Teams - General Meeting Guide

Scheduling a meeting

Flexibility is at the heart of Microsoft’s collaboration solutions – and that is certainly true for the types of meeting that you can host in Microsoft Teams. There are three different types of meeting:

• Ad-hoc meetings. Within any Microsoft Teams conversation, you can click on the "Meet Now" button to instantly begin a session with those involved. Ad-hoc meetings are useful when you've realized that everyone needs to come together and discuss something now rather than continuing to send chat messages back and forth.
  
  
• Private meetings. Through private meetings, you can meet one-on-one with specific employees or colleagues, to touch base or discuss potentially privileged information.
  
  
• Channel meetings. Entire channels can be selected for scheduled meetings with everyone involved. All members of the channel can participate in the meeting, which is an easy way to make sure that everyone is on the same page.

Scheduling from Outlook

Since many of us use Outlook to schedule meetings and make appointments, it’s convenient that you can send invitations to online Teams meetings directly from within Outlook. Just select “Teams Meeting” in the meeting menu bar. If you schedule a Teams meeting from here, you can’t select a specific Teams channel for the meeting, which means the meeting will not be “visible” in the channel conversation thread.

To schedule a meeting directly from Microsoft Office

1. From the calendar view, click on New “Teams Meeting”
   This will generate a new meeting request using Microsoft Office that you are already familiar with, but it inserts meeting info into the body.
   
   
2. Use the "Scheduling Assistant" to find a time during which everyone is available or to add a conference room.
3. Populate the rest of the remaining applicable fields and click send
   
   

Scheduling from Teams

Sometimes a meeting is the only way to get something done fast. Microsoft Teams makes it easy to set up meetings, whether you need to meet with your entire group or one-on-one. Here's how to set up, customize, and hold a Microsoft Teams meeting.

To schedule a meeting directly from Microsoft Teams:

1. From Teams, click on Meetings on the left side menu and select Schedule a Meeting.
   
   
   
   
2. Select the channel you want to meet with. (do not set a channel when meeting with external contacts/participants)
3. Use the Scheduling Assistant to find a time during which everyone is available or to add a conference room.
4. Select how often you want the meeting to recur.
5. Click Schedule once complete to finalize and send invitations.

     

Starting a Meeting as the Facilitator (need computer)

When it’s time to start a meeting:

1. Open Microsoft Teams, click on the calendar Icon
   
   
   
   

2. OR you can open the invite from Outlook, click Join Microsoft Teams Meeting:
   
   

   
   
   

3. Right Click on your meeting and choose Join you will automatically enter the meeting room lobby to give you an opportunity to test your hardware before starting the meeting.
4. The audio and camera will default to ON, once in the lobby you can turn off your camera and audio if you plan on using a physical telephone. If you are not using a physical phone and using your computer audio proceed to step 5.
5. Use telephone to dial conference bridge and put in Conference ID in the invite
6. AS FACILATOR, you have to let people into your meeting from the “Lobby” as people join the meeting, you will need to ADMIT them to join the meeting:
   
   
   
   

Common Meeting Controls Bar

This bar should appear for all users and can be different based on if you’re the organizer or a viewer

 

Video control (turn off/on your camera)

 Audio control (turn off/on your microphone)

 

Share controls (choose what content to share in meeting)

Conversation view (turn on/off chat window)

Participants (controls such as muting a participant or kicking them if you’re the organizer)

 More Options (see below, includes recording capabilities and more)

 End connection to meeting

 

Sharing Content

To share your screen in a meeting, select Share screen button in your meeting controls. Then, choose to present your entire desktop, a window, a PowerPoint file, or a whiteboard.

To stop sharing or to switch sharing content, click the same sharing button that will now look slightly different as it flips to stop sharing button.   Once you stop sharing you can share again with different content.

Remote Party Joining Experience

When you have invited a remote party into the meeting, they will get an invite just like any other type of meeting request.

For them to join, they can click on the ‘Join now’ button which will take them to the Microsoft website which will give them the opportunity to join the meeting via Web or via their own Microsoft Teams install if they already have it installed

                    

 

From here, the user will enter the meeting room lobby to give them an opportunity to test their hardware before starting the meeting.