Organizing online meetings in Teams Replay

In this video, you will learn about organizing online meetings in Teams.
The video covers how to start meetings online, prepare for them, what to do during the meeting, and what to do afterwards.
This will help you effectively organize and conduct online meetings using Microsoft Teams.

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online meetings in Teams.

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As you all know, we are confined

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for a longer period of time, and we all have to

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learn how to Telework.

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And, even remotely, you will be able to organize your online

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meetings in Microsoft Teams. Know that Microsoft has made

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this application available for the next six months for free.

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So for the next 30 minutes, we're going to see how to start

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meetings online, how to prep

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those up, what to do during the meeting and what to do

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afterwards. The objectives is to get us started with

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this new workspace on the 3.0 meeting.

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We're going to grasp how powerful Teams can be, when

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working remotely.

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So... In Telework #1, we've seen how to create a team with

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channels. In Telework #2, we learn how to communicate with

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our team via chats, switch from chats to web conferencing,

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adjust our notifications,

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and save messages. But also, how to organize our contact list.

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Now when it's going to come to organizing meetings, you're

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going to either organize meetings with people within your company, and

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sometimes you will have to organize meetings with people

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outside your company.

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So... You can either

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add the contacts... I'm talking about people outside

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your company. You can add them to your contact list in

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Microsoft Teams.

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By going to the "Calls" tab, prior to organizing your meeting. So

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remember: to add someone to the contact list, you go to the

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"Calls" tab. In Microsoft Teams, you go to "Contacts", then you

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press "Add contact".

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All you have to do is type in the person's name,

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to verify if they're in the contact list first. If they're not,

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you're just going to have to type their email address.

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So I already put in Sabri, but if he wasn't there I would have

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to add him from here. So that would make it easy to plan for

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meetings. But, in the event that it did not add that person to

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the contact list, I can do the copy link from the virtual

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Meeting room and insert it in an email message, that I can send to

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this new guest. That's one way to organize. So now, let's see

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the calendar, in

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Teams. Remember: the list of contacts and calendar, in Teams

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are synchronized with the ones in Outlook. So, anything you put in

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the calendar from Teams will appear in Outlook Calendar, and

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vice-versa... When you're on the calendar in Teams, you got two

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buttons that show on the top right. "Meet now"

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is for instant meetings. If you want to plan a meeting, it

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will be the "New meeting" button. In the "New meeting" button, you

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have to add a title. So let's say: "Gamma meeting".

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If the meeting is recurrent or not, you have to decide

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so too. Then you can add the required attendees. So maybe

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let's say I'm just adding this outsider to my meeting.

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OK, let me try someone else... Maybe I removed it from the

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contact list... OK, here we go... So we got Lisa...

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Amaury... But then again,

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I could have added someone optional. Those are the required

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people. Then I'm moving onto "Optional" and perhaps here I'm

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going to invite Frank.

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But let's say I wanted to invite an entire channel. I

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could have gone here and locate the name of a team.

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And then invite "Members VIP" for instance. And just like that, I

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invited two people here, one optional on this line, and an entire

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channel. Now if I want this meeting to be recurring,

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I can say either "Weekly", "Monthly", "Yearly"... I can

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adjust all that.

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To make it simple today we're going to say "Daily".

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Add location...

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Actually, no, I don't want it daily. What am I doing?

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It's a one time occurrence that I want to choose.

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Well, let's say weekly, but it's going to be on Monday... So,

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I made this meeting recurring,

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so it occurs every Sunday, to make things simple or make sure

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there's nothing in the calendar... It's a demo account, that's why

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I'm doing that, so anyway... So I

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invited an entire channel... I can also add a location from Google

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Map, but here this is where I would put a list of things to do

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for the meeting.

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And of course you can add more information, links and

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stuff inside the body of this message. But if you want to

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use the Scheduling Assistant...

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Remember, the Scheduling Assistant will help you find

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immediately an available time for everyone, and it shows it

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here: "Available". So I can easily, like this, make it a one hour

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and a half meeting, or not.

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You see? Make it earlier or not... And there, I found a time for

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this meeting and all I have to do now is go back to details.

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Then I can press the "Send" button. So, this is...

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For the date of June 21st, every

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monday... I know it says from PM, it doesn't matter. I'm

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going to say "Send"...

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And now, if I go to my Outlook calendar...

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And June 21st...

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OK, hold on... "Work week"... Let me make it the entire week, so I can

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see my whole calendar.

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Alright, so now we're on the 21st that meeting, you see, has

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been scheduled from Teams and it appears right here. If I double

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click to open this meeting...

