How To Set Up A Video Meeting Using Microsoft Teams

This guide is designed to help you gear up upwards a Microsoft Teams meeting for the outset fourth dimension.

It should also assist you lot learn how to the different variations of Microsoft Teams meetings and the features at your disposal before, during, and after a meeting.

Here's how to become started. If you're already using Teams, you tin can bound to the department most relevant below:

How to start a Microsoft Teams meeting
How to Run into Now in Microsoft Teams
Schedule a Microsoft Teams coming together
How to schedule a Microsoft Teams meeting from Outlook
Customize your Microsoft Teams background
How to add members to Microsoft Teams meetings
How to meet everyone in Microsoft Teams
Choosing what you want to see in a Teams meeting
In-coming together controls and what yous tin can do with Microsoft Teams

How to start a Microsoft Teams coming together

You lot can get-go a Microsoft Teams meeting either through the Teams app or Microsoft Outlook.

The meeting looks the same both means.

Yous tin decide which you want to use based on what makes the nigh sense to your company.

Microsoft is all about making meetings flexible so in that location are four ways that you tin launch a discussion with your squad:

Advertizing-hoc meetings: Created by clicking the "Encounter Now" button to get anybody involved in a conversation as quickly as possible.
Private meetings: 1-on-i conversations with specific colleagues or employees.
Channel meetings: Group conversations with an unabridged team or group of people.
Consultation meetings: Like in a telemedicine example where doctors and patients run into one to 1.

How to Meet Now in Microsoft Teams

If you want to Meet Now in Microsoft Teams, y'all're probably looking for the quickest style to get all of the people in a channel talking.

All you need to exercise is select the little camera icon in a new or existing conversations.

In your video preview, enter a name for your meeting, and click Meet Now.

Click on the names of the people you desire to invite to your coming together.

You can likewise type phone numbers if you desire to add people from outside of your organisation to the discussion.

If yous want to bring together a meeting using Meet Now, expect for the camera icon in a conversation and click Leap In.

If you lot want to share a screen during your meeting, click the screen icon to show your screen to the other people you lot're talking to.

The ellipses icon will give yous other in-meeting controls, including the option to record the meeting and have it emailed to yous.

How to schedule a Microsoft Teams meeting

You lot can schedule a Microsoft Teams coming together using your Exchange calendar.

Your calendar in Teams is automatically synced to your Exchange calendar.

Every coming together scheduled in Teams automatically becomes an online meeting.

To schedule a coming together in a chat window, select the icon that looks like a calendar in the conversation beneath the box where you lot usually type your messages.

You tin as well go to the Calendar tab on the left-mitt side of the app and click on New Coming together.

Select a range of time within the calendar and Teams will open a scheduling grade, where you can give your coming together a title, invite people, and add meeting details.

Microsoft Teams also has a Scheduling Assistant you lot can employ to find a fourth dimension that works for everyone.

Once you've got all the details ironed out, click Save. This closes the scheduling form and sends an invite to anybody's inbox.

To create a channel meeting, click on New Meeting and type the name of one or more channels into the box that says Add Aqueduct.

Channels can't be added or edited later on y'all've sent your invites.

You'll need to send a new invite if you decide to add extra channels subsequently.

When y'all take a channel meeting, everyone in the team tin can see and join that channel.

Once once more, you lot can utilise the Scheduling Assistant with a channel meeting.

You can also use dropdown boxes on your calendar to add a recurring meeting to everyone'due south agenda.

Call up, in a Microsoft Commutation calendar, all Microsoft Teams Meetings will show a Join push button v minutes before a coming together is ready to start.

When someone joins a meeting, the event changes colors to let yous know that someone's online.

How to schedule a Microsoft Teams meeting from Outlook

You can also schedule a Microsoft Teams Meetings from Outlook.

The Microsoft Teams Outlook add together-in allows people to view, accept, or enter meetings from Teams, or Outlook.

To schedule a coming together, open Outlook and click on New Teams Meeting in the calendar view.

Microsoft Teams Meeting button in Outlook

Add the people that you want to include in the coming together to the To field.

If you lot want a agglomeration of people to bring together the meeting at once, you tin can invite entire contact groups.

Add your meeting bailiwick, as well as a location, start fourth dimension, and end fourth dimension, then click Ship to inform your team.

You tin can also invite people exterior of your organization to a Teams Coming together from Outlook.

All you lot need to practise is add them every bit guests before the meeting starts, so they don't need to bring together anonymously.

Add guests to your team past selecting Teams and so visiting the team in your list. Click on … (More Options) > Add member.

Enter the email address of the guest.

Anyone with a business or consumer account tin can join your team as a guest.

You can besides edit invitee data to give them a proper noun.

Click Add to send a welcome email to your guest.

Edit guest information in Microsoft Teams meetings

Customize your Microsoft Teams background

Video conferencing is a great way to bring teams together, regardless of where your users are. All the same, people may be reluctant to join a video meeting if their environment is messy or distracting.

The good news?Microsoft Teams changes all that.

You tin blur everything behind y'all in a video, for accented privacy.

