Your Guide to Setting Up a Microsoft Teams Meeting

Virtual meetings have become integral to running a business since COVID-19 force-launched the work-from-home (WFH) set up in 2020. 

Yes, sure, many companies have implemented remote work before. But we can all agree that WFH had its trajectory rise as cities went into lockdown.  

Considering the innumerable advantages the remote working model offers businesses, WFH has even become a norm for companies worldwide.  

This means that a large number of businesses will continue to operate remotely or adapt a more hybrid workplace—making online collaboration tools a necessity. 

Teams is an excellent tool for global companies, in-office teams, and remote teams.  

So, in this article, we will talk about how a first-time user can set up a Microsoft Teams meeting. This would help you connect with your teammates, clients, and partners.  

How to Setup a Microsoft Teams Meeting 

 

Before discussing the steps to setting up a Microsoft Team meeting, it’s important to note that you’ll only be able to do this with a paid subscription.  

You can schedule all sorts of meetings on Teams—from conferences to webinars. Plus, you can invite up to 1,000 users from within and outside your organisation. 

How do I schedule a Microsoft Teams meeting? 

Start your Teams meeting by setting a schedule via Teams or Microsoft Outlook. 

On your Calendar Tab, select New Meeting. It should look like the following for both Mac and Windows PC: 

• Setting a new meeting via Teams:
• Setting a new meeting via Outlook: 

Meetings set on either Teams or Outlook will automatically show up on each platform. Just ensure that both apps are connected to the same account for it to sync. 

To add people to your meeting, type their names under the Add required attendees. If they’re within your organisation, their usernames should appear directly under the field.  Attendees will then receive their invites via email.  For external guests, type an email address, and they should receive the invite all the same. 

If you intend to conduct a channel meeting, go to the New Meeting option and type the name channel/s into the Add Channel field. 

Alternatively, you can create a Microsoft Teams Meeting by selecting the Meet Now option. Selecting this button should allow you to create a meeting name and generate a link to share.  

Click on Get a link to share and share your meeting with attendees. Note that you may have to manually admit guests from your digital lobby if they’re from outside your organisation.  

To allow specific users to bypass this, click on Who can bypass the lobby and save your changes. 

You’re almost there! Before initiating the call, check your audio and video (if applicable) status by going to Settings > Devices. You should be able to adjust your mic and video settings.  

When you’re all set, select Start Meeting to begin.  

What can you do in a Microsoft Teams Meeting? 

During the meeting, you can adjust your background or device settings. You can also select Meeting Options to allow users to bypass the lobby or present content. 

As presenters and guests, you can also make use of the Raise Hand option to encourage interaction. A chatbox is available on the right side of your screen as well.  

Can you schedule meetings on Microsoft Teams mobile? 

Absolutely! Like your desktop app, select the Calendar tab (found on the bottom of the app), and then select Schedule a Meeting. 

As per usual, Add Participants or invite an existing channel. 

And yes, you can also join meetings via mobile.  

7 key things to remember about Microsoft Teams meetings  

• Make use of Teams’ in-meeting interactive features. Raise your hand, use an emoji, or if you’re a moderator – encourage people to answer via chat.  
• When sharing content, take control by only showing a specific window or screen. 
• Working from home? Blur backgrounds or add an image if you want to. You can choose from existing backgrounds available on Teams, or opt to upload your own.
• If connected with Outlook, you can set alerts when a meeting is about to start.
• Make use of the Scheduling Assistant to ensure that the meeting time is convenient for all participants.
• Going to miss the meeting? Ask the organiser to record it for you. Make sure you get consent from all participants first! 
• Turn on live captions and read subtitles while the meeting is ongoing. This is perfect for breaking barriers among international teams. It’s also great for assisting users who are hard of hearing or have a noisy background. As of this writing, you can add up to 28 language options: English (US), English (Canada), English (India), English (UK), English (Australia), English (New Zealand), Arabic (Arab Emirates) (Preview), Arabic (Saudi Arabia) (Preview), Chinese (Cantonese), Chinese (Mandarin), Danish, Dutch (Belgium) (Preview), Dutch (Netherlands), French (Canada), French (France), Finnish (Preview), German, Hindi, Italian, Japanese, Korean (Preview), Norwegian, Polish (Preview), Portuguese (Brazil), Russian (Preview), Spanish (Mexico), Spanish (Spain), Swedish. 

Ready for your next meeting?  

There’s no denying that online collaboration tools like Microsoft Teams encourages productivity and streamlines communication – you’ll still need to ensure the safety of your company.  

While Teams is generally safe to use, do remind employees to be mindful when sharing confidential files or information.  

Good luck with your next meeting!