How to create a meeting in teams

There are a couple of different ways to get an impromptu meeting going with just a few clicks.

From your calendar

Go to Calendar on the left side of Teams, then select Meet now in the upper right corner.

You’ll have a chance to set a few things up before you start your meeting. Give it a title, choose whether you want to use video, and pick your preferred audio source.

When you’re ready, hit Join now.

Your meeting is now up and running—you just need people to join you.

To invite people:

Start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they’ll get a call right away.

Another option is to copy the meeting link and send it to anyone you want to meet with, and they can join by selecting it. Just choose Copy join info and paste the link in a message.

If you don’t have meeting scheduling capability in Outlook or Teams, starting an instant meeting is a great option. Just like with scheduled meetings, everyone who attends your meeting will continue to have access to the meeting chat, the recording, and anything else people share in the meeting (like files and meeting notes), even after the meeting ends.

To rejoin the same meeting anytime, find the meeting chat in your chat list and select Join.

In a channel

To start an instant channel meeting:

Go to Teams on the left side of the app. Choose the channel you want to meet in from the list.

In the Posts tab, look for Meet in the top-right corner. From the drop-down, select Meet now. Or, to keep the context of a specific conversation, choose Reply below any post, and then Meet now under the box where you’d type your message.

Give your meeting a title and choose whether you want to include video.

When you’re ready, hit Join now.

Your meeting is now up and running, and anyone in the channel can join it.

To invite people:

Start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they’ll get a call right away.

You can also invite people by copying the meeting link and sending it to anyone you want to meet with. Just choose Copy join info and paste the link in a message.

Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook. You can also view, accept, or join meetings in either app.

Note: Currently, you can schedule Teams meetings from Outlook, but not choose a channel to have them in.

In this article

Schedule a Teams meeting

Outlook on the desktop

Open Outlook and switch to the calendar view.

Select New Teams Meeting at the top of the view.

Note: Even if you begin by selecting New Meeting or New Appointment, you can make it a Teams meeting by selecting Teams Meeting at the top of the new event form.

Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).

Add your meeting subject, location (if applicable), start time, and end time.

Create your message.

Note: The Teams meeting join details are added to the meeting invite automatically.

If you don’t see the New Teams Meeting icon in the desktop version of Outlook, the Teams add-in for Outlook might not be installed properly.

For automated troubleshooting, you can run the Microsoft Support and Recovery Assistant.

To manually troubleshoot this problem, see Use the Teams Meeting add-in in Outlook.

Outlook on the web

In the new event form, select the Teams meeting toggle to turn it on.

How to create a meeting in teams

After the invite is sent, you’ll see the meeting join details in the event.

Remove Teams from a meeting

You can remove Teams from a meeting while you’re creating the meeting, but not after you send the invitation.

Outlook on the desktop

At the top of the new meeting form, select Settings > Don’t Host Online.

How to create a meeting in teams

​​​​​​Outlook on the web

In the new event form, select the Teams meeting toggle to turn it off.

Make all meetings Teams meetings

You can turn on a Calendar option so that all the meetings you schedule from Outlook—including Outlook on the web and mobile—will be held online with Teams.

Note: Depending on the release update schedule for your organization, you may not currently have access to this feature.

Outlook on the desktop

At the top of the Outlook screen, select File > Options.

On the Outlook Options page, select Calendar on the left.

Under Calendar options, select Add online meeting to all meetings.

How to create a meeting in teams

Outlook on the web

At the top right of the screen, select Settings and then View all Outlook settings at the bottom right.

Select Calendar > Events and invitations > Add online meetings to all meetings.

How to create a meeting in teams

In this article

Schedule a Teams meeting

In Outlook, tap the calendar icon in the bottom right of the app, then tap .

Scroll down to Teams Meeting and turn the toggle switch on.

Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).

Add your meeting details and then tap the check mark in the top right of the app.

Remove Teams from a meeting

You can remove Teams from a meeting while you’re creating the meeting, but not after you send the invitation.

In the New Event form, tap the Teams Meeting toggle to turn it off.

Make all meetings Teams meetings

You can turn on a Calendar option so that all the meetings you schedule from Outlook—including Outlook on the desktop and web—will be held online with Teams.

Note: Depending on the release update schedule for your organization, you may not currently have access to this feature.

In Outlook, tap your profile picture (or the Office icon) at the top left and then Settings .

Under Mail Accounts, tap Office 365.

Under Account Settings, tap Online Meetings to turn the toggle switch on.

In this article

Schedule a Teams meeting

In Outlook, tap the calendar icon in the bottom right of the app, then tap .

Scroll down to Teams Meeting and turn the toggle switch on.

Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).

Add your meeting details and then tap the check mark in the top right of the app.

Remove Teams from a meeting

You can remove Teams from a meeting while you’re creating the meeting, but not after you send the invitation.

In the New Event form, tap the Teams meeting toggle to turn it off.

Make all meetings Teams meetings

You can turn on a Calendar option so that all the meetings you schedule from Outlook—including Outlook on the desktop and web—will be held online with Teams.

Note: Depending on the release update schedule for your organization, you may not currently have access to this feature.

In Outlook, tap your profile picture (or the Office icon) at the top left and then Settings .

Under Mail accounts, tap your Office 365 account.

Scroll down and tap Online meetings to turn the toggle switch on.

There are three ways to create a meeting in Microsoft Teams.

1. Choose “Schedule a meeting” icon in the Teams chat box to book a meeting with your coworkers in Teams.
2. Go to “Calendar” on the left side of the Microsoft Teams desktop app and select “New meeting” in the top right corner.
3. Choose a range of time in the Teams Calendar. A scheduling form will pop open to edit the meeting information and invite meeting attendees.

Creating a meeting with Microsoft Teams is a good way to stay in contact with your coworkers on projects while you work from home, or whenever you’re working remotely. Assuming you or your organization is a Microsoft 365 customer, you are already taking advantage of all of the app integration Microsoft provides. Here’s how to create a meeting in Microsoft Teams.

Create a meeting

Here are three ways to create a meeting in Microsoft Teams.

  1. Choose the Calendar icon underneath the Teams chat box to create a meeting with your coworkers in Teams. If the Calendar icon is missing, check with your organization’s IT administrator.
  2. Choose Calendar on the left side of the Microsoft Teams desktop app and choose New meeting in the upper right corner.How to create a meeting in teams
  3. Choose a range of time in the Calendar.How to create a meeting in teams

Once you do any of the three above-mentioned options, a calendar form will pop open to edit the meeting information. Use the Scheduling Assistant to help schedule a meeting time that works for everyone, provided that their work schedules and existing meetings are already set up within the Microsoft Teams Calendar. Once you are finished filling out the time, optional attendees, locations (physical or virtual meeting rooms with locations already set up in Teams), and meeting details, click Save. Teams will send a Microsoft Teams meeting notification or email a link to all meeting attendees.

How to create a meeting in teams

If you add a Teams channel to your meeting, you will need to send a link to the meeting if there are people invited to your meeting from outside your organization. How to create a meeting in teamsChoose Send when finished. Teams will automatically send an invite to all the invited attendees via a notification in Microsoft Teams or via email if they are outside your organization.

Invite people from outside your organization

Microsoft Teams also allows users to invite people to their Teams meetings from outside their organization. In order to invite someone from outside your organization, you will need to know their full email address.

Choose Add required attendees. If anyone is an optional attendee, choose Add Optional attendees instead.

How to create a meeting in teams

Type the person’s full email address (i.e [email protected]). Select Invite (email address). The email address you provide will receive an email with an invite link to the Teams meeting.

Schedule a meeting from Outlook

When installed, Microsoft Teams can install an Outlook add-in with your permission. The Outlook add-in allows you to create new Teams meetings directly from Outlook. This way, you don’t need to switch between Outlook and Microsoft Teams, users can view, accept, reject, or join meetings, from within either app.

Create an instant meeting

If you want to set up a quick meeting at the last minute, you can create a quick meeting in Teams. This is for instances where you are in the Calendar or in a Teams channel and want to meet with a coworker for a quick 10-minute meeting to exchange ideas or give a quick update on your progress for a project.

Within the Calendar

When you are in the Teams Calendar, instead of choosing New meeting, choose Meet now.

How to create a meeting in teamsFrom there, you will be able to add a meeting title, choose whether you want to use video or not, and pick your preferred audio source. Once you are ready to start the meeting, choose Join now.
How to create a meeting in teams
In the upper right corner a box marked People will open up to allow you to invite someone to your instant meeting. Just start typing the name of the person or people that you want to invite to your instant meeting. They will receive a call in Microsoft Teams to join your meeting.
How to create a meeting in teamsIf you choose, you can also copy the join info link to your clipboard and send the invite link in an email if the person or people are outside your organization. If your email recipients do not have Microsoft Teams, they can join the instant meeting just by using their internet browser.
How to create a meeting in teams
This is a great option to use if you do not have meeting the scheduling capability in Outlook or Teams. Meet now works just like scheduled meetings in the Teams Calendar. Everyone in the Meet now meeting can access everything that is shared in the meeting, including the meeting chat, the recording, and any files or documents that are shared in the meeting.

