Telework #3: Organizing online meetings in TEAMS

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Keep the meetings scheduled and schedule them in TEAMS!
With Microsoft TEAMS, keep your points steady and create tracking points in times of urgent need. You'll gain flexibility and responsiveness regardless of the size of your team.
Keeping eye contact is important, so turn on your camera! And if you want to keep your environment 
neutral, use the automatic background blurring feature.
If you have the opportunity and as soon as you have the opportunity, make your meetings with your 
camera on: eye contact is good for team morale and creates a bond.
Finally, if you are unable to attend a meeting, please be aware that it can be recorded and reviewed.

Webinar content: 

  • Before the meeting: planning, availability, settings
  • During: Keep your meeting alive!
  • After: Share the meeting, find your notes.
00:00:11
Hello everyone, welcome to this webinar on how to organize
00:00:15
online meetings in Teams.
00:00:18
As you all know, we are confined
00:00:21
for a longer period of time, and we all have to
00:00:24
learn how to Telework.
00:00:27
And, even remotely, you will be able to organize your online
00:00:31
meetings in Microsoft Teams. Know that Microsoft has made
00:00:35
this application available for the next six months for free.
00:00:45
So for the next 30 minutes, we're going to see how to start
00:00:49
meetings online, how to prep
00:00:52
those up, what to do during the meeting and what to do
00:00:56
afterwards. The objectives is to get us started with
00:01:02
this new workspace on the 3.0 meeting.
00:01:06
We're going to grasp how powerful Teams can be, when
00:01:10
working remotely.
00:01:16
So... In Telework #1, we've seen how to create a team with
00:01:21
channels. In Telework #2, we learn how to communicate with
00:01:25
our team via chats, switch from chats to web conferencing,
00:01:29
adjust our notifications,
00:01:32
and save messages. But also, how to organize our contact list.
00:01:37
Now when it's going to come to organizing meetings, you're
00:00:11
Hello everyone, welcome to this webinar on how to organize
00:00:15
online meetings in Teams.
00:00:18
As you all know, we are confined
00:00:21
for a longer period of time, and we all have to
00:00:24
learn how to Telework.
00:00:27
And, even remotely, you will be able to organize your online
00:00:31
meetings in Microsoft Teams. Know that Microsoft has made
00:00:35
this application available for the next six months for free.
00:00:45
So for the next 30 minutes, we're going to see how to start
00:00:49
meetings online, how to prep
00:00:52
those up, what to do during the meeting and what to do
00:00:56
afterwards. The objectives is to get us started with
00:01:02
this new workspace on the 3.0 meeting.
00:01:06
We're going to grasp how powerful Teams can be, when
00:01:10
working remotely.
00:01:16
So... In Telework #1, we've seen how to create a team with
00:01:21
channels. In Telework #2, we learn how to communicate with
00:01:25
our team via chats, switch from chats to web conferencing,
00:01:29
adjust our notifications,
00:01:32
and save messages. But also, how to organize our contact list.
00:01:37
Now when it's going to come to organizing meetings, you're
00:01:40
going to either organize meetings with people within your company, and
00:01:45
sometimes you will have to organize meetings with people
00:01:48
outside your company.
00:01:50
So... You can either
00:01:54
add the contacts... I'm talking about people outside
00:01:58
your company. You can add them to your contact list in
00:02:01
Microsoft Teams.
00:02:03
By going to the "Calls" tab, prior to organizing your meeting. So
00:02:07
remember: to add someone to the contact list, you go to the
00:02:11
"Calls" tab. In Microsoft Teams, you go to "Contacts", then you
00:02:16
press "Add contact".
00:02:18
All you have to do is type in the person's name,
00:02:22
to verify if they're in the contact list first. If they're not,
00:02:26
you're just going to have to type their email address.
00:02:34
So I already put in Sabri, but if he wasn't there I would have
00:02:36
to add him from here. So that would make it easy to plan for
00:02:40
meetings. But, in the event that it did not add that person to
00:02:45
the contact list, I can do the copy link from the virtual
00:02:49
Meeting room and insert it in an email message, that I can send to
00:02:53
this new guest. That's one way to organize. So now, let's see
00:02:59
the calendar, in
00:01:40
going to either organize meetings with people within your company, and
00:01:45
sometimes you will have to organize meetings with people
00:01:48
outside your company.
00:01:50
So... You can either
00:01:54
add the contacts... I'm talking about people outside
00:01:58
your company. You can add them to your contact list in
00:02:01
Microsoft Teams.
00:02:03
By going to the "Calls" tab, prior to organizing your meeting. So
00:02:07
remember: to add someone to the contact list, you go to the
00:02:11
"Calls" tab. In Microsoft Teams, you go to "Contacts", then you
00:02:16
press "Add contact".
00:02:18
All you have to do is type in the person's name,
00:02:22
to verify if they're in the contact list first. If they're not,
00:02:26
you're just going to have to type their email address.
00:02:34
So I already put in Sabri, but if he wasn't there I would have
00:02:36
to add him from here. So that would make it easy to plan for
00:02:40
meetings. But, in the event that it did not add that person to
00:02:45
the contact list, I can do the copy link from the virtual
00:02:49
Meeting room and insert it in an email message, that I can send to
00:02:53
this new guest. That's one way to organize. So now, let's see
00:02:59
the calendar, in
00:03:02
Teams. Remember: the list of contacts and calendar, in Teams
00:03:07
are synchronized with the ones in Outlook. So, anything you put in
00:03:11
the calendar from Teams will appear in Outlook Calendar, and
00:03:14
vice-versa... When you're on the calendar in Teams, you got two
00:03:02
Teams. Remember: the list of contacts and calendar, in Teams
00:03:07
are synchronized with the ones in Outlook. So, anything you put in
00:03:11
the calendar from Teams will appear in Outlook Calendar, and
00:03:14
vice-versa... When you're on the calendar in Teams, you got two
00:03:20
buttons that show on the top right. "Meet now"
00:03:24
is for instant meetings. If you want to plan a meeting, it
00:03:27
will be the "New meeting" button. In the "New meeting" button, you
00:03:32
have to add a title. So let's say: "Gamma meeting".
