Teams Premium - Optimize meeting management with meeting templates Tutorial

In this video, you will learn about optimizing meeting management with meeting templates in Microsoft Teams.
The video covers how to plan, create, and host meetings using Microsoft Teams, as well as different methods of sharing content and managing discussions.
This will help you efficiently organize and facilitate your meetings, whether they are internal or external to your company.
By using meeting templates, you can easily set up your audio and video equipment, welcome participants, and share content with other attendees.
Additionally, you will discover how to take notes and store documents before and after meetings, and how to record and broadcast meetings for those who couldn't attend.
This knowledge will enhance your ability to effectively manage meetings and collaborate with your team.

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2985 views

Available in Microsoft365

Objectifs :

This tutorial aims to guide users on how to create and utilize meeting templates in Microsoft 365, enhancing efficiency and consistency in scheduling meetings.

Chapitres :

Introduction to Meeting Templates
Meeting templates are powerful tools that help save time and maintain consistency when scheduling meetings. This tutorial will walk you through the process of creating and using these templates effectively.
Creating Meeting Templates
To create a meeting template, you need to access the team's administration section where a specific tab for meeting templates is available. Follow these steps: 1. **Enter Template Details**: Start by entering a name and description for your template. 2. **Configure Settings**: Check or uncheck the elements you want to enable or disable. These settings include: - Security - Audio/Video - Recording and transcription roles - Meeting interactions 3. **Save Your Template**: Once you are satisfied with the settings, don’t forget to save your template. On this page, you can also modify, duplicate, or delete existing templates in your Microsoft 365 environment.
Making Templates Available to Users
Creating meeting templates is just the first step; you also need to make them available to users. To do this, follow these steps: 1. **Create a Meeting Template Policy**: Click on 'Add' in the new window. 2. **Enter Policy Details**: Provide a name and description for this new policy. 3. **Select Visible Templates**: In the 'Visible Template' section, find your meeting template, select it, and save. 4. **Assign the Policy**: Click on the corresponding tab and enter the name of a user to assign the policy.
Finalizing Changes
Please note that changes are not instantaneous when creating or deleting policies and templates. Once all changes are reflected in Teams, you will find these templates when creating a meeting. To access them: - Open the calendar in Teams. - At the top right, open the drop-down menu to select the newly created meeting template.
Conclusion
In summary, meeting templates in Microsoft 365 streamline the scheduling process, ensuring consistency and saving time. By following the steps outlined in this tutorial, you can create, manage, and utilize meeting templates effectively within your organization.

FAQ :

What are meeting templates in Microsoft Teams?

Meeting templates in Microsoft Teams are predefined formats that help users schedule meetings more efficiently by saving time and ensuring consistency in settings.

How do I create a meeting template?

To create a meeting template, go to the team's administration section, find the meeting templates tab, enter a name and description, configure the desired settings, and save the template.

Can I modify or delete existing meeting templates?

Yes, you can modify, duplicate, or delete existing meeting templates in the Microsoft 365 environment from the meeting templates page.

How do I make a meeting template available to users?

To make a meeting template available, create a meeting template policy by clicking 'Add', entering a name and description, selecting the template in the Visible Template section, and saving the policy.

Why are changes to meeting templates not instantaneous?

Changes to meeting templates and policies may take some time to reflect in Teams due to system processing delays.

Where can I find my created meeting templates?

Once changes are reflected, you can find your created meeting templates in the calendar section of Teams by opening the drop-down menu when scheduling a meeting.

Quelques cas d'usages :

Streamlining Team Meetings

Using meeting templates to standardize team meetings can save time and ensure that all necessary settings are consistently applied, improving overall meeting efficiency.

Onboarding New Employees

Creating specific meeting templates for onboarding sessions can help HR teams maintain consistency in the information shared and the structure of the meetings.

Client Consultations

Sales teams can use meeting templates to ensure that all client consultations follow a standard format, covering all necessary topics and maintaining professionalism.

Project Kickoff Meetings

Project managers can create templates for kickoff meetings that include essential agenda items, ensuring that all stakeholders are aligned from the start.

Training Sessions

Training departments can utilize meeting templates to create a consistent format for training sessions, ensuring that all necessary materials and discussions are included.

Glossaire :

Meeting Templates

Predefined formats that help streamline the scheduling of meetings by saving time and ensuring consistency.

Microsoft 365

A cloud-based suite of productivity applications and services offered by Microsoft, including tools like Teams, Word, Excel, and more.

Template Policy

A set of rules that governs the visibility and accessibility of meeting templates to users within an organization.

Security Settings

Configurations that determine the level of security for a meeting, including who can join and what permissions they have.

Audio/Video Settings

Options that control the audio and video functionalities during a meeting, such as enabling or disabling microphones and cameras.

Recording and Transcription

Features that allow meetings to be recorded and transcribed for later review, ensuring that important discussions are documented.

Meeting Interactions

Settings that define how participants can interact during a meeting, such as chat options, reactions, and screen sharing.

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Meeting templates are powerful tools

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that allow you to save time and maintain

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consistency when scheduling your meetings.

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In this tutorial, let's see how to

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create and use these meeting templates.

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First, these templates need to be

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created in the team's administration,

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where you will find a specific

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tab for meeting templates.

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Start by entering a name and

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description for your template,

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then check or uncheck the elements

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you want to enable or disable.

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These settings cover Security, Audio,

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Video, Recording and transcription

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roles and meeting interactions.

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Once you are satisfied with the settings,

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don't forget to save.

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On this page you can modify,

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duplicate or delete the different templates

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present in your Microsoft 365 environment.

00:00:45

Creating meeting templates is not enough,

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you also need to make them

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available to users.

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To do this,

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we will create a meeting template policy by

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simply clicking on Add in the new window.

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Enter a name and description

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for this new policy.

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Then in the Visible Template section

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you should find your meeting template.

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Select it and save.

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One last step remains to assign the policy.

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Click on the corresponding tab

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and enter the name of a user.

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However,

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Please note that changes

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are not instantaneous,

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both when creating and deleting

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policies and templates.

00:01:19

Once all changes are reflected in Teams,

00:01:21

you will find these templates

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when creating a meeting in the

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calendar at the top right,

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open the drop down menu to select

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the newly created meeting template.

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