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Step-By-Step Guide to Microsoft Office

Step-By-Step Guide to Microsoft Teams

How to Create a Team

On the left side of Teams, click Teams, at the bottom of the teams list, click Join or create a team, and then click Create a new team.

Once you’ve created the team, invite people to join it. You can add individual users, groups, and even entire contact groups (formerly known as “distribution lists”).

Screen shot of an example team, showing the team name and description.

How to Create a Channel

Find the team that you created, click More options … > Add channel. You can also click Manage team and add a channel in the Channels tab.

Screen shot of the options available when you click More options.

Scheduling a Meeting

  • Select Schedule a meeting Schedule a meeting button in a chat (below the box where you type a new message) to book a meeting with the people in the chat.

  • Go to Calendar Meetings button on the left side of the app and select New meeting in the top right corner.

  • Select a range of time in the calendar. A scheduling form will pop open.

The scheduling form is where you’ll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone.

Scheduling Assistant tab in the Teams new meeting scheduling form.

Once you’re done filling out the details, select Save. This will close the scheduling form and send an invite to everyone’s Outlook inbox.

Invite People to Meetings

Before a meeting

In your Teams calendar, when scheduling or editing a meeting, use the Add required attendees or Add optional attendees box to search for and invite people. Then, you can use the scheduling assistant to see times when everyone is free. For details, see Schedule a meeting.

You can also schedule a Teams meeting and invite people from Outlook. For details, see Schedule a Teams meeting from Outlook.

During a meeting

When you’re in a meeting, select Show participants  Add people to team button in your meeting controls to see the people who were invited but haven’t joined yet.

To ask someone who was invited to join the meeting, point to their name and select Request to join.

You can also type a person’s name or phone number in the search box to add someone who was not previously invited.

Note: Up to 1,000 invitees can join a Teams meeting and interact by using chat, audio, and video. Invitees can also join a meeting that already has 1,000 participants (up to 10,000) as view-only attendees.

Meeting roster

Invite people outside your organization

Teams lets you invite people outside your organization, including those who don’t have a Teams license. You’ll need their full email address to invite them.

  1. Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead.
  2. Type the person’s full email address (ex: Joe@example.com).

  3. Select Invite. They’ll receive an email with a link to the meeting.

Joining a Meeting

Join from calendar or ID

  1. Select Calendar on the left side of Teams to view your meetings.Calendar view
  2. Find the meeting you want and select Join.

Or, if someone starts the meeting, you’ll get a notification you can use to join.

Join with a meeting ID from your Teams app

  1. From your Teams Calendar, select Join with an ID.

Image showing the join with meeting ID button in the top right of the Teams calendar.

2. Enter a meeting ID and passcode.

  • To find both the meeting ID and passcode, go to your calendar in Outlook. Open the meeting you want to join. At the bottom of the meeting invitation under Or join by entering a meeting ID, you’ll find the ID and passcode.

Image showing the Teams meeting join options at the bottom of a meeting invite in Outlook. Meeting ID and passcode are highlighted.

3. Click the Join meeting button to join the meeting as a participant.

Join in a channel

If a meeting takes place in a channel, you’ll see an invitation to join, relevant content, and who’s in the meeting right in the channel. Just select Join.

A meeting in a channel with a Join button

Join from chat

If the meeting has already begun, it appears in your recent chat list. Select the meeting in your chat list and then select Join at the top of the chat.

Join from chat

Call in

If you’re unable to use the Teams app or Teams on the web, you can join some meetings by calling a phone number.

If there’s a phone number and conference ID in the meeting invite, just dial the number to join.

Telephone numbers for calling in to meeting

The number in your invitation may not be local to you. Select Find a local number to get one that is.

Add a room while you join

When you’re choosing your audio and video settings, you have the option to add a room so you can use a meeting room’s audio and video devices. Your personal device may even detect a nearby room using Bluetooth. If it does, you’ll see the meeting room’s name and the option to Join and add this room. If the nearby room has already joined the meeting, you can Join with audio off to avoid disrupting the meeting.

On the join screen, Other join options has a pop-up that Team Room Redmond is nearby with the option to Join and add this room

If your device doesn’t detect the room nearby, select Add a room under Other join options and search for the room you’re using.

On the join screen under Other join options, there's an option to Add a room

Using Meeting Controls

While you’re in a meeting in Teams, you can access different functions from the meeting controls at the top of your screen. This will help you easily customize your view, participate with others, and more.

meeting control bar with timer

Show or hide all participants

If you’d like to see a list of everyone in a meeting—or a list of others invited but not currently in the meeting—select People  teams people icon.

The meeting participants will show on the right side of your screen. Above the list of participants, you can also invite someone to the meeting or share the meeting invite.

show all meeting participants

To hide the list, select People  teams people icon again.

To learn more, see Invite people to a meeting.

Show or hide the meeting conversation

To access the meeting chat, select Chat  teams chat icon.

From here, you can view and participate in the meeting group chat.

chat in a meeting

To hide it, select Chat  teams chat icon again.

To learn more, see Chat in a Teams meeting.

Use reactions

You can use reactions to express yourself or raise your hand during a meeting.

