Microsoft Teams Usage Guide

Overview

This guide provides an overview on using Microsoft Teams, focusing on key features and functionalities to enhance meeting experiences.

Key Features

Screen Sharing

• Share Button: Click to share your screen during a meeting.
• Stop Sharing: Use the button to cease sharing and return to the normal view.

Chat Functionality

• Usage: Type messages visible to all participants.
• Purpose: Useful for communication when unable to unmute or need to step out.

Participant Management

• People Button: View meeting participants.
• Invite New Participants: Input email or phone number to invite externals or search internally by name.

Raising Hands

• Raise Button: Signal a desire to speak.
• Visibility: Indicators inform the organizer of raised hands.

Reactions

• Types: Like, love, applause.
• Usage: React to announcements or recognition in meetings.

Advanced Functionalities

Meeting Notes

• Usage: Add agendas, notes, and follow-up tasks for structured meetings.

Breakout Rooms

• Purpose: Facilitate smaller group discussions during meetings.
• Management: Organizers decide the number and assigning of rooms.

Recording and Transcripts

• Start/Stop Recording: Managed via the more button.
• Transcript Viewing: Allows reading of the meeting dialogue.

Calendar and Scheduling

Calendar Views

• Usage: Track appointments and schedule new ones.
• Creating Events: Add titles, participants, and set recurrence.

Notifications

• Activity Function: Alerts for missed calls or reactions.

Chat and Communication

Chat

• Pinning: Frequently contacted individuals can be pinned for quick access.

Calls

• Making Calls: Input numbers to dial external contacts or search and call internal contacts.
• Availability Check: Hover to check if a contact is available.

Miscellaneous

Video Settings

• Backgrounds: Option to change, but standard background recommended.

Remote Desktop

• Screen Sharing: Share and guide through remote desktops.
• Copy-Paste Functionality: Allows transferring text between remote and local desktops.

Summary

Microsoft Teams offers versatile tools for enhancing virtual meeting experiences, from screen sharing and chat to breakout rooms and scheduling. Familiarizing yourself with these functionalities can significantly improve productivity and engagement during meetings.