Teams - Creating and Joining a Meeting Tutorial

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to create meetings using the desktop application, detailing both instant and scheduled meeting options, along with step-by-step instructions and visual descriptions.

Chapitres :

Introduction
In today's digital workspace, effective communication is essential. This guide will walk you through the process of creating meetings using the desktop application, focusing on two primary methods: Instant Meetings and Scheduled Meetings. Understanding these options will enhance your collaboration with colleagues.
Creating an Instant Meeting
An Instant Meeting allows you to connect with colleagues immediately without prior scheduling. Here are the steps to initiate an instant meeting: - **From a Private Chat:** Click on either the camera or phone icon to start a meeting directly. - **From the Calendar Tab:** Click on the camera icon located at the top right corner. - **In a Discussion Channel:** Click on the camera icon at the top right. When you initiate an instant meeting in a discussion channel, all participants will receive a notification informing them that a meeting has started.
Scheduling a Meeting
Scheduling a meeting allows you to plan ahead and invite one or more colleagues. Follow these steps to create a scheduled meeting: 1. **Access the Calendar Tab:** Open the Calendar tab in the application. 2. **Click on the Plus Icon:** This will allow you to create a new meeting. 3. **Fill in the Required Fields:** Enter the necessary details for your meeting. You can schedule a meeting from either the Teams application or Outlook, as both calendars are automatically synchronized.
Joining a Meeting
Once a meeting is scheduled, there are several ways to join: - **Via Smartphone Notification:** Click on the notification you receive on your smartphone. - **From Your Calendar:** Click on the scheduled meeting in your calendar. - **In the Discussion Channel:** Click on the notification that appears in the discussion channel.
Conclusion
Understanding how to create and join meetings using the desktop application is crucial for effective collaboration. By utilizing both instant and scheduled meeting options, you can enhance communication with your colleagues, ensuring that everyone stays connected and informed.

FAQ :

What is the difference between an instant meeting and a scheduled meeting?

An instant meeting is initiated immediately without prior scheduling, while a scheduled meeting is planned in advance with a specific time and participants.

How can I start an instant meeting in Teams?

You can start an instant meeting by clicking on the camera or phone icon in a private chat, the Calendar tab, or in a discussion channel.

Can I schedule a meeting from both Teams and Outlook?

Yes, both Teams and Outlook applications are synchronized, allowing you to schedule meetings from either platform.

How do I join a scheduled meeting?

You can join a scheduled meeting by clicking on the notification on your smartphone, selecting the meeting in your calendar, or clicking on the notification in the discussion channel.

What happens when I start a meeting in a discussion channel?

When you start a meeting in a discussion channel, all participants in that channel will receive a notification informing them that a meeting has started.

Quelques cas d'usages :

Team Collaboration

Using instant meetings to quickly discuss project updates or resolve issues without the need for prior scheduling, enhancing team responsiveness.

Project Planning

Scheduling meetings in advance using the Outlook app to ensure all team members are available for important discussions, improving project coordination.

Remote Work Coordination

Utilizing the Teams app to hold instant meetings with remote colleagues, facilitating communication and collaboration regardless of location.

Event Planning

Creating scheduled meetings for planning events, ensuring all stakeholders can contribute to the discussion and stay informed about timelines.

Training Sessions

Organizing training sessions through scheduled meetings in Teams, allowing participants to prepare in advance and ensuring effective knowledge transfer.

Glossaire :

Instant Meeting

A meeting that is initiated immediately without prior scheduling, allowing users to call colleagues directly.

Scheduled Meeting

A meeting that is planned in advance, allowing users to set a specific time and invite one or more colleagues.

Teams App

A collaboration platform developed by Microsoft that integrates workplace chat, video meetings, file storage, and application integration.

Outlook App

An email client and personal information manager from Microsoft that includes email, calendar, task management, and contact management.

Calendar Tab

A section within the Teams or Outlook application where users can view and manage their scheduled meetings and appointments.

Notification

An alert that informs users about events such as meeting invitations or updates within the application.

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Similar to the desktop application,

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you have two options for creating a meeting.

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Instant Meeting. This first

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method allows you to call your

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colleague directly without

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scheduling a meeting in advance.

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To initiate an instant meeting,

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you have several options from a private

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chat by clicking either on the camera

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or the phone icon in the Calendar tab,

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by clicking on the camera

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icon at the top right,

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in a discussion channel by clicking

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on the camera icon at the top right.

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In this case,

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all participants in the channel

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will receive a notification to

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inform them that another colleague

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has started a meeting.

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Scheduled meeting.

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This second method allows you to schedule

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a meeting with one or more colleagues.

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You can create a meeting either from

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the Teams A or from the Outlook A.

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Both calendars are

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automatically synchronized.

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To do this, go to the Calendar tab,

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click on Plus and then fill in the fields.

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You can join a meeting by clicking on

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the notification on your smartphone,

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by clicking on the scheduled

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meeting in your calendar,

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or by clicking on the notification

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in the discussion channel.

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