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Let's open the entire series...

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You will see that in the body... And hold on, it appeared

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on my other screen...

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If I open it, a link has been added to this

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meeting. And, from here,

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I can also add...

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Let's say there were somebody

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outside the company, and I want to suggest more

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available time, I can use the "Findtime" tool, instead of

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the Scheduling Assistant. So we use the Scheduling Assistant in

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Teams, which is the equivalent of the Scheduling Assistant in

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Outlook. It's the same

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principle. With the Scheduling Assistant in Outlook, I can

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locate easily the available times for every single person, except

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for where to invite somebody outside the company. I don't

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have access to their calendar, and I don't have access... So they

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are off the network.

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With the Scheduling Assistant, I can offer only one suggested

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time. So the other tool you may have available... Let's say, I'm

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going to make my meetings for

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the 22nd, on Mondays. And I'm going to organize a new meeting

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request. We call it...

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"Gamma 2". So this way we know it's the second meeting

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I'm organizing. "Gamma 2". Again, "Required"...

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So I can invite an entire group, but I'm just going

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to invite a few people just so we can see what it does.

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Let's say this person, Dina, you can see there's a personal email

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address that does not belong

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to the company.

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Let me add again more people: Frank

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And Laurent.

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Right? So just like that, I've added four employees, one person

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from the outside.

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But I'm not going to add the Teams meeting link. What I'm

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going to do is I'm going to

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offer several meeting times for this guest that is outside the

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company. In order to do so, I'm going to use the new meeting

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poll, which is the Findtime

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plug-in.

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If you don't have it on your ribbon, you just have to add it

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by going to your... I'll show you that at the end... And you can type

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Findtime, and add it to the ribbon. You'll just have to

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close your Outlook and relaunch it again for it to be available

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So... This is more

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practical for people outside the company, because you can suggest

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different times faster. So anytime I see

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everyone in green and gray, it's good. Any other color, I'm not

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interested. Purple would mean the person is temporarily

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available. Red: this person is busy. So anytime I see

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green everywhere, I can suggest

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these times. I can go back and choose more dates,

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and, like that, quickly suggest

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times. Say...

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OK, "Next".

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And you see, I have three times offered here. If I want to

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suggest two more times... Let me pick a different date.

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Here you go... Here you go... So every time it turns blue, that's

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the suggested time.

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And then I get a recap. So I have the days I've chosen, with the

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hours that I've picked.

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And I can go to "Back".

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On the top section of the window, I could have selected

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different duration time for the meeting, but I'm going to leave

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it at 30 minutes. But here, you could have also choosing the

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time zone if you deal with an international client, for

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instance. So, "Duration", you start from here, the time zone, and then

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you select the dates and time. When you're done, you say "Next".

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"Add to email", so it's going to incorporate

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a button. So, when people get that email all they have to do is

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click on that button. Even the organizer can vote

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on his preferred time, out of those five options that

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are provided.

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So, this should open... Let me do it again... It didn't work...

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Alright... It should open my browser automatically, so my

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default browser here is Microsoft Edge. Let's give it a

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few seconds... You see immediately shows the name of the organizer

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and the list of attendees: all the people that

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were invited. So, remember, Dina Harbi is the one that is

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considered a guest, outside the company. So, it seems I'm

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Oliver Lodge, I can only vote for myself.

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So once you've connected to the Findtime platform, you have

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the recap with the options. And here I can say I prefer 3:20.

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This is a no... This is a yes... I prefer this... And yes for that...

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And then I say "Vote".

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Why do I like this plugin or application? It's basically...

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If I have suggested five options, those five options

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are going to be blocked on my Outlook calendar until a vote

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is taken. So when I get everybody's responses and

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finally one date and time has been decided, automatically

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all the other options will be deleted from my calendar. Only

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one will be retained, and then I can go back to it and finally

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insert the Microsoft Teams link to this meeting. And this

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is why this is practical.

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I'm going to close this window... So normally, I would have sent

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that email to everybody...

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And just like that,

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they will get to vote on these hours.

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I can close this window. That's the initial window. So that's

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one way. Now remember, when you start a meeting request,

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You have the bottom Teams meeting if you're starting

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it from Outlook.

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By clicking on the Teams meeting button, this is what inserts the

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link that leads to the video conferencing, for that meeting.

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So, when the time comes, every guest will just have to click on

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the Microsoft Teams link, which

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will open up Microsoft Teams interface directly. You see

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"Meeting now", and I say "Join Now".

