MS TEAMS MEETING

SETTING-UP A SCHEDULED MEETING

When setting up a scheduled meeting, the organizer should set-up the meeting in advance. This allows the
organizer to set-up meeting parameters.

The organizer should inform the attendees to join the meeting instead of creating a new one. Through this,
other attendees will not be confused on which meeting to join.

1. MS Teams Meeting Basic Guidelines

 If you are not the organizer of an MS Teams meeting, DO NOT create a new meeting by clicking on the
Meet button which automatically creates a new meeting. Look for existing meeting and click
Join instead.

 Contact the meeting organizer if you can’t find or join the meeting.

 Mute your microphone when you are not presenting or recognized to speak.

 Use the Raise hand button if you want to be recognized.

 Use the Leave button when leaving the meeting rather just closing the meeting window.

 Do not edit, rename, move, nor delete any files or folders in the channel if you are not instructed to do
so.

 The meeting organizer must ensure that the meeting is recorded and download a local copy of the
recording.

 At the end of the meeting the organizer must generate the attendance list.

 Organizer should remind attendees of the online etiquette.

 Attendees must abide to the online etiquette.

2. Step-By-Step Guide to Create a Scheduled Meeting.

i. Open the Team to create a scheduled meeting.

ii. Select the channel where the meeting will be scheduled.

iii. Click on the Meet dropdown, then select Schedule a meeting.

iv. Encode meeting details in the New meeting window.

a. Select Time zone (usually +8:00 unless otherwise).

b. Specify Response options. Request responses if you want attendees to respond to the
meeting request. Allow forwarding specifies if you want that the meeting invite can be
forwarded to others, uncheck if otherwise.

c. Specify Require registration option, None by default. Select People in your org, if you want
all JBLFMU accounts will be required to register first (excludes guest accounts). Select For
everyone if you want all attendees to register first.

d. Specify the meeting title.

e. Add required attendees. They will automatically receive an email from MS Teams informing
the details of the meeting.

f. Specify Date and Time. This will automatically be added into the attendees’ calendar once
confirmed.

g. You can also specify if a meeting is recurring. Does not repeat is selected by default.
 DURING THE MEETING

3. Setting-up Meeting Options

i. To set meeting options during the meeting, click on the More actions button .

ii. The meeting options will pop-up asking you to specify the following:

iii. Who can bypass the lobby, allows you to specify who to automatically admit in the meeting. People in
my organization and guests is selected by default which means all members of the Team (within the
org – those with @jblfmu.edu.ph email; guest – members with non JBLFMU account). Select other
settings if otherwise.

iv. The most important setting when having a meeting, especially if it is a training orientation is the Who
can present setting. By default, Everyone is selected.

If you want Specific people or Only Me can also be selected. This gives the organizer better control of
the meeting and in by doing this, it demotes other members of the team as Attendees when they join
the meeting.

You may also specify only those members who can present.

v. Attendees can be restricted access to microphone, camera, and reactions.

4. Other Important Options

Aside from Meeting options there are also other important options that can be accessed or configured in an MS
Teams meeting.

This includes Device settings, Meeting notes, View, Full screen, Apply background effects, Recording options
(Start and Stop), etc.

I. Device settings allows you to access settings to your audio

(default microphone and speaker). You can select the default
speaker to output the audio and which microphone to use.

II. You can select from Gallery, Large gallery, or Together mode for
the view option.

III. You can also click the Apply background effects to set your
background options (i.e. your corporate background or effects).

IV. Start and Stop recording allows you to start or stop recording the
meeting. By default the recording will be saved in OneDrive and
will be available for download via the Post tab of the channel for
one (1) month.

V. It is also important to note that attendance is being generated at

the end of each meeting. The organizer must inform the
attendees to leave the meeting to generate the attendance.

Otherwise the organizer may remove the unresponsive attendee

from the meeting by selecting the attendee and right click it to
show an option to Remove attendee from the meeting.

