Microsoft Teams Meetings Guide

You have two options from where to create meetings:

• From Outlook (recommended for Windows)
  • For new meetings:
    1. Go to Calendar tab
    2. Select "New Teams meeting" from the tool ribbon
    3. A calendar invitation will be created with a Teams meeting link
    4. Add the meeting details and send to desired participants
  • For existing meetings:
    1. Open the meeting
    2. Click on "Teams meeting"
    3. Now your meeting has a Teams meeting link added below the meeting info
    4. Remember to press "Send update" to save the changes and notify participants
• From Teams client (recommended for Mac, Linux, mobile)
  1. Go to Calendar tab
  2. Select +New meeting
  3. Add the meeting details
     • If there is no physical location for the meeting, you can just leave the Location field blank
     • If you do not want to make the meeting visible to an entire Teams channel, you can also leave the Channel field blank.
  4. Click send

Known issues:

• You cannot add Teams links to existing meetings through the Teams client. If you need to do this, you can create a parallel meeting to your calendar and paste that link to the meeting details of the existing meeting.
• Creating Teams meeting from Outlook for Mac is not possible yet. Moving to cloud email and changing licensing type will solve it then.

To have an ad hoc meeting with someone, you can either:

• Call that person via the chat
  1. Go to Chat tab, and start a chat with the desired person on your list (or right-click Chat tab and choose New chat ...)
  2. Click on the videocamera or the phone icon on that chat to call the person
• Via Meet now in a channel
  1. In a channel, when posting a message, you can find a videocamera icon in the message options
  2. Clicking that will open a window, where you can start an ad-hoc meeting with the people in that channel
     • The meeting will become visible in the channel and everyone who has access to that channel can join
• Via Meet now in the Calendar tab
  1. Clicking on Meet now and initiating the meeting will create an online meeting
  2. You can invite participants to the meeting from the Participants tab

You'll need to send out the meeting invite before you can assign roles. Once you've done that, go to Calendar, click on the meeting you just created, and select Meeting options. This will bring you to a web page, where you'll see a few choices under Who can present?

Everyone: Anyone who has access to the meeting link will join the meeting as a presenter.

People in my organization: Only people in your org will be presenters. External participants will join as attendees.

Specific people: Only people you choose from the list of invitees will be presenters. Everyone else will join as attendees.

Only me: Only the organizer will be a presenter. All other participants will join as attendees.

During the meeting: Click Show participants in the meeting controls to see a list of all the people in the meeting -> The name of the person whose role you want to change and click More options -> select Make a presenter or Make an attendee. 

• Be on time
• Test your setup (internet connection, sound, possibly video and other content sharing)
• Ensure quiet surroundings and sufficient acoustics
• Have an agenda
• Prepare facilitation and plan for meeting roles (chair - who drives the meeting, and scribe - who takes notes or meeting minutes)
• Content: what needs to be shared (slides, screen, whiteboard, Q&A, etc.)
• Optional: Change participant settings of the meeting (presenter rights and lobby admission)

1. Get Teams (see "Taking Teams in use" above)
2. Ensure good connectivity, at least a set of headphones with a microphone and quiet surroundings
3. Click on the Teams meeting link
   • You can also join a meeting from the Calendar tab in Teams
   • If you have Teams open, by default it notifies you when a meeting is starting, with an option to join. Similarly in Outlook for Windows, you can click on Join online on the calendar reminder.
   • Externals with no Teams account can join anonymously and via the browser: https://support.office.com/en-us/article/join-a-meeting-without-a-teams-account-c6efc38f-4e03-4e79-b28f-e65a4c039508
4. Before you join, you can configure your audio and video settings.

In a meeting you can share your screen, share content, collaborate on a virtual whiteboard and much more. The basic controls are available in the meeting control panel. 

• Share content in the meeting: https://support.office.com/en-us/article/share-content-in-a-meeting-in-teams-fcc2bf59-aecd-4481-8f99-ce55dd836ce8
• Other meeting controls: https://support.office.com/en-us/article/meetings-and-calls-d92432d5-dd0f-4d17-8f69-06096b6b48a8?ui=en-US&rs=en-US&ad=US#ID0EAABAAA=Meetings

A Teams meeting will automatically include a dedicated chat for the participants. It can be accessed also before and after the meetings, for collaborating on the meeting agenda or following up on action points.

The chat acts as a non-intrusive way for  collaboration, e.g. to ask feedback or ideas in the meeting itself. In the chat you can easily also e.g. create polls using Forms.

Creating a Teams meeting link to another person's calendar is possible only by creating a link to your own calendar and copying it to the other calendar.

• When adding a Teams meeting link by copying from your own calendar (e.g. as an assistant) to another person's calendar (e.g. a supervisor), even if the assistant does not attend the meeting (by clicking the link), and the meeting is using the chat function, the chat conversation will be visible to the assistant. This occurs because the original creator is the Organizer of a meeting. This functionality is a built-in feature and cannot be changed.
• When you create a link to your calendar that is copied to another person's calendar, do not delete the event from your calendar, at least not until the meeting is held. This is related to the fact that the link is created by the Organizer of the event; if the Organizer removes the entry the event will be canceled.