Right, so today we're going to go through how to use Teams, what all the different buttons mean, and some other useful functionality bits and bobs. So the most important thing that you'll probably use is this share button. So if you wanted to share your screen with anybody while you're in a meeting, you click share, you select the relevant screen, I'll click this one, and then everybody else in the meeting will be able to see exactly what you can see here. And you'll have some buttons up here that will be useful so toggle camera or the mic and you can stop sharing by clicking that as well or you can use this box down here so to stop sharing I'm going to click this button then it'll go back to the normal view the chat functionality here will show you what anybody in the meeting has put in there what they've typed for example if you wanted to if you needed to hop out of the meeting to go to a call surgery, you just might pop a note in there.
Or if you can't take yourself off mute, if it's not working, you can just pop a note in there and everybody will be able to see it. The people button will show you all of the different people that will be in the meeting. If you want to invite somebody new, you'd either put their email address or their phone number.
If you're in a Teams meeting and you wish to, for example, dial in a client or an estate agent, somebody external, you could put in their number there and then it will dial them, it will call them. Or if you wanted to invite somebody internal, you'd put in their email address. For example, here's Tony. Just type in Tony. It'll search all of the internal people and you can click request to join.
And they'll get a little pop up come in the corner of their screen to say Amy has invited you to this meeting. And they can either accept or reject, depending on whether they're in the middle of something else. Another useful thing is if you're in a meeting and there's quite a lot of people there and you want to ask a question or say something. You can either obviously wait for a lull in the conversation or wait until somebody asks, has anyone got any questions?
Or you can click the raise button. And what that does is everybody will see a little one come up on the people button. And if you click it, you can see that this person has got their hand raised. So the meeting organiser will know this person wants to speak and they'll then be able to ask you whatever it is that you want to say.
And to stop raising your hand, put your hand back down. You just click raise again. And that goes away. If you're in a meeting and you wanted to react to something, for example, we have culture meetings usually once a month.
And one of the things that they talk about in the culture meeting is there's a shining star each month for somebody internal that's done something really good or has been really helpful. And a nice thing to do is to like or love or put an applause button or click the applause button. And then it will show that everybody else that.
but somebody's reacted that way and it's just a really lovely thing to do. You don't need to worry quite so much about view. You can get to everything else other ways.
There's not really anything in here for you to do. It's more if something goes wrong, IT will probably need that. The notes section is more for if you're running a meeting with somebody and there's a lot of things that you need to get through.
You can use the notes function. You can add an agenda. put in some meeting notes and add some follow-up tasks so that everybody's on the same page.
The rooms, breakout rooms, are usually if there's an internal meeting and there's everybody joined, the organiser might decide that we're going to send everybody into breakout rooms so that everyone can discuss it in smaller groups and they would do that by clicking rooms, deciding how many rooms they want to split everybody into. and they can then either automatically assign people to those rooms or do it manually. Apps again we don't really use, you don't need to worry about that. The more button, this is how you would start or stop a recording and you can also show the transcript through here.
Show transcript and then you can see what everybody's saying, then you can either exit out of it or if I was already in it that would then say hide transcript. There's video effects and settings you can get to from here, which is very useful. So you can see all of the different backgrounds you've got on offer, but generally AVRillo will only use our set AVRillo background. If you lose it or don't know how to get to it again, you can always click add new and add it in again.
There's different filters and things here, but again, we don't use that. We only use the AVRillo background. We don't really use avatars.
Don't need to worry too much about all of those things. And again, settings, audio settings, that's generally for IT if things go a bit wrong and they need to look into it in more detail. And you could also get to this area by clicking the dropdown next to the camera and you'll be able to see a preview of yourself here. So if you want to turn your camera on, you can click the dropdown and just check that it's working properly and then you can turn it on. You can get to the backgrounds here as well and you can get to more video effects and settings through here too.
There we are. And then to turn your camera on and off, you just toggle this. Same for your mic.
If you wanted to go Yeah, you just click that button and then obviously there's the share again. Other important things to show everybody if I share my screen. Here we are.
So this is your Microsoft Teams. I've got it in dark mode. You'd probably have it in light mode. This is your calendar. You've got some useful things down here.
Your calendar, you will use a lot. So this will show you what appointments and things you've got booked for the day. And if you wanted to set a new one. you just click roughly roundabouts where the time is so i'm going to click here you'd get a pop-up box like this you'd add a title just call it test and you'd add whoever you wanted to add if it was an external person you'd put in their email address if it's an internal person again you just start typing you'd get a drop down and you can click whoever it is that you want to add i'll take him out just to save me accidentally inviting him to a meeting he doesn't need to be in and you would then click you know if you needed to change the date you could do it here if you needed to change the start time up here and then end time you can set various repeat functions so if you have a regular monthly meeting with your estate agent on the first Tuesday of the month should we say you can either do it daily weekly monthly we can click custom so for custom you can change it here start today and then repeat every month and you can either do it on a particular day each month or you can do it on the first Monday or the first Tuesday of the month and you can if you wanted to only have for example three you would then set an end date so I'd select that if I wanted to just have three if you don't want an end date if you just want it to be a rolling you just click remove and then save and here is where you can add an agenda if you wanted to and some meeting notes and follow-up tasks and you can add some notes in here that everybody that's invited to the meeting will be able to see.
Obviously we don't need to worry about location because it's all just going to be an online meeting and you can also potentially select record and just transcribe automatically so that when the meeting starts you don't have to click record and transcribe, it will just do it itself. Then you click save to invite everybody to that and everybody that you have invited will get an email telling them that they've been invited to this meeting and they can either accept it or reject it. You've got an activity function here.
So whenever somebody reacts to you or you miss a call or anything like that, you'll get a little red notification come up here to tell you that something's happened and you need to have a look at it. Chat function. You can pin your favourites. You can right click on a chat, pin, and then they come up here.
These are people that you would regularly deal with. So generally sort of they would always be internal contacts. For example, if you have an ABS buddy, you could pin them here so that you've got quick access to them all the time or your buddy group as well.
Now you can see calls here. To make a call, you would just, if it's an external one, you would put the number in there and then you'd be able to click call down here. That would change. Or you can put in the person's name again and it will search for you.
Click and if you wanted to check whether somebody internal is available, you type the name in, click on it. and then if you hover over them you'll be able to see ah yes look Tony is available so you'd know that you'd be able to call him and then you just click call and you can see all your any missed calls or outgoing calls you can see exactly what you've been doing in your call history here don't think there's anything else you need to worry about in here we don't use any of these other things but if if any of these buttons go missing sometimes they might be reshuffled and you can't find it then you just click view more apps and they'll be in there Another important thing to talk about, I've got one with myself here. So if you wanted to share your screen with somebody and show them something you're doing in your remote desktop, screen shared, all you need to do is click to open it up again.
And then you can see their screen and they can talk you through what they're doing or if they've got a problem on Proclaim and they're not sure what buttons to press. You can have a look at their screen. or watch somebody else do something. Another very useful thing you can do is you can copy paste from your remote desktop and then you just minimize it and you can paste it into your local desktop, which is very handy. And you can also take snippets from your internal, from the remote or the local, whichever, do snippet, copy.
the things in the way minimize and then you could put that in there as well there we go right and i think that's it that's all you need to do for the moment thank you