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Microsoft

Over the last few weeks we have seen a large increase in the number of people conducting Microsoft Teams meetings as they move to remote work arrangements. Whether you are brand new to the tool, or conduct all of your meetings on Teams, we want to provide you tips on how to have the best online meetings experience.

 

#1 Connect online with people inside and outside your org
With Teams, you can host online meetings with people both inside and outside of your organization. The next time you schedule a meeting in either Teams or Microsoft Outlook, simply include the email address of your external guests and Teams will take care of the rest—including sending an email invitation complete with instructions on how to join your online meeting. Your meeting guest can click on the link, enter their name, and join the meeting from their browser—all without having to install a plug-in or download the Teams client.

 

Microsoft Teams web join experienceMicrosoft Teams web join experience

 

#2 Enable everyone to participate with dial-in capabilities
Designed for participants who are on the go, don’t have access to the internet, or prefer to dial into a meeting, make sure meetings are inclusive. Users who are enabled for Audio Conferencing will automatically see dial-in instructions added to their Teams meeting invitations. Clicking on the dial-in number from a cell phone will automatically launch the phone dialer, dial the number, and even enter the conference bridge. Gone are the days of having to memorize numbers!

 

Teams user interface showing the meeting details, including Audio Conferencing dial-in informationTeams user interface showing the meeting details, including Audio Conferencing dial-in information

 

#3 Stay in control of your meeting
Teams provides the meeting organizer with many options when it comes to defining the roles and permissions for online meeting participants. For example, you can choose to enable a meeting lobby, which lets the organizer define when and who is admitted into the meeting. You can also designate who can present, mute attendees, and start/stop recordings, just to name a few.

 

Meeting options user interface showing roles and permission availableMeeting options user interface showing roles and permission available

 

#4 Hold face-to-face conversations with video
If you can’t meet in person, meeting online with video is the next best thing. Encourage everyone in your Teams meeting to turn on their video. Turn on background blur to keep the focus on you instead of what’s behind you.

 

Teams UI showing meeting attendee toggling background blur while joining a meetingTeams UI showing meeting attendee toggling background blur while joining a meeting

 

#5 Share only what you need
When sharing content in Teams meetings, you control what others can see. You can decide whether you need to show your entire desktop, or just a specific window. If someone is sharing their desktop or an application, you can request the presenter to give you control.

 

Teams user interface showing presentation capabilities in the sharing trayTeams user interface showing presentation capabilities in the sharing tray

 

#6 Everyone contributes with digital ink
Just because everyone is not in the same room doesn’t mean you can’t brainstorm on a whiteboard. Microsoft Whiteboard is integrated with every Teams meeting, enabling meeting participant to join in with touch—or their mouse—and contribute with digital ink. Whiteboard sessions are saved as part of every meeting and available for future use and reference.

 

Sharing a Microsoft Whiteboard within TeamsSharing a Microsoft Whiteboard within Teams

 

#7 Don’t miss the meeting, even if you missed the meeting
Whether running a few minutes late, or double-booked with a fire drill, there’s a good chance that someone will miss the meeting. Instead of bringing them up-to-speed in another meeting, simply record your Teams meeting. Not only is the recorded meeting stored in the cloud—and a link provided in the meeting chat—but participants can search the meeting transcript and jump to the point in time of the meeting where it was mentioned.

 

Teams meeting recording playback showing searching a transcript and jumping to the point in the meeting when referencedTeams meeting recording playback showing searching a transcript and jumping to the point in the meeting when referenced

 

#8 Follow along with meeting captions
Encourage your meeting participants to turn on live captions and read subtitles in real-time. This is a game changing feature for those who are hard of hearing, have different levels of language proficiency, or are connecting from a loud location. Live captions is currently available in English for users located in the United States.

 

Teams interface showing how to turn on live captions in a meetingTeams interface showing how to turn on live captions in a meeting

 

#9 Be seen and heard clearly
Microsoft offers a full portfolio of Teams-certified devices to ensure you look and sound your best with high quality video and audio. Connect and start your meetings with just one touch and choose where and how you want to work with devices designed for any space and working style.

 

Person sitting in an open space environment wearing a Teams-certified headset while attending an online meetingPerson sitting in an open space environment wearing a Teams-certified headset while attending an online meeting

 

For additional information on how to elevate your Teams meetings experience, read Get the most from your meetings with Microsoft Teams where I break down the components of meetings and suggest ways in which you can make them more effective.

8 Comments
Senior Member

L'indirizzo email creato in automatico in Teams al momento della creazione di un gruppo può essere utilizzata come "E-mail condivisa", se si invia una email a questo indirizzo di posta del gruppo funziona, arriva a tutti i partecipanti, indipendentemente dal profilo (proprietario, membro, ospite)?

 

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The email address created automatically in Teams when creating a group can be used as a "shared email", if you send an email to this email address the group works, it reaches all participants, regardless of profile (owner, member, guest)?

Occasional Visitor

Thanks for sharing, I would just add a point related the privacy: I guess it is to point out all the attendees must be informed and they have to agree to register the session. Teams show a red mark when the registration is on goings-on.

 

It would be good also a feature to smoothly switch from a device to another in the meeting as usually if the meeting is taking more time than expected, users would continue to follow it by "on moving".

 

 

Thanks,

Occasional Visitor

An awesome addition would be to actually see all of the participants. At the moment we can see 4. To function as a group it is a added value to see the others as wel. 

Also, because of the orientation of the mobile phones sometimes you do not see the full face of the person you are talking to. And it is to much hassle to correct is if the group is bigger than one.

 

Zoom has fixed all these problems. Please fix them for us as well!

Occasional Contributor

Some great progress; however, during these difficult times we have noticed a need for q&A moderation even in simple meetings. We don't want to have all the hassle associated with Live Events. Subsequently, if there are others with a similar need please vote for this on User Voice: 

 

https://microsoftteams.uservoice.com/forums/555103-public/suggestions/39223762-provide-the-same-q-a-... 

Contributor

We need the ability to mute participants and make sure they can't unmute themselves. Also, your controls for making someone a presenter does not preclude someone from unmuting themselves. Also, making someone an attendee does not prohibit them from unmuting themselves or muting others. There needs to be better controls for this ASAP.

Visitor

I would like to repeat what WouterBlom mentioned.  This is very important. In my organization, I am being asked to allow Zoom because of the limited number of participants that can be seen at once.  This is so important for teaching where despite the size of the image, the teacher would still be able to get visual cues and clues from the students' faces, especially those that go into snooze mode.

Senior Member

Hi !

Our CEO wants to share cameraview of the conferenceroom on one screen and the presentation on one screen for a team on a different location ande vice versa. 

But I can not get it to work, any sugestions how to do that?    

Can it be done?   In skype for business can it be done, but I dont want to go back to that.  

Works in Zoom to, but I do not want to add another applikation to the company when we have TEAMS.  

 

Senior Member

Hi Team, great tips! Thank you. 

Request to provide some further experience details for meetings with people outside my organisation. Specifically 

- Who are not tech savvy

- Who do not have Teams (easy - go to browser?)

- Who have an old iPad with (what is the minimum requirement for Safari Browser? What are limitations? And login experience. )

- Who have an older Windows computer and not yet on Windows 10 (App or Browser - what are minimum requirements and login experience?)

 

Thanks in advance for your tips!