VI. You can also share or unshare your video or mute or unmute
your microphone the Video and Mic icon.

VII. The participants can be shown by clicking on the Show participants button. This will display the
list of participants in the meeting, including those other members of the team who are not yet in the
meeting (Suggestions).

You may invite some to join the meeting by clicking on the Invite someone or dial a number. Upon
typing, it will display a list of matched users within the organization.

You may also share the link to the meeting by clicking on the Share invite. The share invite pop-up
window will appear. Just click on the Copy link meeting. It will automatically copy the link into the
 clipboard which you may then paste into a conversation, email or a social media post for the attendees
to click and connect to the meeting.

VIII.Other options in the participants window can be accessed by clicking on the options button .

This will display other participants option which includes Manage permissions, Download attendance
list, and Lock the meeting.

Manage permissions – similar to setting meeting options. Only this time you will be brought to your MS
Teams settings via the web.

Download attendance – this will allow you to download the attendance in a CSV format importable to
MS Excel.

Lock the meeting – locks the meeting and prevent others from joining. Invitees can still access the
meeting chat, the recording, and other meeting info.
 IX. You can also talk to other participants via chat by clicking on the Show/Hide conversation button.

X. You can react on the meeting by clicking on the button. This will automatically show the

buttons for your reactions.

XI. You can also set break-out rooms within the meeting (aside from using Channels) by clicking on the
Breakout rooms button .

This will allow you to create up to 50 max. number of break-out rooms.

5. Creating Break-out Rooms Within the Meeting

I. In the meeting controls, click Breakout rooms button.

II. Select the number of rooms you need, 50 max.

III. Choose whether you want MS Teams to automatically assign people to rooms (Automatically) or you
may assign people to rooms manually.
IV. Then click on the Create rooms button.

V. If you selected Manually assign proceed to the next steps.

VI. If you are not in the Breakout rooms pane, click the Breakout rooms button .

VII. Click on the Assign participants button. You will be brought to another window.

VIII. Assign people by selecting the down arrow in the Room next to their Name.

IX. You may also select multiple people to be assigned to a room by selecting the checkboxes next to their
name

X. Select the down arrow next to Assign and choose a room for them.
XI. Repeat the process until everyone in the meeting has been assigned a room. You can also later assign
participants to a room.

XII. To rename a breakout room, hover over a room then select the More options click the Rename
room.

Enter a new name and select Rename room. You can also delete a breakout room by clicking Delete
room.

XIII. To set a time limit for a breakout room session, in the Breakout rooms, select Room settings.
 XIV. Select Set a time limit and choose a session length. You can also allow people to return to the main
meeting by setting the Let people return to the main meeting option.

XV. To start using the breakout rooms, in the breakout rooms pane, select Open to open all rooms at the
same time.

To open a specific room, hover over the room, click the More options button then choose Open
room.

XVI. As a meeting organizer, you can join a room by selecting the Join room option of the room selected
(hovered over) in the breakout rooms pane.

XVII. To leave a room, in the meeting controls, select Return. Meeting controls a typically located at
the top of the meeting window.

6. Sharing Your Screen

I. In a meeting, click on the Share content button in the meeting controls. You may choose to share
your entire screen (Desktop), a window, a PowerPoint file, or a whiteboard.
 If you are sharing multimedia documents make sure you click on the Include computer sound option.

If you want to share multiple windows or applications running on you computer, use Screen (Desktop)
option. This will show your entire screen, including notifications and other desktop activity.

If you just want to share one application or window and keep the rest of your screen to yourself, choose
to select the Window option. You may then select the window you want to share.

If you want to simply present a PowerPoint file, choose the file you want to share from the list.

If you want to collaborate with others in real time, like sketch and notes attached to you meeting,
choose the Whiteboard option.

II. Upon successful sharing, the Share content icon now changes to Stop sharing to allow you to stop
the sharing of your content.