microsoft teams user guide - buckshealthcare.nhs.uk · lastly, for anyone who is home working using...

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Microsoft Teams User Guide

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Contents

Page 3 - What is Microsoft Teams?

Page 4 - MS Teams Meeting Etiquette.

Page 5 - How to join a MS Teams meeting via a PC

Page 8 - How to join a MS Teams meeting via an iPhone

Page 10 - How to join a MS Teams meeting via an Android

device

Page 12 - How to download the MS Teams P.C. application.

Page 14 - How to create and send MS Teams meeting invites.

Page 16 - How to make video/voice calls via a PC.

Page 19 - How to make video/voice calls via an iPhone/Android

device.

Page 21 - How to send an instant message via a PC.

Page 22 - How to send an instant message via an

iPhone/Android device.

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What is Microsoft Teams?

Microsoft Teams (MS Teams) is a communication tool to allow staff to call,

message, video conference and hold meetings whilst working remotely.

The three main purposes of MS Teams are:

• To hold teleconference meetings for groups of people.

• For sending instant messages to colleagues.

• Making voice only calls to members of staff.

Important!

MS Teams is not to be used for conducting video or telephone clinics with

patients.

Points to note when using MS Teams:

• Ensure you do not share sensitive information that you do not want all invited participants to a chat to see. They will be able to read the chat even if they do not join the meeting, or have already disconnected.

• The guidance for using Microsoft Teams is similar to NHS mail, therefore care should be taken to ensure that you are sharing with the right person as there can be several people with the same name on the system.

• Conversation history and chats are persistent – that is, your conversations stay around even after closing the application.

• Remember to consider what you are sharing and with whom.

• Sensitive patient or staff information should not be shared or uploaded via Microsoft Teams.

• Files containing sensitive information should not be shared or uploaded via Files.

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MS Teams Meeting Etiquette

To allow for meetings to run smoothly, it is helpful if basic call etiquette is

followed:

1. When joining a meeting (unless you’re the host) join with your microphone

muted.

2. Unless you’re speaking, ensure your microphone is muted.

3. Meeting hosts. You can mute everyone’s microphone in the meeting by

selecting the Show Participants button and pressing Mute All.

4. You can interact with the host and participates by using the chat facility.

5. When video calling, ensure that what’s behind you is appropriate to be

seen by all.

Lastly, for anyone who is home working using the Trust Remote Desktop or

Virtual Desktop solution, it is important that you do not attend MS Teams

meetings remotely through your work PC. This will result in poor audio and video

quality as well as putting extra strain on the remote desktop systems.

Instead, please choose one of the options below:

1. Logon to NHS Mail portal on your home computer and join via the meeting

invite.

2. Join a meeting through the MS Teams phone app.

Guidance on doing this can be found from the Main Menu.

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How to join a MS Teams meeting via a PC

To join a meeting, start by opening your meeting invite. A MS Teams meeting is sent as a meeting request via Outlook calendar.

Select the

Join Microsoft Teams Meeting

link.

This will then open a link in your internet browser. Unfortunately, MS Teams currently only works in Chrome and not in Internet Explorer. You will need to copy to the web address/URL at the top of the Internet Explorer window and paste it into Chrome.

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If you are only joining meetings, you don’t need the MS Teams app.

Select the Join on the web instead

button.

You will then be directed to the NHS Mail login page.

Login using your NHS Mail email & password

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You can then choose to have your webcam or microphone on or off. Finally, press the Join now button.

Microphone

On/Off

Webcam

On/Off

Congratulations!! You have successfully joined a MS Teams meeting.

Take a look at what else you can do within a meeting.

Microphone

On/Off Turn on

Screen Sharing

Show meeting participants

Webcam

On/Off

Open the

Meeting Chat

End call

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How to join a MS Team meeting via your Apple device.

You can join an MS Teams meeting via the MS Teams App.