In a Teams channel

If you are in a Teams channel and want to start an instant meeting, go to the Posts tab and go where you type new messages in the channel and choose the Meet now icon.

Once you choose the Meet now icon, an instant meeting will open right in the comment thread.

How to create a meeting in teams

You can use the Meet now button to start an instant meeting to get clarification on an issue that cannot be resolved via messaging. Just reply to any comment thread in your Teams channel and choose Meet now to continue the conversation. Once you choose Meet now everyone in the comment thread will be invited to the instant meeting.

Do you have any issues creating a meeting in Microsoft Teams? Let us know in the comments.

Posted on March 5, 2021 by Madalina Dinita 1 Comment

If you know your Teams meetings repeat on a regular basis, you can set up a recurring meeting. In this manner, you don’t need to manually create the meeting every time you want to inform people about it. You can create the meeting once and enable the recurrence option.

Steps to Create a Recurring Meeting in Teams

  1. Click on the Meetings tab and select Schedule meeting.How to create a meeting in teams
  2. Enter the meeting details and save the new meeting.How to create a meeting in teams
  3. Then click Share via Outlook.How to create a meeting in teams
  4. Your Outlook calendar should now be visible on the screen. Double-click on your Teams meeting to open the settings page.
  5. Then locate the Repeat option which should be set to Never by default.
  6. Click the drop-down menu and customize the meeting recurrence settings. You can set the meeting to repeat every day, week, or month.How to create a meeting in teams
  7. Under Search for a location, switch the Teams button to On. Save the settings by hitting the Save button.
    • Note: If the Teams button is missing, you need to install the Teams add-in for MS Office. For more information, check out this guide: Fix Microsoft Teams Not Integrating With Outlook.

As you can see, in order to schedule recurring Teams meetings, you need to share the meeting via Outlook. Then you can open the meeting settings and customize the recurrence option.

Depending on your Teams version, you may be able to set up recurring meetings directly on the Teams desktop app without passing through Outlook. Older Teams versions still allow you to set up the meeting details within the app. However, the latest Teams app versions no longer feature this option.

So, one quick workaround is to create the meeting in Teams and then tweak the recurrence settings in Outlook. The key is to switch the Teams button to On under Search for a location. In this manner, Outlook will propagate the recurring meetings to Teams. And that’s another example of the Teams – Outlook integration Microsoft is so fond of.

Conclusion

To create a recurring Teams meeting, you need to schedule the meeting in Teams and then open the meeting settings via Outlook. Locate the Repeat option and tweak the meeting meetings according to your needs. Do you often use recurring meetings in Teams? Is there anything you’ll like Microsoft to improve about this feature? Let us know in the comments below.

Microsoft Teams is one of the best productivity tools for remote work, and plenty of companies and users rely on its many features to get things done. The simplest thing might appear complicated with so many features and functions available. Here’s how to join a Microsoft Teams meeting on any device.

QUICK ANSWER

To join a Microsoft Teams meeting, click Click here to join the meeting in the email invite. You can also join a meeting from your Teams calendar by clicking on the meeting information.

JUMP TO KEY SECTIONS

How to join a Microsoft Teams meeting on a computer

How to create a meeting in teams

If you receive an email invite to the meeting, click Click here to join the meeting.

How to create a meeting in teams

You will see the option to download the Microsoft Teams app for Windows or Mac (if you don’t have it installed already). You can click Open Teams to join the meeting if you do. If you don’t want to install anything, click Continue on this browser to use the Microsoft Teams web app.

How to create a meeting in teams

Meetings will be added to your Teams calendar. Click Calendar in the left-hand menu, select the meeting you want to join, and click Join. You will need to sign in to the Microsoft Teams app to join via the calendar.

If a meeting is set up through a channel or chat, open the channel or chat and click Join.

Join a Microsoft Teams meeting on mobile

How to create a meeting in teams

How to create a meeting in teams

If you receive an email invite, click Click here to join the meeting. The Teams app will open if you have it installed, or you will be re-directed to the Google Play Store to download the app. If you don’t want to use the app, tap Meeting options and select Browser in the email.

How to create a meeting in teams

If the meeting is in your calendar, open the Calendar tab and tap Join next to the meeting info. You can also tap Join to enter channel and chat meetings.

Can I join a Microsoft Teams meeting without a Teams account?

Yes. If you don’t have a Teams account, you will have to enter your name and other information. You will be in a lobby, and the host will have to let you in. Everyone will see a Meeting guest label next to your name as well.

Will I be able to dial into a Teams meeting?

It depends on how the host has set up the meeting. If they include this option, you will see a local or 1-800 number in the meeting invite that you can use to call in.

Microsoft Graph offers two API sets that arrange and join online meetings on Microsoft Teams or Skype:

The choice is between:

  • A convenient programmatic way to set up an online meeting in the Outlook calendar where attendees click to join the meeting, and continue their experience in Teams or Skype.
  • And, a richer programmatic integration of Teams or Skype features in an app for a more customized experience.

Considerations when choosing an API for your scenario

Choose the calendar API for a streamlined, built-in integration with Outlook calendar, that results in an online meeting event in the Outlook calendar:

  • Programmatic support:
    • Apps can directly create or update an event as an online meeting in the Outlook calendar, with a join-Teams-meeting blob inserted in the Outlook calendar event.
    • Apps get properties for joining meeting over the Internet or by dialing in.
  • Attendees’ UI experience with the programmatically created calendar event is in full parity with any event that has been created through the Outlook UI:
    • Attendees can choose to meet online or in person.
    • Attendees can click in the join-Teams-meeting blob to join meeting over the Internet or by dialing in.
    • Attendees can use other rich features of Teams, including video conferencing and meeting lobby, if configured.

Note: Integration with Outlook calendar assumes an administrator has set up Outlook for online meetings. Verify the support before using the API.

Choose the cloud communications API for flexibility and broader programmatic support:

  • Apps have more flexibility to further integrate the API results with line of business and other apps. The API is decoupled with any specific calendar, and does not create an event in any calendar.
  • Apps can provide the following capabilities for attendees:
    • Locale-based join information.
    • Joining meeting over the Internet or by dialing in.
    • Video-conferencing.
    • Additional security features such as meeting lobby and automating attendee admission (preview).
    • Associating meeting with a Microsoft Teams chat.

Comparing the APIs

The following table details the differences at the API level.

Sometimes a meeting is the only way to get something done fast. Microsoft Teams makes it easy to set up meetings, whether you need to meet with your entire group or one-on-one. Here’s how to set up, customize, and hold a Microsoft Teams meeting.

Where Can You Set Up a Meeting?

Meetings can either be set up through the Microsoft Teams App or Outlook; the meeting will be seen the same way within the system, so you can start the process in whichever application makes the most sense to you.

Determine a Type of Meeting

Flexibility is at the heart of Microsoft’s collaboration solutions – and that is certainly true for the types of meeting that you can host in Microsoft Teams. There are three different types of meeting:

  • Ad-hoc meetings. Within any Microsoft Teams conversation, you can click on the “Meet Now” button to instantly begin a session with those involved. Ad-hoc meetings are useful when you’ve realized that everyone needs to come together and discuss something now rather than continuing to send chat messages back and forth.
  • Private meetings. Through private meetings, you can meet one-on-one with specific employees or colleagues, to touch base or discuss potentially privileged information.
  • Channel meetings. Entire channels can be selected for scheduled meetings with everyone involved. All members of the channel can participate in the meeting, which is an easy way to make sure that everyone is on the same page.

Scheduling a Microsoft Teams Meeting

To schedule a meeting directly from Microsoft Teams:

  • From Teams, click on “Meetings” on the left side menu and select “Schedule a Meeting.”
  • Select the channel you want to meet with.
  • Use the “Scheduling Assistant” to find a time during which everyone is available.
  • Select how often you want the meeting to recur.

To schedule a Microsoft Teams meeting from Outlook:

  • Go to the “Meeting” tab of Microsoft Outlook and select “Teams Meeting.”
  • Follow the directions above for scheduling a Teams meeting in the Teams app.

Note that to schedule a Microsoft Teams meeting from Outlook, you need to first install the add-In for Microsoft Office.

Additional Considerations

There are requirements for some forms of collaboration. If you have team members who need to conference from their phone, an additional audio license is needed. Also, bandwidth planning may be necessary to get the most out of team communications, as traffic may need to be sent from user to user. Further, there may be some additional steps needed for companies utilizing a Microsoft Exchange server.

Many of these additional considerations can be helped through the use of a technical partner. A Microsoft partner can help an organization set up their Microsoft Teams installation with the features that they need, in addition to training employees on the use of Microsoft Teams and its meeting functions.

Microsoft collaboration tools are a robust and versatile way to manage your meetings and communications across multiple groups and individual employees. For more information about the advantages of Microsoft Teams — and to begin your own transition — contact Red River.

Instructions for scheduling a Video Meeting in Microsoft Teams.

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How to create a meeting in teams

Today we’re sharing Microsoft Teams tips about meeting within a channel in Teams. We love Teams, and we use it internally all the time, as well as training other organizations how to use Teams in a modern workplace environment.

For the purposes of this article, we’re assuming that you know the basics about meeting and navigating in Teams. (If not, please see Optimize Your Microsoft Teams Training with KnowledgeWave .)

