Tips for Microsoft Teams meetings Preparation Before the Meeting - Set a Clear Agenda: Outline the topics to be discussed and share it with participants in advance. - Choose the Right Time: Use scheduling tools to find a time that works for everyone, considering different time zones. - Test Technology: Ensure your camera, microphone, and any software are working properly before the meeting starts. During the Meeting - Start on Time: Respect everyone’s time by beginning and ending the meeting as scheduled. - Mute When Not Speaking: To reduce background noise, keep your microphone muted unless you are talking. - Engage Participants: Encourage input by asking questions and inviting comments from everyone. - Use Video: Whenever possible, turn on your camera to create a more personal connection. Also this can help user who are hard of hearing lip read if required. After the Meeting - Summarise Key Points: Send out meeting notes highlighting the main discussions and action items. - Follow Up: Ensure that any tasks assigned during the meeting are tracked and checked on later. - Gather Feedback: Ask participants for their thoughts on the meeting’s effectiveness and any improvements for future meetings. Additional Tips - Use Backgrounds: Consider using virtual backgrounds for a more professional appearance. - Utilise Features: Make use of tools like screen sharing, polls, and whiteboards to enhance collaboration. - Stay Organised: Keep all relevant documents and links easily accessible for quick reference during the meeting.

Understanding Notifications in Teams Notifications in Microsoft Teams help you stay updated on messages, meetings, and other important activities. Managing these notifications effectively can enhance your productivity and ensure you don't miss essential communications. Types of Notifications - Banner Notifications: Pop up at the top right of your screen to alert you about new messages or activities. - Feed Notifications: Appear in your activity feed, which you can access from the Activity tab. - Email Notifications: Receive updates about missed activities in your email. Managing Your Notifications General Settings 1. Open Microsoft Teams. 2. Click on the 3 dots next to your profile picture at the top right corner. 3. Select Settings from the drop-down menu. 4. Go to the "Notifications and activity" tab. Customise Notifications - Mentions: Choose how you want to be notified when someone mentions you. - Messages: Decide if you want banner notifications, only feed notifications, or none. - Meetings: Set notifications for upcoming meetings, including reminders.

How To Record Meetings In Microsoft Teams Starting the Recording 1. Join the Meeting: Open Microsoft Teams and join the meeting you wish to record. 2. Access More Options: Click on the three dots (ellipsis) in the meeting controls at the top of the screen. 3. Select 'Start Recording': - From the dropdown menu, choose the 'Record and Transcribe' option. - Now select "Start Recording" This will now start recording with transcription, if you don't want transcription on complete the following steps: Step 1: Click on the three dots (ellipsis) in the meeting controls at the top of the screen. Step 2: - From the dropdown menu, choose the 'Record and Transcribe' option. Step 3: - Select "Stop Transcription" During the Recording - Monitor Recording Status: A notification will appear for all participants indicating that the meeting is being recorded. Stopping the Recording 1. Access More Options Again: - Click on the three dots (ellipsis) in the meeting controls. 2. Select 'Stop Recording': - Select "Record and transcribe" - Choose the 'Stop recording' option when you’re finished. Accessing the Recording - Finding the Recording: After the meeting ends, the recording will be processed and saved to Microsoft Stream and OneDrive (recording folder) - Sharing the Recording: You can share the recording link with participants or anyone who needs access. Tips for Effective Recording - Test Your Setup: Before the actual meeting, test your recording setup to ensure everything works smoothly. - Keep It Professional: Ensure that all participants are aware of the recording to maintain professionalism. - Review the Recording: After the meeting, review the recording to ensure it captured all necessary information.