To do this, merely:

Click on your sound and video settings screen when yous join a meeting
Choose the ellipses "…" for more options
Tap onBlur my background

You tin also add together custom backgrounds like an office surroundings or company logo, rather than blurring out the background.

Microsoft Teams Custom Backgrounds

Microsoft introduced virtual backgrounds for Microsoft Teams in Apr 2022. Microsoft said information technology designed custom backgrounds to allow you lot supercede your real meeting background with a "fresh and bright dwelling house part."

To notice virtual backgrounds, launch a video conversation and tap the…bill of fare:

How to launch Microsoft Teams custom background

ClickShow background effects.

This will bring upwardly a sidebar with some alternative groundwork options.

You lot can but use stock photos from Microsoft for at present merely sentinel this space.

For something more advanced, and to stand out in front of your dominate, colleagues, or clients, you can opt for a third-political party background.

To download a option of premium Microsoft Teams backgrounds, you tin cull from 300 high-quality images here.

How to add together members to Microsoft Teams meetings

There are diverse ways to add members to Microsoft Teams meetings.

For instance, if you lot have Anonymous Join enabled, then anyone tin can join the conference as an bearding user by clicking on a meeting link invitation.

You tin turn Anonymous Bring together on past visiting the Microsoft Teams admin center, clicking on Meetings > Coming together Settings > Participants:

Anonymous Join for Microsoft Teams meetings

If you want more than command over who attends your meetings, toggle this switch off, and send invitations to private team members instead.

As well every bit inviting everyone in a channel or conversation to a meeting at once, you tin as well send an email and phone number invitations too.

Before a meeting, you tin can use the Invite People box when yous start your meeting to search for people and invite whoever you like.

When you're in a coming together, click on Show participants icon your coming together controls to run into who's at that place, who'south been invited, and who isn't there yet.

To ask someone to join a meeting, you tin click on More Options (…), then Enquire to Bring together.

Alternatively, blazon a person'due south proper name into the search box (if they're in your organization), or their phone number or e-mail address.

Want to customize your meeting invitations?

Click on Meetings > Meeting Settings > E-mail invitation.

Here, you can customize the logo that shows upwardly in your electronic mail invitation, as well every bit the footer, to make your invite seem more than professional.

How to encounter everyone in Microsoft Teams

Microsoft Teams allows for up to 250 people to participate in a single Teams meeting.

But, this doesn't mean you can meet all users at the same time. Until recently, Teams only allowed users to view the iv last active participants in a video telephone call.

Equally part of the third anniversary of Microsoft Teams celebration on the 20^thursday of March, Microsoft rolled out various updates, including a new ability to see up to 9 people in a meeting at the aforementioned time.

The upgrade to simultaneously being able to view 9 participants came with a few exciting other features for Microsoft Teams meetings, like:

Background blur for iOS devices
Enhanced audio fifty-fifty when using networks with high packet loss
Booking apps added to teams
Custom backgrounds for video meetings
A raise hands characteristic to let your colleagues know you take something to say
The pick to formally end meetings for all Teams participants at the aforementioned time

The new ix-person view for Microsoft Teams volition characteristic a three×3 grid of the most active people in your meeting.

The option will be rolled out incrementally so keep checking your Teams meetings for this.

Choosing what you want to see in a Teams meeting

Although you can't switch from i screen layout to another in a Teams meeting, Microsoft anticipates what yous need to run across during conversations.

When someone is speaking, they'll be added to the roster of the 9 videos you can see on your screen at in one case.

If choosing what you lot want to run across in a Teams meeting is of import, at that place are three things you can try:

Pinning the video: If yous need to focus on a particular person during a video conference, right-click on the video you want to pin and select Pivot. This keeps the video feed on your screen, no matter who's talking.
Switching between content: When a video presentation appears, you can switch between viewing the content and watching other people in the room. Click on the video you lot're interested in to focus on a particular person or presentation.
Reframing your video: If you want a different view of a specific video, right-click on the content and click fit to frame. Choose fill up frame to go a closer, more cropped view.

In-meeting controls and what you can do with Microsoft Teams

As an admin, you lot'll be able to use your Meetings settings to control plenty of factors, including whether anonymous people can bring together teams and more.

You tin:

Allow sound conferencing: With an audio conferencing license, people will be able to dial-in to your meetings from over 90 dissimilar countries.
Set a virtual lobby: Any attendees not in your organization volition appear in a virtual lobby by default with Microsoft Teams. This allows y'all to cull who should accept admission to the conversation.
Mute attendees: In large meetings, y'all tin click on the Mute option on an attendee's profile to cease them from disturbing other people in your group. You tin can besides unmute them later, or mute everyone but yourself.
Screen or application sharing: Click on the screen icon on your Microsoft Teams coming together to share your screen. If you only want to share a specific window or awarding, you lot can choose exactly how much to share.
Interactive troubleshooting: Teams volition automatically tell you if it detects any issues. For instance, you'll become a notification if you're trying to speak to your team when you're muted.
Call analytics and recordings: Clicking the … More than Options button on Teams will let yous to record a meeting, which tin can be sent straight to your inbox after the give-and-take is finished. Microsoft too offers a range of analytics to help troubleshoot potential issues with your meetings too.