How-tos Online meetings using Microsoft Teams

Option 2: You can create a new meeting via the Teams calendar.

1. In this window, you can enter a title, date, time, etc. for your meeting. In the second field from the top, you can either add Teams users – ideally by searching for their surname or university ID – or external participants by entering their email address. They will then receive a meeting invitation containing the details you have entered via email.

The advantage over using Outlook is that you can link the meeting to a Teams channel. This means your Teams contact is invited straight away and receives a notification in the Teams channel.

Click Send once you have entered all the details.

2. If you want to send the meeting invitation, for example, to a distribution list or a recipient in BCC, you can first send the meeting to a person or a channel. Then open the meeting in the Teams calendar by clicking on the entry.

3. A meeting link has now been generated in the description field. You can copy this by right-clicking on ‘Join Microsoft Teams meeting’ and then, for example, send it by email.

We also recommend this method if you encounter problems when entering email addresses.

4. By clicking on the ‘Meeting options’ link, you, as the organiser, can access various settings.

5. Once you have logged in via your browser, you will have access to four settings options, two of which are relevant in our current environment:

1. Who can bypass the waiting area?
   Here you can specify who must wait in a virtual room until you admit them to the meeting. You have the following options:
   1. (Default) Everyone: Recommended for small groups and discussions.
   2. People in my organisation and trusted organisations
   3. People in my organisation: Recommended for large meetings with external participants.
       
2. Who can present?
   Here you can specify who can share their screen during the meeting. You have the following options:
   1. (Default) Everyone
   2. People in my organisation
   3. Specific people: Recommended for large meetings with external participants
   4. Only me: Recommended for large meetings with external participants.

The links to the meetings are generated automatically and cannot be guessed.

2. Once you have clicked on the link, your browser will open, displaying several options for joining the meeting. If you have already installed Teams, you will be prompted to open the meeting in Teams. Click ‘Open’ here.

Otherwise, you will be presented with the following options:

1. Download the Windows app (Recommended)
   This option is recommended for the best audio and video quality. Once the app has been downloaded, the guest can join the meeting without logging in.
    
2. Open the Microsoft Teams app
   If you have already installed Teams, you can open the app using this button to join the meeting.
    
3. Continue in this browser
   If you do not wish to install the app, you can join the meeting using Google Chrome or Microsoft Edge. You will then need to allow the browser to access your camera and microphone.
   Other browsers are currently only partially supported:

• Safari: Support coming soon; see the link list (top of page) 
   
• Firefox: Unfortunately not currently supported. However, you can vote to report the need and raise the priority with Microsoft; see the link list (top of page)
  
  
   

3. Once you have selected your participation option, you can enter a name (if joining as a guest) and configure your device settings. Then click ‘Join now’.

If you are a Teams user, you will not be prompted to enter a name.

2. Using ‘Share content’, you can share your screen, start a PowerPoint presentation or open a whiteboard. If you want to play a video or music file that participants should be able to hear, you must select the ‘Include system audio’ option.