Hosting a Meeting

Overview

With Microsoft Teams, you can schedule meetings and invite people in advance. You can also launch instant meetings in a variety of ways.

  1. Open the Microsoft Teams application.
  2. Select Calendar from the left-hand menu.calendar icon
  3. Click the New meeting button in the top right corner. A scheduling form will load.New meeting button
  4. Give the meeting a short, descriptive title.adding a meeting title
  5. To invite participants, type their names or email addresses in the required attendees field. Suggestions will appear from the Tufts Directory. (To invite participants whose attendance is not required, click the Optional button. A separate field will appear.)inviting attendees
  6. Select start and end dates/times for your meeting.specifying meeting date and time
    Tip: Click the Schedule Assistant tab toward the top of the page to check the availability of your participants. If necessary, the meeting date/time and participants can be changed from here. When you are done, click back into the meeting Details tab.
    scheduling assistant
  7. (Optional) Set a recurrence pattern for your meeting. Options include every weekday, daily, weekly, monthly, etc.Recurrence option
  8. (Optional) Add a Channel if you’d like information about your meeting to be posted there. When you click into the Channel field, a dropdown menu will appear where you can browse all of your Teams and their Channels. Click on a Channel to add it.Adding the meeting to a channel
  9. (Optional) Add a location. For example, if some attendees will be gathering in a specific location, you can list it here. Otherwise, leave it blank or simply write “Teams” if everyone will be meeting virtually.specifying a meeting location
  10. (Optional) Provide additional details, including an agenda, links to important documents, etc.adding meeting details
  11. Click Send toward the top right of the page. A meeting will be scheduled in Teams and placed on your calendar.send button
  12. To make changes to your meeting, find the meeting on your Teams calendar and click on it.meeting displayed in calendar
  13. A page will open where you can edit meeting details and options, view RSVPs, and more.Meeting details page

     

  1. Open the Microsoft Teams application.
  2. Select Calendar from the left-hand menu.calendar icon
  3. Click the Meet now button toward the top right of the page.Meet now button
  4. A page will load where you can give your instant meeting a name and adjust your audio and video settings before connecting to the meeting.
    • Use the camera slider to toggle video on/off.
    • Use the microphone slide to toggle audio input on/off.
    • Click the gear icon to open the “Device settings” panel, where you can change speaker, microphone, and camera selection.
    • Options also appear toward the bottom of the window to join without audio, connect audio over the phone, or connect to a conference room’s audiovisual equipment.
  5. When you are ready, click Join now.Meeting window with options for connecting audio and video
  1. Click Teams.Teams icon
  2. Select a Team.list of teams and channels
  3. Select the Channel where you would like the file to be shared. Note that depending on how the Team/Channels were set up, some Channels may be hidden.
  4. The Channel will be displayed in the main windowChannel displayed in the Teams application
  5. Click the Meet button toward the top right of the Channel window.Meet button

     

  6. A window will load where you can give the meeting a title and adjust audio/video settings.Launching an instant meeting in a team channel
  7. When you are ready, click Join now.
  8. The meeting window will launch. You can invite people directly from the People panel by searching for them in the Tufts Directory. You can also copy a link to the meeting and send it to someone. Team members will be listed as suggested participants toward the bottom of the People panel. Click the More options button and select Ask to join to invite them.Inviting people to an instant meeting launched in a Team channel
    Once the meeting has started, Team members will also see that the meeting is happening directly in the Channel. They can click Join to connect.
    Message about meeting happening in the Team Channel, with option for people to join
  1. Select Chat from the left sidebar.chat icon
  2. Open an existing chat or start a new one. For more information on using the Chat feature in Teams, see the Messaging page.options to open new or existing chats
  3. To start a virtual meeting, click the Video call button (video call button) toward the top right of the window.Chat window with video call button highlighted
  4. A meeting will launch with the people involved in the chat. Once the virtual meeting is open, additional attendees can be invited from the People panel.meeting window