What is a Channel Meeting?

Rather than inviting individuals to a meeting, there are some advantages to holding an open meeting in a Team channel. Channels are the places in Microsoft Teams where conversations happen and where a lot of collaborative work takes place. Channels can be open to all team members, or a subset of team members.

For example, you might have a Marketing Team. And then within the team, there might be a Blog channel for those team members who help with and are invested in the blog activities specifically.

How to create a meeting in teams

In each channel, there is a Meet button with a drop-down menu, in the upper right. You can begin an immediate meeting using “Meet now” or you can schedule a meeting.

How to create a meeting in teams

Meet Now in a Channel

Meet now brings you right into the meeting interface and anyone in the channel can join in. This is for ad hoc meetings, or if you need to enrich, say a chat conversation in the channel, by hopping into a call or live screen share on the fly.

As you enter the meeting, you will have a few options to invite people to join you there. You can grab a link to send, or you can add participants on the fly.

How to create a meeting in teams

In the participant pane, you can click “Request to join” next to any suggested participants. To them, this request will appear as if you are calling them to join you in the meeting. They can accept or decline.

Why do this instead of just calling colleagues directly? Because it’s in the channel, so you can record, use live captions, take meeting notes, access channel resources, and it all becomes part of that channel’s conversation and ongoing work, rather than private to only you and the other attendees.

How to create a meeting in teams

Schedule a Meeting in a Channel

If you schedule a meeting, that will bring you to the “New meeting” screen within the Teams interface, vs. scheduling a meeting via Outlook. And it will pre-populate the Channel field with the Team and channel that you started from.

How to create a meeting in teams

From there, just add a title and set your date and time. When you send, each channel member will be notified and invited. You do not need to add any required attendees unless you want to.

Why Channel Meetings are Awesome

Channel meetings are a different way of thinking about meeting attendees and meeting assets. Rather than inviting individuals separately, you are inviting everybody in a particular working group. You won’t accidentally forget to include somebody on the meeting invitation. So much of “working in the cloud” requires a little shift of paradigm to really get all the benefits.

And here’s the real magic: all the chat, files, recordings, whiteboard, meeting notes, everything that has to do with that meeting will be visible within the channel conversation so that it integrates well with the channel members’ other ongoing work. It becomes part of the work product of that channel in a much more collaborative and accessible way.

How to create a meeting in teams

A Few Limitations

Just so you know, there are a few caveats to be aware of. At this time, if you create a Teams meeting in Outlook, you do not get the Channel meeting option. You have to initiate the meeting from within the Microsoft Teams app to meet in a channel. This is a newer feature, so it might make it into the Outlook app, but not yet!

Also, private channels (with the little padlock icon) cannot have scheduled meetings. They can only meet now.

Why Ongoing Microsoft Teams Training is Valuable

Some of this functionality just “appears” in the apps over time. And it really can enhance any organization’s workflow.

Or maybe your end users never really received formal training on Teams. They have figured out how to chat, but maybe they don’t know all the richness that’s available for working smarter, saving time and effort.

KnowledgeWave offers dozens of live webinars each quarter that are free for KnowledgeWave members. We help your employees keep up with changes in Teams and Office 365 that can keep your organization humming along productively.

You can enjoy the savings of reduced travel expenses by conducting team meetings via video conferencing. Various services out in the market promise to connect people in real-time over a network through multiple devices. Microsoft Teams is a new offering in this domain. It helps you readily connect with people in an instant via a video call. However, before this, you have to set the meeting up. Let us in this post see the method to set up and join a meeting in feature-rich Microsoft Teams.

How to set up and join a Microsoft Teams Meeting

  1. First, launch Microsoft Teams app.
  2. To start a team meeting, select the ‘Video/meeting’ icon as shown in the screenshot.
  3. Alternatively, if you are chatting with a person, invite him for a meeting by choosing the meeting icon from within the existing conversation.
  4. You’ll quickly understand if a team meeting is taking place when you see encircled individuals in a channel, as shown in the screenshot below.
  5. The channel will instantly display a preview of any content uploaded by the individuals.
  6. You will also see a list of persons who have joined the meeting. If you chose to scroll out the meeting from the conversation view, you’ll receive a notification on the channel.
  7. You will also see a list of persons who have joined the meeting. If you chose to scroll out the meeting from the conversation view, you’ll receive a notification on the channel.

(Images source – Office.com)

In addition to the above, you can join from within a conversation. For instance, if you’re working under a different channel and you find that your messages aren’t displaying, you can choose to join a meeting from a notification that appears in the upper right corner of your Desktop screen. You’ll see a notification that you’ve been invited to a meeting. You can then join directly from there.

Schedule a Teams Meet

For scheduling a meeting, look for the Meetings button. Clicking on it will let Microsoft Teams list all your currently scheduled meetings. Simply click “Schedule Meeting” to set a time for the meeting.

Now, while conducting a meeting, if you would like to share your Desktop screen, simply click the ‘Screen’ icon. The icon allows users to share their screens. It is by far, the most convenient method to see what someone is presenting. To share your screen in a meeting or view someone else’s screen, just click on the icon and you are good to go.

A special feature of Microsoft Teams is that when you whenever you click away from a meeting, a call monitor will appear. It will allow you to join back the meeting in an instant when you click on it.

Visit Microsoft to download the app or use the web version.

There is also a free version of Microsoft Teams that is available.

Video from Microsoft on how to use Teams

This Microsoft Teams Tips and Tricks post is sure to interest you, as well!

Do I need to download Microsoft Teams to join a meeting?

No, you can join any Microsoft Teams meeting using the web interface. However the link should allow you to join, and the host should include you in the meeting.

Is Microsoft Team free?

There is a free version of Microsoft Teams that offers unlimited chat, search, video calls. However, the free version is limited to up to 60 minutes per meeting or call. Along with this any app integrations and rich file collaboration will also be missing.

How many participants can be part of Microsoft Teams?

Up to 100 people can join a meeting in the free version of Microsoft Teams. The limit was increased to 300 for one year but can change going further.

Date: November 23, 2021 Tags: Teams

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[email protected]

A post-graduate in Biotechnology, Hemant switched gears to writing about Microsoft technologies and has been a contributor to TheWindowsClub since then. When he is not working, you can usually find him out traveling to different places or indulging himself in binge-watching.

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How to create a meeting in teams

Learn about how to capture and organize your Meeting in Microsoft Teams.

How to create a meeting in teams

Key Considerations when using this technology

  1. Cloud Version
  2. Mobile Version (IOS, Android)
  3. Desktop Version
  4. WebExperience – similar to Desktop

Versions of Microsoft Teams

  1. ReduceCluttered Email
  2. Organize Groups
  3. Real-TimeCollaboration
  4. PrivateChat
  5. Public Conversation
  6. Audio/Video Calls
  7. VirtualMeetings

Benefits of Microsoft Teams

  1. Communicate with Co-Workers
  2. Manage Projects
  3. Manage Resources
  4. Manage Activities
  5. Individuals & Groups

Challenges Microsoft Teams Solves

  1. ReduceCluttered Email
  2. Organize Groups
  3. Real-TimeCollaboration
  4. PrivateChat
  5. Public Conversation
  6. Audio/Video Calls
  7. VirtualMeetings

Challenges Microsoft Teams Helps With

1. Manage Projects
2. Collaborate on Documents
3. Host Meetings
4. Calls and Chats
5. Integrate Business Apps
6. Manage Contacts
7. Store and Share

Microsoft Teams – Central Hub

  1. Collaborate
  2. Co-Author work
  3. Chat and Call
  4. VirtualMeeting Space
  5. Integration with Apps
  6. 1-1 Conversations or in Groups
  7. Personalize workspace (gifts, stickers,emoji etc.)

Microsoft Teams Features

  1. Profile
  2. Search Bar
  3. TabsMenu
  4. Sections Area
  5. Section Functions
  6. Stream/FeedArea
  7. Apps Area

Teams User Interface

  1. Activity
  2. Chat
  3. Teams
  4. Calendar
  5. Calls
  6. Files
  7. More

Microsoft Teams Concepts

  1. Activity
  2. Chat
  3. Teams
  4. Calendar
  5. Calls
  6. Files

How to Organize Teams

1. By Project

  1. By Department
  2. By Program
  3. By Class
  4. By Initiative

Define Channels within Team

  1. Channel (within Team)
  2. Break by Topic
  3. Marketing Campaign
  4. Discussion
  5. Design
  6. Project
  7. Class

Channel Functions

1. Posts

  1. Files
  2. Wiki
  3. More (Add as needed)

Channel -> Posts Functions

  1. Exchange messages
  2. Attach Files/Images
  3. Schedule meetings
  4. @Mentions to send Push notifications

Channel -> Posts Functions

  1. Word,Excel,PowerPointOnline
  2. Multiple Ways to Collaborate
  3. Comments
  4. Conversations
  5. Version Control
  6. Auto Save Files

Channel -> Wiki Functions

1. Standards

  1. Shared Documents
  2. Rules
  3. Methodologies

Microsoft Teams: Peer to Peer Chats

  1. Host Virtual Online Meetings
  2. Create a Calendar Event
  3. Invite others to Join
  4. Anyone can join
    1. Workswithin and without teams
    2. Join by Audio Conferencing

Effective Meetings in Microsoft Teams

  • Define Objective
  • PrepareAgenda
  • Capture Decisions
  • All Done in Teams
  • Use OneNote App

Vendors Identified

Video Creation Vendors

  • Mexomon Marketing Group
  • Rynaltee Video Creation
  • Toriox Advertising Agency

Meeting with Vendors

  • Learn about Vendors
  • Tell about the project
  • Share RFP & Answer Questions

A closer look at Microsoft Dynamics 365.

