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InstructionsExample_HowtoUseMicrosoftTeamsVideoConferencing1.docxJob Aid: How to Use Microsoft Teams Video Conferencing
JOB AID:How to Use Microsoft Teams Video Conferencing |
Overview:
Teams Video Conferencing is a Microsoft platform that allows a team to conduct a virtual meeting to connect and work together.
The subsequent instructions will help guide a user to perform the following steps in Microsoft Teams:
1. Create a meeting
2. Join a meeting
3. Record a meeting
4. Share meeting documents
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· Office 365 Subscription · Laptop or Desktop · Wi-Fi Connection Other Considerations Prior to the Meeting: · Ensure a strong Wi-Fi signal · Open the document to share prior to start of the meeting · Close any other unrelated documents |
Tips for the Best Online Teams Meeting Experience: · Noisy meeting? A presenter can mute all attendees. In the meeting roster, select “Mute All.” An attendee can unmute themselves to speak. · On the road and don’t have access to the internet? Join a meeting using the audio conferencing. Locate the dial-in numbers on the calendar appointment or download the mobile app to log in. · Want to keep the focus on you instead of what’s behind you when you enable your camera? Turn on background effects during a meeting by clicking on More Options… then select Show background effects.
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❶ How to Create a Teams Meeting:
1. Log in to www.office.com to access Microsoft Office 365. Click on Sign in using your credentials if not previously signed in.
2. In the Office 365 main page, click on the Teams app.
3. A prompt to download the Teams desktop app appears at this point. Click on Get the Windows app.
Note: If the app is previously installed, Teams automatically opens. Proceed to step 5.
4. On the download bar at the bottom of the window, click on the Teams windows bar once the download finishes to install the app. If you are a first-time Teams user, a Let’s do it tutorial pop-up box appears.
Note: If the app is previously installed, Teams automatically opens. Proceed to step 5.
5. Once in Teams, click on Calendar on the left-hand side of the app bar.
6. In the calendar, click on + New meeting on the top right-hand corner of the calendar to create the meeting.
A scheduling appointment opens.
7. In the scheduling appointment, fill in the following details in the applicable sections:
1. In Add title, type the meeting name.
2. In Add required attendees, type the attendee email address(es).
Click on + Optional to add optional attendees.
3. In the date field, select the meeting timeframe or click on Scheduling Assistant on the top left-hand side of the appointment to find the best time.
4. In Does not repeat, click on the drop-down menu to select a recurrence option, if needed.
5. In Add Channel, type one or more channels, if needed.
Note: Including a Team channel adds everyone in the team to the meeting.
6. In Add location, type the room name, if needed.
7. In Type details for this meeting, type the meeting overview, if needed.
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8. Once you have entered the meeting details, click on Send.
The scheduling appointment closes and sends an invite to the attendees.
You have now created a Teams meeting.
❷ How to Join a Teams Meeting:
1. Once logged in to Teams and in your Teams calendar, find the meeting calendar invite.
2. There are a few ways to join the meeting:
· Click on Join on the outer calendar invite.
· Click on Join on the right-hand corner within the meeting invite.
· Click on the Join Microsoft Teams Meeting link on the invite if the link is active.
· Join by calling the phone number and using the Conference ID: number on the meeting invite if unable to join using the Teams app.
3. After joining the meeting, one of the following options occurs. Take the appropriate action, if necessary:
· A teams.microsoft.com wants to pop-up box appears asking if Teams can use your camera for the meeting. Click on Allow or Block.
· A Continue without audio or video pop-up box appears. Click on the button to continue.
· A Meeting Now screen appears.
4. To connect to audio, use one of the following options:
· If using a laptop, use the laptop’s audio system.
· If using a desktop and do not have audio options, call in using the Join Microsoft Teams Meeting telephone number and Conference ID: number if available on the meeting calendar appointment.
5. Once in the Teams Meeting, click on Join now.
6. Enable your camera by clicking on the camera icon if off. Enable audio by clicking on the microphone icon if muted. (The camera and audio are optional to use in a meeting.)
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If the presenter is speaking, keep your microphone muted. Click on the microphone icon to unmute and speak. (A slash running across the camera and microphone icons indicates muted devices.) |
You have now joined a Teams meeting.
❸ How to Record a Teams Meeting:
1. In your Teams Meeting, go to the meeting controls and click on the More actions… located in the middle of the screen.
2. Click on Start recording.
3. A pop-up box message appears notifying the user the recording is found in the meeting chat or on Microsoft Teams. Click on Got it!.
4. Once the meeting starts recording, a You’re recording message appears on the top of the window alerting attendees of the recording.
The meeting is now recording.
5. To see the name of the person recording the meeting, hover over the timer.
5. To share a document during the meeting, refer to the How to Share Documents in Teams Meeting steps on page 8.
6. To stop recording, go to the meeting controls and select More actions… and click on Stop recording.
7. A Stop recording? pop-up box appears. Click on Stop recording.
8. Once the recording stops, a Recording is being saved message appears on the top of the window to let the organizer recording is saved in Microsoft Stream.
9. When the recording is available, the meeting organizer receives an email from Microsoft Stream [email protected] with the subject line: Your meeting recording is available here! containing a link to access the recording.
10. You have now recorded a Teams meeting.
❸ How to Share Documents in Teams Meeting:
1. To share your screen during a meeting, select the Share
button in the meeting controls of the Teams meeting.
2. Use one of the following options to share a meeting document:
· To share your entire desktop, click on Screenshare and select the document.
· To share a specific app, click on Window and select the app.
· To share only a document, select the opened document or PowerPoint.
· To browse for a document, click on Browse to find the file.
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· Open the document and have it ready to select prior to the start of the meeting. · If sharing the entire screen, meeting participants will see notifications and other desktop activity. · The shared screen has a red border surrounding the document. |
3. To share your system audio when playing a video, select Share button in the meeting controls and then check the Include system audio checkbox.
4. To stop sharing the entire desktop or a document, select Stop sharing in the meeting controls.
You have now shared a document in a Teams meeting.
