Meetings and Calls

Meetings in Teams are a way to contact and collaborate with your colleagues using a range of tools. You can use audio, video, and screen sharing. You do not need to be a member of the organisation or have a Teams account to join a Teams meeting, meaning you can invite guests to your meetings if necessary.   

Your calendar in Teams is connected to your Exchange calendar. This means that when you schedule a meeting in Outlook, it will show up in Teams and vice versa. You could also add Teams to your Outlook meeting.  

Note: The maximum number of people you can have in a meeting (that can chat and call in) is 250. The maximum number of people you can have in a video or audio call from a chat is 20.

Schedule a Meeting

  1.  Select Schedule a meeting in a chat (below the message box where you type the text for a new message) to book a meeting with the people in the chat OR go to Calendar on the left side on the side bar and select Newmeeting on the top right corner
  2. Select a range of time in the calendar. A scheduling form will pop open. You can give your meeting a title, invite people, and add meeting details.
  3. Use the Scheduling Assistant to find a time that works for everyone
  4. Select Save once you have filled out the details. This will then send an invitation to everyone’s Outlook inbox 
  5. You can manage meetings by selecting Calendar to view your appointments and meetings for the day or work week – these are synchronised with your Outlook calendar. You can see who is attending the meeting, what it is about and respond to the meeting.

For more information click here

Create a Meeting in a Channel

If you want to hold an open meeting with your team within your channel, you can create a meeting with your colleagues. 

  1. Select Meetings in the side bar > select + New meeting on the top right corner 
  2. A pop-up window will appear with the details of the meeting for you to select
  3. Under Select a channel to meet in, select the arrow to choose which channel you want to hold the meeting with
  4. Copy and paste the channel info in Location
  5. Add a description
  6. Select Schedule – the meeting will be visible to everyone in the team
Click to watch the video Click to watch the video

For more information click here

Create an Instant Meeting – Meet Now

You can turn any conversation into a meeting with a few steps. This can allow you to add audio, video and share your screen with your colleagues as you work together. 

  1. To start a meeting, do either:  
           - Select the camera icon in a new conversation 
           - Select the camera icon in a channel below the text box 
           - Select the camera icon in a channel when you are replying to a message
           - Select the camera icon in an existing conversation to keep all that conversations’ context  
  2. A video preview will appear  
  3. Add a Subject for the meeting 
  4. Select Meet Now
  5. Select the names of the team members you want to invite to the meeting. You could also type in a phone number. You can add people outside the organisation that are not using Teams

For more information click here

Joining a Meeting in a Channel

If one of your colleagues organised a meeting, you can join it to continue collaborating.  

  1. To join a meeting in an ongoing channel, select the camera icon next to the channel name/conversation/ etc. This camera icon will appear when the meeting is ongoing
  2. Select Join > Join Now  
  3. The meeting will appear on the Conversations tab along with any notes or files shared

For more information click here

Schedule a Teams meeting from Outlook

If you want to use Teams alongside Outlook, you can create a new Teams meeting directly from Outlook to help you organise better and others can join, view, or accept the meetings through either application. 

  1. To schedule a meeting, open Outlook, and switch to Calendar view. Select New Teams Meeting at the top of the ribbon 
  2. Add your invitees to the To field – you can invite entire contact groups as well. You can also invite people from outside the organisation from Outlook by adding them as guests  
  3. Add your meeting subject, location, start time, and end time.  
  4. Select Send 

For more information click here

See all your meetings in Teams

You can view all your upcoming meetings and appointments to help you organise your time.  

  1. Select Calendar on the side bar 
  2. You will see a full calendar – you can switch between day, work week or full week  
  3. This shows you everything that is scheduled in Teams, Exchange, or Outlook
  4. By clicking on a specific meeting, you can either:  
           - Join a meeting
           - View calling details
           - View and chat with participants  
           - Respond to the meeting invitation  
           - Cancel the meeting if you are the organiser  

For more information click here 

Changing Participant Settings for a Meeting

There are default participant settings when creating a meeting. An organiser might want to change them for a specific meeting. They can make these changes such as the meeting permissions, who gets into the meeting directly, and who should wait for someone to let them in. 

  1. Go to Calendar on the side bar, select a meeting  
  2. In the meeting invitation, select Meeting Options
  3. OR During a meeting you can select the Show participants icon from the meeting controls and above the list of participants, choose Manage permissions
  4. Things that can be changed include:  
            a) Decide who gets into meetings directly and who should wait for someone to let them in. If you choose to have people wait in the ‘lobby’, you will see the list of people waiting and from there you can choose whether to admit or deny them
            b) Get a notification when callers join or leave - select the toggle next to Announce when callers join or leave 

For more information click here  

Changing Participants Roles

If you are organising a meeting with multiple attendees, you might want to assign roles to each participant to determine who can do what in the meeting. The roles available are presenter and attendee. Presenters can do just about anything that needs doing in a meeting, while the role of an attendee is more controlled.

