Microsoft Teams Meetings

Desktop or Web App

Meetings in Microsoft Teams allows for audio, video, and sharing of documents. Most laptops or tablets have cameras and microphones already installed. If you are using a desktop computer, you will need a webcam, and microphone/speakers to have an audio/visual meeting experience. 

You can access Microsoft Teams with the desktop app or with the online web version. If you already have the desktop app installed on your device, simply launch it to get started. If you want to use the online web version, or if you need to download the desktop app, visit Microsoft365 then log in with your Humber credentials and click on the Teams app.

Setting Up a Meeting

Setting up a meeting is the same in both the desktop app and the online web version. Whether you want to schedule a meeting for a future date, or have an impromptu meeting now, you can easily get things started by clicking on the Calendar icon on the far-left menu.

Meet Now

After you click on Calendar, you will see your personal calendar in the main window, along with the options at the top-right of the page. 

1. Click on Meet Now. The meeting will pre-load and you can choose whether you want your web camera or microphone on, and also determine your device settings. 
2. Click the Join now button to start inviting participants.
3. After you click Join now, a window will open to allow you to start inviting participants. If the invitees are Humber staff, simply start typing their names, and the window should autopopulate their name. Simply click on the name to add them. You can also have invitees from outside of Humber. Simply invite them using their email address.

Once all your participants are present, you can start your meeting.

Schedule a Meeting

After you click on Calendar: 

1. Click on the +New meeting. A window will open for all the particulars of the meeting, including the title of the meeting, attendees (Humber staff or guests, using an email address), date, start and end times, and location. 
2. You can use the Scheduling assistant to choose the most convenient date and time. 
3. You can also schedule a meeting for an existing channel. Click on that box to see all the groups you are a member of and invite the whole team to the meeting. Click on Save. It will be on your calendar now as a future meeting.

Setting up Roles in Teams Meeting

Once you have sent out the meeting invite, you can assign roles. Open the meeting from your Calendar and click on the Meeting options, then select the roles.

To learn more about roles, visit the Roles in Microsoft Teams Meetings page.

Quick summary of the role definitions

• Everyone: anyone who has access to the meeting link will join the meeting as a presenter
• People in my organization: only people in your organization will be presenters (everyone else will join as attendees)
• Specific people: only people you choose from the list of invitees will be presenters (everyone else will join as attendees)
• Only me: only the organizer will be a presenter (all other participants will join as attendees)

Recording a Meeting

One of the more convenient options for conducting a meeting with Microsoft Teams, is the ability to record the meeting. This allows participants who are unable to attend the opportunity to watch the meeting at a later date. It also means there is no real need to have someone take notes and write up the minutes of the meeting, since everyone can review the meeting using Microsoft Stream. 

Record a Meeting

Once you have started your meeting, you will see a floating menu bar. You will need to click on the ellipses then Start recording. 

There are notifications that your participants should see, but it is still good business practice to advise the participants in the group that you will be recording the meeting. 

You will also see a red recording symbol beside the meeting runtime to indicate the meeting is being recorded.

Sharing Content

You can share a document or your screen during a meeting. 

Click on the Share icon and a new panel will open at the bottom of your screen with your options. This gives you various sharing options like:

• Your entire screen*
• An application window
• A browser window

*Please Note: If you choose to share your screen and have multiple monitors, it will give you the opportunity to choose a specific screen. 

PowerPoint allows you to share a PowerPoint file. Recently opened files will appear, but you can also browse your computer or OneDrive to choose a file not showing. 

Whiteboard provides a space for collaboration with your participants. You will need to sign up with your Humber email address with InVision the first time you use this feature.

Transcribing a Meeting

By default, if a meeting is recorded, the transcription option is automatically turned on. This is another extremely useful feature in Microsoft Teams. 

Transcription allows for viewers watching the meeting on MS Stream, to search for a key word and jump directly to that spot in the video. The timestamp is the link, that when clicked, will jump to that part of the video.

Blurring your Background

If you have a scheduled meeting, you have the option of blurring your background either before you join the meeting or at any time during the meeting. 

To join the meeting with your background blurred, turn the toggle on and then join the meeting. 

To blur your background during the meeting, click on the ellipses, then Blur my background.

Additional Help

Access to video tutorials to learn more about Microsoft Teams is always available, and up to date, by clicking on the Help icon located on every Microsoft 365 app page, usually in the bottom-left corner. 

Additional video tutorials are available to all Humber staff by visiting the LinkedIn Learning webpage at LinkedIn Learning.