Here’s an example of several use cases which can let you create a Teams meeting from within Power Automate based on your business use case.

In my example, I’m using Power Automate to schedule a meeting from a Project in Project Operations inviting all Team Members for a follow up!

PS: Creating an Appointment in Outlook doesn’t set the Teams call. 😊

Scenario

For example, in Project Operations’ sample Project example – I want to simply put a Teams meeting to all the Project Team members of this sample Star Piping Project.

    Here are my Project Team Members whom I want to send the Teams invite to.
    How to create a meeting in teams

  • And I should just be able to run a Flow from the Project itself to send an invite to all the Team Members.
    I’m calling my Flow as ‘Teams Roundtable Meeting’
    How to create a meeting in teams
  • And my Flow is asking me when this meeting should be. So, I’ll mention the same.
    So, I want the meeting to be on 16th Sep 2021 and start at 10:30am
    How to create a meeting in teams

    And End it by 11:30am
    How to create a meeting in teams

    And once the values are accepted, the Meeting should be on the Teams of all the Team Members
    How to create a meeting in teams

    How to create a meeting in teams

    Let’s see how I built this Flow.

    The Flow

    Now, this is subjective – in your case, this could be anything we can imagine!!

      I’m accepting the important parameters in the form of Dataverse (Legacy) connector [Because, this connector let’s you Run the Flow in the context of the record, the new Dataverse green connector doesn’t allow this.]

    These are the values which we filled when we ran the Flow on the Project.
    How to create a meeting in teams

  • Further, I have some steps to retrieve the Team Members, then eventually their Email addresses (In Project Operations, you need to retrieve the Email addresses from the Bookable Resources and further – see if User record has these email addresses or not)
    Next, I’ll create a variable of type Array to collect the Email Addresses which the meeting invite should go to.
    How to create a meeting in teams
  • Now, I’ll append all the Email Addresses I retrieved from the Team Members in the array.
    How to create a meeting in teams
  • Now, the Array is formed with all the Email addresses separated by commas. But, we are not done yet. We need to form a string.
    How to create a meeting in teams

    So, I use Join operation to join the email addresses into a string separated by semicolon (just like how you enter in the To field of emails)
    How to create a meeting in teams

    The result will be a string of Email addresses separated by semicolon
    How to create a meeting in teams

    Finally, once all the important data is collected, we can proceed towards creating the Teams invite.

    Create a Teams meeting

    Here’s how you can create a Teams meeting from Microsoft Teams connector in Power Automate

    1. Look for Microsoft Teams in Power Automate
      How to create a meeting in teams
    2. Now, in this Meeting, I can set the parameters based on how I want the meeting to be created.
      I’ll fill in the information which is required for the Invite to be created.
      The Start Time and End Time need to be set in the date-no-TZ format, hence, I’ve arranged the same accordingly
      Select Calendar Id as Calendar (Other options are Birthdays and United States Holidays)
      How to create a meeting in teams
    3. The Outputs are from the result of the Join operation we performed to form the string of Email addresses to be added as attendees.
      How to create a meeting in teams
    4. Finally, you can select these optional parameters to make sure the invite is created based on your preference.
      How to create a meeting in teams
      And that’s it!

    Teams Invite vs Calendar Invite

    Now, if you have a normal Calendar Appointment, it’ll look like below – It doesn’t have a Join button
    How to create a meeting in teams

    Whereas, the Teams Calendar Invite has a Join button on it
    How to create a meeting in teams

    Caveats

    Some caveats worth mentioning –

    1. In case you are planning to have Appointments created in D365 and eventually either sync it to Outlook using Server-Side Sync, the invite will not be a Teams Invite.
    2. No option to later retrieve this Outlook Appointment in Flow and convert/update it to a Teams call.

    Account Information

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    How to host a meeting and invite others in Microsoft Teams

    How to host a meeting and invite others in Microsoft Teams

    Microsoft Teams is a full-featured collaboration suite, and some of its tools are in less-than-obvious places. Learn how to start a meeting in Microsoft Teams.

    Microsoft Teams has stepped up its competition with Zoom since the latter has fallen from grace thanks to security problems. Microsoft Teams is far more than just a video conferencing app, though: It’s a full-featured collaboration platform that includes chat, wikis, VoIP, app integration, and other tools. All of those additional features mean that some of the most basic tools remote workers need are a bit hidden behind different layers of buttons and menus that aren’t the most obvious or intuitive.

    If you’ve been confused about how to start a meeting, and invite participants, in the free version of Microsoft Teams (not a call—those are more like a Skype call), these steps can help. Note: The free tier of Microsoft Teams doesn’t offer meeting scheduling, so it won’t be covered here. Refer to this Microsoft help page to learn more about scheduling appointments in the premium version of Teams.

    SEE: Microsoft Teams: How-to guide (TechRepublic download)

    To start, be sure you have Microsoft Teams open, and that you have permission to start a meeting. Once you’re in Microsoft Teams, navigate to the posts screen of the Teams tab. At the bottom of that window near the text input field, look for a camera icon (Figure A).

    Figure A

    Microsoft Teams: The Start Meeting button

    Clicking on that camera icon will launch a meeting preview window (Figure B) where you can set a meeting name and adjust camera settings. Once you’re ready, click on Meet Now and your meeting will launch.

    Figure B

    Microsoft Teams: The meeting preview

    Once you’re in the meeting, you may be wondering where the option to invite attendees is, and that’s a bit hidden as well. Look to the settings bar that appears on the screen with the End Call button on the far right, share options, and other buttons. You want to click on Show Participants (Figure C).

    Figure C

    Microsoft Teams: How to open the Show Participants screen from inside a meeting

    The participants window will open on the right side of the app. You’ll see a list of people in the meeting, as well as a list of recommended invitees. You’ll also see a field where you can type in names of people in your organization who you want to invite. To the right of the Invite Someone is a link button (Figure D).

    Figure D

    In Microsoft Teams, click Copy Join Info to copy your meeting info to your clipboard.

    Clicking the link button will automatically copy an invitation link to your clipboard, which you can paste in an email (Figure E), send as a text message or other form of PM, or share however you choose.

    Figure E

    A pasted Microsoft Teams meeting link

    You don’t need to manually invite people who are on the team where you launched the meeting from. When you launch a meeting in the way described above, other users will see a message in their team posts indicating a meeting has started (Figure F).

    Figure F

    The view Microsoft Teams mobile users will see when a meeting in one of their teams has started.

    You may want to send them a reminder if they don’t show up, but ideally you won’t have to do anything besides start the meeting and wait for your teammates to join.

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    How to create a meeting in teams

    In this post, we will create Teams Online Meeting in Outlook using Microsoft Graph API. Before creating a meeting, you should have an access token generated. Refer to my post on How to get Azure Access Token using Postman for Microsoft Graph API.

    Prerequisites

    1. Download Postman
    2. Create Service Principal using PowerShell
    3. Get Azure Access Token using Postman for Microsoft Graph API

    API Permission to Service Principal

    Login to Azure Portal and go to Azure Active Directory.

    How to create a meeting in teams

    Under Manage -> Click on App Registrations.

    How to create a meeting in teams

    If you don’t find your Service Principal in Owned Applications, then go to All Applications and select your service principal.

    Once the Service Principal is opened, Under Manage -> Click on API Permissions.

    How to create a meeting in teams

    Initially, there will not be any permissions added. Click on Add Permissions.

    How to create a meeting in teams

    Choose Microsoft Graph.

    How to create a meeting in teams

    Select Application Permissions.

    How to create a meeting in teams

    Add following permissions required for creating Teams Meeting.

    How to create a meeting in teams

    Also, you will have to provide Admin Consent.

    How to create a meeting in teams

    With this, we are done with adding API Permissions. Next we will call API to create Meeting.

    Create Teams Meeting in Outlook

    Open Postman and import the below collection.

    You will be importing the Collection along with the Environment. The collection name is Teams Online Meeting and environment name is Microsoft Graph Environment .

    The collection contains two Requests.

    Make sure you populate the fields in the environment. The resource group and subscription id are not in the scope for this demo. You can ignore them.

    How to create a meeting in teams

    The userId should be the one you want to use for creating the meeting. In other words, userId will be your host. Go to Azure Active Directory, Under Manager -> Click on Users. Select the host user from the list and open it to view the profile. Under Identity, you will see the object Id. That is the id you use for userId.

    How to create a meeting in teams

    Once all the fields are populated in Environment. First run the Get AAD Token request. This will get the Access token which will be used in the second request.

    How to create a meeting in teams

    Once you get the Access Token, Open the Create Teams Meeting request. In the body, change the start and end time along with the attendees details.

