Summary


This guide is to help staff gain a basic understanding on how to perform basic audio conferencing tasks in Teams. This is a living document that will be updated frequently as new features arrive. If you see anything that isn’t clear, see anything that is missing or have any suggestions for things we should add, please reach out to us!


Start a Meeting


  1. To start a meeting, do one of the following:
    • From the “Teams” tab on the left-hand side, selectin a new conversation.
    • Or selectin an existing conversation to keep all that conversation’s context.
  2. In your video preview, enter a name for the meeting, and select Meet now.
  3. Select the names of the team members you want to invite to the meeting. You can also type a phone number which is a good way to add people outside your organization that aren't using Teams.


Schedule a Meeting


There are multiple ways to schedule a meeting. To schedule a meeting among a Team or channel:

  1. Do one of the following:
    • From the “Teams” tab on the left-hand side, pick a Channel and select in a new conversation.
    • Or select in an existing conversation within a Channel to keep all that conversation’s context.
      • NOTE: The channel and team you are starting this meeting from is somewhat important. Inviting members from outside the team to the meeting means they will not be able to see the meeting context, the meeting chat box or the Channel.
  2. Then click “Schedule a meeting” or “Meet Now"
    • If you select “Schedule a meeting”
      • You can title the meeting and choose the date, time, and duration. You can also choose if you want the meeting to repeat and how often.
      • Under Details, you can add a description of the nature of the meeting.
      • Once finished, click “Schedule” and emails will be sent to those invited to the meeting, their Outlook calendars will also be updated. The organizer of the meeting will appear as the “channel” that was selected.
    • If you select “Meet Now”
      • The meeting starts and you can invite others to it


To schedule a meeting where you invite individuals (this meeting does not have to be associated with a Team or channel):

  1. Click on the Meetings tab
  2. Click on Schedule a meeting
  3. Fill in the desired meeting information
    • On the right, you can pick what channel the meeting is in and invite whoever you would like
      • If meeting within a channel, you can only invite those in that specific Team


To schedule a meeting from Outlook on the Web:

  1. Be sure to enable The New Outlook switch in the portal by clicking on the switch in the upper right-hand corner of the browser.
  2. Once you have this setup, navigate to your outlook calendar , then click New event in the upper left of your browser
  3. Fill out the meeting information as you would in Outlook by adding the appropriate titles, attendees, dates, recurrences, and description when prompted.
    • Be sure to set the location to Teams meeting in the drop down menu next to location


Join a Meeting


There are multiple ways to join a meeting. To join a meeting from Teams:

  1. Go to the Meetings tab
  2. Find the meeting and click on it
  3. Select Join in the top right


To join a meeting from Outlook:

  1. Go to your calendar
  2. Find the meeting and open it by double clicking
  3. Click Join Microsoft Teams Meeting
    • This will join the meeting in Teams, if installed. If Teams isn’t installed, it will join the meeting in the online Teams app


Dial in to a Meeting


Instead of joining online, you can call in to a meeting with your phone. To get the phone number, tap the meeting or meeting notice and select See details or open the meeting invite in Outlook or Teams. You'll see a phone number and conference ID that you can use to dial in.

  1. Dial the number provided
  2. When prompted, enter the Conference ID followed by #
  3. If you are the meeting organizer, enter your PIN number


Change Audio/Video Devices


You may have more than one audio or video device connected to the device you are using to join a meeting. There are times you may need to change the audio/video device you are using to have a better calling experience. You can do this before a meeting and during a meeting. To change it before a meeting:

  1. Click on your profile picture/avatar in the top right and then click settings
  2. Go to the Devices tab
    • From here you can change which speaker, microphone and camera you use for future meetings


To change as you join a meeting:

  1. Before selecting Join now, you can toggle your camera and microphone on or off.
  2. You can click the gear icon to select your speaker, microphone or camera you wish to use


To change it during the meeting:

  1. Click the gear icon in the top right
  2. From here you can change which speaker, microphone and camera you use for future meetings


Dynamic Conference ID


Microsoft’s audio conferencing uses a dynamic conference ID for each meeting. Every time you schedule a new meeting, the conference ID will be different. This is different from the way our old audio conferencing handled conference IDs, where every user had a static ID. Understanding that the conference ID will always be different is important because you can no longer just share your dial in information without creating a meeting first!