00:03:42
If the meeting is recurrent or not, you have to decide
00:03:46
so too. Then you can add the required attendees. So maybe
00:03:51
let's say I'm just adding this outsider to my meeting.
00:04:04
OK, let me try someone else... Maybe I removed it from the
00:04:07
contact list... OK, here we go... So we got Lisa...
00:04:13
Amaury... But then again,
00:04:17
I could have added someone optional. Those are the required
00:04:20
people. Then I'm moving onto "Optional" and perhaps here I'm
00:04:24
going to invite Frank.
00:04:27
But let's say I wanted to invite an entire channel. I
00:04:31
could have gone here and locate the name of a team.
00:04:40
And then invite "Members VIP" for instance. And just like that, I
00:04:45
invited two people here, one optional on this line, and an entire
00:04:50
channel. Now if I want this meeting to be recurring,
00:04:56
I can say either "Weekly", "Monthly", "Yearly"... I can
00:05:01
adjust all that.
00:05:03
To make it simple today we're going to say "Daily".
00:05:08
Add location...
00:05:12
Actually, no, I don't want it daily. What am I doing?
00:05:14
It's a one time occurrence that I want to choose.
00:05:20
Well, let's say weekly, but it's going to be on Monday... So,
00:05:25
I made this meeting recurring,
00:05:28
so it occurs every Sunday, to make things simple or make sure
00:05:32
there's nothing in the calendar... It's a demo account, that's why
00:05:35
I'm doing that, so anyway... So I
00:05:38
invited an entire channel... I can also add a location from Google
00:05:43
Map, but here this is where I would put a list of things to do
00:05:49
for the meeting.
00:05:55
And of course you can add more information, links and
00:05:58
stuff inside the body of this message. But if you want to
00:03:20
buttons that show on the top right. "Meet now"
00:03:24
is for instant meetings. If you want to plan a meeting, it
00:03:27
will be the "New meeting" button. In the "New meeting" button, you
00:03:32
have to add a title. So let's say: "Gamma meeting".
00:03:42
If the meeting is recurrent or not, you have to decide
00:03:46
so too. Then you can add the required attendees. So maybe
00:03:51
let's say I'm just adding this outsider to my meeting.
00:04:04
OK, let me try someone else... Maybe I removed it from the
00:04:07
contact list... OK, here we go... So we got Lisa...
00:04:13
Amaury... But then again,
00:04:17
I could have added someone optional. Those are the required
00:04:20
people. Then I'm moving onto "Optional" and perhaps here I'm
00:04:24
going to invite Frank.
00:04:27
But let's say I wanted to invite an entire channel. I
00:04:31
could have gone here and locate the name of a team.
00:04:40
And then invite "Members VIP" for instance. And just like that, I
00:04:45
invited two people here, one optional on this line, and an entire
00:04:50
channel. Now if I want this meeting to be recurring,
00:04:56
I can say either "Weekly", "Monthly", "Yearly"... I can
00:05:01
adjust all that.
00:05:03
To make it simple today we're going to say "Daily".
00:05:08
Add location...
00:05:12
Actually, no, I don't want it daily. What am I doing?
00:05:14
It's a one time occurrence that I want to choose.
00:05:20
Well, let's say weekly, but it's going to be on Monday... So,
00:05:25
I made this meeting recurring,
00:05:28
so it occurs every Sunday, to make things simple or make sure
00:05:32
there's nothing in the calendar... It's a demo account, that's why
00:05:35
I'm doing that, so anyway... So I
00:05:38
invited an entire channel... I can also add a location from Google
00:05:43
Map, but here this is where I would put a list of things to do
00:05:49
for the meeting.
00:05:55
And of course you can add more information, links and
00:05:58
stuff inside the body of this message. But if you want to
00:06:02
use the Scheduling Assistant...
00:06:05
Remember, the Scheduling Assistant will help you find
00:06:08
immediately an available time for everyone, and it shows it
00:06:11
here: "Available". So I can easily, like this, make it a one hour
00:06:16
and a half meeting, or not.
00:06:18
You see? Make it earlier or not... And there, I found a time for
00:06:24
this meeting and all I have to do now is go back to details.
00:06:30
Then I can press the "Send" button. So, this is...
00:06:35
For the date of June 21st, every
00:06:38
monday... I know it says from PM, it doesn't matter. I'm
00:06:42
going to say "Send"...
00:06:02
use the Scheduling Assistant...
00:06:05
Remember, the Scheduling Assistant will help you find
00:06:08
immediately an available time for everyone, and it shows it
00:06:11
here: "Available". So I can easily, like this, make it a one hour
00:06:16
and a half meeting, or not.
00:06:18
You see? Make it earlier or not... And there, I found a time for
00:06:24
this meeting and all I have to do now is go back to details.
00:06:30
Then I can press the "Send" button. So, this is...
00:06:35
For the date of June 21st, every
00:06:38
monday... I know it says from PM, it doesn't matter. I'm
00:06:42
going to say "Send"...