    How to create a meeting in teams

    The Header contains the Time Zone, which you can change for your location.

    How to create a meeting in teams

    For more information about this API, refer to the Microsoft Documentation.

    When you run the second request, the meeting gets created with the following response. For a detailed response example, click on the above Microsoft Doc link.

    Section

    Today, I’m going to show you how to schedule a meeting in Microsoft Teams.

    To schedule a meeting, first click on the Teams icon on the left-hand menu of your screen. Select the appropriate team channel you wish to begin a meeting with.

    Then click on the down arrow next to the Meet icon on the top right of your screen. This will allow you to either meet now or schedule a meeting for later.

    Note that if you click directly on the Meet icon, the program will launch the meetings application instantly. This is the same as the Meet now button within the dropdown menu.

    Select Schedule a meeting from the dropdown menu. This will take you to the meeting setup page.

    Now, select the appropriate time zone the meeting will be held in.
    From here, we can add a title for the meeting, select the desired or required attendees of the meeting, the date and time, and how long the meeting will run to.

    Note that by default, the meeting is set to 30 minutes but may be changed to different time frames and days. If you wish to run the meeting all day, click on the toggle button to All day.

    Next, you can change the frequency that the meeting repeats, the team channels it is for, the location, and enter the meeting details below in the provided text field.

    For a quick setup, leave these settings as they are.

    Once you are finished with setting up the meeting, click the Send button in the top right of your screen. To cancel the setup, select Close.

    You can find the scheduled meeting in the Calendar tab on the left-hand side menu of your screen. By hovering the mouse over the invite, it will show you the scheduled time.

    Click and select Join to connect to the meeting, this will also allow you to Edit the meeting and Chat with participants. To cancel the meeting, right click on the invite and select Cancel.

    Note: You can add and schedule a meeting directly from your calendar by clicking on any date or timeslot available.

    That is how you schedule a meeting in Microsoft Teams.

    Scheduling a Meeting with Teams

    In Microsoft Teams, you can schedule online meetings with coworkers or external contacts. You can post your meeting to a channel, where anyone in the team can see or join, or you can schedule a private meeting, where only people you’ve invited can attend. Microsoft Teams also keeps track of meeting conversation through sent chats and files, storing it for later reference and access so you never lose track of files or their context.

    1. Click on the Teams icon on the left-hand menu of your screen. Select the appropriate team channel you wish to begin a meeting with.
    2. Then click on the down arrow next to the Meet icon on the top right of your screen. This will allow you to either meet now or schedule a meeting for later.

    Note: By clicking directly on the Meet icon, the program will launch the meetings application instantly. This is the same as the Meet now button within the dropdown menu.

    1. Select Schedule a meeting from the dropdown menu. This will take you to the meeting setup page.
    2. Choose the appropriate time zone the meeting will be held in the first selection available.
    3. In the provided fields, add a title for the meeting, select the desired or required attendees of the meeting, the date and time, and how long the meeting will run to.

    Note: By default, the meeting is set to 30 minutes but may be changed to different time frames and days. If you wish to run the meeting all day, click on the toggle button to All day.

    Note: Click Scheduling Assistant if you want to search for other times your attendees are free. The scheduling assistant shows you a calendar view of the times coworkers are available for a meeting. You can use the dropdowns on the top to pick a day and time, or use the scroll bar on top and click on the time you’d like to schedule. Once you’re done, choose Back.

    1. In the appropriate windows, change the frequency that the meeting repeats, the team channels it is for, the location, and enter the meeting details below in the provided text field.

    Note: For a quick setup, leave these settings as they are.

    1. Once you are finished with setting up the meeting, click the Send button in the top right of your screen. To cancel the setup, select Close.
    2. You can find the scheduled meeting in the Calendar tab on the left-hand side of your screen. By hovering the mouse over the invite, it will show you the scheduled time. Click and select Join to begin the meeting, this will also allow you to edit the meeting and chat with its participants. To cancel the meeting, right click on the invite and select Cancel.

    Note: You can add and schedule a meeting directly from your calendar by clicking on any date or timeslot available, this will bring you to the set-up screen beginning at step 3.

    Joining a Meeting in Teams

    1. You can join a meeting at any time from the Meetings Tab.
    2. From List View, click Join next to the meeting title.
    3. From Day view, click on the meeting you want to Join and choose Join in the upper righthand corner of the Teams window.
    4. After you leave the meeting, you will be taken to the Chat tab, which saves all of the chats and files in a new conversation for later reference.

    Interested in More Videos like This?

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    How to create a meeting in teams

    In a virtual setting, working hard may come with playing hard.

    With more companies adopting flexible work-from-home policies, virtual meetings are quickly becoming a norm.

    • Leaders and team members alike should consider ways to make virtual meetings more meaningful and engaging.
    • Here are seven simple ideas to make your next video call more fun.

    In a virtual setting, working hard may come with playing hard.

    Where your work meets your life. See more from Ascend here.

    With companies like Google extending working from home until as late as 2021, and others like Twitter giving employees the option to continue working remotely indefinitely, virtual meetings are more likely to become the norm than the exception. With this new reality comes the need to start making these meetups more meaningful and fun. How can groups quickly identify easy ways to make their meetings more engaging?

    Below are seven simple ideas from my new book where I discuss more than 75 team building activities for remote teams.

    Regardless if you are the team lead or an individual contributor, try one of the following activities in one of your next meetings. All the activities below require no preparation and take less than 10 minutes to run.

    1) Freeze! It is hard to have a video call go without someone’s screen freezing in an awkward position. Turn this sad reality into a game by trying to fool each other into thinking you’re frozen. Stop mid-sentence in an awkward position and hold it. If someone says, “Looks like John is frozen”— that is a point for you! Did your coworker’s screen freeze in an awkward position? Take a screen capture or a photo and keep a team collection of Best Awkward Freezes!

    2) Word of the day. At the start of each meeting, pick a word of the day such as “cucumber.” See who can slip the word into the conversation without others noticing: “I really think that if we cucumber the system with a little extra investment, everything will work much faster.” If you catch someone using the word… yell, “word of the day!” (Bonus: It might also keep the team more focused on what is being said.)

    3) Home office scavenger hunt. If all your people are working from home, organize a rapid-fire home office scavenger hunt. Come up with a list of three to five items using the list below for ideas. Tell everyone you are about to run a home scavenger hunt. Next mention an item and see who can get back to their computer with it the fastest. Reward one point for having an item and a bonus point for getting back first. Possible items:

    • Rosemary
    • Piece of athletic equipment
    • T-shirt of a band/from a concert
    • Baby picture
    • Old piece of tech (phone, Walkman, etc.)
    • An expired item of food from your pantry (bonus to the person with the most expired item.)
    • Currency from another country
    • Your favorite book

    Quick Variation: Ask people to only find one item. If this is the case, it’s best to pick something that will spark conversation and sharing like a baby picture or a unique T-shirt. Afterwards, ask people to do a one-minute explanation of the item and the story behind it.

    4) Moving troll. Have everyone on your team pick an object like a little troll or book they have in their home office. Before each call, have people move the object to a different location within the camera’s view. See who can spot the change. Another version is to have people turn off their cameras for 30 seconds and change one thing in their office. After, ask people to guess what change was made.

    5) Have you ever (remote work themed). With a few tweaks, this typical party game can be a great way to trigger laughs on your virtual team. If you have never played Have You Ever, it’s pretty simple. One person asks a question to the group, for example, “Have you ever faked a bad connection to get off a conference call?”

    Everyone who has done that thing has to hold up their hand in front of the camera! It is best if you have people create their own questions, but here are a few to get you started:

    • Gone to the bathroom while on a call?
    • Stopped paying attention then got asked a question and faked your answer?
    • Piled things under your desk and out of sight to look like your office was cleaner than it was?
    • Forgotten a call completely until the host called you?
    • Fallen asleep while others were talking?
    • Watched a full show on YouTube or Netflix while on a call?
    • Lied about having a bad signal to justify not using video because you were somewhere you were not supposed to be?
    • Done laundry or cooked a meal while on a call?

    Pro Tip: If your platform allows you to turn cameras off and on easily, make this more visual by having people turn off their cameras, and then turn them back on if they have done that thing!

    6) Tuned in. Have everyone write “Tuned In” on a piece of paper and keep on their desk. When you feel like people are not paying attention, hold the “Tuned In” sign up to your web cam. Last person to get their sign up is “it” and has to either answer a question about themselves or another challenge of your choosing! Not only will it bring attention but laughs as well!

    7) Dress up day. Try Sunglasses Day, Fancy Hat, Black Tie, or Band T-Shirt Day. Bring out a few laughs by picking a fun dress code for your next meeting!

    Pro Tip: Surprise your team by randomly showing up to a video call in costume!

    When it comes to building relationships with your team, a little fun goes a long way.

    In a time of hybrid work business leaders want to empower people to come together and share their best ideas. We want to help with solutions that are fluid, dynamic, and cloud powered to enable collaboration from anywhere.

