Future Meetings

From Microsoft Outlook select the ‘New Teams Meeting’ Icon

A meeting invitation will open in the same way as for any other meeting being scheduled utilising Outlook.

You can invite an external party to join the meeting by typing their email address in full.

Meet Now

At the appointed time for the meeting from Outlook click on the Join Microsoft Team Meeting icon 

Microsoft Teams will launch.  Click ‘Join now’ to connect to the meeting.

You can invite others to join the meeting.  Just start typing their name and it will auto populate.  This is only available for internal people.

During any call or meeting, you have several options available to you from the menu bar that appears at the bottom of your screen (if you can’t see it move your mouse curser down towards that area and it should appear or click your mouse anywhere in the screen)

Going from left to right:

• One click will turn your webcam on and off – diagram shows webcam is off (has a line through it).

• One click will turn your microphone on and off – diagram shows it’s on (no line through it).

• Share your screen with the participants – can be used for multiple purposes, just be mindful that if you have other windows open at the same time they may be able to see things you don’t wish to share, such as emails. So best to close or minimise anything you don’t want to share. To stop sharing click the same icon again or select ‘stop presenting’.

• The 3 dots will give you a list of options:

The most useful ones are the enter full screen; turn on live captions which is useful if you’re not able to hear someone and start recording if you want to record the meeting for later use or to share with a colleague who wasn’t able to attend (get everyone’s permission first though).  Please note, that some of these options, such as captions, are not available in Meet Now mode.

• The ‘speech bubble’ icon allows you to send a text chat to the participants in the meeting. Everyone will be able to see what you write, and it can be used to share a link to a document or website or to make a comment for consideration later. This function is also used to ask questions during a Live Presentation.

• The 2 people icon is labelled as ‘Show Participants’ which allows you to add participants during the meeting. Enter the name of the person you wish to contact in the ‘invite someone’ box, followed by enter. You can do this several times if you wish to call more than 1 person. Please note that not everyone is able to use the ‘dial a number’ option as this is licence dependent.

• Red phone is to end the call/meeting.

Remember, if you have your camera on then all the participants can see you!

During scheduled meeting you do have an option, using your video settings to blur your background.  This means you appear nice and clear while everything behind you is subtly concealed (though this may not be sufficient to prevent information in the background being visible to other meeting participants so remain vigilant to your environment).

To turn on background blur during a meeting click More options … and select Background Preferences