Your Guide to Workplace Chat

Learn the ins and out of Workplace Chat so you can work better with Workplace.


Audience Workplace Users |Time 8 min |Published 16 April 2020

Back to resource hub

Get an overview of what to expect from the System Admin role and how to manage your Workplace from the Admin PanelPlay Icon

Workplace Chat allows you to message colleagues in real-time, as well as send stickers, GIFs and emojis. You can switch from text to video at the touch of a button, or join your colleagues in group video calls.

Accessing Workplace Chat

Accessing Workplace Chat

Chat is easily accessible in the left-hand navigation bar on the web version of Workplace. You’ll find it under ‘Notifications’ at the top.

You can also download the desktop app for PC or Mac.

On mobile, you can download the Workplace Chat app from your phone’s app store on Android or iOS.

Enable notifications to make sure you don’t miss an important message. On web, click on Settings under the Search bar and select Manage notification settings to do this. On mobile, click on your profile picture on the top left and select Notification settings.

Using Workplace Chat

Using Workplace Chat

You can create chats with up to 250 people. Simply click on the ‘Create New Chat’ button then select one or more people to start a conversation.

Creating a Workplace Chat on web

Creating a chat on web

Creating a Workplace Chat on web

Creating a chat on mobile

When you create a group on Workplace, you can choose to turn on a chat for your group as well. This makes it easy to switch between important information in posts and real-time discussions in chat.

Pinning a chat

Pinning a chat

You can pin a chat conversation to the top of your inbox to keep your most important conversations front and center. On web, simply click the ... menu under the timestamp of the chat in your inbox, then select Pin Chat.

Pinning a Chat on web

Pinning a Chat on web

On mobile, swipe the chat you want to pin from right to left and tap on the menu icon. Then select Pin Chat.

Pinning a Chat on web

Pinning a chat on mobile

Messaging in Chat

Messaging in Chat

You can message one or more colleagues in a chat, up to 250 people. Alongside text messages, you can send GIFs, stickers, emojis, files and polls. On either side of the composer (where you write your message) you'll see buttons to attach a file and to browse stickers, emojis and GIFs.

Multimedia messaging in Chat

Multimedia messaging in Chat

To create a poll, click on the + button on web or the four dots on mobile on the left of the composer. More options will appear. Select the Create a poll icon on the far left and type your question, add the poll options and click Create Poll. Your poll will be sent to everyone in that chat and your coworkers will be able to vote on the poll

Polls on web

Polls on web

Polls on mobile

Polls on mobile

Replying to messages

Replying to messages

You can reply to a specific message in a chat on web by hovering over it and clicking on the Reply icon (an arrow pointing left).

Reply on web

Reply on web

On mobile, simply long-press on the message you want to reply to and select the Reply icon (an arrow pointing left). You can also swipe on a message to reply to it.

Reply on mobile

Reply on mobile

Reacting to messages

Reacting to a message

If you want to add an emoji reaction to a message instead of a reply, hover over it again (or long-press on the message if you’re on mobile) and this time click on the “React” icon. Then simply choose the reaction that fits your mood.

Reactions on web

Reactions on web

Reactions on mobile

Reactions on mobile

Saving a message

Saving a message

If you see an important chat message that you’d like to save for later, you can do so by hovering over the message and clicking on the Save icon (the one that looks like a bookmark). To view to your saved messages, click on the ... icon Unread button on the top left and select Saved Messages.

Saving chat messages on web

Saving chat messages on web

On mobile, long-press on the message you want to save and select Save Message from the menu at the bottom of the screen. See your saved messages by selecting your profile picture at the top left of the inbox, then and selecting Saved Messages.

Saving chat messages on mobile

Saving chat messages on mobile

Setting reminders

Setting reminders

You can set a reminder to prompt you to come back to a chat message. On web, click the ... next to the Reply button, then select Remind Me. You can then choose when you want to be notified.

Setting reminders on web

Setting reminders on web

Mentioning someone in a chat

Mentioning someone in a chat

There might be times when you need to grab somebody’s attention - for instance, if there’s a message they need to respond to or an action item with their name on it. In that case, you can mention them by typing ‘@’ before writing their name in the composer. Then just click on the profile name that automatically pops up or hit the enter key (⏎).

Mentioning someone in a chat on web

Mentioning someone in a chat on web

Mentioning someone in a chat on mobile

Mentioning someone in a chat on mobile

When you mention someone, they'll receive a notification. Only people who are already in the group conversation can be mentioned in a message. If you mute a chat, you’ll only be notified about mentions in that chat.

Calling coworkers in Chat

Calling coworkers in Chat

You can use Workplace Chat video calls to hold meetings with your team or jump on a quick 1:1 call with a colleague. You will see the video and voice calling icons at the top right-hand corner of every chat.

Video calling on web

Video calling on web

Both 1:1 and group video calls are available across the Workplace Chat desktop and mobile apps.

Video calling on mobile

Video calling on mobile

You can even connect to Workplace on Portal for a high quality audio and video experience. Portal is a video communications device with Smart Camera and Smart Sound. It allows you to feel more present while collaborating with your coworkers. Learn more about Workplace on Portal here.

Download the Google Chrome extension to share your screen on a video call. To learn how to share your screen after downloading the extension, click here.

Muting a chat

Muting a chat

You can mute notifications from a chat at any time. On web, simply click the ... menu under the timestamp of the chat in your inbox, then select Mute Chat and choose how long to mute it for.

Muting a chat on web

Muting a chat on web

On mobile, swipe the chat you want to mute from right to left and tap on the menu icon, then select Mute Chat and choose how long to mute it for.

Muting a chat on mobile

Muting a chat on mobile

Turning off notifications and active status

Turning off notifications and active status

You can turn off chat notifications on web by selecting the Settings icon located at the top of your inbox and selecting Manage Notification Settings. You can find notification settings for Chat at the bottom of the page. On mobile, simply select your profile photo and go to Notifications and Sounds.

You can also turn off your active status in Chat by going to Settings. People will still be able to message you, and you will see those messages in your inbox, but you won’t appear as active (with a green dot by your name). On mobile, simply select your profile picture and go to Active Status. Learn more about Active Status in the Help Center.

Modifying Active Status on web

Modifying Active Status on web

Modifying Active Status on mobile

Modifying Active Status on mobile

Turning on Do Not Disturb

Turning on Do Not Disturb

You can turn on Do Not Disturb to switch off all Workplace notifications (including Chat notifications) on both mobile and desktop and signal to your coworkers that you’re unavailable. Simply click on your profile photo at the bottom of the left-hand navigation, then select Do Not Disturb. Once you’ve clicked it, you can decide how long you want to keep notifications off for, or set Do Not Disturb to turn on automatically based on your schedule.

Turning on Do Not Disturb on web

Turning on Do Not Disturb on web

Turning on Do Not Disturb on mobile

Turning on Do Not Disturb on mobile

Set a custom status

Set a custom status

You can also set a custom status message while you are away with Status. Simply click on the smiley face icon above your profile photo at the bottom of the left-hand navigation.

Setting your status on web

Setting your status on web

Setting your status on mobile

Setting your status on mobile

Turning your group chat into a Group

Turning your group chat into a Group

You can easily turn a group chat into a Group so you can continue working together with more features, such as posts and Live Video. Simply click on the ... menu icon on the top right of your chat conversation and select Admin Options. Click on Create Group and type a name for your group. Confirm after selecting your privacy setting.

Turning your group chat into a group on web

Turning a group chat into a group on web

For more information on Workplace Chat visit the Help Center.

Back to resource hub

-----