  1. Before a meeting, you need to send out the meeting invite before you assign roles  
  2. After you have sent out the meeting invite, go to Calendar on the side bar, click on the meeting you have just created and select Meeting options.  This will bring you to a webpage, you can see a few choices under who can present? You can select those that will be presenters and attendees
  3. During a meeting, go to Calendar on the side bar, and select Meeting options. Use the dropdown menu for Who can present to select a new presenter
    a) Click on Show participants in meeting controls to see the list of people in the meeting  
    b) You can hover over the name of the person whose role you want to change and click More options through the three dots icon. From here you can select Make presenter or Make attendee 

For more information click here  

Sharing screens in Meetings

If you want to share content on your computer screen with your team, you can use this tool. This can be showing a file you have been working on, or have a demonstration for example. 

  1. Select the share screen icon in the call to show your screen to other people in the meeting  
  2. A selection of options will appear including Desktop, Window, or file. Choose what you want to show.  
    - If you want to show your entire desktop select Desktop.  
    - If you wish to show only a specific application (e.g. Excel) select Window.  
    - If you wish to share a specific file or presentation, select the file, or select Browse to find other files you want to share
  3. After you select what you want to show, a red border will surround what you are sharing  
  4. Select Stop Sharing to stop showing your screen

For more information click here 

Including System Audio

Sharing your system audio lets you stream your computer audio to meeting participants. You can use this to play an audio clip or video as part of a presentation. 

  1. Select the Share icon whilst in a meeting on your meeting controls  
  2. Select Include System Audio. This means that when you share screen, all your system audio, including notifications, will be included in the meeting

For more information click here 

Give and take control of shared content

If you want another meeting participant to change a file, help present or demonstrate something on your screen, you can give control to that person. You will both be in control of the sharing and you can take back control anytime.

Give control: 

  1. On the sharing toolbar, select Give Control
  2. Select the name of the person you want to give control to. Teams will send a notification to that person to let them know you are sharing control. Whilst you are sharing control, they can make selections, edits, and other modifications to the shared screen.  
  3. To take back control, select Take back control  

Take control:  

  1. To take control whilst another person is sharing, select Request Control
  2. The person sharing will approve or deny your request
  3. You can make edits, selections, and other modifications on the shared screen  
  4. To stop control, select Release control to stop sharing control

For more information click here

Recording a Meeting

Record any meeting or call to capture the audio, video or screen sharing activity. The recording is saved in the cloud and it can be shared securely across your organisation.  

Note: whiteboards and shared notes are not captured in meeting recordings. Also, when viewing a meeting recording, you will see no more than four people’s video streams at once.

  1. Start or join a meeting 
  2. To start a recording, go to meeting controls and select More options through the three dots icon  
  3. Select Start Recording
  4. Everyone in the meeting will be notified that the recording has started, and it will get posted to the chat history for it to be available for all participants  
  5. To stop recording, go to the meeting controls, select Moreoptions through the three dots icon, select Stoprecording 
  6. Microsoft are currently rolling out a change to the way Teams recordings are saved for organisations with the educational licence used by the LSE.
    Previously Teams recordings were automatically updated to the Stream account of the person who starts the recording.  Stream can be used to share the recording to anyone in the organisation. 
    In future, Teams recordings will not automatically be uploaded to Stream but will be available in the meeting chat for 20 days, for meeting participants to download and view - and to upload to Stream if required. 

For more information click here 

Play and Share Recordings

If you wish to access the recording of a meeting you were part of, you can access, share, or even download the recording. 

  1. Play a recording from the meeting chat – go to the chat history in teams, select Play to the meeting recording directly in teams 
  2. Play a recording from streams – if you own the meeting recording, you can find it on Microsoft Stream 
  3. Select My content, then select Videos 

Share the recording

If you recorded the meeting, you could share the recording with people outside the organisation or those that did not attend the meeting 

  1. Set up the video permissions on Stream – go to recordings in the chat history, select More options through the three dots icon, select Open in Microsoft Stream.
  2. Change permissions for the video to allow groups and individuals to view it on Stream. In the Stream portal, under the video, select More options through the three dots icon and select Edit  
  3. In the Permissions section, add people or groups who need viewer or owner access to the video  
  4. You can get the link for the recording too – go to the meeting recording on the chat history, select More options through the three dots icon, select Get Link  
  5. In the Get Stream Link dialog box, select Copy
  6. Paste the link into an email or Teams message and select Send

Download a meeting recording

Recording owners can download and distribute the meeting recordings  

  1. Go to the meeting recording in the chat history and select More options through the three dots icon, select Open in Microsoft Stream 
  2. On the Stream portal, select Download original video
  3. Add the video to a Teams conversation by selecting Attach beneath the message composition box, or you could share the recording through email, etc. 