To react in a meeting:

  1. Hover over Reactions  teams reaction icon.
  2. You can choose between Like, Love, Applause, Laugh, and Surprised.

The reaction you select will appear for a few seconds on screen for everyone in the meeting.

You can also choose Raise hand, which will remain displayed for everyone until you or the meeting presenter lowers your hand.

reaction menu

To learn more, see Express yourself in Teams meetings with live reactions and Raise your hand in a Teams meeting.

Create a breakout room

If you’re a meeting organizer or presenter who’s been appointed a breakout rooms manager, you can select Rooms  teams breakout room icon to create and assign people to breakout rooms.

create a breakout room in a meeting

To learn more, see Use breakout rooms and Join a breakout room.

Add an app

If you’re a meeting organizer or presenter, you can select Apps Add button to search for and add an app for the meeting.

add an app in a meeting

To learn more, see Use apps in Teams meetings.

More actions

Select More More options button to open a menu and access other actions you can take in the meeting.

Some popular options you’ll see in the more actions menu include Start recording, Apply background effects, and Turn off incoming video.

more options menu

To learn more, see Customize your meeting view.

Turn your camera on or off

To turn your camera on:

  1. Hover over Camera  teams show video icon.
  2. You’ll see a private preview of your video.
  3. You can choose Blur my background or More background effects to change how you appear in the meeting.

    show video preview

  4. Then select Camera  teams show video icon to turn it on.

To turn your camera off, select Camera  Video call button again.

To learn more, see Using video.

Note: If you’re attending a live event or public (open registration) webinar, your camera is turned off by default. To learn more, see Attend a live event and Get started with Teams webinars.

Mute or unmute your mic

If you’re already muted in a meeting and you’d like to speak:

  1. Select Mic  teams unmute icon to unmute your mic.
  2. To mute again, select Mic  Mute button.

To learn more, see Muting and unmuting your mic.

Note: If you’re attending a live event or public (open registration) webinar, your mic is turned off by default. To learn more, see Attend a live event and Get started with Teams webinars.

Share your screen

To share your screen or other content during a meeting:

  1. Select Share Share screen button.
  2. Choose to present your entire screen, a window, a PowerPoint file, or a whiteboard.

share content in a meeting

To learn more, see Share content in a meeting in Teams.

Leave or end a meeting

To leave a meeting, select Leave  teams leave meeting icon. If you’re the meeting presenter, you can also select the dropdown and choose End meeting. Only meeting presenters can end meetings.

leave a meeting

Use Video in Microsoft Teams

Turn your video on or off

Before a meeting

To turn on your video before a meeting, just select Camera  Camera off icon right before you join.

Select camera icon to turn camera on

During a meeting

You might want to turn your video on and off over the course of a meeting—if you’d prefer people only see you while you’re talking, for example. Go to the meeting controls anytime during the meeting and select Camera Video call button.

Video off icon

Change your background

If you want to change what appears behind you in your video, you can either blur your background, or replace it entirely with any image you want.

When you’re setting up your audio and video before a meeting, select Background filters Background settings(just below the video image). You’ll see your background options on the right.

Note:  If you don’t see the option to turn on background effects, the feature might not be available on your device yet.

For more details about customizing your background, see Change your background for a Teams meeting.

Change your view

Customize how you see other people’s video during a Teams meeting. For example, you may want to see as many video feeds as you can at one time in a large meeting.

Note: To provide the best possible audio and video quality, we might decrease the number of videos you’re seeing at once if you’re running a little low on bandwidth or device memory.

  1. Join your meeting.
  2. In the meeting controls, select Change your view  Change meeting video layout view button.

    Some options may not be available depending on the size of the meeting.

    Image shows the available options when you select the Teams meeting view button.

    3. Choose one of the following view options:

Gallery

The default view when you join a meeting shows up to nine other people on your screen at the same time. If there are more than nine others in attendance, Teams prioritizes the people who have their video turned on and those who’re speaking the most.

Meeting window showing 9 different video streams at once

For people who haven’t turned on their video, Teams shows their profile pic instead (or their initials if they haven’t added one).

Large gallery

See the videos of up to 49 other people at once. This option is available when at least 10 people have their cameras turned on.

Large gallery view showing 49 videos at once

Note: If no one is sharing video, Large gallery won’t be selectable in the menu.

When more than 49 participants join a Teams meetings, see them all in a gallery with pages. In Large gallery view, navigation controls < > appear at the bottom of the gallery when there are more than 49 participants. Use these navigation controls to view or engage with more participants.

Together mode

Lets you feel like you’re in the same shared space with everyone in the meeting. Together mode is available when there are at least five people in the meeting.

With Together mode, everyone's video appears in the same virtual space

If you’re a meeting organizer or presenter, you have an assortment of scenes to choose from. To change the scene, click on the scene name in the bottom left corner of your screen.

Under Choose a scene, pick the one you want and select Apply. The scene will change for everyone who’s in Together mode.

Note: The classroom scene automatically seats the meeting organizer (or whichever presenter was first to join) apart from the other participants.