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Once you arrive in a meeting,

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you have the option, of course,

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to view

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the participants list here.

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I can re-click on this button: I open it again as the

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participants list window. I can close the button from

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here. If it's an ad hoc meeting, there's a link I can

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copy it from here, that leads to that meeting and I can

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insert it in an Outlook message for instance, or a

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Gmail message. If I want to add people instantly from

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this window, I can just type their name from here.

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If I want to start a conversation during a meeting, I

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can do so: it's the conversation thread for that meeting. So: "Hi

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all". All the participants that come into this room will be able

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to see the message.

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If I want to do a share screen when the people arrive in the

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meeting, I just press here.

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If I wanna include the audio for a PowerPoint presentation, I have

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to remember to check this box

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first. So, if I want to include a whiteboard, I can. That's for

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brainstorming... Or include

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any PowerPoint demonstration... Presentation,

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sorry! So it's going to open a new toolbar on the

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top left, here. It shows that I have 11 slides in

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this presentation. I can turn the presentation...

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I can turn the slides for this presentation, you see, I'm on

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slide 4. And if I hover over the eye... If I disable this

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button, it will prevent people from turning the pages instead

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of me. If I want to stop presenting, I will stop

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presenting here. Know that the minute you do a share screen,

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there's another toolbar that will pop from the top of the

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screen that will allow you to give control to someone else, so

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they can literally take the control of your mouse,

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and turn the pages to your presentation, look for

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information anywhere on your desktop... It's literally like the

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Teamviewer software, you know, for IT technicians to fix

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computers remotely.

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But, of course, on the top toolbar where it says give control there

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will be a list of names of the participants. You can choose who

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you going to give control to. At any point in time, you can stop

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that control as well.

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So now, I'm just going to press "Stop presenting".

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And I'm going back to the

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meeting chat. So, from here, you also have the option to

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record your meeting by "Start recording". When you start

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recording, of course, let know everybody else they're being

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recorded. The convenience of recording a meeting: if

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somebody has missed a meeting, you don't have to

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repeat yourself. At the end of the meeting, you just go back

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to the three little dots. Press "Stop recording".

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The audio/video of that meeting, everybody has been

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recorded, so that person that missed the meeting, all they

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have to do is locate

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the tile, which is the audio video,

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in the conversation thread. And they can playback the meeting

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anytime they're available.

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So again, prior to starting a meeting...

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You have the camera that you can activate or not. If you activate

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the camera, you have the possibility to blur the

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background. If you don't want anyone else seen behind you.

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You're working from home, remember? If you want to be seen

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on camera, but you don't want the people that are working

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behind you to be seen on camera, you can say: "Show background

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effects". And so you can blur the background or select a

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personalized picture. It's up to you.

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And so... If I select the beach for instance, this is

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the background that will show with me on camera.

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And then you press "Apply" and this is how it appears.

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So remember, if you want to share screen something,

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you can pick three types of share screen: "Desktop", "Window"

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And a PowerPoint. You can also do a Whiteboard presentation

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for brainstorming.

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Once you're done sharing, you can stop the sharing

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also from that same icon.

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So I'm going to deactivate the mic...

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Sorry, the camera! And when you deactivated the camera,

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just by clicking here again...

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OK, I'll close this window... So just remember: list of

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participants. Click on that button again, the pain

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disappears. You want the conversation pane up: chat

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conversation appears or disappears. People can raise

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their hands during a meeting. On the participant side, when they

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do appear in the meeting room, all you have to do is right

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click on their name and you will have the option to either mute

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their microphone, give them the presenter role, or remove them

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from the room. Those are the three options when people appear

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here. The other thing is... You see my name: "Oliver Lodge".

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I'm the organizer. Any other member that would have joined

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me into this meeting would appear as a participant. I

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right click on participants name an I have the three

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options that will appear.

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So those are the options. But what's great is that you can

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multitask during a meeting. That means if you need to look for

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information, let's say on your contact list, you are free to

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click anywhere on these tabs on the left Side banner. So, if I

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want to go, for instance, locate a file in my library, I can do, for

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instance, a right click here, get a link to file.

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Copy this link.

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Click anywhere on the thumbnail, 'cause now you

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notice that that black chamber, which is the video

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conferencing room... I can still see and hear the people, so

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I'm not missing out on anything while I'm looking for

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the information. And when I'm ready to get back, I click

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anywhere on that black thumbnail.

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And then I'm back in the black chamber. So I see what's going

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on. I click on the conversation an now I can provide them the

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link to that file, for instance, and I press "Enter". So again, you

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have the possibility to make messages important. You can

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attach files during a meeting, so you can still chat in

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conversation with all the participants, you listen to the

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presentation and you can look for information somewhere else.