00:06:46
And now, if I go to my Outlook calendar...
00:06:51
And June 21st...
00:07:01
OK, hold on... "Work week"... Let me make it the entire week, so I can
00:07:06
see my whole calendar.
00:07:11
Alright, so now we're on the 21st that meeting, you see, has
00:07:15
been scheduled from Teams and it appears right here. If I double
00:07:18
click to open this meeting...
00:07:20
Let's open the entire series...
00:07:24
You will see that in the body... And hold on, it appeared
00:07:26
on my other screen...
00:07:28
If I open it, a link has been added to this
00:07:32
meeting. And, from here,
00:07:35
I can also add...
00:07:38
Let's say there were somebody
00:07:40
outside the company, and I want to suggest more
00:07:46
available time, I can use the "Findtime" tool, instead of
00:07:50
the Scheduling Assistant. So we use the Scheduling Assistant in
00:07:54
Teams, which is the equivalent of the Scheduling Assistant in
00:07:56
Outlook. It's the same
00:07:59
principle. With the Scheduling Assistant in Outlook, I can
00:08:02
locate easily the available times for every single person, except
00:08:07
for where to invite somebody outside the company. I don't
00:08:11
have access to their calendar, and I don't have access... So they
00:08:15
are off the network.
00:08:17
With the Scheduling Assistant, I can offer only one suggested
00:08:22
time. So the other tool you may have available... Let's say, I'm
00:06:46
And now, if I go to my Outlook calendar...
00:06:51
And June 21st...
00:07:01
OK, hold on... "Work week"... Let me make it the entire week, so I can
00:07:06
see my whole calendar.
00:07:11
Alright, so now we're on the 21st that meeting, you see, has
00:07:15
been scheduled from Teams and it appears right here. If I double
00:07:18
click to open this meeting...
00:07:20
Let's open the entire series...
00:07:24
You will see that in the body... And hold on, it appeared
00:07:26
on my other screen...
00:07:28
If I open it, a link has been added to this
00:07:32
meeting. And, from here,
00:07:35
I can also add...
00:07:38
Let's say there were somebody
00:07:40
outside the company, and I want to suggest more
00:07:46
available time, I can use the "Findtime" tool, instead of
00:07:50
the Scheduling Assistant. So we use the Scheduling Assistant in
00:07:54
Teams, which is the equivalent of the Scheduling Assistant in
00:07:56
Outlook. It's the same
00:07:59
principle. With the Scheduling Assistant in Outlook, I can
00:08:02
locate easily the available times for every single person, except
00:08:07
for where to invite somebody outside the company. I don't
00:08:11
have access to their calendar, and I don't have access... So they
00:08:15
are off the network.
00:08:17
With the Scheduling Assistant, I can offer only one suggested
00:08:22
time. So the other tool you may have available... Let's say, I'm
00:08:27
going to make my meetings for
00:08:29
the 22nd, on Mondays. And I'm going to organize a new meeting
00:08:34
request. We call it...
00:08:37
"Gamma 2". So this way we know it's the second meeting
00:08:40
I'm organizing. "Gamma 2". Again, "Required"...
00:08:46
So I can invite an entire group, but I'm just going
00:08:49
to invite a few people just so we can see what it does.
00:08:54
Let's say this person, Dina, you can see there's a personal email
00:08:58
address that does not belong
00:09:01
to the company.
00:09:03
Let me add again more people: Frank
00:09:08
And Laurent.
00:09:10
Right? So just like that, I've added four employees, one person
00:09:15
from the outside.
00:09:17
But I'm not going to add the Teams meeting link. What I'm
00:09:21
going to do is I'm going to
00:08:27
going to make my meetings for
00:08:29
the 22nd, on Mondays. And I'm going to organize a new meeting
00:08:34
request. We call it...
00:08:37
"Gamma 2". So this way we know it's the second meeting
00:08:40
I'm organizing. "Gamma 2". Again, "Required"...
00:08:46
So I can invite an entire group, but I'm just going
00:08:49
to invite a few people just so we can see what it does.
00:08:54
Let's say this person, Dina, you can see there's a personal email
00:08:58
address that does not belong
00:09:01
to the company.
00:09:03
Let me add again more people: Frank
00:09:08
And Laurent.
00:09:10
Right? So just like that, I've added four employees, one person
00:09:15
from the outside.
00:09:17
But I'm not going to add the Teams meeting link. What I'm
00:09:21
going to do is I'm going to
00:09:25
offer several meeting times for this guest that is outside the
00:09:31
company. In order to do so, I'm going to use the new meeting
00:09:35
poll, which is the Findtime
00:09:41
plug-in.
00:09:42
If you don't have it on your ribbon, you just have to add it
00:09:46
by going to your... I'll show you that at the end... And you can type
00:09:51
Findtime, and add it to the ribbon. You'll just have to
00:09:55
close your Outlook and relaunch it again for it to be available
00:09:59
So... This is more
00:10:02
practical for people outside the company, because you can suggest
00:10:06
different times faster. So anytime I see
00:10:10
everyone in green and gray, it's good. Any other color, I'm not
00:10:14
interested. Purple would mean the person is temporarily
00:10:17
available. Red: this person is busy. So anytime I see
00:10:23
green everywhere, I can suggest
00:10:25
these times. I can go back and choose more dates,
00:10:31
and, like that, quickly suggest
00:10:33
times. Say...
00:10:37
OK, "Next".
00:10:40
And you see, I have three times offered here. If I want to
00:10:44
suggest two more times... Let me pick a different date.