2×2 (web only)

If you’re using Teams on the web (Edge or Chrome browser), you’ll see up to four video streams at a time. Join a Teams meeting and ask your participants to turn on their cameras to display a 2×2 grid of four participant videos at once.

Note: 2×2 video on Teams for web (Edge and Chrome) is available as part of the public preview program and may undergo further changes before being released publicly. To get access to this and other upcoming features, switch to the Teams public preview.

Focus

Available when content is being shared. This is the view to choose when you’d like to pay close attention to the content without the distraction of seeing people’s video feeds.

Note: You’ll need to turn on the new meeting experience to use Large gallery, Together mode, and Focus.

  1. Join your meeting.
  2. In the meeting controls, select Change your view  Change meeting video layout view button  and choose Focus.

Notes: 

  • The Change your view feature is available as part of the public preview program and may undergo further changes before being released publicly. To get access to this and other upcoming features, switch to the Teams public preview.
  • If you’re not using public preview, select More options More options button in the meeting controls to find these options.

Pin someone’s video

To pin someone’s video to your view regardless of who’s talking, select More options More options button  in their video feed (next to their name) and choose Pin.

Pin your own video

To pin your own video, select More options More options button  in your video feed (next to your name) and choose Pin for me. This will pin your video for your own view, others won’t see you pinned. If you no longer want to be pinned, select More options More options button  > Unpin for me.

Spotlight a video

Spotlighting a video is like pinning it for everyone in the meeting. If you’re an organizer or a presenter, you can choose anyone’s video (including your own) to be the main video people see.

To spotlight someone else’s video, right-click on the one you want and select Spotlight.

To spotlight your own video, first select Show participants. Then, under Participants, right-click your name and select Spotlight. You can spotlight anyone else’s video this way, as well.

Hide your own video

To hide your own video, select More options More options button  in your video feed (next to your name) and choose Hide for me. This will hide your video for your own view, others will still see your video. If you no longer want to be hidden, select More options More options button  > Unhide for me.

Reframe a video

Teams crops some videos to make them fit your screen better. If you want a different view of a particular video—for example, if someone’s cropped out of the video or it only shows part of their face—select More options More options button in their video feed then Fit to frame to see the entire video.

Select Fill frame to see a closer, cropped view.

Recording a Meeting

Start recording

When you start recording a meeting, you also turn on live transcriptions (if your IT admin allows transcriptions).

  1. Start or join the meeting.

  2. Go to the meeting controls and select More actions More options button > Start recording.

    Image shows how to start a recording in a Teams meeting.Everyone in the meeting gets notified that recording and transcription have started.

    Image showing the full notification you see once you start recording a Teams meeting.

Stop recording

  1. Go to the meeting controls and select More actions More options button.
  2. Choose one of the following:
    • Stop recording: Stops the recording and live transcription.
    • Stop transcription: Stops just the live transcription. The recording continues until you select Stop recording.

Find recordings

Recordings are available in different places depending on the type of meeting.

  • The recording is processed and saved to SharePoint if it was a channel meeting or OneDrive if it was any other type of meeting.
  • The meeting recording shows up in the meeting chat or channel conversation (if you’re meeting in a channel).

Note: For now, guests and external attendees can view the recording only if it’s explicitly shared with them.

Who can start or stop a recording?

Anyone who meets the following criteria can start or stop a recording, even if the meeting organizer isn’t present.

  • Has one of the following licenses: Office 365 Enterprise E1, E3, E5, F3, A1, A3, A5, M365 Business, Business Premium, or Business Essentials.
  • Has recording enabled by an IT admin.
  • Isn’t a guest or from another organization.

 

Type of user Can start recording? Can stop recording?
Meeting organizer
  • Yes
  • Yes
Person from same org
  • Yes
  • Yes
Person from another org or company
  • No
  • No
Guest
  • No
  • No
Anonymous
  • No
  • No

Notes: 

  • Recording continues even if the person who started the recording has left the meeting.
  • The recording stops automatically once everyone leaves the meeting. If someone forgets to leave, the recording automatically ends after four hours.
  • If one of the participants has a policy for compliance recording, the meeting will be recorded according to the policy even if that participant is from another org.

Manage the expiration of a meeting recording

Your admin’s settings determine whether (and when) a recording will expire. If your recording has an expiration date, you’ll see a message indicating that when the recording pops into the meeting chat after the meeting ends.

Image showing "recording is about to expire" message.

Open the details pane to view or change the expiration date.

There are a couple of different ways to get there:

  1. Click on the recording to open it in your browser. Once the browser page has opened, select Info icon in the upper right to open the details pane.
  2. Or, go to My files in your OneDrive or SharePoint site and view as a list. Mouse over the recording in question, select Show actions (the three vertical dots to the right of the file name), and then choose Details.

When the details pane is open, look for Expiration date. Here’s where you’ll see the date that’s currently set.

Details pane showing recording expiration date

Open the drop-down to see your options for changing the date. Extend the recording’s availability for a certain number of days, or pick a specific date on the calendar. You can also choose No expiration if you don’t want it to be deleted.

Drop-down menu for recording expiration date

 

 

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ACC Peer Visitor Training Manual - Remote Training Copyright © by Kirsten Woodend. All Rights Reserved.

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