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There is one website referenced in this course:
• IT Central Collaboration & Productivity
This session was originally conducted as a live virtual training event. You are able to review a transcript of that live event.
All right, everybody welcome, to the getting started with Teams Meetings Class. So just to quickly introduce myself, my name is Kyle McGregor. I'm going to be walking you through the content today that we're going to cover and specifically we want to go over these six main topics. How to create impromptu meetings within Microsoft Teams, how to create scheduled meetings, how to join a Teams meeting, locate and use dial in information for a Teams meeting, sharing content during a meeting, and manage participants in a Teams meeting as well.
So, with that said, let's go ahead and jump right into it. I want to talk about impromptu meetings and scheduling meetings within the Microsoft Teams application, the different ways that you have available to create Teams meetings. So, let's go ahead and bring Microsoft Teams onto the screen and just to put things in perspective, I'm teaching from a demonstration account today, Greg Winston. So, Greg Winston here we're going to use his account from his perspective and demonstrate how Greg would create, schedule, join and use the tools available to him in meetings all right. There is a navigation bar across the top of the Teams page, in the top right hand corner, a small circular profile picture of Greg is being displayed.
So, the first way that I want to talk about creating meetings at Microsoft Teams is to schedule meetings ahead of time all right, and so it's really easy to schedule meetings in Microsoft Teams. All you have to do is navigate to the calendar on the left hand side, and that's where we are right now within the team's application and then you're simply going to click the new meeting button up in the top right of your window. So, when I click the new meeting button, it navigates to open the screen where I can schedule the new meeting, alright. So, when I come here to the window to schedule the meeting, there are going to be two primary ways that I can schedule them.
Let's talk about the first way that I want to demonstrate and that scheduling a meeting for a Team and channel that I'm already a part of. So automatically including every fellow team member in a channel that I work with so let's go ahead I'm just going call this my team meeting and when you're scheduling a meeting for a team and channel, you can skip the required attendees field if you want to. You don't have to manually add the members of the team and channel to the meeting, so we'll learn why that's the case here in a moment, but next I can specify the day and time by clicking on the date and a calendar opens. Let's say this is going to be for tomorrow, on Wednesday it's going to be a lunchtime discussion, let's say, so let's go up here to the time display button, let's make this for 12:00 till 12:30. So not a lengthy meeting, but we need to have a meeting for an half hour. And you can also specify whether your meeting's going to repeat or not, or whether this is a one-time occurrence by clicking the reoccurring meeting display button. In this this case, it's just a one-time occurrence, so I'm not going to specify any of the repeating options that I have here, alright. So, when it's a channel meeting, we're going to specify where the meeting is to be held and who will have the permissions to join. So, when I click on the add channel field, I can first select between any of the Teams that I'm a part of, as they are automatically populated in the drop-down display. So, I'm a part of the cultural and economic marketing team, I'm going to click that team and then select a particular channel within the team, let's say the communications channel. When I select that particular team and channel it adds it to the channel field and now everyone who is a part of the team and channel will be able to join this particular meeting. I can specify a location if I wish and type in following details if I wish as well. So OK, so I've got the meeting scheduled for the day and the time that I want, I've added the correct team and channel. I've given some information about it, now I'm going to go ahead and click the send button, located in the upper right-hand corner, directly under Greg’s profile picture. And then on my calendar which is located on the activity panel on the left-hand side, I’ll select tomorrow at 12:00 PM, I have the team meeting that's currently being placed on the calendar.
Let's talk about the second way that you can schedule a meeting here from the Teams calendar. If I click the new meeting button, located in the upper right hand corner the meeting details page will appear. Let's say this particular meeting, I don't want to schedule for a specific team and channel of individuals, I just want to schedule a private meeting with either one or a small collection of individuals. So, maybe I want to have a meeting with someone to discuss whether they're going to receive a raise or not, so within the add title section, I'm going to call this meeting raise discussion and since it's not scheduled for a whole team and channel, I'm just going to use the required attendees field here to add the people to the meeting that I wish to attend. So, this is for Amy. I'm going to schedule by typing the name Amy Alberts to attend the meeting and this is going to be tomorrow again, let's choose Wednesday the 10th within the calendar section. This will be after my team's meeting. So, let's say tomorrow at 12:30 till 1:00 and in this case I can also specify whether it should repeat. I'm going to skip the add channel field, I'm going to skip the location because we're not meeting in person, we're just meeting through Microsoft Teams. Type the additional meeting details in the details field So, I’ll input the following message, “Hello Amy, we're going to discuss whether you are eligible”. Alright, so tomorrow in our Teams meeting at 12:30, we're going to have this discussion with Amy, so just myself and Amy we'll see if she qualifies for an annual raise in her pay. Alright, so, same thing I'm going to send the request by clicking the send button, located in the top right corner on the page. I send that invitation that will send that to Wendy, I'm sorry to Amy, sorry. So, going back to my calendar I have my team meeting at 12:00 and my raise discussion at 12:30. Both of them are on the calendar.
