Holding Virtual Meetings Using Microsoft Teams (Best Practices)

Everyone with a drake.edu email account has access to Microsoft Teams. Microsoft Teams is a product that combines tools and resources such as group chat, calendars, virtual meetings, and file sharing into one location using the Office 365 platform.

You'll find Teams by clicking the My Teams button in the Commonly Used Apps section of the Employee Home page of myDrake or from the grid menu in the upper left corner. Additionally, there’s a desktop app you can download to your computer, or apps that you can use on your iOS and Android devices that you can download onto your smart phone or tablet.

Requirements for virtual meetings

You can use Teams to hold virtual meetings, either as part of a Team or an individual or group chat, no matter where everyone is located. Teams meetings can have up to 250 people at a time.

To participate in a Teams meeting you'll need to use the Teams desktop app, the web version of Teams in a Chrome or Edge browser, or the app for your iOS or Android mobile device. NOTE: Teams meetings don't work in Safari, Firefox, or Internet Explorer.

In order to have audio, you’ll need to have a microphone/speaker on your device.

For video, you’ll also need a webcam or other video option. If you don’t have these items on your computer, you can download the app and use your smart phone’s camera and microphone. Headphones with a microphone feature work great – you don’t need to purchase a special headset.

Scheduling virtual meetings

If you schedule a meeting from the Calendar menu on the left-hand side menu of Teams, it will automatically create a Teams meeting. Additionally, you can use the online version of Outlook.com to create a new virtual Teams meeting or change an already scheduled meeting to include a link for an online meeting. Virtual meetings can be one off or recurring. If you’re a Windows user and you also have the Desktop app of Teams, you can create Teams meetings from your desktop Outlook application as well.

https://support.office.com/en-us/article/schedule-a-meeting-in-teams-943507a9-8583-4c58-b5d2-8ec8265e04e5 (from Microsoft)

Joining a virtual meeting

The best way to join a Teams meeting is by clicking on the link from the invitation. If someone has already started the meeting, however, and you’re in Teams you can also click the Join button. If you’ve not been included in the initial invitation and have just received a link, you’ll have to wait to be let into the meeting by the organizer.

Joining from a link: https://support.office.com/en-us/article/join-a-meeting-in-teams-1613bb53-f3fa-431e-85a9-d6a91e3468c9#bkmk_link (from Microsoft)

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 (Video guide from Microsoft)

Presenting during a meeting

If you are presenting at a meeting, you can share your screen or other content like PowerPoint slides with the other attendees. NOTE: If you're using Teams on the web, you'll only be able to share your screen if you're using Google Chrome or the latest version of Microsoft Edge, otherwise you need to use the desktop app.

https://support.office.com/en-us/article/share-content-in-a-meeting-in-teams-fcc2bf59-aecd-4481-8f99-ce55dd836ce8 (from Microsoft)

Audio issues?

If you have audio issues, see:

https://support.microsoft.com/en-us/office/manage-audio-settings-in-a-teams-meeting-6ea36f9a-827b-47d6-b22e-ec94d5f0f5e4 (from Microsoft)

If you're on the desktop app you can also go to Settings (by clicking on your initials or photo in the upper right corner) and then Devices and check your settings and Make a test call. This feature is not available, however, when using a browser to access Teams.

Want to learn more about meetings in Microsoft Teams?

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