    Over the past year, we’ve learned a lot about working remotely, but recognize that spontaneous creativity and rich collaboration can be a challenge. A lot of us miss the hallway conversations that took place on our way to and from meetings that sparked new ideas, huddling around a whiteboard to visually capture the conversation, and the luxury of “reading the room”. We need solutions designed for extreme flexibility so people can collaborate from anywhere and at any time. According to research conducted for Microsoft’s Work Trend Index, more than 80 percent of managers say they expect more flexible work from home policies post-pandemic, and more than 70 percent of employees say they expect to take advantage of them. Relying on tools that require everyone to be physically present simply isn’t viable anymore.

    We’ve seen the growing need for virtual team creativity solutions usage of our products. Over the past year, we’ve seen a 12 fold increase in monthly active users of Microsoft Whiteboard, a clear signal that our customers are hungry to digitally connect and create together.

    Here are three of my favorite Teams capabilities that help me collaborate with my team.

    How to create a meeting in teams

    Collaborate and create with Microsoft Whiteboard in Teams

    It’s easy to pull up a Whiteboard and start sharing ideas. In your Teams meeting, tap on the share button, and you will see Whiteboard show up among the options. Select, and let the brainstorm begin. You can lay out text, sticky notes, write out your agenda, and more. And gone are the days of “can someone take a picture of the whiteboard and share it with the group?” All of the work will automatically be saved so your team can refer back to and update it whenever they need to.

    It’s also simple to prep your Whiteboard ahead of the meeting. Simply double click the meeting invite in Teams Calendar, click the Whiteboard tab and prepare your Whiteboard. When the meeting starts, your pre-prepared whiteboard is already in the meeting.

    For projects and longer-term discussions, you can add a Whiteboard to a Teams channel. Now, the Whiteboard is accessible to the channel’s members, and they can view and update it any time, enabling ongoing brainstorm and collaboration. Simply click the “+” button at the top of any Teams channel to add a tab, search “Whiteboard,” and follow the prompts to name your Whiteboard and optionally post to notify the channel that Whiteboard is now enabled.

    And when you’re in a large meeting—such as an all hands, town hall, or training session—you can use breakout rooms in Teams for smaller group conversations. And it’s easy to create a dedicated Whiteboard for each room. After joining a breakout room, select Microsoft Whiteboard under Share content in Teams.

    Note: The new Share content experience is coming soon. To access the full functionality of Whiteboard like templates and much more, you can open the Whiteboard application on Windows 10 or iOS using the “Open in App” button. And for additional support, please see these articles:

    Get real-time feedback from participants using Polls in Teams

    Whether you are running a large-scale training session, leading your monthly all hands, or teaching in a remote classroom, Polls in Teams meetings enables presenters to get real-time feedback and turn attendees into active participants. These polls leverage the infrastructure and capabilities of Microsoft Forms to enhance your virtual meeting experiences.

    As the meeting presenter or organizer, you can prepare polls in advance. Simply go to your Teams meeting chat or Teams meeting details view and add (+ button) the Forms app as a tab to start creating polls. This tab will be automatically named “Polls.”

    During the meeting, the presenter or organizer can launch a poll without leaving the meeting window by first clicking the Forms icon at the top of your Teams window. All your prepared polls appear on the right pane, from which you can choose which poll to “launch.”

    After the meeting, you can evaluate poll results in the “Polls” tab directly. You can even export them into an Excel workbook to run any analysis or share with colleagues or view them on the web in the Forms app. With Forms’ intelligence and data insights, you can minimize the time it takes to create polls and take action on the information your polls collected.

    Transform your presenting experience with PowerPoint Live in Teams

    Reading the room, seeing people’s expressions and natural interactions became more difficult to do when in a virtual meeting. To address this challenge, we created PowerPoint Live in Microsoft Teams. This exclusive and unique experience benefits both presenters and audience members, offering the rich presenting capabilities of PowerPoint and the collaboration of Microsoft Teams giving meeting participants the tools to interact, engage, and follow along in a way that fits their needs.

    PowerPoint Live in Teams gives you all the tools you need to present confidently. You can now review notes, engage in chats, and see your audience – all in one view. It is also easy to seamlessly transition between presenters without that awkward switching.

    And it’s not just great for presenters, attendees can interact with content like hyperlinks and videos while consuming the content at their own pace. This redefines the way people interact with presentations and keeps viewers engaged.

    To get started, simply launch a Teams meeting. Then, instead of opening a PowerPoint deck and sharing your screen, unlock the benefits of PowerPoint Live by picking a recent file or uploading a file under the PowerPoint Live section of the new and improved Share content in Teams

    Reimagining how we work in a hybrid world will be a challenge for all of us. But when I consider the potential of technologies like Microsoft Whiteboard, Polls, and PowerPoint Live in Teams, I’m excited by the opportunity ahead. We can create a world where people connect and share ideas to innovate across space and time, staying up to date and in sync wherever they are and whenever they have the chance to jump in. But this is just the beginning. We have big plans for additional Office app experiences in Teams that make virtual creativity natural, engaging, and designed for the ways we work today and in the future.

    Learn about Polly Trivia in Teams Meeting through this quick guide on how it works, how to create and run a trivia game.

    Polly Trivia in Microsoft Teams is a great way to engage your team with general knowledge questions during a Teams meeting. Make sure you have the Polly app installed beforehand, click here for a or a quick guide on how to install Polly in MS Teams.

    ✏️ Note: Trivia sessions can only be created in Teams Meetings and it can be set up in advance as well for the meeting. Click here for a quick guide on how to use Polly in Teams Meetings

    How to launch a Trivia Session:

    1. Begin by creating a Teams Meetings with your chosen audience.
    2. Once your attendees join the meeting, you’ll be able to add Polly as an add app by clicking on the How to create a meeting in teamsbutton > ➕Add an app.

    This option to “Add an app” will only appear if you schedule a meeting through your MS Teams Calendar 🗓 Adding apps functionality is not available for instant in-channel meetings initiated through the “Meet” functionality

    How to create a meeting in teams

    Add Polly as an app to the Meeting by clicking on Add in the new window.
    How to create a meeting in teams

    Click on Quick Create to begin authoring your Trivia questions.
    How to create a meeting in teams

    Click on Trivia and begin creating your trivia game by choosing your 📂Category, 🤔Question difficulty, 💬Number of questions and 🕗Game speed.How to create a meeting in teams

    Confirmation of your game as well as an invitation to play, will be visible to the audience in the meeting.
    How to create a meeting in teamsHow to create a meeting in teams

  • Once the Trivia game is completed, the results will be automatically displayed to all users in the meeting.
    How to create a meeting in teams
  • Once the game is completed, you can navigate to the management controls to either 🗑️Delete the Trivia or Export the results in a .CSV file.

    Can I create/setup a Trivia in advance?

    Yes you can. When you create polly through “Quick Create” it gives you the option to Save. Click on that and the Trivia will appear on the right side whenever you open the Polly app during the meeting. Click on Send when you want to send the Trivia to the meeting participants and it will get sent instantly.

    Polly is not working in Teams meeting, what do I do?

    In order to ensure that Polly works smoothly in your Teams meeting, make sure that:

    1. You are using Polly in a meeting that is scheduled through MS Teams Calendar 🗓 Adding/using apps functionality is not available for instant in-channel meetings initiated through the “Meet” functionality
    2. The meeting made via Teams Calendar 🗓 is not assigned to a channel as MS Teams does not support apps in Channel meetings i.e. the meeting is assigned to specific users, but not assigned to the channel (screenshot below)
      How to create a meeting in teams
    3. You are on the latest version of MS Teams

    How do Trivia responses reflect in my monthly response limit?

    Trivia is like one polly with 10 questions. If you are playing it with 30 meeting participants, it means that there will be 30 new responses added to the senders response limit when the game is over. If you are on the free plan, you will be blocked from further sending pollys until you subscribe to a paid plan or wait until the next month for the response limit to reset.

    💡Need more responses for your pollys? Check out our paid plans!

    Here’s a question i got a few days ago:

    Microsoft Teams was just rolled out in our organization, and it seems people are still getting used to it. How should i schedule my meetings in Teams? Can you provide some best practices for creating and sharing links to Teams meetings?

    Scheduling Teams meetings

    For the sake of simplicity, we’ll be focusing on two different methods for starting meetings in Teams: from the built-in Meetings application, which is probably more suited for smaller teams and from your Microsoft Outlook application (for Windows or macOS).

    Creating Teams meetings in Outlook

    Business users in larger organizations might use the Microsoft Teams plugin for Outlook to schedule their appointments. Here’s how to do that:

    • Open Microsoft Outlook.
    • Navigate to the Calendar tab.
    • From the Ribbon, hit the Join Teams Meeting button. Alternatively, hit New Item>> Teams Meeting.

    How to create a meeting in teams

    • Then go ahead and enter your meeting title, invite the required team members.
    • Every invited person will receive an Outlook request which they can use to easily access your audio or video meeting, using the link shown below.
    • The meeting chat, as well as files, notes and the meeting whiteboard (in case that one was used) will be available in your Teams Chat application.
    • Note that if attendees do not have Microsoft Teams installed, they will need to download either the Desktop or Web versions to be able to join.

    Organizing meetings directly in Teams

    If you don’t have the Outlook integration available, you will still be able to use the Meetings application in Microsoft Teams (in either desktop, web , Android or iOS) to schedule your meetings.