How To Start Transcripts In Teams Meetings During the Meeting 1. Open Meeting Controls: Click on the "More" icon (three dots). 2. "Record and Transcribe" - From the dropdown menu, choose the 'Record and Transcribe' option. 3. Start Transcription: From the dropdown menu, select "Start transcription." To end the Transcription, please follow the same steps and select "Stop Transcription". Viewing the Transcript - The transcript will appear on the right side of the meeting window, and participants can view it in real-time. Stopping the Transcript To end the Transcription, please follow the same steps and select "Stop Transcription". Accessing the Transcript After the Meeting - After the meeting concludes, the transcript will be saved in the meeting chat, where participants can review or download it. Benefits Of Meeting Transcriptions For Teams Improved Accessibility - Provides written records for team members who may have hearing impairments. - Allows individuals to revisit discussions at their own pace. Enhanced Clarity - Reduces misunderstandings by offering a clear reference of what was discussed. - Helps ensure that all team members are on the same page regarding decisions made. Easier Note-Taking - Frees participants from the need to take extensive notes during meetings. - Enables focus on discussions rather than writing. Accountability - Creates a formal record of commitments and action items assigned during meetings. - Helps track progress and follow up on tasks. Knowledge Retention - Acts as a repository of information that can be referred back to for future projects. - Aids in onboarding new team members by providing them with context from past meetings. Searchability - Makes it easy to find specific topics or discussions through keyword searches. - Saves time when looking for past decisions or discussions. Collaboration - Facilitates collaboration by allowing team members to share and edit transcriptions. - Encourages contributions and input from those who may be less vocal during live discussions. Legal and Compliance - Provides documentation that may be required for legal or compliance reasons. - Ensures that important information is recorded for future reference. By following these steps, you can easily start and manage transcripts in your Teams meetings!

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Overview of Microsoft Teams Microsoft Teams is a collaboration platform developed by Microsoft that combines workplace chat, video conferencing, file storage, and application integration. It is designed to facilitate communication and teamwork within organisations. Key Features - Chat Functionality: Allows instant messaging among team members, including one-on-one and group chats. - Video Conferencing: Supports high-quality video and audio calls, enabling virtual meetings and webinars. - File Sharing and Collaboration: Users can share documents and collaborate on files in real-time, integrating seamlessly with Microsoft Office applications. - Integration with Apps: Teams can integrate with a variety of third-party applications, enhancing functionality and workflow. - Channels: Teams can create specific channels for different projects or topics, helping to keep conversations organised. - Task Management: Built-in tools for assigning and tracking tasks, ensuring everyone knows their responsibilities. Benefits - Enhanced Communication: Provides a centralized platform for discussions, reducing the need for multiple communication tools. - Improved Productivity: Helps teams work more efficiently by allowing easy access to necessary resources and information. - Flexibility and Accessibility: Can be accessed from various devices, including desktops, tablets, and smartphones, allowing for remote work. - Security and Compliance: Offers robust security features to protect organizational data, including encryption and compliance with industry standards. Use Cases - Remote Work: Ideal for teams working from different locations, facilitating collaboration without the need for physical meetings. - Project Management: Supports project teams in tracking progress and maintaining clear communication throughout the project lifecycle. - Education: Widely used in educational institutions for online classes, discussions, and group projects. Microsoft Teams serves as a versatile tool for enhancing collaboration and communication in various settings, making it a popular choice for businesses and organisations.

How to start and pin chats in Microsoft Teams Start a chat In Chats, you can have 1:1 or group chats with people. Select New chat . Type the name of the person or people you want to contact. Select the down arrow to add a name to your chat group. Make video and audio calls from a chat Select Video call or Audio call to call someone directly from a chat. Pin a chat To pin a chat, select More options > Pin . The chat appears in the Pinned list. Note: You can pin up to 15 chats. To unpin a chat, select More options > Unpin .

