Teams - create and attend meetings
This page explains how to arrange and attend video meetings in Teams.
Norsk versjon – Teams - opprette og delta i møter
Meetings in Teams #
Each meeting in Teams has its own chat, storage, whiteboard and meeting notes. These resources are also available to the meeting participants after the meeting (as long as they have access to the Teams client). Teams have several smart tools that can be used in meetings, such as video background (blurry or others), screen sharing with or without sound and co-presentation of Power Points. Teams also has a waiting room, but it only works for external participants. It is not possible to activate the waiting room function in the same way as in Zoom.
Meeting invitations mostly work the same way as in Outlook:
- All NTNU users are available. External can join through a meeting link.
- The meeting is shown in both the Outlook calendar and the Teams calendar.
- NTNU room lists are available. (Skype rooms are currently not compatible with Teams).
How to set up a meeting in Team #
There are two ways to set up a meeting in Teams:
- Through the Teams calendar
- Through Outlook
Set up a meeting in the Teams calendar #
The calendar in Teams is the same as the one in Outlook – All activities registered in Outlook will also be shown in the Teams calendar. In the Teams calendar you can set up scheduled meeting (or start a spontaneous meeting).
- Go to Calendar in the left menu on Teams. In the top right corner, choose New meeting.
- Add title for the meeting.
- Use the Add required attendees field to find NTNU users. To invite an external user, enter the person’s email address. You can also add optional attendees. If you add someone as an optional attendee, they will receive a meeting invitation in the usual way, but the meeting notice will be marked as optional.
Tip: You can use the Scheduling Assistant to check your calendar against the attendees’ calendars to find a suitable time to meet (works the same way as in Outlook).
- Set the date and time of the meeting.
- If you choose to add a channel in the Add channel field, the meeting will be shared in the Posts tab of the channel. Everyone in the team is then invited to the meeting, and the meeting is added to everyone’s calendar
- Click Save to send the meeting invitation. Users with a Teams-client or Outlook can find the invitation in their calendar.
Set up a Teams meeting in Outlook #
NB! Only in the Windows 10 app.
- Go to the calendar tab in Outlook.
- Click on New Teams Meeting at the top of the page. A link to a Teams-meeting is automatically created and added to the mail.
- Invite attendees and set the time like a regular meeting.
- Click Send.
How to join a Teams meeting #
When you are invited to a Teams meeting, you get a meeting invitation on your email with a meeting link. Click the link to join.
If you haven't downloaded the Teams client, you can join the meeting through the webapp in the browser.
If you have the Teams client you will also find the meeting link in the Teams-calendar.
Meeting tools in Teams #
Meetings in Teams include a number of tools. The tools can be found in the menu bar at the bottom of the meeting window.
(1) The camera function allows you to turn your camera on and off during the meeting
(2) The microphone allows you to mute and unmute yourself during the meeting.
(3) The share function allows you to share your screen, share a window, share a Power Point or share a whiteboard with the other participants.
Share Power Point
When sharing a Power Point in Teams the other participants can navigate through the slides on their own. You can prevent this by clicking on the eye in the slide menu. Other participants can take control of the presentation at any time.
Give control to other attendees
When you share a screen or window, you can give control over the screen to other meeting participants. They will then be able to navigate through and interact with your screen, and you can see their movements on the screen. Participants can also, at any time, request control.
When you share a screen/window, a menu appears on the top of the window. Here you can choose which participant you wish to give screen control to.
More actions #
(4) Under More actions you will find a number of useful functions.
Show meeting notes
Each meeting in Teams include a notepad to write and save meeting notes on. Each meeting in a recurring meeting gets its own section in the meeting notes. The participants can consecutively look at the notes being written. After the meeting has ended, you can find the notes by opening the meeting in the calendar (or find it in the chat).
Make a recording
You can make a recording of the meeting or parts of the meeting. The recordings are saved on Microsoft Stream, and a link to the recording, and a preview, is automatically posted in the meeting chat. From Microsoft Stream you can get a link to the recording that can be shared with others, and you can download the recording. You can find Microsoft Stream by opening O365 from Innsida.
Show live caption
Participants can turn on and off live captions. Be aware that live caption currently only works for English.
Meeting chat #
(5) The meeting chat works the same as the regular chat in Teams. The chat is stored and accessible to all attendees after the meeting has ended.
Participants overview #
(6) The participants overview shows a list of the meeting attendants. It is possible to add participants during the meeting through the search box at the top of the participant list or by copying and sharing the meeting link.
See also #
Orakel Support Services can help you if you have questions or encounter difficulties.