Manage meetings

Join a Teams meeting from the app

1. From you Calendar, select Join on a meeting before it’s started, or one that’s in-progress.
2. Turn on your camera, select Background filters, and choose how you’d like to appear:
   • Select a custom background.
   • Select Blur.
3. Choose your audio settings.
4. Select Join now.

Join a Teams meeting on the web

Don’t have the Teams app? You can still join a Teams meeting.

1. In your email invite, select Click here to join the meeting.You can also use a dial-in number and conference ID from the email to call in.
2. You have three choices:
   • Download the Windows app: Download the Teams desktop app.
   • Continue on this browser: Join a Teams meeting on the web.
   • Open your Teams app: If you already have the Teams app, go right to your meeting.
3. Type your name.
4. Choose your audio and video settings.
5. Select Join now.
6. Depending on meeting settings, you’ll get in right away, or go to a lobby where someone in the meeting will admit you.

Preview your video

When you’re in a meeting, preview your video before you turn on your camera:

1. Hover over Turn camera on to preview your video.
2. Preview how you’d like to appear:
   • Select Blur my background to blur your background.
   • Select More background effects to preview a custom background or add your own.
3. When you’re ready, select Apply and turn on video.

Share your screen

• Select Share content to present your screen. You can share:
  • Your desktop
  • Window
  • PowerPoint presentation
  • Whiteboard

Raise your hand and show reactions

Under Reactions, choose how to engage in a meeting:

• Select Raise hand to let others know you’d like to speak up without interrupting the conversation.
• Choose a reaction like Applause or Heart to show how you feel.

Spotlight a video

When a featured speaker’s talking, spotlight their video so it’s the main one everyone sees.

• Right-click whose video you want to spotlight, select Spotlight > Spotlight once more to confirm.

Choose a video layout

There are different video layouts for your meeting. On the meeting controls, select More options (…) and choose one:

• Gallery: This is the default view that shows a 3×3 video layout.
  

  Note: If there’s more than nine people, Teams prioritizes anyone with their video turned on, or those speaking the most.

• Large gallery: This is a 7×7 video layout that lets you see up to 49 other people at once.
  

  Note: 10 people must have their camera turned on. If no one’s sharing video, Large gallery cannot be selected from the menu.

• Together mode: This layout lets you feel like you’re in the same shared space with everyone in the meeting. Select Change scene to change the background for everyone.
  

  Note: Together mode is available if there’s at least five people in a meeting.

Create breakout rooms

Create and open breakout rooms to let attendees hold smaller, more focused discussions.

1. On the meeting controls, select Breakout rooms.
2. Choose how many rooms you need and how to assign participants.
3. Select Create rooms > Start rooms.

Start an instant meeting

There are two ways to start an instant meeting in Microsoft Teams:

• Select Meet in a channel.
• To keep the context of a conversation, select Reply in a conversation thread, and then select Meet under where you’d type your reply.

Join a meeting

In the pre-meeting video preview:

1. Toggle on your camera and microphone, or set up your microphone and speaker.
2. If you’d like, give the meeting a name, and select Join now.

Invite others to a meeting

Want someone to join your ad-hoc meeting?

1. Select Show participants to invite people at any time.
2. Type a name or phone number into the box.
3. Select Request to join on who you want to invite.

Manage your meeting

Record your meeting, share content to participants, and share the recorded meeting when you’re done.

• To record a meeting, select More actions    > Start recording.
• To share content, select the Share content tray, and choose what to show such as your screen, an open window, or a PowerPoint file.
• Find your recorded meeting where you first started your meeting in Teams. You can view, edit, and share this recording with others.

View meetings

• Select Calendar to view your appointments and meetings for the day or work week.These appointments stay synchronized with your Outlook calendar.
• Select a meeting invite to see what the meeting’s about, who’s attending, and to respond to the meeting.

Schedule a meeting

1. Select New meeting.
2. Type in a meeting title and enter a location.An online meeting is created by default.
3. Choose a start and end time, and add details if needed.
4. Enter names in the Invite people box to add them to the meeting.
   

   Note: To invite someone outside your organization, type in their email address and they’ll get an invite to join as a guest — even if they don’t have Microsoft Teams.

5. See everyone’s availability in the Attendees list and, if needed, choose a suggested time or select Scheduling assistant to see more available times in a calendar view.
6. Under Select a channel to meet in, select the drop-down arrow to manage your meeting’s privacy settings:
   • Select None to keep your meeting private.
   • Select a channel to open the meeting to team members.If your meeting gets posted in a channel, it’ll appear under the Posts tab. Team members can set agendas, share files, or add comments.

Details for presenters and organizers

1. Add title and the required presenters.
2. Add the time you want presenters to attend. This should include time before the webinar to prepare — perhaps 15 minutes before the start time.
3. Add notes for the presenters and organizers.
4. To customize the registration form, select View registration form.

Registration form for attendees

These form details will be seen by anyone invited to the webinar.

1. Add title and the webinar start time for attendees.
2. Add details about the webinar.
3. Add speaker names and short biographies.
4. You can Upload an image that will serve as a banner graphic on the form.
5. The registration form has a few fixed fields. Select Add field to add more.Select a checkbox if you want to make it a Required field.There is also an option to create a Custom question.
6. Select Copy registration link to use this link in your invites and promotions of the webinar.

7. Select Save and review the registration form.

8. Close the registration form, and select Send to send the invite to the presenters and organizers.

Before the webinar

1. Go to your meeting invite and select Edit > Add a tab (+).
2. Search for the Q&A app or select it if it’s already available, and then select Add.
3. Choose webinar settings to give attendees specific permissions.
4. Select Moderate attendee conversations to let organizers decide which questions to publish to the Q&A feed.
   

   Note: If there’s anyone you want to be a moderator, be sure to make them an organizer for the webinar.

5. When you’re ready, select Save.

During a webinar

Attendees can submit questions while a webinar’s in-progress. On the Q&A panel:

• Under the In review tab, review submitted questions in a private moderator view. Choose and publish which questions you’d like attendees to see.
• Under the Publish tab, view published questions.
• Under the Dismissed tab, review any irrelevant or duplicate questions.
• For published questions, select All conversations > Unanswered Questions to filter and address them.
  • Respond to a question and post it when you’re ready.
  • Once posted, all attendees can view a posted question and its response.
• Choose an important post to pin it to the top of the Q&A panel so everyone can see it.