How to set up a meeting in Teams Infographic
Microsoft Teams 101
Overview
In November 2016, Microsoft added a new tool to its already robust Office 365 suite of services – Microsoft Teams. Teams is a chat-based collaboration tool that provides global, remote, and dispersed teams with the ability to work together and share information via a common space. You can utilize cool features like document collaboration, one-on-one chat, team chat, and more. Microsoft Teams is also fully integrated with many other Office 365 services, such as Skype, SharePoint, Exchange, and Yammer.
The following core capabilities are included in Teams:
Chat – Enjoy public and private conversations with your teams. The deep integration of Skype video into the application brings you popular social features, such as adding emojis and custom memes to your discussions.
Hub – Teams offers a shared workspace for the various applications in Microsoft Office including PowerPoint, Word, Excel, Planner, OneNote, SharePoint, Delve, and Power BI. This feature gives you and your teams the option to work natively without having to stress about toggling between applications as you try to get projects completed.
Introduction
The COVID-19 pandemic has shown corporations that long-term telecommuting is possible, but what if you could make it even easier? Microsoft Teams offers companies the opportunity to stay connected and still achieve their goals.
Below is a storyboard of a small shipping company that could have averted their issues by using Microsift Teams.
The lesson explores Microsoft Teams and how companies can benefit from Teams based on the software's features and functionality. The lesson also prepares learners for posting files and creating meetings in Microsoft Teams.
Percentage of Companies Using Microsoft Teams
Glossary
Terms to Know
Microsoft Teams | A communication and collaboration platform that combines persistent chat capabilities, video conferencing, file storage, and integration with other Office 365 applications. |
Channels | Dedicated sections within a team to keep conversations organized by specific topics, projects, and disciplines. |
Teams | A collection of people, content, and tools surrounding different projects and outcomes within an organization. |
Basic Glossary Review
Once reviewed, please proceed to the next section.
Goals & Objectives
By the end of this course you will be able to:
1. Describe the purpose of Microsoft Teams.
2. Demonstrate adding files to a Teams channel.
3. Create and schedule a meeting in Teams.
To complete this lesson, you will need to:
1. Know how to use a digital device (Laptop, phone, etc.).
2. Have a general understanding of Microsoft 365.
3. Recognize and communicate your company's mission statement.
4. Have a Microsoft Teams account for your business.
Success Story
Schneider Electric:
Schneider Electric is a worldwide energy management company that does global work. Schneider Electric used Microsoft Teams to build a successful HR marketing campaign about the importance of Diversity and Inclusion.
Purpose and Benefits of Microsoft Teams
Purpose:
It is a communication and collaboration platform that combines persistent chat capabilities, video conferencing, file storage, and integration with other Office 365 apps.
Benefits:
1. Share ideas and expertise in private, chat-based conversations.
2. Create Office Online documents within the browser.
3. Integrate internal or external content & tools with different tabs.
4. Leverage bots to support your daily activities and tasks.
Self-Organization and Collaboration:
Let’s get started by thinking about how Microsoft Teams allows individual teams to self-organize and collaborate across business scenarios:
1. Teams are a collection of people, content, and tools surrounding different projects and outcomes within an organization. Teams can be private or public.
2. Channels are dedicated sections within a team to keep conversations organized by specific topics, projects, disciplines—whatever works for your team! Files that you share in a channel (on the Files tab) are stored in SharePoint.
3. Meetings. Teams allows you to schedule video or audio meetings for the whole team.
To assist you in Teams, Microsoft has provided a great Quick Start Guide. It's recommended to keep this at your desk.
Setting up a meeting in Teams
1. Select meeting icon .
2. Then select schedule a meeting.
3. Type in a meeting title and enter a location.
4. Choose a start and end time, and add details if needed.
5. Enter names in the Invite people box to add them to the meeting or add the channel for the project.
6. See everyone's availability in the Attendees list and, if needed, choose a suggested time or select Scheduling assistant to see more available times in a calendar view.
7. Under Select a channel to meet in, select the drop-down arrow to manage your meeting's privacy settings.
8. Select None to keep your meeting private.
9. Select a channel to open the meeting to team members.
10. If your meeting gets posted in a channel, it will appear under the Posts tab. Team members can set agendas, share files, or add comments.
11. At the conclusion of the meeting the individuals can exit the meeting or the meeting organizer can End meeting from within the meeting in Teams to end it and remove all participants from it.
Knowledge Check:
1. Select __________ to keep the meeting private.
A) Open
B) None
C) Channel
If you chose answer B, you are correct!
Sharing files in Teams
Creating a meeting and adding files to Teams:
This assessment is to give you the opportunity to test your knowledge and skills in setting up a meeting in Teams and adding files to Teams. Your Project Lead or Manager will assess your ability to do the following tasks:
Scheduling a meeting by complete the following items:
1. For scheduled meetings, initiate a chat before the meeting begins (to discuss the agenda, for example).
- Join a meeting and test different scenarios and workloads: For example, audio only, video, desktop sharing.
- Sign in to the Microsoft Teams admin center and change some of the settings for meetings (for example, disable scheduling for private meetings). How does this affect the user experience?
- As the meeting organizer, end a meeting for all participants.
- Adding files by completing the following items:
- Drag and drop one file into your team file folder.
- Upload one file into your team file folder.
Drag and drop one file into your team file folder. Upload one file into your team file folder.
Please download the attached assessment form to be completed and kept in employee training file.
Summary
Key Takeaways
Microsoft Teams is a chat-based collaboration platform complete with document sharing, online meetings, and many more extremely useful features for business communications. Having an excellent team space is key to being able to make creative decisions and communicate with one another.
Microsoft Teams has many core components that make it stand out from other collaboration software:
- Teams and channels. Teams are made up of channels, which are conversation boards between teammates.
- Conversations within channels and teams. All team members can view and add to different conversations in the General channel.
- A chat function.
- Document storage in SharePoint.
- Online video calling and screen sharing.
- Online meetings.
Teams is incredibly straightforward and user-friendly. There is little to no set up required. How Teams is set up is totally up to the company or business.
Assessment
Creating a meeting and adding files to Teams:
This assessment is to give you the opportunity to test your knowledge and skills in setting up a meeting in Teams and adding files to Teams. Your Project Lead or Manager will assess your ability to do the following tasks:
Scheduling a meeting by complete the following items:
1. For scheduled meetings, initiate a chat before the meeting begins (to discuss the agenda, for example).
- Join a meeting and test different scenarios and workloads: For example, audio only, video, desktop sharing.
- Sign in to the Microsoft Teams admin center and change some of the settings for meetings (for example, disable scheduling for private meetings). How does this affect the user experience?
- As the meeting organizer, end a meeting for all participants.
- Adding files by completing the following items:
- Drag and drop one file into your team file folder.
- Upload one file into your team file folder.
Drag and drop one file into your team file folder. Upload one file into your team file folder.
Please download the attached assessment form to be completed and kept in employee training file.