Customize Microsoft Teams with Apps for a Better Experience

Microsoft Teams has become an essential hub for communication and collaboration in the modern workplace. But Teams is so much more than just a chat platform, file storage solution, or virtual meeting space.

It’s a highly versatile workspace that can be tailored to your unique needs with the addition of apps—both Microsoft and third-party. From project management tools and file-sharing platforms to note-taking and AI-powered apps, if there’s something you need, there’s probably an app for it.

By integrating apps into Teams, you can transform how you work, streamline processes, and create a workspace that supports your style and goals. Let’s dive into how you can find, add, and use apps in Microsoft Teams to unlock its full potential.

Getting to Know Microsoft Teams

Before we dive into apps, let’s take a quick look at the Teams interface.

On the left sidebar (quick launch ribbon), you’ll find some built-in core apps, including:

  • Activity: See recent updates and notifications from Teams and Channels.
  • Chat: Access direct and group messages.
  • Teams: View all Teams and Channels you’re a member of.
  • Calendar: Syncs with Outlook to display meetings and events.
  • Calls: If your organization routes calls through Teams, this functions as a VoIP phone system.
  • Files (OneDrive): A central place for all stored and shared files.

Beyond these default tools, you can expand Teams’ functionality by adding apps, either to the left sidebar for personal use or within specific Teams and Channels for group collaboration.

Top Navigation Bar:
This section often includes tabs related to your specific team or channel. You’ll typically see “Posts” (for communication), “Files” (shared documents), and any apps you’ve added.

While these built-in features provide a great starting point, the true power of Teams lies in its ability to integrate additional apps tailored to your workflows.

Adding Apps to the Left Sidebar

Step 1: Open the Apps Menu

To add an app to the left sidebar (Quick Launch Ribbon):

  1. Click the “Apps” icon on the quick launch ribbon.
  2. This opens a menu where you can browse available apps.

Step 2: Browse and Search for Apps

Once inside the Apps menu, you’ll see two ways to explore:

  • Quick Launch View: Displays a few suggested apps and a search bar. If you already know the app you want, simply type its name.  
  • Full Menu View: Click “Get more apps” to open the complete marketplace. Here, you’ll find apps categorized by:
    • Featured Apps (Popular or highly rated apps)
    • Categories (Productivity, Project Management, Communication, etc.)
    • Industries (Apps tailored to specific business needs)

For example, if you’re a project manager and want an alternative to Microsoft Planner or Project, you can search for options like Trello or Asana.

Step 3: Install and Pin the App to the Sidebar

After selecting an app:

  1. Click “Add” to install it.
  2. Some apps will immediately appear in the sidebar, but others may need to be pinned for easy access. To do this:
    • Click the ellipsis (three dots) on the sidebar.
    • Locate the app in the dropdown menu.
    • Right-click and select “Pin” to keep it permanently visible.

Not all apps can be pinned to the sidebar—some are designed to work only within specific Teams or Channels.

Speaking of channels, let’s look there.

Adding Apps to a Specific Channel in Teams

This is the channel that I created when I installed the app “Kanban Task Board.” Every channel you create in a team will have the “Posts” and “Files” tab across the top. Then, any other application added. Adding an application to a channel from the channel is just as easy. 

Step 1: Navigate to the Correct Channel

To add an app inside a Channel, you must first go to the Channel where you want the app to appear.

Step 2: Access the App Menu in the Channel

At the top of the Channel window, you’ll see a navigation bar with existing tabs like Posts and Files. To add an app:

  • Click the “+” button in the top navigation bar

This opens the app selection menu, similar to the one in the sidebar but tailored for Channel-based integrations.

Step 3: Search for and Add an App to the Channel

  1. Use the search bar to find the app you want.
  2. Click “Add” and follow the setup instructions.
  3. The app will now appear as a new tab in the Channel, making it accessible to all members.

For example, if you want to add a Power BI dashboard, selecting Power BI will allow you to embed reports directly inside Teams, eliminating the need to switch between applications.

Why Add Apps to Teams?

Adding apps to Teams enhances collaboration by centralizing all the tools you need in one place. Some key benefits include:

✅ Seamless Workflows – Keep all project tools, reports, and files within Teams.
✅ Increased Productivity – Reduce the need to switch between multiple applications.
✅ Customizable Experience – Tailor Teams to match your unique work style and requirements.

Work Smarter, Not Harder with Teams

Microsoft Teams isn’t just a platform for chat and meetings—it’s a powerful, customizable workspace. By adding apps to both the sidebar for personal use and Channels for team collaboration, you can create a streamlined environment that fits your exact needs.

So many options are available, and I have only scratched the surface!  Build your own channel and explore. Look for the apps that will benefit you and your organization and add them. Build a workspace as unique as your team is, and see how Teams can help you work smarter, not harder!

Oh, and did I mention automation? That’s a whole other topic! Stay tuned for our next blog, where we’ll dive into automating tasks inside Teams.

Need help optimizing Teams for your organization? We offer Microsoft Teams training as well as other corporate training programs to help your team work more efficiently.

Reach out to learn more.