    • From the App Bar, hit Meetings.
    • Choose if you want to start your meeting now or setup a future appointment or meeting.
    • For scheduled meetings, add your title / description and set the appointment start time and duration.

    How to create a meeting in teams

    • Then hit Schedule.
    • Then send your meeting invite by Outlook or Google Calendar (which will show your meeting in your calendar), or simply copy the meeting invite and send by email to the attendees (this won’t have the calendar integration).
    • If at all applicable, don’t forget to set the Meeting Options as required (such as the Meeting layout, Bottom panel behavior and so forth).

    How to create a meeting in teams

    Enjoy Teams, and let us know in case of questions.

    How to create a meeting in teams

    Microsoft Teams ranks among the top virtual meeting platforms in the market and with Skype for Business retiring in 2021, its user base has grown even more so. Another benefit of Microsoft Teams is its direct integration with Office 365, which means that it’s pre-included with your company’s Office 365 license. You can host a meeting with up to 250 participants at a single time or you can also present in real-time to 10,000 viewers.

    Here is how you can set up your account, create a team, and host a meeting in Microsoft Teams on Windows 10.

    Setting Up Microsoft Teams on Your PC

    1. Open the Start menu and type Microsoft teams in the search bar. Click on the Microsoft Teams app to proceed. You can download Microsoft Teams for free from here if you don’t have it installed on your PC.
      How to create a meeting in teams
    2. Enter your Microsoft account email that you used to sign up on Microsoft Teams and click on Sign in.
      How to create a meeting in teams
    3. Enter the password of your Microsoft account email and select Sign in again.
      How to create a meeting in teams
    4. The system will begin setting up Microsoft Teams on your Windows 10 PC and log you in shortly.
      How to create a meeting in teams
    5. Enter the name of your organization and click on Continue.
      How to create a meeting in teams
    6. Microsoft Teams will now sign you in by switching to your team account.
      How to create a meeting in teams

    Creating a Team in Microsoft Teams

    1. You will be welcomed by a minimalistic layout of Microsoft Teams. Click on Create Team to form a new team.
      How to create a meeting in teams
    2. Choose Build a team from scratch to begin or if you already have a workgroup associated with Office 365 then you can select the second option Create from… to continue.
      How to create a meeting in teams
    3. You can create a Private team that requires your permissions to admit any team members, a Public team that enables anybody in your organization to join, or an Org-wide team that basically lets everyone in your organization join automatically. Click on any mode to proceed.
      How to create a meeting in teams
    4. Add a Team name and Description as per your requirements and click on Create to finish the process.
      How to create a meeting in teams
    5. Now it would prompt you to add new members in your team, simply type in the email address of your colleague which is associated with Microsoft Teams and click on Add.
      How to create a meeting in teams
    6. Click on Close to exit the window once your teammate has been added.
      How to create a meeting in teams
    7. Once they redeem your invitation from their end then you can view the notification that they have been added to the team.
      How to create a meeting in teams

    Setting up a meeting on Microsoft Teams:

    1. You can click on the name of your newly added colleague to overview their profile and initiate a one-on-one meeting. You can chat with them via text, audio, and video. But if you want to host a group meeting and want for all of your team to join then simply click on the camcorder icon with the highlights at the bottom.
      How to create a meeting in teams
    2. Now you can Add the subject or name of the meeting that you will be hosting. Click on Meet now button when you’re ready to begin.
      How to create a meeting in teams
    3. The meeting will start immediately but you can choose to turn on/off your webcam and microphone from the menu in the center. To view the chatbox and participants, select the chat bubble and people icons respectively.
      How to create a meeting in teams
    4. Meanwhile, on the other end, your team members can view in the Teams menu that you initiated a new meeting. All they have to do is click on Join to be added to the meeting.
      How to create a meeting in teams
    5. You can now view the status of how many of your teammates have joined the meeting in the Participants menu.
      How to create a meeting in teams
    6. However, your teammates will not receive a notification once a team meeting has been set up by the organizer. Although it is a standard feature in many social media platforms such as Instagram and Facebook as users are informed about Live sessions, it still has not made it to Microsoft Teams. You can invite a team member manually by accessing the Show Participants panel, click on the tri-dot menu as you hover the cursor above the member’s name, and select Ask to Join.
      How to create a meeting in teams
    7. This would essentially call your team member and as soon as they accept the call, they will be added to the meeting.
      How to create a meeting in teams

    Microsoft Teams on Windows 10 only continues to grow with every passing iteration and especially in the light of recent events, it is considered as one of the most robust online meeting platforms in the world. Do let us know which app do you prefer for your work from home video calls.

    The way we work is evolving – and now with the global uncertainty that swirls around, change is coming faster than ever. A remote workforce is suddenly the norm, not the exception. For some, this is their first foray into virtual meetings using Microsoft Teams. For others, it is a chance to expand their capabilities for top-team performance within the Microsoft Teams environment.

    No matter where you are on your transition journey into deploying and using Teams, it is certain that there is a world of opportunity right in front of you. When you use Teams as your hub, you’ll be ready to take on your day no matter where you’re working from. Ready to get started? Here is how to create a meeting in Microsoft Teams.

    First, a Word About Channel Meetings

    When Microsoft Teams was first launched, it did not have full interoperability with other Microsoft products. For example, it was not previously possible to schedule a “Channel Meeting” using Outlook. Fortunately, that has changed and Teams has evolved to work more seamlessly with Outlook. Users can now schedule a Teams channel meeting right through Outlook, allowing for better workflow. So, what are Channel meetings? They are, essentially, team meetings you can have within your Microsoft Teams channels. Some may be private, or you could opt for a public channel, which means anyone in your organization can access it without the need to formally join. Scheduling meetings in this manner is a great way to promote visibility in your organization. Even if you intend for only a few select team members to attend the meeting, using the channel means that anyone within can drop in to see what’s going on.

    For these open, public team meetings, choose “Select a channel the meet in” when you are creating the meeting. This eliminates the need to invite individual team members. Anyone who is already a member of that particular team in Microsoft Teams will be invited. The meeting is scheduled and then takes place within the context of a chosen channel – say “General”, for example, is a good channel to use for weekly team meetings.

    A note on etiquette here: if you schedule a channel meeting and you also send individual invitations, some people will receive two invitations: the group invite and the personal invite. It can be confusing or annoying for users to receive two invitations to the same meeting. Instead, make sure to mark necessary team members as “Optional” for the meeting so everyone knows who absolutely should attend, and who doesn’t have to.

    Creating a Teams Meeting Using Outlook

    Creating a Microsoft Teams meeting in Outlook is a bit different than if you were to schedule one from Teams itself. Let’s break down how to create a Teams meeting in Outlook:

    1. Open Outlook in Calendar View.
    2. In the top menu bar, click the Home tab. This brings up a series of buttons, one of which is “New Teams Meeting”. Click that button to begin drafting.
    3. Your screen should now be showing what looks like an appointment invitation. Outlook generates a link that your recipients will use to join the meeting.
    4. Name your meeting (“Title”) and fill in the rest of the meeting details, just as you would a traditional Outlook invitation. Just be sure not to change the “Join Microsoft Teams Meeting” link that was automatically generated for you.
    5. Invitations to persons outside your organization can be sent using their email address.

    Creating a Teams Meeting Using Microsoft Teams

    If you want to schedule a meeting from within the Teams environment itself, the steps are similar. One advantage of scheduling your meetings this way is that you will have access to more options when creating and sending your invitation.

    How to create a meeting in teams

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    This is the field guide every Microsoft Teams user out there has been waiting for, covering Teams, chat, meetings, files, and more!

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    Once you’ve successfully scheduled a meeting using Microsoft Teams (see my article on that), everyone needs to join the meeting if you want to get something done.

    For the sake of this article, starting the meeting is the same thing as joining it. The meeting is started (for all intents and purposes) once the first person joins, even if Teams says “waiting for organizer”. Keeping things simple.

    There are a few ways to join a meeting in Microsoft Teams:

    1. Joining from Teams on desktop or the web
    2. Joining from Teams on mobile
    3. Joining from elsewhere
    4. Tip: Getting someone into a meeting at the last minute
    5. Tip: You can reuse the Teams Join links as needed

    How to create a meeting in teams

    Your calendar in Teams and Outlook includes your meetings. If they are Teams meetings, once you click the appointment from your calendar, you’ll see a Join button in Teams and Outlook details pane.

    How to create a meeting in teams

    This is a quick and easy way to join. There are other ways, but this is the most dependable, tried-and-true way to get into your meeting.

    How to create a meeting in teams

    On mobile, your meetings will show up in your calendar in Teams. If the meeting has a Teams meeting associated with it, you’ll see a Join button right on the calendar appointment for easy access.

    Also, once the meeting starts, you’ll see a notification at the top of the Teams app telling you it’s begun, complete with a Join button to get going right from there.

    If you joined the meeting from the desktop but want to move to mobile, you can hand off the call to your mobile device.

    How to create a meeting in teams

    You can join a Teams meeting from the appointment that’s sent out, regardless of the app or message service you received it in.

