Microsoft Teams

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Last updated: Apr 17, 2023 by Justin PorterVersion comment
4 min read

Microsoft Teams is a unified communications platform that combines persistent workplace chat, video meetings, file storage, and application integration. It allows for both internal and external users to meet, share desktops and participate in Audio/Video conferences.

Creating a Teams Meeting

  1. From Outlook, choose New Items>Teams Meeting
  2. The new Teams Meeting window will open.
  3. The new Teams Meeting window will have a unique URL in the Join Microsoft Teams Meeting hyperlink.  This link is unique and changes for every meeting created.  Do not attempt to reuse meeting invites.
    1. If you have a Office 365 Audio Conferencing account, you will also see the Call In number and conference ID.
  4. Enter the addresses of your invitees, the Subject, Location and any necessary notes. 
    1. If you are using Teams in conjunction with a bookable conference room, the Location will change to that room.
  5. Send the meeting.

Joining a Teams Meeting

  1. Click on the Join Microsoft Teams Meeting link in the e-mail invite.
  2. A web page will open.
  3. If you or the invitee has Teams installed, it will give you the option to open in the Teams application instead.
  4. Prior to joining the meeting, you can Toggle Video Camera on/off  and Toggle Audio Microphone on/off.
  5. Once you are ready, click the Join Now button .
  6. While in the call, you have a number of options in the buttons at the bottom of the screen .  They show up when you mouse over the window.  From left to right they are:
    1. Toggle Video Camera on/off.
    2. Toggle Audio Microphone on/off.
    3. Share Options.
    4. More Options.
    5. End call.
  7. Share options allow you to share documents, open windows or your entire desktop.  When you click on the button, it will bring up the Share Options in the bottom of the window.  Click on the item you want to share. 
    1. Desktop shares your entire desktop, including all active windows. 
    2. Window shares just that individual window. 
    3. PowerPoint will show you the last few PowerPoint presentations you have worked in. 
    4. Whiteboard gives you a free space to draw freehand.  
    6. Please ensure you understand what you are sharing prior to sharing it.  It is suggested to only share individual windows, as that will minimize the risk of showing windows you do not want seen by other users (i.e. Outlook, private memos, etc.).
  8. The More Options allows
    1. Blur my background.  This is handy for showing just you instead of your background. 
    2. Keypad.  A numeric keypad.
    3. Start recording.  This will record the call.  All parties on the call will be notified that the meeting is being recorded.  This is handy for training purposes or reviewing items at a later date.  You are responsible for ensuring the recordings do not expose any confidential information and is agreed to by all parties involved.
    4. Turn off incoming video.  This turns off any incoming video screens.  It is helpful for meeting leaders who are presenting items and do not need to see the meeting attendees.

Joining a Teams Meeting audio via Telephone (sometimes called Conference Calling, Conference Bridging, Audio Only Call in)

If you have an Office 365 Audio Conferencing account, you can also give your attendees to join a meeting by calling in to a phone number and participating without a computer.  The meeting can be entirely over the telephone or a mixture of telephone and computer attendees.  This is audio only and anyone joining this way is automatically joined to the meeting.  They will be able to hear all audio from all attendees, whether they are joined from another telephone or the computer.  

  1. Attendees will call the number listed on the meeting invite.
  2. When prompted, they will enter the PIN followed by the pound/hash sign (#).
  3. When prompted, they will record their name for announcement to the group.
  4. They will then be joined in to the meeting audio.  


Sending a fax with Teams

There is an app for Teams. https://appsource.microsoft.com/en-us/product/office/WA200002054?tab=Overview


Option for traditional phone receiver

Yealink makes a USB-powered phone receiver that can plug in to your computer if you need a more traditional phone setup.  Includes dialpad and the ability to answer a call even when your computer is locked.  https://www.cdw.com/product/yealink-mp50-usb-voip-phone/6391435?pfm=srh