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This article will cover how to start and schedule meetings in Microsoft Teams, as well as showcase available features in meetings.

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Table of Contents

Part I - How to Start an Impromptu Meeting (Meet now)

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titleTo start an impromptu meeting...

To start an impromptu meeting:

  • Click on the Calendar tab:

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  • In the upper-right corner, click on Meet now

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  • :

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  • The ‘Start a meeting now’ dialogue will appear. Click on ‘Get a link to share’ if you would like to have a shareable link to the meeting, otherwise, click ‘Start meeting’.

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  • A pre-meeting screen will appear and allow you to change your camera, microphone, headset, etc. When you are ready, click “Join now”:

Part II - How to Schedule Meetings

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titleTo schedule meetings, including recurring meetings...

To schedule meetings, including recurring meetings:

Via Teams

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  • Click on the Calendar tab:

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  • Go to the date where you want to have your meeting and click on the time you want your meeting to start:

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  • This will open the meeting dialogue box, where you can customize your meeting options:

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    • Note - to make a meeting into a recurring meeting, change the “Do not repeat” drop-down box to your preferred recurrence.

Note

There is a caveat when scheduling meetings via Microsoft Teams - if you do not add a particpant, a virtual meeting link will NOT be generated for you. If you add someone as a participant, Teams will then make a virtual meeting link. This problem does not exist in Outlook - read on for further instructions.

Via Outlook

  • Open the Calendar on Outlook:

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  • Click on the day you wish to schedule your meeting:

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  • Click on the ‘New Teams Meeting’ button on the ribbon:

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  • This will open the meeting dialogue box, where you can customize your meeting options:

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    • Note - to make a meeting into a recurring meeting, click on the “Make Recurring” button (see image above) and change the options to your preferred recurrence.

Part III - Meeting Features

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titleMeeting features include...
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While you are in a meeting, multiple features are available to you. Meeting features include (from left to right):

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Note - The meeting host will have more options than an attendee in a meeting.

  • Chat - Access the meeting’s text chat.

  • People - Opens the Participants menu, where you can type in names and add attendees manually as needed:

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  • Raise - Notifies the meeting you would like to speak or respond in a show of hands:

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  • React - Send a reaction to the meeting.

  • View - Change how others are displayed during the meeting.

  • Rooms - Create breakout rooms for your meeting.

  • Apps - Add apps to your meeting.

  • More - Expanding more provides even further options:

    • Record and transcribe - Begin recording your meeting, or begin audio transcribing in real-time.

    • Meeting info - Provide more information about the meeting link.

    • Meeting notes - Allows you to take meeting notes from within Teams.

    • Background effects - Add a custom background filter to your camera view.

    • Language and speech - Allows you to turn on live captioning.

    • Settings - Access device settings (camera, webcam) and other functions here.

  • Camera - Turn your camera on or off.

  • Mic - Turn your mic on or off.

  • Share - Share your screen with the meeting.

  • Leave - Leave the meeting.

How to Share Your Screen in a Meeting

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titleHow to Share Your Screen in a Meeting

When you are in a meeting, you have the option to share your screen with the other participants. To do so:

  1. Click on the Share button:

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  2. Select which screen you want to share and click on it.

    • Toggle the ‘include computer sound’ option on if you want to share the audio from your device.

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  3. A red border will appear around the screen you are sharing. The control panel at the top features more options when sharing:

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    • 1. Change how your webcam is displayed with the content you are sharing.

    • 2. Allow another participant to control your computer.

    • 3. The left button starts annotation, and the right button toggles your ‘include computer sound’ option on or off.

    • 4. Stop sharing your screen.

      • The pin button to the right of this option will make it so that this control panel stays on your screen.

Changing Your Devices (Camera, Microphone)

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titleChanging your devices...

If you need to change your webcam or microphone in Teams, you can do so by navigating to your settings:

  1. In Teams, click on the (…) in the upper-right corner:

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  2. Click on Settings.

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  3. Click on Devices.

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  4. The very top of this section lists your audio devices - your speaker and your microphone can be changed here.

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  5. Scrolling down this section allows you to change your camera and shows a preview.

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If you need further assistance, contact the IT Help Desk.

Back to the Microsoft Teams KB Index