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And you can record the meetings, but ,remember, you have to go back

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to those three little dots to stop the recording from here.

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Once you're done with the meeting, then you

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press the red phone.

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And that's how you

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plan a meeting. So it can be an adhoc meeting or planned meeting.

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You can plan your meeting either from the calendar in Teams, or

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start from Outlook in the calendar in Outlook. Remember,

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"Meet now" is the ad hoc meeting, so once you're in that room this

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is then that you invite the

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people. A "New meeting" is a planned meeting, so

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ahead of time, you will invite the participants. But

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of course even during a planned meeting, you can add more

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people as you go along.

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Now the only thing I have not mentioned is... Let's see...

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If I go to a meeting that is planned... Let me go back

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to this one for instance...

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OK, this one I didn't finish putting stuff into it...

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Let me go to the Sunday one.

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Alright, this one here.

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So the day of the meeting, all you have to do is press

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the "Join" button.

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When I'm in the meeting...

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I can give a title to the meeting, remember? It says

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"Gamma meeting weekly".

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I can adjust the settings for the audio and video.

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I can make a test before I join the meeting to make

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sure all is correctly set.

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Audio, video, quality is good to go, and then once this is

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done... If you don't want to be seen on camera, you can

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deactivate it. If you want to be seen on camera and blur

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the background, it's over here again.

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Once you're done with this part, you go back to "Join now".

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Now, I'm inside the meeting.

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On this button here, the three little dots, there's something

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that's called "Show meeting notes". "Show meeting notes":

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when you click on this button, take notes. It leads to a Wiki

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application. So, once you activate meeting notes,

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you have to type the name of a section. So we call it "Meeting"

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and the date. Well, let's use today's date for instance.

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And then I can write my notes here.

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Just by doing that...

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I'm done with writing my notes. You see: "View notes

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tab". It actually creates a tab directly. So you see, this was

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a meeting that I've organized with "Membres VIP". The channel

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that I invited. So...

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Automatically "Notes de la réunion", it's in French, but it's

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basically saying "Meeting notes" that was added automatically. If

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I were to start a share screen with a whiteboard, it will add

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also a whiteboard tab

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to the channel, where I organized

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the meeting. That's the part I left off. So again,

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remember: we can organize meetings either from Outlook

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or from Teams. They can be

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"Meet now" meetings, which are

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ad hoc meetings, you're being spontaneous... Or you can plan a

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meeting. And when you plan a meeting, if it's with people

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inside a company, you can use the Scheduling Assistant. But, if

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you're going to invite people outside the company and you need

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to provide different options... Several options, that is, you

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will use the Findtime plug-in in Outlook. You don't have that in

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Teams, so do it from Outlook. And

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then... Once you've organized your meeting...

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Remember, you have different tools you can use

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during the meeting.

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You can view the participants list, the conversation list... You

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can do a share screen

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of your Desktop, a window, a PowerPoint or a whiteboard.

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You can also record the meeting and obtain

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the recording soon after the meeting is done. You can

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also add notes to the meeting, which will be tide

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to the weekly notes.

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And so people will all be able to collaborate and co-edit on

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those notes with you.

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So, after the meeting is over,

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what you wanna do

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is... So let me end this meeting...

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I did launch the recording, but I don't think

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it was for this meeting, so what I'm going to do is I'm

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going to go back to the chat...

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From the "Chat" button, I'm going to use the filter. I'm going to

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locate all the meetings just to show you an example.

00:27:08

You see, the most recent recording that I've did

00:27:13

from a meeting.

00:27:18

This is what the thumbnail would look like. So when the

00:27:21

person has missed the meeting, they just have to

00:27:23

locate the meetings conversation thread, and click on

00:27:28

the little thumbnail and they can view

00:27:31

the video directly from the Microsoft

00:27:34

Teams interface.

00:27:38

So that's it for today! So we saw that, in Microsoft Teams, we

00:27:44

can do: adhoc meetings, with lots of tools that are available

00:27:53

and we can multitask during a meeting, we can chat,

00:27:58

we can look for information anywhere on Microsoft Teams tabs,

00:28:02

as well as on our desktop. And then, we can still hear and see

00:28:07

what's going on, and, just by clicking back on the little

00:28:12

black thumbnail, we get back into the video conferencing mode.

00:28:19

So that'll be all for today!

00:28:22

Have a nice day!

Mandarine AI: WHAT YOU SHOULD KNOW