Now I do just really quickly want to point out that you can use Outlook to schedule Teams meetings as well, but you can only use Outlook to schedule private meetings with specific individuals that you choose. You can't use Outlook to schedule Teams meetings for a team and channel, and I'll show you why. If I go to Outlook on your calendar in Outlook, you'll have a new Teams meeting button located in the ribbon. When you select that new Teams meeting button at the top, it will load a new meeting window for you to be able to schedule your meeting. You give it a title, specify your required and optional attendees, and it inserts all the necessary information for an individual that you invite to be able to join. But it doesn't have any options here within the Outlook window to specify a team or channel. So, because there's no option to specify a team or channel, you can only specify individuals and thus only create private Teams meetings through the Microsoft Outlook program, right. Let me exit out of that. Just a quick point there, OK.
Navigating back to the calendar tab, in the activity panel located on the left side. So now any meeting that's on my calendar I can select that meeting, view the details about it and click join at the top right if I wish to join. We're going to join meetings here in the next topic but before we do that, I also want to point out for the team meeting that we scheduled at 12:00, any meetings that you schedule for a team and channel remember, will also be displayed in the teams tab. Navigating to the teams tab, just above the calendar tab, located on the activity panel, scrolling down on the page, is a listing of the meeting I scheduled for my cultural and economic marketing team in my communications channel. And notice here is the meeting that I scheduled for the channel. OK, so channel meetings not only can you access from the calendar itself, but you can access through the purple link here that's added to the channel as a new post conversation. When it's scheduled also, it will have the details. And a link to join that meeting, alright.
Last thing here, the last way that you can start a meeting is to instead of creating a meeting ahead of time that people can prepare for, maybe you just need to have a quick on the spot meeting, impromptu. Every meeting is tied to a conversation so at the bottom of your new conversation field or a reply field, you can attach a meeting to it by clicking the camcorder icon. When you click the camcorder icon, you can give a quick subject at the top. Toggle your camera on and off and select meet now, this will immediately take you into a live meeting environment where the members of the team and channel that you just started the meeting for would see that in meeting's going on have the opportunity to join if they wished, alright. So, a meeting room can be started right on the spot.
So, let me real quickly, I'm going to jump back to the PowerPoint slides and that first section there I was just talking about different ways to create meetings so you can create scheduled meetings to be placed on your Microsoft Teams calendar, impromptu meetings within a channel. You can also schedule private meetings for the Microsoft Teams application in your Outlook application as well.
Alright, so for the rest of this discussion, I want to actually talk about joining a Teams meeting, how to locate and use the dial in information for a Teams meeting, sharing content or sharing your screen with the fellow attendees of a Teams meeting. And also things that you can do to help manage the participants in a Teams meeting.
So, let's jump back to Microsoft Teams. And let's actually join a Teams meeting. Alright, so remember, I can go to the calendar, select a meeting on my calendar, join it from there. As I already showed, you can join it from the link within a channel as well. You could even join it from your Outlook calendar. From the Teams calendar tab, let's go ahead and open up this raise discussion meeting item. Let's pretend we go forward in time till tomorrow at 12:30. And we're going to open up the raise discussion. It's time to have our discussion with Amy here.
So right within the Teams meeting invitation, I have the join option at the top right corner, but also the details section at the bottom, there's a dial in number for the meeting as well. If I wanted to dial into the meeting using a phone for audio, I could use the dial in number in the conference ID to call in and use a phone for audio instead of using my computer for audio. Alright, If I don't want to dial in though, I can just click the join option at the top right. It'll take me to the meeting participation selection screen. Here I can choose my participation options by toggling to select whether my camera will be on or off, or if my microphone will be on or off before I actually enter into the meeting. Alright, so these options can be toggled on and off for how you want them to be set when you initially join. Now once you get to this participation selection screen, if you change your mind and you do want to use audio through the phone for the meeting, you could click the phone audio button below and it would basically render your audio switch here meaningless because we're going use phone for the for the audio instead.