00:10:47
Here you go... Here you go... So every time it turns blue, that's
00:10:51
the suggested time.
00:10:58
And then I get a recap. So I have the days I've chosen, with the
00:11:03
hours that I've picked.
00:11:05
And I can go to "Back".
00:11:07
On the top section of the window, I could have selected
00:11:10
different duration time for the meeting, but I'm going to leave
00:11:13
it at 30 minutes. But here, you could have also choosing the
00:11:17
time zone if you deal with an international client, for
00:11:21
instance. So, "Duration", you start from here, the time zone, and then
00:11:26
you select the dates and time. When you're done, you say "Next".
00:11:30
"Add to email", so it's going to incorporate
00:11:36
a button. So, when people get that email all they have to do is
00:11:40
click on that button. Even the organizer can vote
00:11:45
on his preferred time, out of those five options that
00:11:48
are provided.
00:11:52
So, this should open... Let me do it again... It didn't work...
00:11:58
Alright... It should open my browser automatically, so my
00:12:02
default browser here is Microsoft Edge. Let's give it a
00:12:05
few seconds... You see immediately shows the name of the organizer
00:12:10
and the list of attendees: all the people that
00:12:12
were invited. So, remember, Dina Harbi is the one that is
00:12:16
considered a guest, outside the company. So, it seems I'm
00:12:21
Oliver Lodge, I can only vote for myself.
00:12:31
So once you've connected to the Findtime platform, you have
00:12:35
the recap with the options. And here I can say I prefer 3:20.
00:12:41
This is a no... This is a yes... I prefer this... And yes for that...
00:12:48
And then I say "Vote".
00:12:50
Why do I like this plugin or application? It's basically...
00:12:56
If I have suggested five options, those five options
00:12:59
are going to be blocked on my Outlook calendar until a vote
00:13:03
is taken. So when I get everybody's responses and
00:13:07
finally one date and time has been decided, automatically
00:13:11
all the other options will be deleted from my calendar. Only
00:13:14
one will be retained, and then I can go back to it and finally
00:13:18
insert the Microsoft Teams link to this meeting. And this
00:13:22
is why this is practical.
00:13:28
I'm going to close this window... So normally, I would have sent
00:13:31
that email to everybody...
00:13:38
And just like that,
00:13:39
they will get to vote on these hours.
00:13:44
I can close this window. That's the initial window. So that's
00:13:48
one way. Now remember, when you start a meeting request,
00:09:25
offer several meeting times for this guest that is outside the
00:09:31
company. In order to do so, I'm going to use the new meeting
00:09:35
poll, which is the Findtime
00:09:41
plug-in.
00:09:42
If you don't have it on your ribbon, you just have to add it
00:09:46
by going to your... I'll show you that at the end... And you can type
00:09:51
Findtime, and add it to the ribbon. You'll just have to
00:09:55
close your Outlook and relaunch it again for it to be available
00:09:59
So... This is more
00:10:02
practical for people outside the company, because you can suggest
00:10:06
different times faster. So anytime I see
00:10:10
everyone in green and gray, it's good. Any other color, I'm not
00:10:14
interested. Purple would mean the person is temporarily
00:10:17
available. Red: this person is busy. So anytime I see
00:10:23
green everywhere, I can suggest
00:10:25
these times. I can go back and choose more dates,
00:10:31
and, like that, quickly suggest
00:10:33
times. Say...
00:10:37
OK, "Next".
00:10:40
And you see, I have three times offered here. If I want to
00:10:44
suggest two more times... Let me pick a different date.
00:10:47
Here you go... Here you go... So every time it turns blue, that's
00:10:51
the suggested time.
00:10:58
And then I get a recap. So I have the days I've chosen, with the
00:11:03
hours that I've picked.
00:11:05
And I can go to "Back".
00:11:07
On the top section of the window, I could have selected
00:11:10
different duration time for the meeting, but I'm going to leave
00:11:13
it at 30 minutes. But here, you could have also choosing the
00:11:17
time zone if you deal with an international client, for
00:11:21
instance. So, "Duration", you start from here, the time zone, and then
00:11:26
you select the dates and time. When you're done, you say "Next".
00:11:30
"Add to email", so it's going to incorporate
00:11:36
a button. So, when people get that email all they have to do is
00:11:40
click on that button. Even the organizer can vote
00:11:45
on his preferred time, out of those five options that
00:11:48
are provided.
00:11:52
So, this should open... Let me do it again... It didn't work...
00:11:58
Alright... It should open my browser automatically, so my
00:12:02
default browser here is Microsoft Edge. Let's give it a
00:12:05
few seconds... You see immediately shows the name of the organizer
00:12:10
and the list of attendees: all the people that
00:12:12
were invited. So, remember, Dina Harbi is the one that is
00:12:16
considered a guest, outside the company. So, it seems I'm
00:12:21
Oliver Lodge, I can only vote for myself.
00:12:31
So once you've connected to the Findtime platform, you have
00:12:35
the recap with the options. And here I can say I prefer 3:20.
00:12:41
This is a no... This is a yes... I prefer this... And yes for that...
00:12:48
And then I say "Vote".
00:12:50
Why do I like this plugin or application? It's basically...
00:12:56
If I have suggested five options, those five options
00:12:59
are going to be blocked on my Outlook calendar until a vote
00:13:03
is taken. So when I get everybody's responses and
00:13:07
finally one date and time has been decided, automatically
00:13:11
all the other options will be deleted from my calendar. Only
00:13:14
one will be retained, and then I can go back to it and finally
00:13:18
insert the Microsoft Teams link to this meeting. And this
00:13:22
is why this is practical.
