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Top 20 Blogs of 2020: The Nuts and Bolts of Meetings in Microsoft Teams

Emily Cianchette

Microsoft Teams is a collaboration app that helps your team stay organized and have conversations—all in one place. One of the most popular features of Teams is scheduling and hosting meetings. In this blog post, we’re going to break down the basics of meetings in Teams.

Scheduling a meeting

Your calendar in Teams connects to your Exchange calendar, so when you schedule a meeting in Outlook, it will show up in Teams, and vice versa. Every meeting scheduled in Teams is automatically made into an online meeting.

Select Schedule a meeting 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 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. 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.

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. Go to where it says “Add attendees.” Type the person's full email address and select invite. They'll receive an email with a link to the meeting.

Joining a meeting

You can join a Teams meeting from any device anytime. Teams meetings are best when you join them from the Teams app or Teams on the web, and there's a few different ways to do that.

The easiest way to join a Teams meeting is to click on the link within the invitation. Select “Join Microsoft Teams Meeting” in your meeting invite to be taken to a page where you can choose to either join on the web or download the desktop app. If you already have the Teams app, the meeting will open there automatically. If you don’t have a Teams account and the organizer has allowed it, you may have the option to enter your name to join the meeting as a guest. You can also join meetings from inside the Teams app by viewing your schedule in the calendar tab.

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.

Using video in a meeting

When you join a Teams meeting, you'll be able to see the video streams of up to nine other people on your screen at the same time. If there are more than nine others in the meeting, the people who have their video turned on, as well as whoever's speaking, will be prioritized. For those who haven't turned on their video, you’ll see their profile pic instead (or their initials if they haven't added one).

If you want to change what appears behind you in your video, you can either blur your background, or replace it entirely with one of the provided images. When you're setting up your audio and video before a meeting, choose Background effects (next to the mic switch). You'll see your background options on the right.

Sharing content in a meeting

To share your screen in a meeting, select “Share content” in your meeting controls. Then, choose to present your entire desktop, a window, a PowerPoint file, or a whiteboard (which is a way to sketch ideas and take notes that will be attached to the meeting itself.) When you're done sharing, go to your meeting controls and select Stop Sharing. 

Teams also allows participants to give and take control of content. If you want another meeting participant to change a file, help you present, or demonstrate something, you can give control to that person. You will both be in control of the sharing, and you can take back control anytime.

Microsoft Teams is the ultimate messaging app — a workspace for real-time collaboration and communication, meetings, and file and app sharing. Logically can help you manage Microsoft Teams, design best practices, and customize your Microsoft Teams environment to help you switch on the power of teamwork in your organization. If you want to take a closer at Microsoft Teams, contact us today.