Teams meetings

Teams is among other things used for video conferencing. You can video chat with multiple people at a time, you can quickly invite a whole team or you can invite each individual.

When video conferencing with people outside of the university you will need to write their entire email address in the meeting invite and then admit them once they join the meeting (see step 12 & 13).

First you'll invite people to the meeting, you can either do that from Teams or from Outlook. Here we'll go through how to book a meeting in Teams.

1. Click on "Calendar" and then "New meeting“ if you want to book a meeting. You can also click "Meet now" if you want to start a meeting immediately. If you click on the arrow you will see templates that you can use for meetings:
2. You will get the "New meeting" window.
   • In "Add title" give the meeting a name.
   • Under "Add required attendees" you add people that are required to be in the meeting by putting their name or email.
   • Under "+Optional" you can add people that can also join the meeting.
   • Choose a date to start and end the meeting, you can click „Scheduling assistant“ above to see when everyone in is available.
   • Click "Does not repeat" if you want repeated meetings.
   • If you want to invite people from a specific channel to the meeting you can choose the group as a whole under "Add channel". The invitation will be visible on the channel but will also be sent to each person via email and added to their calendar.
   • If the meeting is to take place in a meeting room choose the room under "Add location" so the room will be booked.
   • Put a better description of the meeting in "Type details" for this new meeting if needed.
   • Under "Options" you can choose to record the meeting.
   • Finally click "Save" to send the meeting invitation.
3. In "Scheduling assistant" you can see when meeting guests are available and meeting rooms are free. Add them under "Add attendees" if you hadn't already in previous steps. Choose a time that suits everyone, you can drag the column to change the time or widen it to extend the meeting:
4. To invite people from the University write their name or email and they should appear on the drop down menu, choose them. For people outside of the University write their full email address and select the email:
5. Here you see how the meeting invitation appears on the channel. If no channel was selected the invitation will only be sent via email (step 10) and appear on calendar. You click on the "Join" to partake in the meeting:
6. Choose „Join now“ to open the meeting:
7. The meeting window will appear. Your video will be in the bottom right corner and other members are distributed over the screen:
8. While the meeting is ongoing you'll have some settings:
   • Chat: Here you can write messages and see notifications for the chat.
   • People: Here you can see who is in the meeting and add more people to it.
   • Raise: If you got a question or if you want to add something to the conversation you can raise your hand.
   • React: React with emoji's.
   • View: Change the layout of the meeting
   • Rooms: Seperate people into meeting rooms.
   • Apps: Add extensions (apps) to the meeting room (this option may not work).
   • Camera: Turn the camera off or on. You can also select which camera to use.
   • Mic: Turn the mic off or on.
   • Share: Share your screen, desktop or a specific window on your computer.
   • Leave: Leave the meeting.
9. More settings can be found under "...More":
   • Record and transcribe: You can record the meeting, other members will get a notification that the meeting is being recorded and that participation means you agree to the recording. To stop recording click again. The recording is saved under recordings in the general channel.
   • Meeting info: General information about the meeting
   • Effects and avatars: You can blur the background if your environment is disturbing or there is something you don't want others to see.
   • Language and speech: Here you can turn on captions for the meeting. Icelandic is not supported.
   • Settings: Here you can find various settings for the meeting.
   • Call me: Call yourself and use your phone as a microphone.
   • Help: Here you can find various information for Teams by Microsoft.
10. In the email meeting invitation guests will be able to answer the invitation with a „Yes“, „Maybe“ or „No“ and add a message to the invitee. Then the email will disappear and reappear on the calendar. If someone had not answered the invitation they can click the link in the email "Click here to join the meeting" and otherwise on the calendar:
11. A window will appear where you can choose to download the Teams app or use Teams on the web (you might not get both options). If you choose to download the app, you will need to go through normal installing procedure for your operating system:
12. Meeting guests from outside of the University get a window where they have to put their name and click „Join now“:
13. Meeting organizer gets a notificaton that someone is waiting in the lobby. Click „Admit“ if you want to let them into the meeting:

Microsoft has further instructions on their web page.