00:13:28
I'm going to close this window... So normally, I would have sent
00:13:31
that email to everybody...
00:13:38
And just like that,
00:13:39
they will get to vote on these hours.
00:13:44
I can close this window. That's the initial window. So that's
00:13:48
one way. Now remember, when you start a meeting request,
00:13:55
You have the bottom Teams meeting if you're starting
00:13:57
it from Outlook.
00:13:59
By clicking on the Teams meeting button, this is what inserts the
00:14:03
link that leads to the video conferencing, for that meeting.
00:14:09
So, when the time comes, every guest will just have to click on
00:14:13
the Microsoft Teams link, which
00:14:16
will open up Microsoft Teams interface directly. You see
00:14:20
"Meeting now", and I say "Join Now".
00:13:55
You have the bottom Teams meeting if you're starting
00:13:57
it from Outlook.
00:13:59
By clicking on the Teams meeting button, this is what inserts the
00:14:03
link that leads to the video conferencing, for that meeting.
00:14:09
So, when the time comes, every guest will just have to click on
00:14:13
the Microsoft Teams link, which
00:14:16
will open up Microsoft Teams interface directly. You see
00:14:20
"Meeting now", and I say "Join Now".
00:14:26
Once you arrive in a meeting,
00:14:28
you have the option, of course,
00:14:32
to view
00:14:34
the participants list here.
00:14:37
I can re-click on this button: I open it again as the
00:14:41
participants list window. I can close the button from
00:14:45
here. If it's an ad hoc meeting, there's a link I can
00:14:49
copy it from here, that leads to that meeting and I can
00:14:52
insert it in an Outlook message for instance, or a
00:14:54
Gmail message. If I want to add people instantly from
00:14:58
this window, I can just type their name from here.
00:15:06
If I want to start a conversation during a meeting, I
00:15:08
can do so: it's the conversation thread for that meeting. So: "Hi
00:15:14
all". All the participants that come into this room will be able
00:15:18
to see the message.
00:14:26
Once you arrive in a meeting,
00:14:28
you have the option, of course,
00:14:32
to view
00:14:34
the participants list here.
00:14:37
I can re-click on this button: I open it again as the
00:14:41
participants list window. I can close the button from
00:14:45
here. If it's an ad hoc meeting, there's a link I can
00:14:49
copy it from here, that leads to that meeting and I can
00:14:52
insert it in an Outlook message for instance, or a
00:14:54
Gmail message. If I want to add people instantly from
00:14:58
this window, I can just type their name from here.
00:15:06
If I want to start a conversation during a meeting, I
00:15:08
can do so: it's the conversation thread for that meeting. So: "Hi
00:15:14
all". All the participants that come into this room will be able
00:15:18
to see the message.
00:15:21
If I want to do a share screen when the people arrive in the
00:15:23
meeting, I just press here.
00:15:26
If I wanna include the audio for a PowerPoint presentation, I have
00:15:30
to remember to check this box
00:15:32
first. So, if I want to include a whiteboard, I can. That's for
00:15:36
brainstorming... Or include
00:15:39
any PowerPoint demonstration... Presentation,
00:15:44
sorry! So it's going to open a new toolbar on the
00:15:21
If I want to do a share screen when the people arrive in the
00:15:23
meeting, I just press here.
00:15:26
If I wanna include the audio for a PowerPoint presentation, I have
00:15:30
to remember to check this box
00:15:32
first. So, if I want to include a whiteboard, I can. That's for
00:15:36
brainstorming... Or include
00:15:39
any PowerPoint demonstration... Presentation,
00:15:44
sorry! So it's going to open a new toolbar on the
00:15:47
top left, here. It shows that I have 11 slides in
00:15:51
this presentation. I can turn the presentation...
00:15:57
I can turn the slides for this presentation, you see, I'm on
00:16:00
slide 4. And if I hover over the eye... If I disable this
00:16:06
button, it will prevent people from turning the pages instead
00:16:09
of me. If I want to stop presenting, I will stop
00:16:13
presenting here. Know that the minute you do a share screen,
00:16:19
there's another toolbar that will pop from the top of the
00:16:22
screen that will allow you to give control to someone else, so
00:16:25
they can literally take the control of your mouse,
00:16:28
and turn the pages to your presentation, look for
00:16:32
information anywhere on your desktop... It's literally like the
00:16:35
Teamviewer software, you know, for IT technicians to fix
00:16:40
computers remotely.
00:16:43
But, of course, on the top toolbar where it says give control there
00:16:47
will be a list of names of the participants. You can choose who
00:16:51
you going to give control to. At any point in time, you can stop
00:16:54
that control as well.
00:16:56
So now, I'm just going to press "Stop presenting".
00:17:02
And I'm going back to the
00:17:05
meeting chat. So, from here, you also have the option to
00:15:47
top left, here. It shows that I have 11 slides in
00:15:51
this presentation. I can turn the presentation...
00:15:57
I can turn the slides for this presentation, you see, I'm on
00:16:00
slide 4. And if I hover over the eye... If I disable this
00:16:06
button, it will prevent people from turning the pages instead
00:16:09
of me. If I want to stop presenting, I will stop
00:16:13
presenting here. Know that the minute you do a share screen,
00:16:19
there's another toolbar that will pop from the top of the
00:16:22
screen that will allow you to give control to someone else, so
00:16:25
they can literally take the control of your mouse,
00:16:28
and turn the pages to your presentation, look for
00:16:32
information anywhere on your desktop... It's literally like the
00:16:35
Teamviewer software, you know, for IT technicians to fix
00:16:40
computers remotely.
