good rule of thumb:
If you wouldn’t send it to everyone by email, you probably shouldn’t tag everyone in Teams either.

6. How to Reply to an Existing Message (and Why It Matters)

One of the most common mistakes in Teams is clicking “Start a new post” when you meant to reply within an existing thread.

When you reply properly:

• The conversation stays together in one thread.
• People can see the full context easily.
• The channel is less cluttered.

Step-by-step: replying to a message in a channel

1. Find the post you want to reply to in the channel.
2. Underneath that post, look for the Reply box (or a reply icon).
3. Click in the Reply area.
4. Type your message and press Enter to send.

If you want formatting options in your reply, click the Format icon (A with a pencil) before typing your message.

When to reply instead of starting a new post

You should reply when:

• You are answering a question from someone in the channel.
• You are giving an update on something that was already discussed.
• You are continuing an ongoing conversation, such as a project thread.

Example:

Original post:

“Please share your slides for Thursday’s client meeting in this thread.”

Your reply:

“Slides uploaded for the risk management section – please review before Wednesday. @Maria Jones can you check the timelines?”

This keeps everything about that client meeting in one place.

What happens if you don’t reply in the thread?

If you start a new post instead of replying:

• The conversation gets split across several posts.
• People may miss important details.
• It’s harder to search for the complete discussion later.

So, before you start typing at the bottom of the channel, pause and ask:

“Is there already a post about this?”

If yes, reply within that thread.

7. Editing, Deleting, and Saving Your Channel Messages

We all make mistakes. Fortunately, Teams makes it easy to fix them.

Editing a message

To edit a message you’ve sent:

1. Hover over your message.
2. Click the More options (three dots …) icon.
3. Click Edit.
4. Update your text.
5. Click Send (tick icon) again to save your changes.

Use editing for:

• Typo fixes.
• Clarifying something that could be misunderstood.
• Adding a detail you forgot (for example, a date or link).

Deleting a message

To delete a message you’ve sent (if allowed by your organisation’s settings):

1. Hover over your message.
2. Click the More options (…) icon.
3. Click Delete.

Your message will be removed, and in many setups, a small note may show that a message was deleted.

Use deletion carefully. It’s often better to edit and correct a message than to make it disappear, especially if others have already replied.

Saving or pinning messages

If you need to refer back to a post:

• Save a message (for yourself):
  • Hover over the message, click More options (…), then click Save this message.
  • To see saved messages, click your profile picture and choose Saved.
• Pin a message (for the whole channel – if allowed):
  • Hover over the message, click More options (…), then choose Pin in channel (if available).

Pinned posts are useful for:

• Key procedures.
• Important announcements.
• Frequently used links.

8. Sharing Files, Links, Emojis, and More in Channel Posts

Channel posts aren’t just plain text. You can add files, links, and other extras to make your message clearer.

Sharing files in a channel

To share a file in a channel post:

1. In the message box, click the Attach (paperclip or “Attach” icon).
2. Choose where the file is coming from:
   • Upload from my computer
   • OneDrive
   • Or a relevant SharePoint site
3. Select your file and click Open or Upload.
4. The file will appear in the post.
5. Add your message and click Send.

The file will also appear in the Files tab for that channel, so people can find it again even if they don’t remember the exact conversation.

Sharing links

You can paste links directly into your message. To keep them tidy:

• Use a short description, then paste the link.
  • Example: “You can find the branding guidelines here: [link].”

If your formatting panel allows, you can also:

1. Highlight text (e.g. “branding guidelines”).
2. Click the Link icon.
3. Paste the URL and click Insert.

This creates a cleaner, clickable link in your post.

Emojis, GIFs, and stickers

Teams supports:

• Emojis
• GIFs
• Stickers

These can be helpful for:

• Showing appreciation (👍, 🎉).
• Keeping morale up in informal channels.

However, in more formal or client-facing channels, it’s best to:

• Use emojis sparingly.
• Avoid GIFs or stickers if your workplace prefers a professional tone.

If you’re not sure what’s acceptable, follow your team’s usual style or ask your manager.

9. Tips for Clear and Professional Channel Communication

Good Teams channel posts are not just about clicking the right buttons. They are also about good habits.

Here are some simple guidelines:

Choose the right channel

Before you post:

• Ask yourself: “Who needs to see this?”
• Pick the channel that best matches the topic.
• Avoid posting the same message in multiple channels unless it is truly necessary.

Use clear subjects and short messages

• Use a subject line for important posts.
• Keep each post focused on one main idea.
• Put key information (like dates, times, and actions) near the top.

Reply in the correct thread

• Use Reply for follow-up comments.
• Don’t start new posts for small updates on existing topics.
• Encourage the team to keep each topic in one thread.

Be specific about what you need

People are busy. Make it easy for them to know what to do:

• Say who needs to act (@Name).
• Say what they need to do.
• Say when it needs to be done (date and time if possible).

Example:

“@Sam Patel please confirm the final attendee list by 3pm tomorrow so I can send the invites.”

Respect people’s time and notifications

• Use @mentions sparingly.
• Avoid sending multiple posts in a row when one well-written message would do.
• If you’re in a different time zone, think about when colleagues will see your message (your organisation may use delayed send or guidance on quiet hours).

Keep records in channels instead of email (where possible)

If your team is using Teams as the main collaboration space:

• Put decisions, final versions, and key updates into a channel post, not just in a private chat or email.
• This makes it easier to find information later and keeps everyone on the same page.

10. Troubleshooting Common Problems with Channel Posts

Even when you know what to do, small issues can still pop up. Here are some common problems and how to handle them.

“I can’t post in this channel”

Possible causes:

• You might not have permission to post (for example, in an announcement-only channel).
• The channel might be moderated, so only certain people can post.
• Your IT or Teams admin may have set restrictions.

What to do:

• Check with your team owner or your IT support if you think you should be able to post there.

“People say they didn’t see my message”

Possible causes:

• You didn’t use @mentions for the people who needed to respond.
• The message is buried in a busy channel.
• The subject line wasn’t clear, so people ignored it.

What to do:

• Edit your message to add a clearer subject and use @mentions for key people.
• For very important updates, you may need to follow up with another post or a short meeting.

“My message ended up as a new post instead of a reply”

This often happens if you scroll to the bottom of the channel and type in “Start a new post” instead of using the Reply box.

What to do:

• Copy your message.
• Delete the incorrect new post (if allowed).
• Paste your message into the Reply box under the original thread.

Over time, you’ll build the habit of looking for ‘Reply’ first when continuing an existing conversation.

11. Next Steps – Build Your Teams Skills with a Live Course

This article has focused on a very specific part of Microsoft Teams: posting messages and replies in channels. In real life, you’ll often be doing this alongside other tasks such as:

• Creating and managing teams and channels
• Using chat and messaging features
• Sharing and collaborating on files
• Scheduling and running online meetings and webinars
• Integrating Teams with other Microsoft 365 apps
• Following good etiquette and best practices across your organisation

If you’d like structured, hands-on practice with support from an experienced trainer, you may find it helpful to join our 1-day Microsoft Teams course. It’s delivered live online, includes demonstrations, guided exercises, and plenty of time for questions, and is designed to help you use Microsoft Teams confidently for collaboration and communication at work.

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