Teams - Online Meetings

Background Information

Microsoft Teams provides online meeting functionality. This job aide lists the steps needed to Schedule, Start, Join, and Interact in a Microsoft Teams meeting.

Schedule a Meeting

1. From the Outlook Calendar view, navigate to the Home tab in the Ribbon.
2. The Teams Meeting section provides two meeting options:

Meet Now – this open an instant meeting.

• Add participants using the invitations options panel, which appears after you join the meeting. Copy Meeting Link and Add Participants are the easiest way to add attendees.

New Teams Meeting – this option allows you to schedule a meeting.

• Add participants in the To: field, as you would with a standard Outlook meeting.
• The invitation instructions list a Meeting Link, Call-In Phone Number, and Conference ID.

Join a Meeting

1. From the Meeting invitation, click the meeting link, as shown below.
2. A prompt will appear to join the meeting. Click the Open Microsoft Teams button to continue.
   • If you do not wish to see this prompt in the future, check the message box to allow the use of the Teams app for online meetings.
3. Join audio for the meeting by using your Computer Audio or join by Phone.
   • To join audio by phone, either call the conference number from the meeting invitation, or add your phone number to the call-in field of the meeting panel to receive a call from the meeting line.
   • Click the Join Now button.

Meeting Options

Mute Your Audio

It is extremely important to mute your audio during a meeting, unless you are the presenter, or are actively contributing to the conversation. Unmuted attendee lines can cause feedback or background noise that can overpower the presenter’s audio. To mute audio, follow these steps:

1. In the upper-right corner of the meeting panel, click the Participants icon to open the Participants panel.
2. The Participants panel opens to the right of the screen. A microphone displays to the right of your name.
   • A microphone with a slash through it means it is muted.
   • If your microphone is not muted, click it to mute. Unclick to unmute.

Share Your Screen

1. From the Meeting toolbar, click the icon with a square with an upwards arrow within it.
2. A gallery of thumbnails will appear at the bottom of the screen. Options include:
   • Present Desktop (shows everything that is open)
   • Present Programs (select the Application to display)
   • Whiteboard (collaborate and brainstorm during the meeting)
3. Select the screen option to present. A red outline will appear around the actively presented screen.
4. A meeting action panel will appear in the bottom right corner after the screen presentation has started. Stop presenting by clicking the icon with a square with an "X" within it.

Record Meeting

1. Click the ellipsis ( … ) in the Meeting Options Toolbar.
2. Select Start Recording to record the meeting.
   • There is a slight delay before the meeting starts to record. You will her a voice prompt when the recording has started.
3. Once the recording has started, the menu option has changed to Stop Recording.

Access and Download Meeting Recording

1. Access Recorded Meetings directly from your Teams panel in the Chat list.
2. The subject of the meeting is listed above the Recording is Ready text. This will help you to identify meeting recordings.
3. Click the Meeting name to:
   • View details, access chat conversations, meeting notes, and the whiteboard (from the 1 more drop-down).
   • Click the meeting thumbnail to open the recording in Google Chrome. The following options are available:
     • Share
     • Copy Link
     • Download
     • Delete
   • Access Downloaded files in File Explorer > Downloads folder.
   • Download the Attendance Report that lists all attendees.

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