how to use microsoft teams - amazon s3 · go to the app store (apple) or google play store...

HOW TO USE MICROSOFT TEAMS

How to: CALHN MS Teams 2 of 14

CONTENTS

Overview ................................................................................................................................................................. 3

How to access MS Teams on your PC or laptop – web based ................................................................................ 3

How to download the app to your desktop ............................................................................................................ 5

How to download MS Teams on your Phone ......................................................................................................... 5

How to schedule a MS Teams meeting (when you don’t have MS Teams Outlook plug-in) .................................. 6

1. Schedule the meeting in outlook without a location ................................................................................ 6

2. Create a team of participants in MS Teams .............................................................................................. 7

3. Start a MS Teams meeting......................................................................................................................... 9

How to add additional users to a Teams meeting – including external users ...................................................... 11

How to Effectively participate in a Teams meeting .............................................................................................. 12

Check your audio settings ................................................................................................................................. 12

Make a written comment / chat in a meeting .................................................................................................. 13

Share a screen .................................................................................................................................................. 13

Record a meeting .............................................................................................................................................. 13

Good online meeting etiquette ........................................................................................................................ 14


OVERVIEW

This document will provide an overview of how to

How to access the app via the web on your desktop

How to install the app on your desktop

How to install the app on your mobile enabled devices

How to schedule a meeting

How to participate in a meeting

HOW TO ACCESS MS TEAMS ON YOUR PC OR LAPTOP – WEB BASED

* Please note: if you are using a shared PC, at the conclusion of each session ensure you have signed out

1. Open your browser and navigate to teams.microsoft.com

2. Select Sign in. Use your SA Health credentials to login. Enter your email address and select Next

3. You will be directed to the SA Health login page. Enter your password and select Sign in

4. You will be asked if you want to stay signed in. If this is not your usual computer, say No, otherwise

say Yes and click on ‘Don’t show again’.


5. At this point you may be prompted to download the desktop app, if you can, do so.

You may also be prompted to Turn on desktop notifications. Select Turn on

6. Microsoft Teams is now open

7. IF YOU ARE ON A SHARED PC Remember to SIGN OUT at the end of the session

a. Select the icon in the top right hand corner b. Select Sign out


HOW TO DOWNLOAD THE APP TO YOUR DESKTOP

1. Open the app in the web browser (see steps here)

2. In the left hand menu, select the download button

3. Save in to your Downloads or somewhere else that is easy to find

4. Double click on the .exe file to run it. If prompted, allow the application to make changes to your

system

HOW TO DOWNLOAD MS TEAMS ON YOUR PHONE


1. Go to the App Store (Apple) or Google Play store (Android)

2. Locate and Install Microsoft Teams

HOW TO SCHEDULE A MS TEAMS MEETING (WHEN YOU DON’T HAVE MS TEAMS

OUTLOOK PLUG-IN)

Note:

In order to use the voice component of video conference, you will need to have a headset with a

microphone, or a microphone inbuilt in your desktop or laptop. Most laptops have these inbuilt.

In order to use the video component of video conference, you will need to have a camera installed on

your machine.

1. SCHEDULE THE MEETING IN OUTLOOK WITHOUT A LOCATION

1. Open outlook and send a meeting request. Provide some advice to the meeting attendee that they will need to have speakers and microphone enabled.


2. CREATE A TEAM OF PARTICIPANTS IN MS TEAMS

1. Create the team in Microsoft Teams a. Select Teams b. Select Join or create a team

2. Select Create team


3. You can either build a new team from scratch, or use an existing team as a starting point. It is

recommended to Build a team from scratch

4. Update the following

a. Team name b. Descriptor c. Select Create

5. Add the required team members to the team

6. The Team should appear.


3. START A MS TEAMS MEETING

1. Open the Team in MS Teams. Unless you have created separate ‘channels’ within the team, it will default to General

2. At the bottom of the MS Teams app, select the camera icon


3. Add in a meeting subject, and select Meet now

4. On the right hand side of the page, add additional members using email address if need be. They will

receive an invitation to attend. Note: If the participant’s window does not appear on the right hand side, select the Participants link in the meeting controls.


HOW TO ADD ADDITIONAL USERS TO A TEAMS MEETING – INCLUDING EXTERNAL

USERS

1. Open MS Teams, select the relevant team in the left hand panel and start the meeting. If there is no existing team, select ‘Join or create a team’ in the bottom of the left hand panel and create a new team for the meeting.

2. Once you are in the meeting, ensure the participant’s window appears on the right hand side. If it doesn’t appear, select the Participants link in the meeting controls.

3. On the right hand menu, you can either add someone already on the network by typing in the box, or next to the box Invite someone select the link button to copy the meeting link. This can then be shared with external users by pasting the link in to an email.


4. The end user will receive an email like this:

5. Once the user clicks on the email link they will get the option to join via the web or download the

Teams app if they don’t already have the app installed.

HOW TO EFFECTIVELY PARTICIPATE IN A TEAMS MEETING

This section provides some basic participation information when using a MS Teams online meeting.

Check your audio settings

Make a written comment in the meeting chat

Share a screen

Record a meeting

Good online meeting etiquette

CHECK YOUR AUDIO SETTINGS

1. Once you are in the meeting, a. select the ellipsis (…) and b. select device settings. c. Check that the right speaker / headset / microphone has been selected.


MAKE A WRITTEN COMMENT / CHAT IN A MEETING

1. Once you are in the meeting, ensure the chat window appears on the right hand side. If it doesn’t appear, select the Chat icon in the meeting controls.

2. If a user adds a chat comment, the chat icon will have a small red dot. The chat may be aimed at the whole group or individual user

SHARE A SCREEN

1. From the meeting control panel, select the Share screen icon(a) and select which screen should be shared (b).

Note: you can elect to share either your whole screen, or individual apps which are currently open. Note that if individual apps are selected, other users will not be able to see other apps on their screen.

RECORD A MEETING

1. From the meeting control panel, select the ellipsis (…) and then select Start recording


2. When the meeting has concluded, the recording can be reviewed by any member of the team in the relevant Team channel.

GOOD ONLINE MEETING ETIQUETTE

Where possible, test your system access prior to the meeting.

If participants are not talking, ask them to mute their microphone. The organiser of the meeting can

also do this for participants in the right hand side participant pane by pressing the microphone.

If the meeting is being recorded, let the participants know. If they look at the screen they will see a RED circle which lets them know the meeting is being recorded.

Have an agenda! Where possible, have an agenda or pre-prepared powerpoint to help guide the discussion.

Turn your camera on where you can. If you are using your camera, be conscious of your surrounds .

Where possible, nominate the meeting organiser to be able to manage the control panel, muting and unmuting participants, and keeping an eye on the chat functionality, in case a user can’t speak but wants to submit a question or comment.

how to use microsoft teams - amazon s3 · go to the app store (apple) or google play store...

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