Start by downloading the MS Team App from either BHT Apps or Apple App Store.

Note: You need access to your NHS Mail calendar on your Apple/Android device, in order to join a MS Teams meeting.

Once downloaded, open the MS Teams app. Login using your NHS.Net email address and password.

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To join a meeting, open the meeting invite in your calendar.

Select the Join Microsoft Team Meeting

link.


Webcam

On/Off

Microphone

On/Off

Speaker

On/Off

Join the meeting

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How to join a MS Team meeting via your Android device.

You can join an MS Teams meeting via the MS Teams App.

Start by downloading the MS Team App from the Google Play app store.

Note: You need access to your NHS Mail calendar on your Apple/Android device, in order to join a MS Teams meeting.

Once downloaded, open the MS Teams app. Login using your NHS.Net email address and password.

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To join a meeting, open the meeting invite in your calendar.

Select the Join Microsoft Team Meeting

link.


Webcam

On/Off

Microphone

On/Off

Speaker

On/Off

Join the meeting

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How to download the MS Teams P.C. application

In order to create MS Teams meeting invites, you first need to download the MS Teams PC application. Visit: https://products.office.com/en-gb/microsoft-teams/group-chat-software and select Download App.

Note. Press Run if prompted.

You will be promoted to login using your NHS.Net email address and password.

https://products.office.com/en-gb/microsoft-teams/group-chat-software

https://products.office.com/en-gb/microsoft-teams/group-chat-software

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Once downloaded, double click on the MS Teams icon. You may need to enter to NHS.Net login details again.

Restart your PC If you are using the using the Trust Remote Desktop or Virtual Desktop solution, you will notice that you cannot restart your PC the normal way. Instead you will need to use the Restart PC shortcut that you can find on your desktop.

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How to create and send MS Teams meeting invites.

Once your PC has restarted, open Outlook and go to your calendar.

A New Teams Meeting button should then be displayed.

Select the New Teams Meetings

button

Meeting invites can then be sent out the normal way and will include the MS Team link.

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When sending out meeting invites, you can configure the meeting so that people do or not need to be given “permission” to enter the meeting.

Select the Meetings Options

link

When sending out meeting invites, you can configure the meeting so that people do or not need to be given “permission” to enter the meeting.

Only BHT staff can enter without being “let into” the meeting.

Everyone can enter meeting without being

“let in”

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How to make video/voice calls via a PC.

In order to make voice/video call though your computer, you will need to download the MS Teams applications (see Page 11).

Open the MS Teams app and select Calls from the side bar.

Press the Make a call button.

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Search for the member of staff you wish to call using the Type a name search bar.

Note. You may have to search for the member of staff’s full name for them to display.

You can then choose to make either a video or voice call.

Note. If your PC does not have a microphone, try using headphones with an integrated microphone (often come with mobile devices).

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You can also add people to your Contacts from the Calls page.

Select the Add contact

button

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How to make video/voice calls via an iPhone/Android device.

You can make voice/video calls via the MS Teams App.

Start by downloading the MS Team App from either BHT Apps/ Apple App Store

or Google Play Store (see Page 7)

To make a voice/video call, press the Calls button from the menu, followed by the phone+ symbol.

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Search for the member of staff you wish to call using the search bar at the top.

Video call Voice call



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How to send an instant message via a PC.

In order to send instant messages though your computer, you will need to

download the MS Teams applications (see Page 11).

To start a new chat press this icon.

Search for the member of staff’s name from the box at the top.


Type your message using the chat bar.

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How to send an instant message via an iPhone/Android device.

You can send instant messages via the MS Teams App.

Start by downloading the MS Team App from either BHT Apps/ Apple App Store

or Google Play Store (see Page 7)

To send an instant message, click on the pen and paper symbol.

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You can then type your message you wish to send into the message bar.

microsoft teams user guide - buckshealthcare.nhs.uk · lastly, for anyone who is home working using...

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