00:16:43
But, of course, on the top toolbar where it says give control there
00:16:47
will be a list of names of the participants. You can choose who
00:16:51
you going to give control to. At any point in time, you can stop
00:16:54
that control as well.
00:16:56
So now, I'm just going to press "Stop presenting".
00:17:02
And I'm going back to the
00:17:05
meeting chat. So, from here, you also have the option to
00:17:09
record your meeting by "Start recording". When you start
00:17:13
recording, of course, let know everybody else they're being
00:17:16
recorded. The convenience of recording a meeting: if
00:17:20
somebody has missed a meeting, you don't have to
00:17:22
repeat yourself. At the end of the meeting, you just go back
00:17:25
to the three little dots. Press "Stop recording".
00:17:29
The audio/video of that meeting, everybody has been
00:17:33
recorded, so that person that missed the meeting, all they
00:17:36
have to do is locate
00:17:40
the tile, which is the audio video,
00:17:44
in the conversation thread. And they can playback the meeting
00:17:47
anytime they're available.
00:17:51
So again, prior to starting a meeting...
00:17:56
You have the camera that you can activate or not. If you activate
00:17:09
record your meeting by "Start recording". When you start
00:17:13
recording, of course, let know everybody else they're being
00:17:16
recorded. The convenience of recording a meeting: if
00:17:20
somebody has missed a meeting, you don't have to
00:17:22
repeat yourself. At the end of the meeting, you just go back
00:17:25
to the three little dots. Press "Stop recording".
00:17:29
The audio/video of that meeting, everybody has been
00:17:33
recorded, so that person that missed the meeting, all they
00:17:36
have to do is locate
00:17:40
the tile, which is the audio video,
00:17:44
in the conversation thread. And they can playback the meeting
00:17:47
anytime they're available.
00:17:51
So again, prior to starting a meeting...
00:17:56
You have the camera that you can activate or not. If you activate
00:18:00
the camera, you have the possibility to blur the
00:18:05
background. If you don't want anyone else seen behind you.
00:18:09
You're working from home, remember? If you want to be seen
00:18:12
on camera, but you don't want the people that are working
00:18:15
behind you to be seen on camera, you can say: "Show background
00:18:19
effects". And so you can blur the background or select a
00:18:23
personalized picture. It's up to you.
00:18:27
And so... If I select the beach for instance, this is
00:18:31
the background that will show with me on camera.
00:18:38
And then you press "Apply" and this is how it appears.
00:18:46
So remember, if you want to share screen something,
00:18:50
you can pick three types of share screen: "Desktop", "Window"
00:18:57
And a PowerPoint. You can also do a Whiteboard presentation
00:19:01
for brainstorming.
00:19:03
Once you're done sharing, you can stop the sharing
00:19:06
also from that same icon.
00:19:10
So I'm going to deactivate the mic...
00:19:13
Sorry, the camera! And when you deactivated the camera,
00:19:18
just by clicking here again...
00:19:22
OK, I'll close this window... So just remember: list of
00:18:00
the camera, you have the possibility to blur the
00:18:05
background. If you don't want anyone else seen behind you.
00:18:09
You're working from home, remember? If you want to be seen
00:18:12
on camera, but you don't want the people that are working
00:18:15
behind you to be seen on camera, you can say: "Show background
00:18:19
effects". And so you can blur the background or select a
00:18:23
personalized picture. It's up to you.
00:18:27
And so... If I select the beach for instance, this is
00:18:31
the background that will show with me on camera.
00:18:38
And then you press "Apply" and this is how it appears.
00:18:46
So remember, if you want to share screen something,
00:18:50
you can pick three types of share screen: "Desktop", "Window"
00:18:57
And a PowerPoint. You can also do a Whiteboard presentation
00:19:01
for brainstorming.
00:19:03
Once you're done sharing, you can stop the sharing
00:19:06
also from that same icon.
00:19:10
So I'm going to deactivate the mic...
00:19:13
Sorry, the camera! And when you deactivated the camera,
00:19:18
just by clicking here again...
00:19:22
OK, I'll close this window... So just remember: list of
00:19:25
participants. Click on that button again, the pain
00:19:28
disappears. You want the conversation pane up: chat
00:19:31
conversation appears or disappears. People can raise
00:19:35
their hands during a meeting. On the participant side, when they
00:19:39
do appear in the meeting room, all you have to do is right
00:19:42
click on their name and you will have the option to either mute
00:19:46
their microphone, give them the presenter role, or remove them
00:19:52
from the room. Those are the three options when people appear
00:19:56
here. The other thing is... You see my name: "Oliver Lodge".
00:20:00
I'm the organizer. Any other member that would have joined
00:20:02
me into this meeting would appear as a participant. I
00:20:07
right click on participants name an I have the three
00:20:10
options that will appear.
00:19:25
participants. Click on that button again, the pain
00:19:28
disappears. You want the conversation pane up: chat
00:19:31
conversation appears or disappears. People can raise
00:19:35
their hands during a meeting. On the participant side, when they
00:19:39
do appear in the meeting room, all you have to do is right
00:19:42
click on their name and you will have the option to either mute
00:19:46
their microphone, give them the presenter role, or remove them
00:19:52
from the room. Those are the three options when people appear
00:19:56
here. The other thing is... You see my name: "Oliver Lodge".
00:20:00
I'm the organizer. Any other member that would have joined
00:20:02
me into this meeting would appear as a participant. I
00:20:07
right click on participants name an I have the three
00:20:10
options that will appear.
