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.