Joining a Remote Work Meeting on Mobile in Microsoft Teams Joining a meeting on the go using Microsoft Teams is simple and convenient. Follow the steps below to ensure a smooth experience. Steps to Join a Meeting 1. Download the Microsoft Teams App - Ensure you have the Microsoft Teams app installed on your mobile device. It is available for both iOS and Android. 2. Sign In to Your Account - Launch the app and sign in with your work or school account credentials. 3. Locate the Meeting - Open the app and navigate to the "Calendar" tab. - Find the meeting you want to join. You can also check the "Teams" or "Chat" tabs if the meeting link was shared there. 4. Join the Meeting - Tap on the meeting entry. - Select the "Join" button to enter the meeting. Meeting Options Once you click "Join," you may encounter the following options: - Audio Settings - Choose whether to use your mobile device’s audio or dial in using a phone number. - Video Settings - Decide if you want to turn your camera on or off before joining. - Background Effects - You can select a background effect if you wish to change your surroundings during the meeting. Tips for a Successful Meeting - Stable Internet Connection - Ensure you have a reliable internet connection, preferably Wi-Fi, to maintain a stable video call. - Find a Quiet Place - Look for a quiet location to reduce background noise during the meeting. - Use Headphones - Consider using headphones or earbuds to improve audio quality and minimise echo. - Test Your Equipment - Before the meeting, test your microphone, camera, and audio settings to ensure everything works properly. By following these steps and tips, you can effectively join and participate in remote work meetings using Microsoft Teams on the go.

Making Calls with Microsoft Teams Microsoft Teams provides a simple and effective way to make calls. Follow the steps below to get started. Making Calls 1. Using the Calls Tab - Click on the "Calls" icon on the left sidebar. - You will see options for making calls: - Dial a number: Enter a phone number using the keypad. - Contacts: Select from your saved contacts. - Recent Calls: Access your call history. 2. Using Chat - Open a chat with the person you want to call. - Click on the phone icon to initiate a voice call or the video camera icon for a video call. 3. Using the Search Bar - Type the name or phone number of the person you wish to call in the search bar. - Select the contact and click on the call icon. During the Call - Use the following features: - Mute/Unmute: Control your microphone. - Video On/Off: Toggle your camera. - End Call: Click the red hang-up button to end the call. - Share Screen: Share your screen with participants. Additional Features - Voicemail: Check your voicemail if you miss a call. - Call Forwarding: Set up call forwarding to direct calls to another number. - Call Groups: Create groups for faster calling to multiple contacts. Troubleshooting Tips - Ensure your microphone and camera are working properly. - Check your internet connection for stability. - Restart Teams if you encounter issues. By following these steps, you can effectively make calls using Microsoft Teams for both personal and professional communication!

Steps to Raise Your Hand in Microsoft Teams Raising your hand in a Microsoft Teams meeting is a great way to signal that you have something to say without interrupting the speaker. Here’s how to do it: On Desktop or Web 1. Join the Meeting: Enter the meeting you want to participate in. 2. Locate the Reactions Pane: At the bottom of the screen, find the toolbar. 3. Click on the Hand Icon: Look for the hand symbol, which represents the "Raise Hand" feature. Click on it to raise your hand. On Mobile 1. Join the Meeting: Open the Teams app and enter the meeting. 2. Tap on the Screen: If the toolbar is not visible, tap on the screen to make it appear. 3. Select the Hand Icon: Find and tap the hand symbol to raise your hand. How to Lower Your Hand If you’ve raised your hand and want to lower it: On Desktop or Web 1. Return to the Reactions Pane: Access the toolbar again. 2. Click the Hand Icon Again: Click the hand symbol once more to lower your hand. On Mobile 1. Tap on the Screen: Make the toolbar visible. 2. Tap the Hand Icon Again: Tap the hand symbol to lower your hand. Benefits of Raising Your Hand - Promotes Orderly Discussions: Helps manage who speaks when. - Enhances Participation: Encourages more engagement from all participants. - Reduces Interruptions: Allows speakers to finish their thoughts before others chime in. Using the "Raise Hand" feature in Microsoft Teams can significantly improve communication and collaboration during virtual meetings.