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Creating video meetings in Microsoft Teams

The official Microsoft Teams video training site is available here: https://tinyurl.com/teamsvids

Overview

This guide will explain how to:

  • create instant video meetings with Meet now from a Team /Team channel + add external or internal participants (written guidance and video tutorial)
  • create scheduled video meetings in a Team / Team channel + add external or internal participants (written guidance)
  • create video meetings from Team calendar, Team calls, and Team chat
  • join a video meeting in the above locations
  • additional options and features (screen sharing, video meeting ‘chat’ and advanced settings)

Microsoft made some changes on the 20th August which means Teams meetings that are recorded are no longer uploaded to Stream automatically. These recordings will be available in Teams channels or meeting chats (shortly after the meeting ends) for 21 days. After 21 days, the meeting recordings will be deleted. Meetings recorded before August 20th, 2020, will not be affected by this change. If you wish to keep a recording for longer than 21 days, the content will have to be manually downloaded and then if required, uploaded to Stream. Guidance on how to upload a video to Microsoft Stream can be found on the Microsoft website: https://docs.microsoft.com/en-us/stream/portal-upload-teams-meeting-recording

Please take care when using the Chat function in a Microsoft Teams meeting;

  • Meeting chat is visible to all those associated with the meeting
  • Chat should only be used for information that is appropriate to be seen by all those in the meeting (these may be students, staff and guests to the organisation)
  • It is important to double check that you are entering chat in the correct meeting thread.

Written guidance: create instant meetings with Meet now and add external or internal participants

From a Team / Team channel:

Locate and select the video meeting icon from the top righ-hand corner in the Team /Team channel. Click on meet.

meet option in Teams

In your video preview, enter a name for the meeting, and select join now.

join option in Teams

Invite Team members or other internal colleagues

  1. From the menu bar during your call, select the participants icon.participants icon on menu bar Teams
  2. From the panel to the right,under participants, select the names of the team members or other internal colleagues you want to invite to the meeting.invite attendee field Teams meeting

Invite external guests via email invitation

  1. From the menu bar during your call, select the participants icon.participants icon on menu bar Teams meeting
  2. From the panel to the right,under participants, you can select the link icon to copy link info. You can paste this information into an email to send an invite to an external guest via email.meeting link Teams meeting
  3. From the panel to the right,under participants, you may see external guests listed as ‘waiting in the lobby’. Click on the tick icon to allow them into the meeting. Guests may be able to join without waiting in the lobby, depending on your settings.

Video tutorial : create instant meetings with Meet now and add external or internal participants

Please note that the video tutorial refers to inviting external guests via a telephone number. This is not possible at HYMS. External guests invited by email do not need to always wait in the virtual lobby either, depending on your settings. Some terminology / icons may differ from the latest updated version of Teams (for example, you cannot start a ‘meet now’ in a chat  – please see the written guidance above).

 

Please note that you will need a webcam, microphone and speakers to participate in a video meeting

Written guidance: create scheduled meetings in a Team / Team channel and add external or internal participants

From a Team / Team channel:

Locate and select the video meeting icon from the top right-hand corner in the Team /Team channel. Click on meet.

meet option in Teams

 

 

Select schedule a meeting.

schedule a meeting option Teams

  1. Enter all the relevant meeting details and add any Team colleagues, other internal colleagues, or external guests. External guests can be added via their email address.*Depending on settings for a particular Team, Teams colleagues that are members in that Team may get an automatic invite – regardless of if you add them as attendees or not.
  2. Select send. All those added will receive an email invite (and potentially all Team members based on the Team settings, as explained in the previous step).
  3. External guests will be able to click on a link in the email invite that says join Microsoft Teams meeting. *If external or even internal guests have any issues receiving an automated invite, you can send the meeting link directly to them from your personal email. Follow the steps above for inviting an external guest to an instant meeting to see how to do this alternative method (during or before the meeting).image of email invite
  4. From the panel to the right,under participants, you may see external guests listed as ‘waiting in the lobby’. Click on the tick icon to allow them into the meeting. Guests may be able to join without waiting in the lobby, depending on your settings.

Team calendar

  1. Select the calendar icon from the Team menu panel
  2. Enter your meeting details and invite guests (see the above guidance and screenshots regarding adding external guests to a scheduled meeting)

image of Team calendar icon

Create video meetings from Team callsimage of call icon

  1. Click on the calls icon from the Team menu panel
  2. Select to make a call
  3. Call internal colleagues and choose the video call icon to make it a video call

 

 

Create video meetings from Team chatimage of chat icon

  1. Click on the chat icon from the Team menu panel
  2. Select to video call any contact in a chat by selecting the video meeting icon

 

Join a meeting

  1. Look for the meeting notification icon in a conversation to find a meetingjoin meeting icon Teams
  2. Select join to participate in the meeting.

Additional options and features (screen sharing, video meeting ‘chat’ and advanced settings)

image of share screen iconClick on the screen share icon on the call menu bar to share content such as your desktop / browser view, PowerPoint file etc. Please access the following link to our help page for screen sharing in a Teams meeting: screen share during a video call in microsoft teams.

image of chat iconClick on the chat icon on the call menu bar to start a conversation during the meeting. You can access any meeting conversation content after the meeting.

image of more actions iconClick on the more actions icon on the call menu bar to change / check device settings (such as audio level or microphone / speaker source), blur your background view, turn off incoming video, and record content with permission.

image of live captions option in Teams video call From the more actions icon on the call menu bar, you can also choose to enable live captions for a live meeting (only available from the app view). With live captions, Teams can detect what’s said in a meeting and present real-time captions.

 

 

 

image of raise hand icon in Teams meetingA new feature now also allows participants to ‘raise their hand’ in a video call meeting. On the meeting tool bar, select the raise hand icon to notify others you have a question or a contribution to make.

Please also see the below video tutorials for an overview of Teams ‘chat’ and making a call.Some terminology / icons may differ from the latest updated version of Teams.

Updated on 05/10/2021

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