00:20:12
So those are the options. But what's great is that you can
00:20:16
multitask during a meeting. That means if you need to look for
00:20:19
information, let's say on your contact list, you are free to
00:20:23
click anywhere on these tabs on the left Side banner. So, if I
00:20:27
want to go, for instance, locate a file in my library, I can do, for
00:20:32
instance, a right click here, get a link to file.
00:20:38
Copy this link.
00:20:40
Click anywhere on the thumbnail, 'cause now you
00:20:43
notice that that black chamber, which is the video
00:20:45
conferencing room... I can still see and hear the people, so
00:20:49
I'm not missing out on anything while I'm looking for
00:20:52
the information. And when I'm ready to get back, I click
00:20:55
anywhere on that black thumbnail.
00:20:59
And then I'm back in the black chamber. So I see what's going
00:21:03
on. I click on the conversation an now I can provide them the
00:21:07
link to that file, for instance, and I press "Enter". So again, you
00:20:12
So those are the options. But what's great is that you can
00:20:16
multitask during a meeting. That means if you need to look for
00:20:19
information, let's say on your contact list, you are free to
00:20:23
click anywhere on these tabs on the left Side banner. So, if I
00:20:27
want to go, for instance, locate a file in my library, I can do, for
00:20:32
instance, a right click here, get a link to file.
00:20:38
Copy this link.
00:20:40
Click anywhere on the thumbnail, 'cause now you
00:20:43
notice that that black chamber, which is the video
00:20:45
conferencing room... I can still see and hear the people, so
00:20:49
I'm not missing out on anything while I'm looking for
00:20:52
the information. And when I'm ready to get back, I click
00:20:55
anywhere on that black thumbnail.
00:20:59
And then I'm back in the black chamber. So I see what's going
00:21:03
on. I click on the conversation an now I can provide them the
00:21:07
link to that file, for instance, and I press "Enter". So again, you
00:21:12
have the possibility to make messages important. You can
00:21:17
attach files during a meeting, so you can still chat in
00:21:21
conversation with all the participants, you listen to the
00:21:24
presentation and you can look for information somewhere else.
00:21:28
And you can record the meetings, but ,remember, you have to go back
00:21:32
to those three little dots to stop the recording from here.
00:21:37
Once you're done with the meeting, then you
00:21:39
press the red phone.
00:21:43
And that's how you
00:21:47
plan a meeting. So it can be an adhoc meeting or planned meeting.
00:21:52
You can plan your meeting either from the calendar in Teams, or
00:21:56
start from Outlook in the calendar in Outlook. Remember,
00:22:01
"Meet now" is the ad hoc meeting, so once you're in that room this
00:22:06
is then that you invite the
00:22:07
people. A "New meeting" is a planned meeting, so
00:22:12
ahead of time, you will invite the participants. But
00:22:15
of course even during a planned meeting, you can add more
00:22:18
people as you go along.
00:22:31
Now the only thing I have not mentioned is... Let's see...
00:22:37
If I go to a meeting that is planned... Let me go back
00:22:40
to this one for instance...
00:22:46
OK, this one I didn't finish putting stuff into it...
00:22:52
Let me go to the Sunday one.
00:23:03
Alright, this one here.
00:21:12
have the possibility to make messages important. You can
00:21:17
attach files during a meeting, so you can still chat in
00:21:21
conversation with all the participants, you listen to the
00:21:24
presentation and you can look for information somewhere else.
00:21:28
And you can record the meetings, but ,remember, you have to go back
00:21:32
to those three little dots to stop the recording from here.
00:21:37
Once you're done with the meeting, then you
00:21:39
press the red phone.
00:21:43
And that's how you
00:21:47
plan a meeting. So it can be an adhoc meeting or planned meeting.
00:21:52
You can plan your meeting either from the calendar in Teams, or
00:21:56
start from Outlook in the calendar in Outlook. Remember,
00:22:01
"Meet now" is the ad hoc meeting, so once you're in that room this
00:22:06
is then that you invite the
00:22:07
people. A "New meeting" is a planned meeting, so
00:22:12
ahead of time, you will invite the participants. But
00:22:15
of course even during a planned meeting, you can add more
00:22:18
people as you go along.
00:22:31
Now the only thing I have not mentioned is... Let's see...
00:22:37
If I go to a meeting that is planned... Let me go back
00:22:40
to this one for instance...
00:22:46
OK, this one I didn't finish putting stuff into it...
00:22:52
Let me go to the Sunday one.
00:23:03
Alright, this one here.
00:23:07
So the day of the meeting, all you have to do is press
00:23:10
the "Join" button.
00:23:15
When I'm in the meeting...
00:23:17
I can give a title to the meeting, remember? It says
00:23:20
"Gamma meeting weekly".
00:23:23
I can adjust the settings for the audio and video.
00:23:26
I can make a test before I join the meeting to make
00:23:29
sure all is correctly set.
00:23:34
Audio, video, quality is good to go, and then once this is
00:23:38
done... If you don't want to be seen on camera, you can
00:23:41
deactivate it. If you want to be seen on camera and blur
00:23:44
the background, it's over here again.
00:23:48
Once you're done with this part, you go back to "Join now".
00:23:52
Now, I'm inside the meeting.
00:23:56
On this button here, the three little dots, there's something
00:24:00
that's called "Show meeting notes". "Show meeting notes":
00:24:04
when you click on this button, take notes. It leads to a Wiki
00:24:09
application. So, once you activate meeting notes,
00:24:15
you have to type the name of a section. So we call it "Meeting"
00:24:20
and the date. Well, let's use today's date for instance.