For more information click here 

Using Microsoft Whiteboard

You can collaborate with others in real time and sketch ideas on a virtual whiteboard. You can also have the notes attached to the meeting. 

  1. After joining a meeting, click the Share icon in the meeting controls  
  2. In the Whiteboard section, select Microsoft Whiteboard  
  3. This will create a new Whiteboard canvas and Teams meeting attendees will be able to ink on it  
  4. To begin, click on the Pen icon, select a colour, and begin to draw, sketch, or write on the board  
  5. To access the whiteboard after a meeting the whiteboard will be available to all participants from the Teams meeting chat, in a tab labelled Whiteboard 
  6. Whiteboard is only available for calls with three or more participants 

For more information click here 

Including/ Editing Live Captions and Meeting Transcript in the call

Live events and meetings can have live captions and subtitles in up to six languages as well as the language that is being spoken. Event organisers can select the language they prefer from a list of over 50.  

  1. To set up live captions and subtitles, select the Captions box when scheduling the event  
  2. Use the Translate to menu to add up to six languages. Attendees can choose which language they prefer for captions and subtitles as well as the language that is being spoken (for example, if the spoken language is English, but you know the attendees are from the Netherlands, you can select Dutch (Netherlands) to generate captions in Dutch)  
  3. Tips for generating captions – speak clearly and directly into the mic, avoid locations with background noise, avoid having multiple people speaking at the same time  

You can download the transcript after the event has finished: 

  1. Click on Calendar in the side bar and look up the event  
  2. Select Live event resources and find Transcripts  
  3. You can see the transcript for each of the languages that was selected for captions and subtitles  
  4. Select Download to download them  

Attendees in a meeting can turn on live captions:

  1. Select Captions/Subtitles on through the video controls  
  2. To change the caption language, select Settings then select Captions/Subtitles and choose the language that you want

Note: Live captions and subtitles are only available for live events produced using Teams and curse words will be starred out  

For more information on captions in a live event click here 

For more information on using captions in a teams meeting click here

Editing Meeting Transcripts

When having meetings, it could be useful to read the meeting transcript afterwards. You can make any edits for missed words or mispronunciations if necessary. These could be shared with the team afterwards.  

  1. The recording owner (the one that started the recording) can edit the closed caption transcript after the recording has been uploaded to Microsoft Stream  
  2. In Teams, go to the meeting recording in the chat history  
  3. Select More options through the three dots icon, select Open in Microsoft Stream  
  4. Open the Microsoft Stream portal, click on the three dots icon and select Edit  
  5. Under Options, go to Captions and click Download file  
  6. Download the VTT caption file and make the necessary changes and save it on your computer  
  7. Go back to the browser and uncheck Autogenerate a caption file  
  8. Click Upload a caption file, click Select file, find your VTT caption file, then click OK  
  9. Click Apply  

For more information click here

Changing your background photo for video calls

If you want to change what appears behind you in a video conference, you can change your background by blurring it or replacing it with a different image.  

Before a meeting:

  1. When setting up your video and audio before joining a meeting, select Background effects This is next to the button for the microphone switch  
  2. Background options will display on the right  
  3. You can choose Blur to blur your background. This means that you will appear clear, but your background will be concealed through a subtle blur  
  4. You can choose to replace your background with one of the images provided or one of your own. To do this, select Add new to upload an image   
  5. Make sure that the files you upload are .JPG, .PNG, or .BMP 

During a meeting: 

  1. If you have already joined a meeting, you can go to your meeting controls and select More Actions through the three dots icon > Select background effects  
  2. Select blur to blur your background or choose from available images to replace it  
  3. You can also upload your own image by selecting Add new  
  4. Make sure you pick a file that is either .JPG, .PNG, .BMP  
  5. You can preview the background before you apply it to see how it looks 

For more information click here 

Taking Meeting Notes

Meeting notes are a great place to capture and share notes before, during and after a Teams meeting. Only the people in the same organisation can access the meeting notes and the meeting organiser can access or start the meeting notes. They are available for meetings with up to 20 people. And only those who are invited to the meeting before the meeting notes are created will have access to them. People that are involved later will not have access.  

