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How to Set Up and Join a Meeting with Microsoft Teams

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The COVID-19 pandemic has created a different way of working for many across the world. With lots of workers now remote working, there are a huge 115 million daily active users of Microsoft Teams as of October 2020. The collaborative communications tool has become essential to allowing collaborative working to continue. With many of us never having used Teams before 2020, though, there are some lessons to be learnt if you’re using Teams for the first time. Here’s Neuways’ guide on How to Set Up and Join a Meeting with Microsoft Teams.

1. Scheduling a Teams Meeting

As a result of Microsoft’s apps working in tandem, your Microsoft Teams meeting can be set up through the Teams app or Microsoft Outlook.

When using the Teams app, a meeting can be scheduled via the ‘Calendar’ on the left-hand side of the page. By clicking on ‘New Meeting’, you can then add the relevant people and information as necessary.

Through Outlook, it should feel just like a normal meeting. Go to your Calendar to arrange a meeting as normal, but click the ‘Teams Meeting’ option at the top of the page once in the appointment. This will generate a ‘Join Microsoft Teams Meeting’ hyperlink that will be placed within the email invitation that’s been sent to your recipients.

2. Start a Teams Meeting

Similar to scheduling a meeting, there are a few different ways you can join a Teams meeting.

You can join via the hyperlink within the Outlook invitation you have either created or received. This will take you directly to the meeting within Teams and will ask you if you want to join with your audio and/or video.

Alternatively, you can click ‘Join Meeting’ from the pop-up reminder Outlook will send you fifteen minutes before the meeting is due to start.

And finally, if you’re in the Teams app, go to the Calendar again, and click the hyperlink in the meeting scheduled in your calendar. It will look just like the hyperlink found within Outlook and take you to a landing page just before you can enter the meeting.

3. Preparing for a Teams Meeting

Before joining your Teams meeting, you’ll be asked if you want to join with your audio and video on or off, before entering the meeting. The ‘people’ icon at the bottom of the page, allows you to view the participant’s tab. This will open a tab on the right-hand side of the screen, displaying who is in the meeting, and who is yet to arrive, as well as everyone who has been invited.

When you’ve selected ‘Join now’, you will be in a lobby waiting for participants to join. As soon as you’re ready to begin, you can get people into the meeting by inviting them using the participants tab. If they are an internal colleague, they will join straight away. If you are hosting a meeting with external clients, as host, you will need to click to add the users, which allows them to enter from the participants tab.

4. Options During a Teams Meeting

During your live Teams meeting, you will notice a toolbar, centered at the bottom of the screen, with various options that can be used throughout the meeting:

  • Video: This turns your webcam on and off.
  • Audio: This allows you to mute and unmute your microphone if you do not need to speak.
  • Share: This gives you the chance to share your screen.
  • More: This gives more advanced options to choose from, including recording the meeting, blurring or changing your background, or showing the meeting notes.
  • Chat: This opens the text chat box, which meeting participants can use to share links and comments during the meeting, as well as letting others know if you have any audio issues.
  • Participants: This will show you who has arrived and who is yet to arrive. Additionally, you can pick individual user options, such as muting participants.

5. Sharing Your Screen

By choosing to share your screen, you are utilising one of Teams’ best collaborative working features.

You can choose to select different elements of what you are working on, so the rest of the meeting’s participants only see what you choose to show them.

Here are some of the options you’ll be able to select from:

  • Desktop: If you choose any items from the Desktop section, you will share your entire screen with participants. However, this does mean that if you switch between open tabs in your browser, participants can see everything that you do on your device.
  • Window: This gives you the option to select individual pages or screens that you want to share in the meeting. So, if you wanted people to only see a PDF document, you can select this one item, leaving you free to jump between programmes and tabs on your desktop, without any participants seeing.
  • PowerPoint: If you have any recently used PowerPoint presentations, or similar documentation, Teams will highlight options to allow for quick access and sharing.
  • Browse Options: For advanced users of Teams, you can use features like Whiteboards and PowerApps, that have been previously set up to link with your Teams profile.

6. Ending a Teams Meeting

Once all matters have been discussed, it’s time to say goodbye to your colleagues and depart. To do this in Microsoft Teams is really easy. All you have to do is find the red ‘Leave Meeting’ button in the top-right of the screen. Your webcam and microphone will be turned off and you can put the learnings from your meeting into action!rther help with How to Set Up and Join a Meeting with Microsoft Teams, get in touch with the experts at Neuways on or call us at 01283 753333.


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