There’s no shortage of tools that promise to “transform sales collaboration.” But if you’re a sales leader, enablement manager, or even a rep who actually has to use this stuff, you know the real issue: it’s about making sharing and feedback easy (and not making everyone’s day more complicated).
If you’re looking at how to use Highspot together with Microsoft Teams for real-time sales collaboration, you’re in the right place. This isn’t a hype piece or a marketing rundown. We’ll walk through how to actually use the integration, where it helps, and where it falls short—plus a few things you can skip.
Let’s get to the good stuff.
Why (and When) Should You Care About the Integration?
Let’s be honest: most sales teams already live in Teams, and Highspot stores all the content. The integration is supposed to make it easier for you to find, share, and discuss sales materials without endless tab switching or email chains.
But here’s the reality:
- If you’re not actively collaborating on deals or content, you might not need the integration.
- It’s best for teams that already rely on Teams chat/channels and want to keep conversations and content in one place.
- If your people are mostly in email or Slack, this won’t magically pull them into Teams.
If that sounds like your crew, keep reading.
Step 1: Set Up the Highspot Teams Integration Properly
This sounds obvious, but it’s worth double-checking: integrating Highspot and Teams isn’t just clicking a button. You (or your IT) need to:
- Install the Highspot app in Teams.
- Go to Microsoft Teams, click “Apps” (bottom left), then search for “Highspot.”
- Hit “Add.” If you can’t, your admin probably locked things down. Time for a quick IT favor.
- Pin Highspot to your Teams sidebar.
- Right-click the Highspot icon and pin it. Otherwise, you’ll forget it exists.
- Sign in and connect accounts.
- You’ll have to authenticate with your Highspot and Microsoft 365 accounts. If you see weird errors, try logging out and back in.
- Check permissions.
- If you can’t share content, your Teams policies or Highspot permissions might need tweaking. This is tedious but saves headaches later.
Pro tip: Don’t try to roll this out to your whole sales org at once. Start with a small, motivated group—see what breaks, then expand.
Step 2: Share Content the Smart Way (Not the “Spray and Pray” Way)
Here’s where most teams go wrong: they dump a bunch of decks or PDFs into a Teams channel and call it “collaboration.” No one reads it, and it just clutters up the feed.
A better approach:
- Share only what’s relevant. If you’re prepping for a specific deal, share that case study, not the whole library.
- Use context in your post. Don’t just drop a link—add a line about why you’re sharing it. “Here’s the latest pricing battlecard for the Acme deal—thoughts?”
- Share to the right place. Choose between private chats (for quick feedback) and channels (for broader team input).
- Use Highspot “Live Share” if you want feedback. This lets people comment on the deck or doc directly, instead of the usual “Nice deck” replies.
What doesn’t work: Sharing everything “just in case.” If you’re not sure it’s useful, ask yourself if you’d want to read it.
Step 3: Use Highspot Notifications—But Don’t Overdo It
One of the better features: if someone shares or updates content in Highspot, you can get a notification in Teams. This is great if you use it for real collaboration—not just for noise.
- Enable notifications for important updates only. Don’t turn on every alert, or you’ll start ignoring them.
- Mute or unfollow threads that don’t matter to you. Teams already has too many pings.
- Use @mentions sparingly. Tag people who truly need to review or weigh in.
What to ignore: Don’t use the integration as a replacement for deal updates or pipeline reviews. It’s for content and conversation, not for managing the whole sales process.
Step 4: Collaborate Live—But Don’t Force It
The idea of “real-time collaboration” is thrown around a lot. With Highspot in Teams, you can co-edit, comment, and discuss content while you’re in a call or chat.
Here’s what actually works:
- Prep before meetings. Share the deck or doc before the call, so people have time to review.
- Use Teams meetings with Highspot content. You can pull up a Highspot asset right in the call—no more “Can everyone see my screen?”
- Comment in context. If you’re editing a deck, drop comments right on the slide through Highspot, not in a separate Teams chat.
What doesn’t work: Expecting everyone to brainstorm on the fly. Most people need a heads-up before giving good feedback.
Step 5: Track Engagement—But Don’t Micromanage
Highspot’s analytics can show you who’s viewing or engaging with content you share in Teams. This can be handy for:
- Seeing which resources actually get used.
- Spotting who’s engaged (or not) in prepping for deals.
- Iterating on what you share next time.
But don’t use this as a surveillance tool. If you start calling out reps for not clicking every link, you’ll just drive them away from using the integration.
Pro tip: Use data to improve content and timing, not to shame people.
Step 6: Keep It Simple—Integration Isn’t Magic
A few honest truths:
- No integration will fix a messy sales process or unclear communication.
- If people don’t see value in using Highspot or Teams, the integration won’t help.
- Don’t force workflows that don’t fit your team’s habits.
Instead, look for actual friction points—endless email chains, “which version is this?”, or meetings about meetings. Use the integration to cut those down, not to add another step.
What Works Well (and What Doesn’t)
What’s worth your time:
- Quick sharing of the latest materials in the right Teams channels.
- Getting feedback on content in context, without switching apps.
- Notifying the team when something important changes (not every little tweak).
What to skip:
- Trying to turn Teams into your main sales enablement platform. It’s a chat app, not a content library.
- Over-automating. If every little thing triggers a notification, people will tune out.
- Expecting Highspot+Teams to magically create collaboration if there’s no culture for it.
Wrapping It Up: Don’t Overthink It
Here’s the bottom line: The Highspot/Teams integration is useful if you use it to make sharing and feedback easier—not if you see it as another box to check. Start simple, keep the feedback loop tight, and don’t get hung up on every bell and whistle.
If something doesn’t work for your team, skip it. If a feature saves time or makes your next deal run smoother, double down. Iterate, keep it practical, and don’t let the tools run the process—you’re still in charge.