Let me just show you, really quickly, if I do choose to do this, it will connect me and take me into the meeting. So, I've connected to the meeting. But I'm not connected to audio here. Notice here that my computer audio is turned off. I can instead enter a number for the meeting to call me at directly. Or I could click the dial in manually button and call in myself. So lots of times this can be useful if you're in a conference room with multiple people and instead of everyone projecting audio through their own device, they can have a number be dialed to a speakerphone or a device that everyone can listen to. Or maybe you can only attend half of a meeting, so you may join visually for the first half, but connect through the audio with your phone so that you can leave and continue to listen to the discussion of the meeting after you've left your computer. So, there are useful ways why it might be beneficial to join with a phone. Now I'm going to go ahead, select the hang up button to end this meeting and exit out of it. Because I now want to show you how to join if you don't choose the phone option.
So, notice that I'm going go back to my calendar, I'm going to go back to raise discussion and we're just going to join the meeting, we're not going to do anything with the phone. Once again, toggle the camera microphone on and off how I wish. Click join now, this will automatically conclude that you want to use your computer for audio, so it's now connecting your computer's audio and you can mute and unmute your computers audio for the meeting if you wish.
So, let's go through all the options that we have available to us here in the meeting. So, whenever you're in a Teams meeting and here Greg has joined the meeting, he's the only one in. If you're the only one in the meeting then it's going to show your own profile picture in the center and sadly, it's going to tell you that it's waiting for others to join. So, only my picture here is displayed and I'm waiting for other people to join. Now if I don't touch anything on my screen, all my meeting controls go away and as soon as I move my mouse, my controls come back on the screen. All right, so all my meeting controls are at the bottom center, let's go through them. The first option here at the far right is the hang up button, and I've already demonstrated that once when I click the hang up button, I exit out of the meeting room. That's all it does.
Secondly, my participants button. If I want to see who is currently invited into a meeting, then it shows that I'm in the meeting and I'm waiting on Amy. Alright, so she's the only other one that was invited as I'm waiting for her, I can tell that it's just a meeting between myself and her. I'm waiting for her to join, but as I'm waiting, I can click the three dots to the right of her name and click ask to join. This will actually call Amy, and if she answers it picks up the call it'll bring her right into the meeting environment alright. Another thing that's useful here when you turn on the participants pane, we can see the people who's in the meeting, who we're waiting on. Depending on how your permissions are set up when you schedule a meeting, if you invited outside contacts to a meeting or even internal contacts, depending on your settings, sometimes your contact will be waiting in a virtual lobby and if you open the participants, there will be another section that will display people that are waiting in a virtual lobby. Basically, participants just see a black screen after they enter until you choose to admit them. And once you admit them, they'll come into this live meeting environment all right, and so that information will be in the participants pane, which I have open here. Alright, I can close the participants pane to get back to the full screen.
Now, the conversation button is next to your participants button, so maybe I'm in the meeting a few minutes early, so I'm just going type a message here in the conversation section, “Hello Amy, I am here a few minutes early.” “No need to rush.” Alright so I hit enter and I send that message. Now once Amy gets to the meeting, we can continue the conversation right here in the conversation section and continue to send messages back and forth. Obviously, we will be able to talk verbally as well, but we always have a conversation section that we can use to communicate back and forth with each other. Another useful thing with the conversation section, you can attach files and send documents back and forth to the fellow members of the meeting as well.
All right, next to the conversation button there is another way for the participants to interact with whoever is leading the meeting. If I click the raise hand option, my hand will show as raised if I go back to the participants panel, anybody who has their hand raised will have that icon in the participants pane. Just a way to identify if somebody has a question so everyone can raise and lower their hands by clicking the raise hand option at the bottom of your tools.
Alright, in the more actions menu there's a few other various things that you'll be able to do with your meetings, we won't talk about all of them but meeting notes is a big one so shared meeting notes can be taken with the fellow members of your meeting if I click show meeting notes it will open a pane, which now replaces the participants panel, I can select the take notes button. This is a shared pane open on the right hand side that people would be able to use to jot down information that they want to remember, key takeaways, key bullet points, items to be mindful of as the meeting's ongoing. So, let's just say, in the notes panel, I type the word takeaways. And we want to start listing the things that people should remember so everyone in the meeting can contribute to this. So, we start putting together a numbered list and, so the first one will be called qualifications. Just trying to get some content in here that you might typically use when someone is creating meeting notes. So again, anyone will have access to this. We can all share and take meeting notes together. Alright, so we can access that from the additional actions menu. If I want to hide that notes pane I can either click the X in the top corner of the panel or select hide the meeting notes from the additional actions menu.
