How to Use Slack as ABC’s Virtual Office Technology

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The purpose of this user guide is to help ABC’s employees learn the key features of Slack. This will help us create a virtual work environment similar to our onsite workplace community.

Setting up Slack

  1. In a web browser, navigate to the Slack download page.
  2. Click Download. Slack saves the file to your desktop.

Setting up two-factor authentication

To reduce the risk associated with compromised passwords, please set up two-factor authentication.

  1. Download and install an authentication app on your mobile device. Some examples are Google Authenticator, Duo Mobile, 1Password, and Microsoft Authenticator.
  2. Navigate to your Slack Account Settings page.
  3. Next to Two-Factor Authentication, select expand > Set Up Two-Factor Authentication.
  1. Enter your password, then select Confirm Password.
  2. Select Use an app to receive authentication codes on your mobile device.
  3. From your mobile authentication app, add a device and scan the QR code.

When you sign into Slack, open your mobile authentication app to find the code you need to enter with your password.

Setting profile picture

We want our employees to feel connected with real humans, even working from home. Please set a profile picture using a real image of yours to create a friendly remote working environment.

  1. On the main page, select the rectangular profile icon at the top right corner.
  2. From the dropdown list, click Profile.
  3. Click Edit next to your name.
  4. Select Upload Photo under the Profile photo display area.
  5. Choose an image file (GIF, JPG, PNG) and select Open.
  6. Crop the photo and select Save.
  7. Select Save Changes at the bottom right.

If you have successfully changed your profile picture, the rectangular profile icon at the top right corner will display your image.

Updating your status

We give employees flexible work hours. In a remote working environment, it is difficult to tell if someone has started or ended their work. So, please use the status to show your colleagues if you are working, in a meeting, taking a break, or off work.

  1. On the main page, select the rectangular profile icon at the top right corner.
  2. From the dropdown list, select Update your status.
  3. Select the appropriate status from the list or name your own status.
  4. When naming your own status, click the smiley face icon and select a related emoji for visual representation.

If successfully updated, you will see the emoji next to your profile picture icon at the top right corner.

Setting yourself as away or active

An easy way for others to tell if you are there or not is by setting yourself as away or active.

  1. On the main page, select the rectangular profile icon at the top right corner.
  2. From the dropdown list, select Set yourself as away or active.

If you set yourself as active, a green circle will appear on the bottom right corner of your profile picture icon. If you set yourself as away, the circle will be empty.

Joining a channel

Channel is a great way to organize discussions by project, topic, or team.

  1. Select All Channels from the top of the left sidebar. If you don’t see it, select More > All Channels.
  2. From the public channel list, hover over a channel and click View to take a look before joining.
  3. If you’d like to join, select Join Channel.

You will see the message field if you have successfully joined a channel.

Creating a channel

You may also create Channels for casual conversations as you would normally have onsite. It doesn’t have to be all about work. Have fun with your colleagues.

Note Do not share the channel outside of our company.

  1. From the left sidebar, select + Add channels > Create a new channel.
  2. Name your channel.
  3. Optional: add Description, make it private by selecting the toggle button.
  4. Select Create.
  5. Add people by name or email, or Skip for now.

You will see the message field if you have successfully created a channel.

Sending a direct message

  1. From the left sidebar, select the person you would like to send a message.
  2. Write a message in the message field.
  3. Press enter or select the paper airplane icon in the bottom right corner to send your message.

Your message will appear with your name and time if you have successfully sent a message.

Editing a message

  1. Hover over the message to edit.
  2. Select More Actions next to Reply.
  3. Select Edit Message > Save.

Your message will appear with (edited) next to it if you have successfully edited a message.

Deleting a message

  1. Hover over the message to delete.
  2. Select More Actions next to Reply.
  3. Select Delete Message > Delete.

Your message will disappear if you have successfully deleted a message.

Searching

  1. Select the Search Field at the top of the screen.
  2. Select what you are looking for among messages, files, channels, and people.
  3. Type what you are searching.
  4. To narrow your search, select an additional modifier that appears under Narrow your search.
  5. Press Enter to see search results.

You will see a list of results, which you can sort by most relevant, newest, or oldest.

Setting notification schedule

If you wish to receive notifications only during work hours or weekdays, set a notification schedule. You will not receive notifications outside of the chosen time.

  1. On the main page, select the rectangular profile icon at the top right corner.
  2. From the dropdown list, select Pause notifications > Set a notification schedule.
  3. Choose days and times that you would like to receive notifications.
  4. Changes are automatically saved, so select Í to exit settings.

You will receive notifications only during the scheduled time.

Installing Zoom app

We use Zoom for all virtual meetings.

  1. From the bottom of the left sidebar, select Add apps.
  2. Select Zoom from the app list.
  3. From the Slack app directory, select Add to Slack > Allow.

You will be able to find Zoom from your app list on the left sidebar.

Using Zoom in Slack

You can easily start and schedule Zoom meetings from Slack.

  1. Open direct message with Zoom.
  2. Welcome message provides you with a list of quick start commands (in red with a forward slash before a keyword).
  3. To use the Zoom commands, type it in the message field and send it.

Note You must include the forward slash when typing the commands. All commands begin with a forward slash to differentiate it from normal messages.

Installing Outlook Calendar app

Integrate Outlook Calendar app to Slack, so you can conveniently receive all notifications from a single place.

Note Any changes from Outlook Calendar are automatically updated to Slack, so you do not need to make changes manually.

  1. From the bottom of the left sidebar, select Add apps.
  2. Select Outlook Calendar from the app list.
  3. From the Slack app directory, select Add to Slack > Allow.
  4. From Outlook Calendar app’s Home tab, select Connect Calendar.

If you can see your events from Home tab, you have successfully installed it.

Conclusion

Now you know all the key features of Slack that are essential to remote work. By utilizing these features, you will be able to work efficiently from a place of your choice and to connect with your colleagues as you would have onsite. Let’s continue to create a fun an engaging workplace on Slack.

Troubleshooting

If you have any trouble with using Slack, do not hesitate to contact our IT Support Team at itsupport@abc.com. The team will setup a Zoom meeting to help you within an hour of your request. You can also ask questions via Slack. Add IT Support Team with the email address and send a direct message.