    If you received this appointment in your Gmail, Live, iCloud, Google Apps, or any other non-Office 365 email account, you can still join and it’s super easy to do.

    In the footer of each Teams appointment you’ll find a Join Microsoft Teams Meeting link along with any call-in information for joining via telephone if necessary.

    How to create a meeting in teams

    If you don’t see this at the bottom of the invitation, there is not a Teams meeting associated with the invite. If that person was expecting to host their call via a Teams meeting, they’ll have to send a new appointment with the Teams information.

    When you click to join, the link will open in the Teams app. If you don’t have the Teams app, it’ll open in the web version of Teams. It should work fine in Microsoft Edge and Google Chrome (Firefox and Safari support on the way); no need for downloading a plug-in!

    How to create a meeting in teams

    Here’s an important tip: if someone has an issue getting into the meeting or they lose the link, all you have to do is copy the URL associated with the Join Microsoft Teams Meeting link in the invite (Right click + Copy Shortcut/Link) and send the link to anyone that needs it (e.g., paste into an email or IM).

    If you’re having trouble with another meeting, another conferencing tool, or even just a phone call, you can copy the URL associated with the Join Microsoft Teams Meeting of any meeting you’ve scheduled before, share the link, and get everyone together on that call.

    Each time you schedule a meeting and the Join link is added to the bottom of the invite, it’s a unique meeting instance specific to you or the person who scheduled the meeting. The unique instance doesn’t go away and doesn’t get re-used. So you can use it in a situation where you have no other quick options to get someone in a meeting.

    You can even use one meeting instance as a go-to “meet with me” link if you have a lot of interaction with customers, partners, or other clients, almost like it’s a reserved conference bridge line for you.

    Joining a meeting in Teams is actually quite easy; there are just a few nuances that can’t hurt to know. Teams meetings come with some cool new features, so make the most of them as you meet remotely with your colleagues and peers.

    For some more information about making the most of Microsoft Teams, check out my etiquette guide, linked below. Comment on this article with questions or best practices of your own!

    And for a crash course on using Teams on a day-to-day basis, you should check out my tips and tricks video. Open it in YouTube and expand the video description for a table of contents that will allow you to jump around to the topic(s) you care about most.

    Teams has loads of features for large meetings. Here’s how to use them to make meetings productive and engaging.

    Liam Tung is a full-time freelance technology journalist who writes for several Australian publications.

    Microsoft has detailed its best practices for creating successful company meetings with Teams, utilizing all the latest features it has rolled out since 2020.

    Last year saw the introduction of Large Meetings and Webinars on top of the existing Teams Live Events option for hosting large meetings. But to make it a successful meeting, users should follow Microsoft’s new recommendations to ensure everything goes smoothly from both a social and technical standpoint.

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    These features currently allow 1,000-person meetings, where invitees can use chat, audio and video, or a view-only setup that supports up to 10,000 participants. In these scenarios, Microsoft recommends organizers hard mute video for attendees to reduce video bandwidth on a network and remove unintended video sharing.

    It’s also outlined best-practice pointers for organizers and presenters, IT admin and support staff, and tips on how to create more interactive and engaging meetings.

    Microsoft recommends defining presenters in advance of creating meeting invitations for Webinars and Large Meetings. This way, attendee mics and cameras will be disabled when joining, which helps create an orderly meeting and avoids people talking all at once or over the presenters.

    “During the interactive portion of the event, attendees will speak one at a time at a defined location that has a microphone,” Microsoft notes. “This translates nearly verbatim to Webinars and Large Meetings where people are “handed” the microphone by Presenters or Moderators.”

    This is done by meeting presenters promoting other attendees to the presenter role. Microsoft Teams also lets users define a co-organizer.

    Testing the network is also vital on a corporate network and from home. Microsoft recommends running the Microsoft 365 network connectivity test several days before an event. Presenters working from home should also check if other devices are using the network. They should ideally used a wired connection for more reliable audio, video and screen sharing.

    Other useful tips include ensuring all users are on the latest version of Teams. And users should do a dry run prior to an event to check device, lightning or network issues.

    Presenters should also use lobby controls and features like spotlight, PowerPoint Live, meeting recording, captions, and transcriptions to boost engagement.

    IT admins can do their part on the network side through monitoring features, such as looking at real-time call quality analytics. IT admins can use this to interact with users in real time to address any network problems. Those monitoring a meeting should be set as presenters so they can disable rogue video streams, mute accidentally live mics, and even boot an attendee out of the meeting.

    Microsoft notes that Webinars and Live Events can only be scheduled through the Teams client calendar, while standard/large meetings can be scheduled from the Outlook calendar.

    Microsoft has also detailed the current capacity for Teams Large Meetings, Webinars and Live Events:

    Teams Large Meetings (View-Only)

    • Full interactive capabilities for the first 1,000 users, with subsequent users in view-only mode
    • Expands the previous 300 user capacity up to 1,000
    • Meetings from 1,001 to 20,000 are view-only
    • Configurable Interaction Options
    • Disabled by default and must be enabled with PowerShell

    Teams Webinars

    • Up to 1,000 participants
    • Registration that can be public or organization-only
    • Configurable Interaction Options
    • Disabled by default and must be enabled with PowerShell

    Teams Live Events

    • Broadcast to large audiences
    • Moderated Q&A for interaction
    • Supports advanced production capabilities
    • 20,000 user capacity that can be expanded up to 100,000
    • Disabled by default and must be enabled with PowerShell

    This guide will show you how to record a Microsoft Teams meeting easily. Microsoft Teams is a popular cooperation toolkit based on cloud. With Teams, users can record their meetings and group calls either to review later or share with someone else. However, there are several questions around the service, such as who can record meeting, whether Teams notifies other participants, etc. This article will answer these questions in detail.

    How to create a meeting in teams

    • Part 1: How to Record a Meeting in Teams with Built-in Feature
    • Part 2: The Easiest Ways to Record Teams Meetings Secretly
    • Part 3: FAQs about Microsoft Teams Meeting Record

    Part 1: How to Record a Meeting in Teams with Built-in Feature

    Before recording a Teams meeting, you should know some rules:

    1. Not everyone in the meeting can record it. Only the meeting organizer or person from the same organization has such privilege.

    2. The admin can control the recording ability to each participant. If a user is disabled, he or she cannot record a meeting.

    3. The recording length maximum is four hours.

    4. Once you start recording a Teams meeting, other members will get the notification.

    5. The recording feature is not available in Microsoft Teams free plan.

    If you meet the rule, follow the steps below to start recording a meeting in Microsoft Teams.

    How to create a meeting in teams

    Tip: The recording will stop automatically if the last person leaves the meeting.

    How to create a meeting in teams

    1. If your organization still uses Microsoft Stream, open the recording in Microsoft Stream, and download it from the portal.

    2. The recording is saved to SharePoint if it is a channel meeting. The recording link are available for seven days in the channel conversation.

    3. For other types of meetings, it will be saved to One Drive, and you can download the recording in your One Drive.

    Note: Only the host of the meeting can download the recording. Other participants can only view it online.

    Part 2: The Easiest Ways to Record Teams Meetings Secretly

    Method 1: Record a Teams Meeting on Desktop

    Can you break the rule and record a meeting in Microsoft Teams as you wish? Aiseesoft Screen Recorder is the answer.

    How to create a meeting in teams

    • Record any meeting in Teams as host or participant.
    • Capture your reactions via webcam and microphone.
    • Not notify other members when recording a meeting.
    • Take schedule and record meetings automatically.

    How to Record a Teams Meeting Secretly

    How to create a meeting in teams

    How to create a meeting in teams

    How to create a meeting in teams

    Method 2: Record a Teams Meeting Online

    Sometimes, you just need to record one meeting in Teams or do not convenient to install software recorder. Aiseesoft Free Online Screen Recorder can meet your need.

    1. Record Teams meeting without installing any software.

    2. Totally free of charge with no payment.

    3. No watermark or other limit, like length.

    4. Support multiple sources at the same time.

    How to Record a Teams Meeting Online

    How to create a meeting in teams

    • A Step-by-step Guide on How to Record a Video Call or Meeting on Lifesize
    • How to Record Your Meetings on Samepage on Desktop and Online

    Part 3: FAQs about Microsoft Teams Meeting Record

    Can Teams detect meeting recording?

    If you use the built-in feature, Teams will know meeting recording and tells everyone involved. For third-party recorders, it does not have such ability.

    Does Teams know if you screenshot?

    Generally speaking, Teams does not know if you take screenshots on your computer. However, it is difficult to screenshot animated meeting screen.

    Where is the recording saved in Teams?

    Since 2021 Q1, Microsoft Teams won’t save meeting recordings to Stream. Instead, the channel meeting will be stored in SharePoint and the chat meeting will go to One Drive of the starter.

    Now, you should learn three methods to record a meeting in Microsoft Teams. The built-in feature is suitable to organizers who do not care about the notification. Other participant cannot use the recording feature in Teams. Aiseesoft Screen Recorder is a good option to record meetings secretly and get more advanced tools. If you just record a meeting occasionally or do not like software installation, Aiseesoft Free Online Screen Recorder is an alternative solution. If your encounter other troubles about Microsoft Teams, please feel free to leave your message in the comment area below this post.

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