Teams - Manage a meeting Tutorial

2:08
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Available in Microsoft365

Objectifs :

This video aims to provide a comprehensive guide on how to effectively manage a meeting using the platform's interface, including features for participant interaction, content sharing, and meeting controls.

Chapitres :

Introduction to Meeting Management
In this section, we will explore the essential tools and features available for managing a meeting effectively. Understanding these functionalities will enhance your ability to facilitate discussions and collaborate with participants.
Understanding the Interface
The meeting interface is designed to provide easy access to various controls. You can show or hide your video feed and toggle your microphone on or off, similar to a regular call. This flexibility allows you to manage your presence during the meeting.
Screen Sharing
To share your screen or content, use the sharing tray button. This feature will be discussed in more detail in a dedicated video, but it is crucial for presenting information visually to your colleagues.
Participant Management
You can view the list of participants by clicking the designated button. Here, you have the ability to activate or deactivate participants' microphones and invite new attendees. To invite someone, simply enter their name or copy the meeting link and send it via email.
Utilizing the Chat Function
Even while speaking, the chat function remains accessible for sending text messages or documents. This is particularly useful for sharing information without interrupting the flow of conversation.
Raising Your Hand
If you wish to speak without interrupting, use the 'raise hand' feature. This will notify others that you want to contribute, displaying a hand icon next to your name, which is especially helpful in larger meetings.
Additional Options
Access more options through the three-dot menu. Here, you can change audio and video devices, open meeting notes, view meeting details, and adjust the display based on the number of participants.
Recording the Meeting
To record the meeting, use the designated button. The recording will be uploaded to Microsoft Stream for sharing with colleagues. Remember to inform participants before starting the recording.
Ending the Meeting
When you are finished, simply press 'leave.' The meeting will continue for other participants unless you are the organizer, in which case you can end the meeting for everyone.
Accessing the Platform
You can manage meetings from the desktop application, your browser, or the mobile app, providing flexibility in how you participate in and manage meetings.

FAQ :

How do I manage participants in a meeting?

You can manage participants by displaying the participants list, where you can activate or deactivate their microphones and invite new attendees by entering their names or sharing the meeting link.

What should I do if I want to speak during a meeting?

You can raise your hand using the designated button, which will notify others that you wish to speak without interrupting the current discussion.

How can I share my screen during a meeting?

You can open the sharing tray to share your screen or content with other participants. This feature allows you to present information visually.

Can I record a meeting?

Yes, you can record the meeting using the recording button. The recording will be uploaded to Microsoft Stream for sharing with colleagues.

What happens when I leave a meeting?

When you leave a meeting, it will continue as long as other participants are online. If you are the organizer, you have the option to end the meeting for all.

Is there a chat feature during meetings?

Yes, the chat feature remains available during meetings, allowing participants to send text messages or documents while discussing vocally.

Quelques cas d'usages :

Remote Team Collaboration

In a remote work environment, team members can use the meeting management features to collaborate effectively. For instance, a project manager can share their screen to present project updates while allowing team members to raise their hands to ask questions, ensuring smooth communication.

Training Sessions

During training sessions, the trainer can record the meeting for future reference. Participants can engage by using the chat feature to ask questions without interrupting the flow of the session, and the trainer can manage participant microphones to maintain order.

Client Meetings

In client meetings, professionals can share presentations and documents through the sharing tray. The ability to raise hands allows for organized discussions, and recording the meeting ensures that all details are captured for later review.

Webinars

Webinars can benefit from the meeting management tools by allowing the host to control participant interactions. The host can mute participants to minimize background noise and use the raise hand feature to facilitate audience questions.

Project Kickoff Meetings

During project kickoff meetings, the organizer can invite all stakeholders, share the project timeline, and record the meeting for those who cannot attend. The chat feature can be used to share important links and documents in real-time.

Glossaire :

Interface

The layout and design of the software that allows users to interact with the application, including buttons and menus.

Microphone

A device that captures sound, allowing users to speak during a meeting. Users can turn it on or off as needed.

Video

A visual feed that shows the user during a meeting. Users can choose to show or hide their video from other participants.

Sharing tray

A feature that allows users to share their screen or content with other participants in the meeting.

Participants list

A list that displays all the attendees in the meeting, allowing the organizer to manage their microphones and invite new participants.

Raise hand

A feature that allows participants to signal that they wish to speak without interrupting the ongoing discussion.

Recording

The process of capturing the audio and video of the meeting for later review. Recordings are uploaded to Microsoft Stream.

Microsoft Stream

A video-sharing service that allows users to upload and share recorded meetings with colleagues.

Meeting organizer

The person who creates and manages the meeting, with the authority to end the meeting for all participants.

00:00:02

Now that you know how to join a meeting,

00:00:05

let's see how to manage it.

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First, let's examine the interface.

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As with a regular call,

00:00:10

you can show or hide your video

00:00:13

to other participants and turn

00:00:15

your microphone on or off.

00:00:17

This button allows you to open the sharing

00:00:20

tray to share your screen or content.

00:00:22

We will look at content sharing in

00:00:25

more detail in a dedicated video.

00:00:27

With this button,

00:00:28

display the list of participants.

00:00:30

Here you can activate or deactivate

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the microphones of participants,

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but also add other people to the meeting.

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To do this,

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enter their name or copy the meeting

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link and send it to the colleague you

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want to invite in an e-mail for example.

00:00:47

Even if you are exchanging vocally,

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the chat remains available to

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send text messages or documents.

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For example, if you need to speak,

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or if you want to resent your screen

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to your colleagues without abruptly

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interrupting the ongoing discussions,

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use this button to raise your hand.

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This displays a notification

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on the People button,

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and a hand icon appears in

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the pane next to your name.

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Your colleagues can thus

00:01:11

see that you wish to speak.

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This is very useful,

00:01:15

especially if there are many

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of you in a meeting.

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Other options are also available

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behind the three menu.

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You can change your audio and video devices,

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open the meeting notes and teams,

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display the meeting details,

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or display different views depending on

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the number of connected collaborators.

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If you need to record the meeting,

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use this button.

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The recording will then be uploaded

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directly to Microsoft Stream and you

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can share it with your colleagues.

00:01:44

Be sure to inform them before

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recording the meeting.

00:01:48

When you're done, simply press leave.

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The meeting will continue as long as

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the other participants are online.

00:01:54

If you are the organizer of the meeting,

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you will have the option to end

00:01:59

it for all participants.

00:02:01

Finally,

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note that you can follow your meetings

00:02:03

from the desktop application teams

00:02:05

on your browser or the mobile app.

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