Before the meeting:

  1. Go to Calendar on the side bar and then select Chat with participants.  
  2. Select the Meeting Notes tab and then Start taking meeting notes  
  3. You can add agendas or important discussion points  
  4. You can also add @mentions to get people’s attention or assign specific action items  

During a meeting: 

  1. Go to the More Options button with three dots icon and select Show meeting notes in your meeting controls.
  2. IF you have not taken any meeting notes yet, select Start taking meeting notes  
  3. You can use the controls at the top of the panel that appears to format and layout the text.  Adding a new note: select Add a new section here  
  4. Use @mentions to draw attention to a specific note or assigning an action item  
  5. Notes can persist from meeting to meeting, where each meeting becomes a new section in the notes  

After the meeting

  1. If you want to access the notes from a channel meeting, go to the channel where the meeting occurred and find the meeting. Beneath if you can select Show notes in full screen 
  2. If you want to access the notes from a private meeting, go to chat, find the meeting chat in your chat list, and select Show notes in full screen
  3. The meeting notes will open in a Wiki tab that you can read or add to. You can edit and format the tab just like any other Wiki tab

For more information click here 

Raising your hand in a Teams meeting

If you want to make a comment during a meeting or ask a question for example, you can raise a virtual hand to let people know you want to contribute without interrupting the conversation.   

  1. Select Raise your hand in the meeting controls – everyone in the meeting can see that you have raised your hand.  
  2. Meeting presenters will get a notification that you raised your hand and can lower it once you have had a chance to talk
  3. Presenters can see the list of everyone in attendance by selecting the Show participants icon in meeting controls  
  4. Anyone who has raised their hand will have an icon next to their name  
  5. If multiple people raise their hand, they will be listed in the order in which they raised them 

For more information click here 

Multi-Tasking during a Meeting

You might need to work on some files, reply to another message or check the latest activity during the call.   

  1. Whilst in a meeting, you can make the meeting window smaller at the top of the app. You will always have access to the meeting controls e.g. muting, unmuting your microphone  
  2. Select the smaller meeting window to make it full screen again

For more information click here

Create a Live Event

You could plan and schedule a live event. This is an extension of meetings where you can produce events for large online audiences with more control over video, audience interaction and reporting  

  1. To create a live event, select Meetings in the side bar and select New meeting  
  2. At the top of the dialog box, select New meeting > New live event
  3. Add the meeting title, date and time information and other details
  4. You can assign roles for the live event, adding the names of the people who will be presenting and producing the event. This is done in the Invite people to your event group box.  
  5. Select Next  
  6. Under Live event permissions, choose who can attend your live event  
  7. Make selections under How you plan to produce your event?
  8. Select Schedule  
  9. Select the Get attendee link to copy the unique code. You will use this to post or send the invite to anyone attending the event  
  10. To attend a live event, select the live event link. You can join by signing in or joining anonymously 
  11. Attendees can use the controls at the bottom of the screen to pause, adjust volume or video quality

For more information click here 

Produce a Live Event

Before starting a live event, you need to set everything up. The producer’s screen has three areas to use to host the event. What is live is on the right side. On the left you can see Queue to show you what is next. At the bottom, you can see all the content you can share.   

  1. Select Calendar, select the live event and Join
  2. To share your desktop or a window, select Share and add the content you would like to share
  3. Select the content you want your audience to see from the bottom of your screen to preview it in your queue (on the left) before sending it to what is live (on the right)
  4. Select Send Live to move a feed from the preview to live
  5. Select Start to start broadcasting  

For more information on how to video a live event click here

For more information on best practices for producing a live event click here 

Moderating Q&A

In a live event, attendees can start asking questions even if the event has not started. The questions will only be visible to moderators until they publish them to the event’s participants.

  1. Participants in a live event can engage in Q&A by asking questions if the moderator has enabled this. Select Q&A on the right side of the screen and select Open as moderator to enable this tool. 
  2. Type your question in the compose box and select Send. If you want to ask your question anonymously, select Ask anonymously
  3. To publish the questions, and make the answer visible to everyone, select Publish to make the question and answer visible to everyone. Select a question and choose Private reply to respond to it. The answer is instantly available to the person who asked the question.  
  4. Producers and attendees can like questions by selecting the thumb icon  
  5. If participants or moderators want to say something to everyone in a chat, they can type an announcement at the bottom of the panel and select Send 
  6. When the event is over, you can download reports including the Q&A report by selecting the menu button on the live event invite  
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