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MS Teams User Guidelines

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21 views17 pages

MS Teams User Guidelines

Uploaded by

alvin
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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MS Teams User Guidelines

Table of Contents
1. How to schedule a meeting 2
A. Schedule a Teams Meeting in Microsoft Teams 2
B. Schedule a Teams Meeting in Outlook 365 (Desktop Application) 4
C. Things you should not do when creating Microsoft Team Meeting 5

2. Sharing Your Screen During a Meeting 8


A. To share your screen in a meeting 8
B. To switch between screen, windows or PowerPoint presentations 8
3. Enabling System Audio During a Meeting 9
A. To share your computer's audio to a meeting 9
4. Configuring Meeting Options During a Meeting 10
A. Multiple options 10
B. Muting all Participants 10
C. Using Chat in a Meeting 11
5. Changing Roles in a Microsoft Teams Meeting 12
A. Changing Roles in a Meeting 13
6. Changing virtual background 15

A. Use a Built-In Background 15


B. Use a Custom Background in Microsoft Teams 16

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MS Teams User Guidelines

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MS Teams User Guidelines

1. How to schedule a meeting


To create an MS Teams Meeting, we could do in Microsoft Teams application itself or using Microsoft Outlook

A. Schedule a Teams Meeting in Microsoft Teams


Your calendar in Teams is synced to your outlook calendar. In other words, when you schedule a meeting in
Outlook, it will show up in Teams, and vice versa.

I. Open Microsoft Teams and go to Calendar tab then click on + New meeting

II. Go to “New Meeting” on the top right side.

III. Fill in Meeting’s information:


1. Add a title to your meeting
2. Invite attendees in the “Add Required attendees” field
DONGGI SENORO LNG and Business Partners who have DSLNG Account can be searched for by name
External attendees can be invited by typing in their email address.
3. Enter the start and end date and times for your meeting.
4. Add channel (optional). All members in the channel will be invited to the meeting
5. If your meeting has physical location, enter it in the “add location” field. Keep it blank if has not.

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MS Teams User Guidelines

6. Type any relevant details to include in the body of your invitation

After clicking “Send”, invitation email will be sent to the participant. Microsoft Teams will also automatically
generate Teams Meeting Link on the bottom of your invitation email.

Participant side will receive invitation as follow

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MS Teams User Guidelines

B. Schedule a Teams Meeting in Outlook 365 (Desktop Application)

I. Open the outlook desktop application and navigate to your calendar by clicking the calendar button in the
bottom-left of the window. After calendar view show up, click “New Teams Meeting”.

II. Fill in Meeting’s Information


1. Add a title to your meeting
2. Invite attendees in the “Add Required attendees” field
 DONGGI SENORO LNG and Business Partners who have DSLNG Account can be searched for by
name
 External attendees can be invited by typing in their email address.
3. Enter the start and end date and times for your meeting.
4. Location will automatically be filled by “Microsoft Teams Meeting”, If your meeting has physical location,
enter it in the “Location” field.
5. Type any relevant details to include in the body of your invitation

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MS Teams User Guidelines

III. Click “Send” to send the invitation to the Participants

C. Things you should not do when creating Microsoft Team Meeting.

Do not copy Microsoft Teams Meeting link that you have already created into new outlook meeting agenda, it
would cause double link on your teams meeting invitation when you updating the meeting (editing invitation
body email or adding participants) via Microsoft Teams Application.

1) Create teams meeting to get Microsoft Teams Meeting link

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MS Teams User Guidelines

2) Create “new calendar meeting” in outlook (not Teams Meeting) and “copy-paste” the meeting link which
previously created to Meeting body email

3) Edit invitation body email or Add participants from Microsoft Teams Calendar and “Send Update”

4) After editing invitation or adding participants, teams would generate new teams link so there will be 2 links

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MS Teams User Guidelines

Lesson Learned:
1. Do not copy-paste MS Teams’ meeting link into new Outlook Meeting (new meeting)
2. Create Teams Meeting in Microsoft Teams (see Section A – Page 1)
3. Create Teams Meeting via “New Teams Meeting” in outlook calendar (see Section B – Page 2

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MS Teams User Guidelines

1. Sharing Your Screen During a Meeting


Once a meeting has started, the presenter or organizer can choose to share their screen as needed,
such as to view prepared PowerPoint files or demonstrate processes on your screen.

A. To share your screen in a meeting:

I. Select Share screen button in your meeting controls.

II. Choose to present your entire Desktop, a single Window, or PowerPoint file.

B. To switch between screen, windows or PowerPoint presentations :


I. Select Stop Sharing to stop sharing the current screen, window or PowerPoint presentation.

II. Select Share screen button in your meeting controls and choose the new screenshare source you would
like to present to your audience.

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MS Teams User Guidelines

III. When you're done sharing, go to your meeting controls and select Stop sharing.

2. Enabling System Audio During a Meeting.

Sometimes we want to be able to share video and audio during a presentation.

A. To share your computer's audio to a meeting:


I. Click button in the middle of the meeting controls.

II. In the corner of the Share screen, click the checkbox "Include System Audio"

III. Select the screen, window or PowerPoint you want to share to begin sharing.

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MS Teams User Guidelines

3. Configuring Meeting Options During a Meeting


Once a Microsoft Teams meeting has started, there are multiple options for interacting with other Users :

A. Multiple options
1. Share Your Screen
2. Mute/Unmute Audio
3. Turn Video On/Off
4. Sent Chat Messages to Meeting Members
5. Participant List
6. Start/Stop Recording the Meeting

B. Muting all Participants

Organizer/Presenter are able to choose whether their microphone is active when they connect to a meeting.

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MS Teams User Guidelines

Sometimes it is necessary to mute everyone in the case of unwanted noise during the meeting.

To mute all participants other than yourself in an active meeting:


1. Click the Participant list button.
2. In the upper right corner, select Mute All.

C. Using Chat in a Meeting

To see and send chat messages to participants in an active meeting:

1. Click the Chat button


2. Type your Message.
3. More Option for complete Your Message.
- Format
- Attach File
- Emoji
- Giphy
- Sticker

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MS Teams User Guidelines

4. Changing Roles in a Microsoft Teams Meeting.


Once a Microsoft Teams meeting has been scheduled, the organizer can update the meeting options
for that meeting, such as who can bypass the lobby and who can present.

A. Changing Roles in a Meeting


I. Click on the Participants button to open the participants panel during a Microsoft Teams meeting.

II. Make a Participant an Attendee or Presenter from the Participants panel.

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MS Teams User Guidelines

III. Confirm that you want to change roles for the Participant.

IV. Request to join if they have not yet arrived to the meeting.

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MS Teams User Guidelines

5. Changing virtual background


A. Use a Built-In Background
I. Click the three-dot menu icon while on a Microsoft Teams video call and choose
Apply Background Effects to open the Background Settings panel.

II. Click on an Image and then select the Apply button. Select Preview Button to Preview.

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MS Teams User Guidelines

B. Use a Custom Background in Microsoft Teams


I. Click the three-dot menu icon while on a Microsoft Teams video call and choose
Apply Background Effects to open the Background Settings panel.

II. Please Follow the Step:


1. Click Add New
2. Select Image from Our File
3. Click Open
4. On Background setting, scroll to the Button – Click the Image
5. Click Preview - Apply

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MS Teams User Guidelines

Note:
When you see your self-view in Teams it will be flipped, so it is easier for you. But when the other
participants in the meeting see your video, they will see it the correct way. So, text will be mirrored for
you but the correct way for others.”

Self-View

Participants-View

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