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 Step by Step Guide for Microsoft Teams

Step by Step Guide for Microsoft Teams

Due to Covid-19, there are many teams who have started their communication in their comfort zone via Microsoft Teams to work efficiently! 

But how do you use Microsoft Teams? 

I know Microsoft Teams is an efficient tool, but it can be confusing as well! I hope, you all agree to this. 

To help you kickstart your meeting schedules, this article is a step-by-step guide on how to use Microsoft Teams for your video conferencing and communication needs. 

What is Microsoft Teams?

How to Use Microsoft Teams
Microsoft Teams

Microsoft Teams is a tool for online communication and team collaboration that is a slice of the Microsoft Office 365 Suite. It is mostly used for video chatting by remote working teams, but there are more features, like:

  • Create dedicated channels for specific tasks or teams.
  • Record audio and video meetings.
  • Easily share your screen with team members for detailed explanations.
  • Quickly search through archives using its command box.

How To Use Microsoft Teams? (Step-by-Step Guide)

Using a remote communication tool like Microsoft Teams has become an important factor to ensure that the team is connected even if they are miles apart. 

But, what if you are not familiar with the tool, then this can be challenging, right? 

But, don’t worry! 

TrendBlog has got your back! 

Just follow the steps and work smoothly with your teams. We will cover the steps that you need to follow while working on mobile and on desktop.

How To Get Started With Microsoft Teams?

For Desktop

  1. Click on the profile icon in the top-right corner of the Microsoft Teams webpage.
  2. Once you reach the “Sign in” page, click on the “Create one!” link to set up a new account.
  3. In the “Create account” window, enter your email address (preferably a work email address) and click “Next”.
  4. Create a password and complete the pages that follow by following the on-screen instructions.

To begin using the Teams web app, visit the Microsoft Teams homepage once you’ve entered all your details and verified your email.

For Mobile

  1. Download the Microsoft Teams app from App Store or Play Store.
  2. Enter your details, and you are ready to use!
How to Use Microsoft Teams
How to Use Microsoft Teams

Video conferencing is very simple with Microsoft Teams. Here is how to do it: 

For Desktop

  1. Launch Microsoft Teams and select the team/channel you want to join. Click on the small camera icon under the compose box.
  2. You can add a subject to the video call if you wish. To begin, click the “Meet now” button.
  3. Using the toolbar on the video call screen, you can turn on/off your camera and microphone, as well as share your screen with everyone on the call.

For mobile

  1. Open the Microsoft Teams mobile app and go to the chat you want to start a video call with.
  2. In the selected chat, tap “Video call” to start video calling. Participants can answer from either their desktop or mobile.

Now that you know how to set up video calls, you can easily hold online meetings and discussions with your team members!

How To Schedule Meetings?

For important meetings that should be attended by everyone, it is best to schedule them in advance. This way people can be free at that time and can sync with their calendars. 

Here are the steps to schedule the meeting: 

For desktop

  1. Click “Schedule a meeting” (calendar icon) below the compose box.
  2. Click “New meeting” at the top right of the calendar on the left pane.
  3. Select a time range in the calendar and a form will appear.
  4. Give the meeting a title, invite participants, and add other details. The Scheduling Assistant helps you check everyone’s availability.
  5. Hit “Save” to complete the process. An invitation will automatically be sent to each participant’s Outlook inbox

For mobile

  1. Go to the Calendar at the bottom of the app and tap “Schedule a meeting”.
  2. Tap on “Add participants” to invite everyone you need.
  3. Set the start time and end time for the meeting. Write a description as well.
  4. Tap “Done” to finish scheduling your Teams meeting!

Additional Features of Microsoft Teams

Here are the features that make Teams the best communication tool for remote as well as in-office teams:

Live Events

The live event of Teams is a broadcast made for large audiences. 

Live events are a type of communication, as opposed to video conferences and calls, where audience engagement is confined to just watching the stuff you’re putting out there (like those free concerts musicians are hosting on social media).

Microsoft Teams allows you to:

  • Organize live events for up to 10,000 people.
  • Stream recordings of live events to viewers after the broadcast
  • Access to the broadcast might be restricted or made public.

Instant Messaging

As a collaboration tool, Microsoft Teams features an instant messaging capability to keep the team in touch.

  • You can use it to start a fast video call or group chat.
  • Transform email responses from your Outlook inbox into a brief conversation.
  • Use stickers and gifs to have casual discussions.

Apps Integration

Microsoft Teams interacts with a tonne of office productivity tools to make cross-platform communication easier. It works with applications like:

  • Meister Task is task management designed for agile team communication.
  • Azure ply: A project management tool including dashboards, scrum boards, and kanban boards
  • Nimble Contacts: A CRM that enables Teams to access client insights

Frequently Asked Questions

Do I need the Teams app to join a meeting?

You can join a Teams meeting anytime, from any device, whether you have a Teams account. If you don’t have an account, follow these steps to join as a guest. Note: Some meetings don’t allow people to join as guests.

How do I accept a team meeting invite?

From your mobile device, tap the Teams meeting invitation you received in your email or tap Outlook calendar (requires Outlook app) and tap Join. You can also open the Teams app on your phone and go to Calendar, tap on the meeting, and tap Join.

Conclusion

Working remotely isn’t always easy, especially if you’re not habitual of it.

However, it’s a lot more comfortable with the correct equipment!

Your company can simply collaborate with Microsoft Teams’ robust capabilities now that you know how to set it up and utilize it.

Additionally, you may always look into alternatives like Skype for Business, Zoom, and Slack if Microsoft Teams doesn’t seem to be the best choice for your requirements.

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