Some other things here from the additional actions menu, you can select the enter full screen button which would hide some of the other options on the screen. It just gives me a clearer picture of the meeting or I can select the exit full screen button as well. Some other things in here I do want to point out you can turn off the ability for people to turn on their webcams by selecting the turn off incoming video button and there is also an option to end the meeting for the organizer to select as well. So, if you want to end the meeting for everyone involved you would be able to click the end meeting button.
OK, now next to your more actions menu is your share button. When selected, the share pane opens at the bottom of the screen. You'll now have options for choosing to share your entire desktop, titled desktop. You’ll have the option for choosing to share any open windows you have on the screen, it’s titled window. Currently in my window, I have some PowerPoint presentations up and other applications. You'll also have a separate section titled PowerPoint for PowerPoint presentations to share, these are files of PowerPoint presentations that have been added or that you've added to the Teams and channels you are apart of, you'll be able to select from. Next, there is an option to select titled browse, this button will specifically let you browse for power point files as well to share in your meeting presentation.
You can also share a whiteboard application, by selecting the button titled whiteboard, will give you a shared whiteboard where you can make markings, take down notes and draw together on a collaborative whiteboard session alright.
The last two options on the menu bar, the mute, unmute the microphone button and the camera button, turn the camera off and on, are also available at the bottom here as well.
Now, let me go ahead once you're done with the meeting, you can click the hang up button to leave and end. This action closes the meeting and opens up a meeting chat conversation channel. And I just want to quickly show that even when the meeting ends there will be details contained in the conversation. Remember every meeting is tied to a conversation that was attached to the meeting. So, the record of the conversation will give a timeline of everything that happened in the meeting and the messages that were exchanged. So in the chat for the meeting, it shows that I scheduled it and joined, what I named it, raise discussion, also the message that I sent when the meeting was actually ongoing and it actually has a link to the notes. So, this opened-up to the chat conversation, after the meeting ended automatically.
Post meeting information access from Teams meeting
How would I access the information shared from a Teams meeting, after it is over? Let's just say it's the next day, I'm working in a team and I'm in some complete other place and I want to gain access to the content from my meeting that I had the day before. Well, if I go to my calendar, and I say, hey, I need to look at those notes that me and Amy took in the meeting, raise discussion. I can go to the raise discussion calendar event and from here I have all the tabs for information that I can access that was shared during the meeting.
The chat tab will show again the chat with the link to the notes. So, any files that would have been shared would be accessible from here, details about the meeting, that's where we just were. Meeting notes. There is also a tab titled meeting notes that display the information we took and if we shared and collaborated on the whiteboard, we would have the tab for that as well, so we can always go back to the calendar event for our private meetings to access the information that was shared.
What if it was for a channel meeting? Well, if it was for a channel meeting then all that content would just simply be in the channel. So remember, I also scheduled a meeting for our communications channel of our cultural and economic marketing team and so in the channel there is a calendar item and the discussion that was initially created for that meeting, any messages exchanged back and forth would be a continuation here. Any whiteboards, notes and things that we took would be tabs at the top in the channel, as well as files shared would be kept under our files tab here.
So just go to the channel to access content shared from a channel meeting, go to the calendar event to access content shared through a private meeting. Alright, so let me go back to the PowerPoint slides.
That was how to create meetings in Microsoft Teams through the calendar and your Microsoft Outlook application. How to create impromptu meetings within a channel. Different ways to join Teams meetings either through audio with a phone or audio with the computer. Locating the dial in information from the Teams calendar event, sharing content, managing participants in a meeting, and just generally all the tools that you have available to you in a meeting.
So, I want to thank you for taking the time to watch this video. Hopefully, you got something out of it. Hope you all have a great rest of your day and a great rest of the week. Thanks everybody.
This version of the course is intended only for those individuals who require an accommodation for a disability.
• If you do not require an accommodation based on a disability, you must complete the web-based training through ESS > My Training to receive credit on your transcript.
• For individuals who do require an accommodation for a disability, once you have fully reviewed the information in this training, email the LSO Administrator Resource Account using this link to request credit for completing the accessible version of this course. You will not receive credit for completing this course until you do so.