How to Use MS Teams: Beginners Guide to Hosting & Attending

Microsoft Teams is a powerful collaboration tool that allows teams to communicate, share files, and hold meetings seamlessly. Whether you’re a beginner or an experienced user, this guide will walk you through the essential steps of using Microsoft Teams to host and attend meetings.

Hosting and Attending meetings via a Teams Desktop Device.

Step 1: Setting Up Microsoft Teams

1.1. Downloading Microsoft Teams:

  • Visit the Microsoft Teams website or your app store. – Download Here
  • Click on the download button and follow the installation instructions for your device (Windows, macOS, iOS, Android).

1.2. Creating an Account:

  • If you don’t have a Microsoft account, you’ll need to create one. Follow the prompts to sign up for free.

1.3. Signing In:

    • Once installed, launch the Microsoft Teams app.
  • Sign in using your Microsoft account credentials.


Step 2: Navigating Microsoft Teams Interface

2.1. Teams and Channels:

  • Teams are groups of people, and channels are where the teamwork happens.
  • Click on “Teams” on the left sidebar to see all your teams and channels.

2.2. Chat:

  • Use the chat feature to have one-on-one or group conversations.
  • Click on “Chat” on the left sidebar to access your chats.

2.3. Calendar:

  • View and schedule meetings using the calendar feature.
  • Click on “Calendar” on the left sidebar to see your schedule.

Step 3: Hosting a Meeting

3.1. Schedule a Meeting:

  • Click on “Calendar” on the left sidebar.
  • Select the date and time for your meeting.
  • Click on “New meeting” and enter the meeting details (title, participants, etc.).
  • Click “Save” to schedule the meeting.

3.2. Start an Ad-Hoc Meeting:

  • Click on “Meetings” on the left sidebar.
  • Click on “Meet now” to start an instant meeting.

3.3. Invite Participants:

  • In the meeting details, click on “Add required attendees” and enter the email addresses of participants.
  • Click “Send” to send meeting invitations.

Step 4: Attending a Meeting

4.1. Joining a Scheduled Meeting:

  • Click on “Calendar” on the left sidebar.
  • Click on the meeting you want to join.
  • Click on “Join” to enter the meeting.

4.2. Joining an Ad-Hoc Meeting:

  • Click on “Meetings” on the left sidebar.
  • Click on the meeting you want to join.
  • Click on “Join” to enter the meeting.

4.3. Participating in the Meeting:

  • Use the audio and video controls to enable your microphone and camera.
  • Use the chat feature to send messages during the meeting.
  • Click on “Share” to share your screen or files with other participants.

Additional Features

Recording Meetings:

  • Click on the three dots (ellipsis) during a meeting.
  • Select “Start recording” to record the meeting.
  • After the meeting, the recording will be available for playback.

Collaboration Tools:

  • Use the built-in collaboration tools like whiteboard, polls, and live captions to enhance your meetings.

File Sharing:

  • Share files with participants during meetings or in chat conversations.

Microsoft Teams offers a comprehensive platform for hosting and attending meetings, collaborating with colleagues, and staying organised. By following this guide, you’ll be able to navigate the interface, host meetings, and participate in productive discussions with ease.

Hosting and Attending meetings via a Teams Room Systems.

Step 1: Hosting a Meeting with Teams Room System

1.1. Schedule a Meeting with Teams Room System:

  • Follow the same steps as scheduling a regular meeting.
  • When setting up the meeting, ensure that the location is set to your Teams room system.

1.2. Configure Meeting Room Settings:

  • Before the meeting, ensure that your Teams room system is properly set up and configured.
  • Check audio and video settings, camera angles, and room lighting for optimal meeting experience.

1.3. Join the Meeting from the Teams Room System:

  • In the Teams room system, navigate to the scheduled meeting in the calendar.
  • Click on the meeting to join it at the scheduled time.
  • Follow on-screen prompts to enter the meeting.

Step 2: Attending a Meeting with Teams Room System

2.1. Joining a Scheduled Meeting with Teams Room System:

  • If you’re attending the meeting from a Teams room system, wait for the meeting to start.
  • Once the meeting begins, follow on-screen prompts or use the touch controls to join the meeting.

2.2. Participating in the Meeting with Teams Room System:

  • Use the room system’s microphone and speakers for audio input and output.
  • Adjust camera settings if needed to ensure proper framing.
  • Utilize the touchscreen or remote control to access meeting features like chat, screen sharing, and whiteboard.

2.3. Using Additional Room System Features:

  • Explore additional features of the Teams room system, such as room occupancy sensors, room scheduling displays, and room control panels for managing the meeting environment.

By incorporating these steps, you can effectively host and attend meetings using Microsoft Teams room systems, ensuring a seamless and productive collaboration experience for all participants.

For more information on Microsoft Teams and the devices you can use it on, Contact our Sales Team Today!

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