How to Set Up Teams Meetings

Edited 3 weeks ago by ExtremeHow Editorial Team

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In today's professional world, virtual meetings have become an integral part of communication and collaboration among remote and hybrid teams. Microsoft Teams is one of the leading platforms that allows users to efficiently organize meetings, collaborate on projects, and communicate efficiently. Setting up a Teams meeting is an efficient way to connect with participants around the world. This detailed guide will guide you step-by-step through the process of setting up a Teams meeting, ensuring you take advantage of all the available features.

Understanding Microsoft Teams

Before you set up a meeting, it's important to understand what Microsoft Teams is. Microsoft Teams is a collaboration workspace that's part of the Office 365 suite of products. It includes chat, video conferencing, file storage, and application integration. It's designed to integrate with Office 365 applications, making it easy for companies that are already using Microsoft products like Word, Excel, and PowerPoint.

Prerequisites for setting up a team meeting

Before you get started, you need to make sure you have the necessary requirements:

• A Microsoft 365 account with a Teams license
• The Teams app installed on your device, available on Windows, macOS, or mobile platforms
• Active internet connection
• Optional - Integrated calendar, such as Outlook, to easily schedule meetings

Steps to set up a team meeting

Step 1: Launch Microsoft Teams

Start by accessing Microsoft Teams. Open the application on your desktop or visit the Teams web application. Log in using your Microsoft 365 credentials.

Step 2: Start with the Calendar tab

Inside Teams, you'll find Calendar on the left-hand navigation pane. If you have an Outlook calendar, this feature integrates with yours. Click 'Calendar' to view your schedule and start scheduling new meetings.

Step 3: Schedule a meeting

To schedule a meeting, click the 'New Meeting' button at the top right of your calendar screen. The meeting scheduling form will appear. Here, you can fill in various fields:

• Title: Provide a meeting title that will be visible to all participants.
• Required Attendees: Enter the names or email addresses of the people you want to invite.
• Date and time: Select the date and time for the meeting. If people from different regions are involved, be sure to check the time zone.
• Repeat: Decide if this is a one-time meeting or if it should be repeated regularly. Options include daily, weekly, monthly, etc.
• Add channel: If you want your meeting to be part of a team channel, select it here. If not, leave this blank, and your meeting will remain private to invited participants only.
• Description: Add any relevant details or agenda items in this box to ensure all participants know the purpose of the meeting.

Step 4: Configure meeting options

Before sending the invitation, customize the meeting options by clicking 'Meeting Options'. Here you can:

• Lobby settings: Choose who can bypass the lobby (e.g., everyone, people in your organization, or just yourself).
• Presenter permissions: Decide who can present during the meeting.
• Recording permissions: Set who can record the meeting.

Once the meeting options are set to your liking, click 'Save.'

Step 5: Send a meeting invitation

After configuring all the settings, send the invitation by clicking on the 'Send' button. Your attendees will receive an email with all the meeting details and a link to join the meeting.

Example:

Let's say you work in an international company and you need to set up a meeting with teams in New York and London. Due to time zone differences, you choose a time that's convenient for both locations. You enter the email addresses of the required attendees, set the date and time, select ‘Repeat weekly’ if it’s a recurring meeting, and add a descriptive agenda. You allow only internal employees to bypass the lobby and enable recording for everyone.

Join a team meeting

As the host, you have successfully organized the meeting; now, let's discuss how to join it.

At the scheduled time:

• Open the Teams app or platform where you scheduled your meeting.
• Go to your calendar.
• Click on the meeting and select 'Join'.
• You'll appear in the meeting lobby and be asked to check meeting preferences, like turning on video or muting audio, before you can fully join.

Manage your meeting

During the meeting, you may have to manage various options to ensure that everything runs smoothly.

• Using the toolbar: Use the buttons on the toolbar to mute/unmute, turn video on/off, share your screen, open a chat, or view the list of participants.
• Meeting Recording: If you have allowed this and need to revisit the discussion later, use the 'Record' button to start recording the meeting.
• Using breakout rooms: For larger meetings or workshops, use breakout rooms to divide into smaller groups for discussion.
• Dealing with technical issues: Make sure there are standby arrangements for support or provide a point of contact for attendees if they encounter technical issues.

Post-meeting actions

After the meeting is over, consider the following actions:

• Note taking: Review and share meeting notes if they were taken. Use OneNote or a similar tool integrated into Teams for this purpose.
• Action points: Make sure all action items are clearly stated and assign them to responsible owners.
• Meeting recording: If the meeting was recorded, share the recording link with all participants as needed.

Conclusion

Microsoft Teams is a dynamic and flexible tool that can help connect people around the world seamlessly. Setting up a Teams meeting is simple and provides a versatile environment to connect, collaborate, and communicate. Following the guide step-by-step, from launching the app to post-meeting actions, will ensure you take full advantage of the platform, maximize productivity, and promote an inclusive virtual workplace.

Additional tips

• Update your Microsoft Teams software regularly to take advantage of the latest features and security patches.
• Get familiar with Teams shortcuts and features for more efficient meeting management.
• Encourage meeting participants to test their devices and connections before the meeting to minimize disruptions.

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