Conducting MS Teams Meetings

Microsoft Teams can be utilized for meetings that include audio, video and screen sharing. City staff can connect via smartphone or computer utilizing the application or web browser.

• Download and install Microsoft Teams
• Join a Teams Meeting
• Schedule a Teams Meeting
• Meet Now
• Record a Meeting
• Useful Tips

DOWNLOAD AND INSTALL TEAMS FOR PERSONAL DEVICES

All City-owned computers have Teams preinstalled. However, if you want to use the Teams application on your personal computer, follow the steps below.

1. Go to the MS Teams download page: https://teams.microsoft.com/downloads
2. Click on DOWNLOAD TEAMS then select your platform.
3. Install the downloaded file.
4. Follow the installation guide and enter your City email address and password.

To access Teams using a web browser, follow the steps below:

1. Open your preferred web browser. Use Chrome, Edge, or Firefox. Some functions do not work in Safari and Internet Explorer.
2. Go to https://www.office.com/
3. Sign in using your City email address and password.
4. Click on the TEAMS icon.

JOIN A TEAMS MEETING

From the Outlook App

1. Open Outlook then go to your calendar.
2. RIGHT-CLICK on the Teams meeting you wish to attend and select JOIN TEAMS MEETING.
3. Set your audio and video preferences then click JOIN NOW.
4. In the meetings controls taskbar, you can share your screen or content, show or take meeting notes, record the meeting, chat and view the participants. (Note: You can mute the participants by clicking on the SHOW PARTICIPANTS icon on the meeting controls taskbar.)

Watch the "Join Teams Meeting from Outlook" Video

From the Teams Desktop App

1. Open the Teams application on your computer.
2. On the left-hand side, click the CALENDAR icon.
3. Click on the Teams meeting you want to attend and select JOIN.
4. Set your audio and video preferences then click JOIN NOW.

Watch the "Join Teams Meeting from the Teams App" Video

From the Teams Web App

1. Go to https://www.office.com/
2. Sign in using your City email address and password.
3. Click on the TEAMS icon.
4. On the left-hand side, click the CALENDAR icon.
5. Click on the Teams meeting you want to attend and select JOIN.
6. If prompted, allow your browser to utilize your camera, speaker and mic.
7. Set your audio and video preferences then click JOIN NOW.

Watch the "Join Teams Meeting from the Teams Web App" Video

From the Teams App – Smart Phone

1. Open the Teams application.
2. On the bottom of the screen, click on the CALENDAR icon.
3. Select the Teams meeting you want to attend and select JOIN.
4. You may have to allow your device permission to use your mic and speaker.
5. Set your audio and video preferences then select JOIN NOW.

SCHEDULE A TEAMS MEETING

From the Outlook App

1. Open Outlook then go to your calendar and click on NEW TEAMS MEETING located in the ribbon.
2. Enter the Title for the meeting, start/end date and time.
3. Enter the details for the meeting and start inviting people.
4. Click on SEND to schedule the meeting.

Watch the "Schedule a Teams Meeting From Outlook" Video

From the Teams App or Web App

1. Open the Teams application or sign in to https://www.office.com/ using your City email address and password.
2. On the left-hand side, click the CALENDAR icon.
3. Click on NEW MEETING.
4. Enter the Title for the meeting, start/end date and time.
5. Enter the details for the meeting and start inviting people. You can use the Scheduling Assistant or see the status of the Attendees after they are added. Teams will automatically provide time slots when all the Attendees are free.
6. Click on SCHEDULE to finish setting up the meeting.

Watch the "Schedule a Teams Meeting From Teams" Video

MEET NOW

From the Teams App or Web App

1. Open the Teams application or sign in to https://www.office.com/ using your City email address and password then click on the TEAMS icon.
2. On the left-hand side, click the CALENDAR icon.
3. Click on MEET NOW.
4. Set your audio and video preferences then click JOIN NOW.
5. Start inviting people and Teams will call the attendees.

Watch the "Meet Now" Video

RECORD A MEETING

1. Start or join the meeting using the instructions above.
2. To start a recording, go to the meeting controls taskbar and select MORE ACTIONS… > START RECORDING.
3. Everyone in the meeting is notified that the recording has started and the meeting notification is also posted in the chat history.
4. To stop a recording, go to the meeting controls and select MORE ACTIONS … > STOP RECORDING.

The person who started the recording receives an email from Microsoft Stream when the recording is available. It also shows up in the meeting chat or in the channel, if you’re meeting in a channel. You can then publish, view, edit and share the meeting with staff that were unable to attend.

Watch the "Record a Meeting" Video

USEFUL TIPS

Share Your Meeting Window

Share your Teams Meeting window with new users to teach them the in-meeting options that are available in Teams Meetings. Or if someone in the meeting is struggling, you can show them where to go and what to select.

1. From the meeting, click on the share icon located in the meeting controls taskbar
2. Select to share your Desktop, Window or Application.