Meetings

When, in the context of Microsoft Teams, we use the word meetings, we mean audio or video meetings. In the first case, participants have only a microphone and headphones or speakers from the hardware; then instead of them other participants can see avatar shown as initials or profile photo. When it comes to video meetings, participants can also see each other. In both cases, they can share the screen content, chat, raise hand…

The fastest way to start a meeting is by going to the Calendar menu and selecting Meet Now option. After starting this action, a screen will appear in which you should first enter the name of the meeting. If you have a camera on you will be able to see yourself; this is useful if you want to “fix makeup” or don’t want others to see your pets before the meeting starts. You can choose to start the meeting with the microphone turned off, or you can also turn off the camera … Further, you can adjust your hardware by clicking Custom Setup. Click the Join now button to enter the meeting.

After the meeting starts, you will see video recording of your own camera or avatar, as well as a video recordings of the cameras or avatars of other participants. At the bottom of the screen is a panel with commands for managing the meeting. If you are an organizer, you will first see the meeting time. Then, in this order, go the icons for turning on/off the camera and turning on/off the microphone. This can be very useful if you have an emergency call or something happens that interferes with the meeting (e.g. a neighbor in the next apartment starts to drill a wall).

The next option allows you to share your screen with other users, which can be a full screen, a window or an Internet browser tab. You can also choose the option to display a whiteboard, which is useful if you like to scribble during a meeting … If you use the Teams desktop application, there is another useful option called Give Control, which allows another participant to move the mouse and perform operations on your computer which can be useful if you need help with work. Clicking on the same option button stops the screen sharing.

The menu with additional actions, displayed with the “…” icon, offers several other useful options. Start Recording allows you to record a meeting. The moment you click on this option meeting will be recorded in the background, and finished some time after the meeting ends. It will be recorded on the cloud service Microsoft Stream from where you can download it afterwards. The Turn off incoming video option allows you to turn off the video of your interlocutors. This is very useful if you have a bad Internet connection, and therefore interruptions in the audio/video signal …

The Raise hand icon allows you to indicate to the lecturer that you want to ask him something. The next icon in the line (Show/Hide conversation) shows the chat panel on the right inside the meeting. The following is the icon for showing participants (Show/Hide participants). It shows the list of participants in the meeting, as well as their role (organizer, presenter, participant). When the meeting starts, unless otherwise set up, participants will wait for you to receive them in the “lobby”. By clicking on the user’s icon, displayed in the list, you allow him to enter the meeting, you can mute him (Mute), and you can also mute all users (Mute All). If you are a lecturer you will use the last option often. Within this panel, you can also expel a participant from a meeting if they behave inappropriately, and also invite additional participants. You have several other options at your disposal. One useful feature is the ability to save a list of participants in an Excel document. You should do this before the end of the meeting! Finally, the icon presented by the red handset serves to leave the meeting.