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teams_meeting, Meetings in Teams iconTo join a meeting in Microsoft Teams, you will need to open and sign into one of the following: Teams on the web, Teams mobile app or Teams desktop program. Clicking on the link in a Teams Meeting invite will automatically open Teams for you. See the main Microsoft Teams page for information about downloading Teams or login to Teams on the web.

To login to Teams you will need to use your University of Cumbria username (e.g. s0000000@uni.cumbria.ac.uk) and password.

To schedule a meeting in Microsoft Teams, you will need to be logged into either Teams or Outlook mail.

 

  • How to join a meeting in Teams

    Join by link:

    All you need to join a Teams meeting is a link. This might arrive by email or as a calendar invite.

    Teams_joinmeeting_link,

    Select Join Microsoft Teams Meeting link in your email or in your Outlook meeting invite. You will then be taken to a page where you can choose to either join on the web or download the desktop app. If you already have the Teams application installed on your desktop or laptop, the meeting will open there automatically.

    Join from calendar in Teams:

    Select Calendar Teams_calendar_icon,  on the left side of the Teams application to see your meetings. Find the meeting, and then select Join:

    Teams_joinfrom_calendar,

    Join desktop app when someone starts the meeting:

    If you have the desktop version of Microsoft Teams, and you are already logged in, when the first person joins the meeting you get a pop-up notification on your screen that you can use to join the meeting directly.

    Join from chat:

    If the meeting has already begun, it appears in your recent chat list. Select the meeting in your chat list and then select Join at the top of the chat:

    Teams_joinfrom_chat,

     

  • Schedule a Teams meeting from Outlook

    Outlook on web browser:

    If you're using Outlook on the web, you can schedule a Teams meeting easily using your webmail calendar.

    1) Open your calendar in the Outlook web app and click on:

     Teams_Outlook_newevent,

    You'll see this in the top left. This will then open the following screen:

    Teams_meetingfrom_Outlook,

    3) In the calendar invite options, you will see a Teams meeting option alongside "Search for a room or location". Click on the switch icon to make this a Teams meeting.

    4) Fill in the meeting details such as title, attendees, date and time

    5) Click the save button to create your Teams meeting and automatically send invites to all included people.

     

    Outlook application on your desktop:

    If you use the full Outlook application (when it is downloaded onto your computer and not accessed through the web), you will see a New Teams Meeting button available in the top menu on your email screen. Simply click this to schedule a Teams meeting. 

    Teams_OutlookTeams_Button,

    Please note: You will only see this button if you have the desktop versions of both Outlook and Teams downloaded onto your computer.

     

  • Schedule a Teams meeting from Teams

    1) Open the Chat tab in Teams and select the Schedule a meeting button at the bottom of the screen:

    Teams_Schedulefromchat,  

    If you do not see the Schedule a meeting button, click on the Meet now button and then choose the Schedule a meeting option:

    teams_meet_now,  

    Select a range of time in the calendar. A scheduling form will pop open.

     

    2) The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone:

    Teams_new_meeting,

    Once you're finished filling out the details, select Save. This will close the scheduling form and automatically invite everyone you have included.

  • How to see someone else's availability in Teams

    If you want to check the status of your personal tutor or a fellow student, you can do this by going to Calls and then clicking on Contacts.

    All of your contacts should appear and everyone within this list should have a coloured icon:

    Teams_contact_list,

    • Green – Available
    • Red – Busy
    • Yellow - Away
    • Red with black line – Do Not Disturb
    • White cross – Offline
    • Purple arrow – Out of office
  • Sharing your screen

    To share your screen in any kind of Teams call or meeting, you simply need to click on the Share Screen option which appears when you hover you mouse over the Teams window when in a call:

    teams_calling_screen_share,  

    If you are working with multiple screens, Teams will ask you which screen you would like to share with the other people on the call/in the meeting.

    Stop sharing your screen (web version of Teams)

    When you share your screen from the web version of Teams, a small sharing bar will apear at the bottom of your screen. Click on the blue Stop Sharing button to stop people from seeinng your screen and return to the full call/meeting experience.

    teams_calling_screen_share_02,  

    Stop sharing your screen (desktop version of Teams)

    When you share your screen, the main Teams window will shrink down and leave you will a small popup. Click on the Stop Sharing icon to stop people from seeinng your screen and return to the full call/meeting experience.

    teams_calling_screen_share_03,  

    Screen Sharing in Teams - Video Tutorial

    You may need to login to Microsoft Stream to see this video - use your University of Cumbria username and password.

  • Improve your calling and meeting experience

    Test your setup:

    1) Find the Microsoft Teams icon Teams_icon,  on the desktop toolbar you may have to click the Teams_up_arrow,  if you can’t see it on the immediate toolbar.

    2) Right click the icon to bring up a set of options – choose settings:

    Teams_function_menu,

    3) Select  Teams_devices,  Then make sure you have selected the relevant devices you are trying to connect. Devices are such things as: the speaker, microphone and camera.

    4) When you are happy select  Teams_testcall,

    Please note: When using the web version of Microsoft Teams, you will not see the the toolbar icon in order to select and manage your devices. However, you can instead select 'devices' when you are joining a meeting. The 'devices' option will show next to your camera and microphone buttons, as shown below:

    Teams_devices_web,

     

    Mute your mic when not talking:

    If it’s not your turn to speak during the meeting, keep your microphone muted even if you are alone in the room. Background noise can be an annoying distraction and stifle any meeting's flow.

    Blur or change your Video background:

    Maybe you don’t have ideal conditions at home or maybe you would prefer that the video hides what is behind you. Microsoft Teams offers a background blur feature that allows you to blur your actual background and place the focus of the video on you.

    You can blur your background by clicking the three dots in the bottom toolbar. Depending on whether your camera is already on there should be “blur background” or “start camera with blurred background “option. Please note: that this function is only available on the desktop application of Microsoft Teams and is not available on the web version.

    If background blurring isn’t your thing you can also change your background to something such as an office backdrop. To choose a background effect click the three dots in the bottom toolbar during a video meeting and select “Show background effects”. Please note: that this function is only available on the desktop application of Microsoft Teams and is not available on the web version.

    If your video call is experiencing lag:

    Maybe the call is breaking up and you either know or suspect it’s due to your internet slowing down. This can be an issue especially in larger calls where you’re receiving multiple video inputs.

    You can easily turn off the all incoming video by doing the following:

    During the call look for the 3 dots at the bottom of the Teams call you are in.

    Teams_3dots,

    You will see a menu with a number of options – you are looking for Turn off incoming video. This will save your internet some stress and may also improve the call quality.

    Teams_turnoff_incomingvid,

  • Teams and Outlook Calendars

    Your calendar in Teams is connected to your Microsoft Exchange calendar. In other words, when you schedule a meeting in Outlook, it will show up in Teams, and vice versa.

    Every meeting scheduled in Teams is automatically made into a Teams meeting and is included in your Outlook calendar.

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