Online Meetings with Microsoft Teams

How to Access Teams

1. Go to the official Download page.
2. Click the Download button.
3. Once downloaded, locate the the downloaded file and open it. Follow the on-screen instructions.
4. After installation, open Teams and sign in with your Algonquin Email and Password with MFA.

How to Host a Teams Meeting

1. Both the meeting organizer and participants can find a meeting link in their Outlook Calendar or Teams Calendar.
2. Click the event and select Join.
3. From the pre-join screen, select your camera and mic settings.
4. Click Join now when ready.
5. When a participant joins the meeting, you’ll see a pop-up notification at the top of the meeting window saying that they are in the lobby. Click Admit.

How to Schedule a Teams Meeting (in Teams Calendar)

1. Open Teams and navigate to the Calendar app in the left side menu.
2. Click + New Event in the top right corner.
3. In a new pop-up window, turn on the Teams meeting toggle (to the right of the Title field). Add these meeting details:
   • Add a Title
   • Invite Attendees i.e., add participants’ email address (for example, Miranda Pankonin).
   • Select Date and Time
4. Click Send

Note: Both the organizer and participants can find a meeting link in their Outlook Calendar or Teams Calendar.

Teams Meeting Controls

• Chat: Click to open the meeting chat panel where you can send messages to all participants.
• People: Click to view the list of participants. You can invite others, mute participants, or remove them from the meeting.
• Raise: Click to raise your hand to indicate you want to speak.
• React: Click to send reactions like thumbs up, applause, heart, laugh, or raise hand.
• View: Click to customize how you see other participants and shared content.
• Rooms: Click to create and manage breakout rooms for smaller group discussions.
• Apps: Click to add other applications to your Teams meetings (e.g. Microsoft Whiteboard. Note that you may not have access to all applications you see).
• More: opens additional features:
  • Record and transcribe: Click to record meetings for future reference. The recording includes audio, video, and screen sharing. Transcription automatically converts spoken words into text, making it easier to review and search through meeting content.
  • Meeting info: Click to view the meeting details, including the title, scheduled time and meeting link. “Meeting options” link allows you to modify the meeting settings (who can bypass the lobby, share screen, etc). Meeting options will open in the browser.
  • Video effects and settings: Click to customize video during meetings. You can apply background effects (blur, custom images), adjust camera settings, and enhance video quality.
  • Audio settings: Click to configure audio devices (microphone, speakers) and adjust settings like volume and noise suppression.
  • Language and speech: Click to access the following options:
    • Live captions will only be visible to the person who turn them on.
    • Speaker Coach will provide a post-meeting summary including feedback on pace, intonation, filler words, inclusive and repetitive language.
    • RTT (Real-Time Text) is an accessibility feature that allows text to be transmitted instantly, character by character as it’s typed, without needing to press “send.” RTT may be beneficial for people who have hearing, speech, or neurodiverse conditions.
  • Settings: Click to access “Meeting options” to modify the meeting settings (who can bypass the lobby, share screen, etc). If the Share button is greyed out for your student, open Meeting Options, navigate to Roles > Who can present and select Everyone in the drop-down menu.
  • Help: Click to access resources and support for using Teams. This includes access to tutorials, FAQs, and contact options for technical support.
• Camera: Click to turn your video camera on or off.
• Mic: Click to mute or unmute your microphone.
• Share: Click to share an entire screen, window, specific application or use Presenter Mode: content appears next to your video.
• Leave: Click to leave the meeting.

For more information, visit Use meeting controls in Microsoft Teams.

How to Share my Screen

1. In your meeting controls, select  Share.
2. Turn on the Include sound toggle to share your computer audio if you share videos.
3. Select what you want to share:
   • Screen lets you show everything on your screen.
   • Window lets you share an open window on your screen, like a browser page.
   • Microsoft Whiteboard lets you share a collaborative whiteboard.
4. After you select what you want to show, a red border surrounds what you’re sharing.
5. Select Stop sharing to stop showing your screen.

How to Demonstrate something on Screen

Annotation allows you to draw, highlight, and write on a shared screen while in a Teams meeting. This feature is particularly useful when discussing design, presentations, or any other visual materials that requires real-time feedback and collaboration. It’s also a great tool for brainstorming sessions, where multiple people can contribute their ideas to a single document.

Note: You can only annotate while screen sharing, not while window sharing.

Turn on and use annotation

While you’re sharing your screen in a meeting:

1. Bring your cursor to the top of the screen you’re sharing and from the presenter toolbar, select Annotate.
2. A pop-up window will appear prompting you to select either “Only I can annotate” or “Everyone can annotate and make changes” (the default). You have 15 seconds before the default option automatically takes effect. Make a selection and click the button to proceed.
3. Allowed participants will see the Microsoft Whiteboard toolset at the top of the shared screen, and they can begin annotating right away.
4. To exit annotations, in the presenter toolbar, select to stop Annotate.

To learn more, read this document from Algonquin College: Use of annotation while sharing your screen in Teams.

How to Record a Meeting and Access it Later

To Start Recording a Meeting:

1. Join or start a meeting in Microsoft Teams.
2. Click on the “More” (three dots)  in the meeting controls.
3. Select “Record and transcribe” > “Start recording”.
4. A notification will appear to all participants that the meeting is being recorded.

To Stop Recording

1. Click the “More” (three dots) again.
2. Select “Record and transcribe” > “Stop recording”.
3. The recording will automatically be saved to OneDrive or SharePoint, depending on the meeting type.

Where to Find Recording

1. The meeting will get saved in the organizer’s OneDrive under “My Files” > “Recordings”
2. The organizer can also access the recording by clicking the meeting link in the Calendar and selecting “View Recap”.
3. The recording can be shared or opened in Stream.