Teams - Generate a presence report Tutorial

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Teams

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of how to retrieve and analyze attendance reports in Microsoft Teams meetings, detailing the steps to access participant information both during and after the meeting.

Chapitres :

Introduction to Attendance Reports in Microsoft Teams
In Microsoft Teams, tracking attendance during meetings is essential for understanding participant engagement. This guide will walk you through the process of retrieving detailed attendance reports, which include participant names, arrival and departure times, and the duration of their presence in the meeting.
Retrieving Attendance During the Meeting
To access the attendance report while the meeting is ongoing, follow these steps: 1. **Show the List of Participants**: During the meeting, display the list of participants to see who is currently present. 2. **Download the Attendance Report**: Right-click on the participant list and select the option to download the report. The attendance data will be saved in a CSV file format, which can be opened in Excel. This file will contain: - Names of the participants - Date and time they joined the meeting - Arrival and departure times - Duration spent in the meeting This allows for a quick overview of participant engagement.
Accessing Attendance Reports After the Meeting
To retrieve attendance information after the meeting has concluded, follow these steps: 1. **Access Your Calendar**: Navigate to your calendar in Microsoft Teams. 2. **Select the Meeting**: Click on the meeting for which you want to view attendance. 3. **Click on the Attendance Tab**: In the top banner of the meeting details, find and click on the Attendance tab. Here, you will find a summary that includes: - Start and end times of the meeting - Total duration of the meeting - Average participation time for each attendee You can also download this information in a CSV file format for further analysis in Excel.
Contents of the Attendance CSV File
When you download the attendance report, the CSV file will include the following information: - Total number of participants - Title of the meeting - Start and end times of the meeting - Participant details such as: - Name - Role - Email address This comprehensive data allows for effective tracking of attendance and engagement in your meetings.
Conclusion
Understanding how to retrieve and analyze attendance reports in Microsoft Teams is crucial for effective meeting management. By following the outlined steps, you can ensure that you have a clear record of participant engagement, which can be beneficial for future planning and follow-ups.

FAQ :

How can I access the attendance report during a Microsoft Teams meeting?

During a Microsoft Teams meeting, you can access the attendance report by showing the list of participants and then downloading it by clicking the appropriate option. The report will be saved as a CSV file.

What information is included in the attendance report?

The attendance report includes the names of participants, their arrival and departure times, the duration spent in the meeting, and additional details such as their roles and email addresses.

Can I retrieve the attendance information after the meeting?

Yes, you can retrieve the attendance information after the meeting by accessing the meeting from your calendar and clicking on the Attendance tab in the top banner.

What format is the attendance report downloaded in?

The attendance report is downloaded in a CSV file format, which can be opened in Microsoft Excel.

What details are provided in the attendance report after the meeting?

After the meeting, the attendance report provides a summary that includes the start and end times of the meeting, the total duration, average participation time for each participant, and details about each participant.

Quelques cas d'usages :

Team Performance Analysis

Managers can use the attendance report to analyze team performance by reviewing participation levels and engagement during meetings. This data can help identify team members who may need additional support or encouragement to participate.

Meeting Follow-Up

After a meeting, team leaders can refer to the attendance report to follow up with participants who may have missed important discussions or decisions, ensuring everyone is aligned on action items.

Resource Allocation

Organizations can utilize attendance data to assess the effectiveness of meetings and allocate resources more efficiently, such as determining if certain meetings should be shortened or if additional training is needed for less engaged participants.

Compliance and Record Keeping

In regulated industries, maintaining accurate attendance records is crucial for compliance. The attendance report provides a reliable way to document who attended meetings and when, which can be essential for audits.

Event Planning

Event coordinators can analyze attendance reports from previous meetings to improve future event planning, ensuring that the right topics are covered and that participant engagement is maximized.

Glossaire :

Microsoft Teams

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

Attendance Report

A document that details the presence of participants in a meeting, including their arrival and departure times, and the duration of their attendance.

CSV File

Comma-Separated Values file, a simple file format used to store tabular data, such as a spreadsheet or database, which can be opened in applications like Microsoft Excel.

Excel

A spreadsheet program developed by Microsoft that allows users to organize, format, and calculate data with formulas.

Calendar

A system for organizing days and events, often used in digital formats to schedule meetings and appointments.

Average Participation Time

The mean duration of time that each participant was present during the meeting.

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During a Microsoft Teams meeting,

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you can retrieve detailed content

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about the attendance of participants

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during and after the meeting.

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This report includes the

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name of each person present,

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their arrival and departure times,

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as well as the duration spent in

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the meeting during the meeting.

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To display this report,

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start by showing the list of participants,

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then download it by clicking right here.

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The result of the current

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attendances is downloaded in a CSV

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file that you can open in Excel.

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Here is an example of a file with

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the names of the participants,

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the date and time they joined the meeting.

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If you want to retrieve this

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information after the meeting,

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access your meeting from your

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calendar and click on the Attendance

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tab in the top banner.

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Here we can see a summary indicating

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the start and end times of the meeting,

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the duration of the meeting,

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the average participation time

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of each person.

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You can again download this information

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in a CSV file openable in excel.

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Here is the information you will

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see when downloading this file.

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The total number of participants,

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the title of the meeting,

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the start and end times of the meeting.

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As well as information about

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the participants such as name,

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role and e-mail address.

Mandarine AI: WHAT YOU SHOULD KNOW

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