00:24:25
And then I can write my notes here.
00:24:37
Just by doing that...
00:24:41
I'm done with writing my notes. You see: "View notes
00:24:45
tab". It actually creates a tab directly. So you see, this was
00:24:50
a meeting that I've organized with "Membres VIP". The channel
00:24:53
that I invited. So...
00:24:58
Automatically "Notes de la réunion", it's in French, but it's
00:25:02
basically saying "Meeting notes" that was added automatically. If
00:25:06
I were to start a share screen with a whiteboard, it will add
00:25:10
also a whiteboard tab
00:25:14
to the channel, where I organized
00:25:17
the meeting. That's the part I left off. So again,
00:23:07
So the day of the meeting, all you have to do is press
00:23:10
the "Join" button.
00:23:15
When I'm in the meeting...
00:23:17
I can give a title to the meeting, remember? It says
00:23:20
"Gamma meeting weekly".
00:23:23
I can adjust the settings for the audio and video.
00:23:26
I can make a test before I join the meeting to make
00:23:29
sure all is correctly set.
00:23:34
Audio, video, quality is good to go, and then once this is
00:23:38
done... If you don't want to be seen on camera, you can
00:23:41
deactivate it. If you want to be seen on camera and blur
00:23:44
the background, it's over here again.
00:23:48
Once you're done with this part, you go back to "Join now".
00:23:52
Now, I'm inside the meeting.
00:23:56
On this button here, the three little dots, there's something
00:24:00
that's called "Show meeting notes". "Show meeting notes":
00:24:04
when you click on this button, take notes. It leads to a Wiki
00:24:09
application. So, once you activate meeting notes,
00:24:15
you have to type the name of a section. So we call it "Meeting"
00:24:20
and the date. Well, let's use today's date for instance.
00:24:25
And then I can write my notes here.
00:24:37
Just by doing that...
00:24:41
I'm done with writing my notes. You see: "View notes
00:24:45
tab". It actually creates a tab directly. So you see, this was
00:24:50
a meeting that I've organized with "Membres VIP". The channel
00:24:53
that I invited. So...
00:24:58
Automatically "Notes de la réunion", it's in French, but it's
00:25:02
basically saying "Meeting notes" that was added automatically. If
00:25:06
I were to start a share screen with a whiteboard, it will add
00:25:10
also a whiteboard tab
00:25:14
to the channel, where I organized
00:25:17
the meeting. That's the part I left off. So again,
00:25:21
remember: we can organize meetings either from Outlook
00:25:24
or from Teams. They can be
00:25:27
"Meet now" meetings, which are
00:25:29
ad hoc meetings, you're being spontaneous... Or you can plan a
00:25:33
meeting. And when you plan a meeting, if it's with people
00:25:36
inside a company, you can use the Scheduling Assistant. But, if
00:25:41
you're going to invite people outside the company and you need
00:25:43
to provide different options... Several options, that is, you
00:25:48
will use the Findtime plug-in in Outlook. You don't have that in
00:25:52
Teams, so do it from Outlook. And
00:25:54
then... Once you've organized your meeting...
00:26:01
Remember, you have different tools you can use
00:26:03
during the meeting.
00:26:05
You can view the participants list, the conversation list... You
00:26:09
can do a share screen
00:26:12
of your Desktop, a window, a PowerPoint or a whiteboard.
00:26:17
You can also record the meeting and obtain
00:26:19
the recording soon after the meeting is done. You can
00:26:22
also add notes to the meeting, which will be tide
00:26:27
to the weekly notes.
00:26:30
And so people will all be able to collaborate and co-edit on
00:26:34
those notes with you.
00:26:38
So, after the meeting is over,
00:26:41
what you wanna do
00:26:43
is... So let me end this meeting...
00:26:51
I did launch the recording, but I don't think
00:26:54
it was for this meeting, so what I'm going to do is I'm
00:26:56
going to go back to the chat...
00:26:59
From the "Chat" button, I'm going to use the filter. I'm going to
00:27:03
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!
00:25:21
remember: we can organize meetings either from Outlook
00:25:24
or from Teams. They can be
00:25:27
"Meet now" meetings, which are
00:25:29
ad hoc meetings, you're being spontaneous... Or you can plan a
00:25:33
meeting. And when you plan a meeting, if it's with people
00:25:36
inside a company, you can use the Scheduling Assistant. But, if
00:25:41
you're going to invite people outside the company and you need
00:25:43
to provide different options... Several options, that is, you
00:25:48
will use the Findtime plug-in in Outlook. You don't have that in
00:25:52
Teams, so do it from Outlook. And
00:25:54
then... Once you've organized your meeting...
00:26:01
Remember, you have different tools you can use
00:26:03
during the meeting.
00:26:05
You can view the participants list, the conversation list... You
00:26:09
can do a share screen
00:26:12
of your Desktop, a window, a PowerPoint or a whiteboard.
00:26:17
You can also record the meeting and obtain
00:26:19
the recording soon after the meeting is done. You can
00:26:22
also add notes to the meeting, which will be tide
00:26:27
to the weekly notes.
00:26:30
And so people will all be able to collaborate and co-edit on
00:26:34
those notes with you.
00:26:38
So, after the meeting is over,
00:26:41
what you wanna do
00:26:43
is... So let me end this meeting...
00:26:51
I did launch the recording, but I don't think
00:26:54
it was for this meeting, so what I'm going to do is I'm
00:26:56
going to go back to the chat...
00:26:59
From the "Chat" button, I'm going to use the filter. I'm going to
00:27:03
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!

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