Microsoft Teams - Meetings Guide

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Microsoft Teams – Meetings Meeting Types Channel/Open Meetings Channel/Open meeting is a team meeting held online in a channel, so you can go from a conversation to a meeting with the click of a button. These types of meetings are open meetings, so anyone on the team can join.

It can include audio, video and desktop sharing.

And because they're online, you'll always have a meeting space and never need a room or projector.

Channel/Open Meetings 1.

Click Meetings on the left side of the app and then click Schedule a meeting. Go to the Select a channel to meet in section:

2.

Pick a channel to create a meeting that's open to everyone on the team.

3.

Find a time that works for everyone by clicking the Scheduling assistant, which shows you everyone's availability.

4.

You can also schedule a recurring meeting by checking the Repeat box. Once you do that, you'll be able to choose how often you want your meeting to occur.

Private Meetings A private meeting only includes the people who were explicitly invited when the meeting was scheduled. The meeting can include audio, video, and screen sharing. You can schedule a private meeting with anyone in your organisation— whether they're on Teams or not.

Every private scheduled meeting includes a new chat thread for everyone in the meeting.

Schedule a Meeting Private Meetings 1.

To schedule a private meeting, click Meetings on the left side of the app and then click Schedule a meeting.

2.

To make sure your meeting isn't open to an entire channel, select None under Select a channel to meet in. Then all you have to do is start inviting people.

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meeting starts or they will have to join anonymously.

Schedule a Meeting from a Chat 1.

If you’re chatting with someone and want to schedule a meeting from the chat, click Schedule a meeting compose box.

2.

Currently, you can schedule private Teams meetings from Outlook, but not channel meetings.

beneath the

In the New meeting dialog box, everyone in the chat will already be listed as invitees. Fill in the date and time, add details or a location, and invite other people.

Start an Instant Team Meeting 1.

Click Meet now beneath the compose box in a new conversation.

OR Keep the context of the conversation and bring in the people you're already talking to by clicking Meet now beneath the compose box in an existing conversation:

3.

When you’re done, click Schedule a meeting and you’re good to go.

2.

Schedule a Team Meeting from Outlook

When you start a meeting in a particular channel, the whole team can see that a meeting is happening and join from that channel.

Microsoft Teams includes the Outlook add-in, which lets you create new private Teams meetings directly from Outlook. It also lets people view, accept or join meetings in either app.

1.

Open Outlook and switch to the calendar view. Click New Teams Meeting at the top of the view.

Click on someone in the meeting roster to let them know a meeting has started, or use the search bar to invite other team members.

Join a Team Meeting Instant Meeting You'll know a team meeting is happening in a channel when you see an invitation to join.

2.

3.

Add your invitees to the To field. You can even invite entire contact groups (formerly known as distribution lists). Add your meeting subject, location, start time and end time. Then click Send.

It will provide a preview of any content shown and who's in the meeting. If the meeting is scrolled out of view in the conversation, you'll get a notification in the channel.

There are three ways to join meetings in Teams: 1.

Join from a message within a conversation.

Click the Join button.

You can also invite people from outside your organisation from Outlook. Just be sure to add them as guests before the

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2.

If you're working in another channel and your messages aren't currently in view, you can join a meeting from a notification that appears in the top right corner of your screen.

Call in to a meeting 1.

To get the call-in number, click Meetings on the left side of the app, then select the meeting. The phone number will appear in the meeting details.

OR If you're busy in a chat, you'll receive a notification that you've been invited to a meeting, and you can join from there.

When you join a meeting, you can choose how you get audio for the meeting.

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If you want to use your computer, click Use mic and speaker.

•

If using a phone is a better option for you, click Dial in using your phone.

In the Meeting Share Your Desktop Scheduled Meeting There are several ways to join a scheduled meeting.

1.

Click Meetings on the left side of the app and you'll see a list of all your meetings for the week. Find the meeting you want and click Join.

Desktop sharing lets you present your screen or the app you're using during a meeting.

1.

To share your screen in a meeting, click Share in your meeting controls. You can choose to present your entire desktop, a specific app or a file.

Share PowerPoint Slides in a Meeting If you choose to share a PowerPoint file in a meeting, rather than your desktop, meeting participants will get some special capabilities:

2.

3.

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They'll be able to move around to different slides without interrupting the main presentation.

If the meeting has already begun, it will appear in your recent chat list. Select the meeting in your chat list and then click Join from the chat header.

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They can sync their view back to the presenter's view with one click.

1.

Click Share

You can also join a meeting from a calendar invite in Outlook. If you click the link in your email invite, you'll be directed to Teams and can join your meeting from there.

2.

In the PowerPoint section, click the file you want. Click Browse to look for a different file.

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in your meeting controls.

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Multitasking in a team meeting You can continue to use Teams during a meeting.

Just click outside of the meeting, and you can check on what's going on in other channels or catch up on your messages.

Whenever you click away from a meeting, it becomes a smaller window at the top of the app.

Click that window to return to your meeting in an instant if you need to.

3.

Click a specific meeting to get details about it. From there you can: •

Join the meeting.

•

See calling details.

•

See and chat with the participants.

•

Respond to the meeting invitation.

•

Cancel the meeting if you're the organiser.

See all your meetings 1.

You can view all upcoming meetings and appointments for the next week by clicking Meetings on the left side of the app.

You can switch the meetings list between the current day and Agenda view. It shows you everything that was scheduled in Teams, Exchange, or Outlook.

2.

Click the Bullet button in the top right corner to switch between Day and Agenda view.

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