Teams Meeting Tips

Shortcut:  https://behrend.psu.edu/teamsmeetingtips

Requirements

Technical requirements to join a Teams meeting include a PSU Access account, installation of the Teams app, an Internet connection, web browser, and speakers or a headset.

If you need assistance or technical help, please contact your local IT support at your campus.

Recommendations

  • Install and use the Teams desktop app. (It is suggested that you do this several days in advance of the meeting.)   Although you can join a meeting via Teams on the web, there were too many variations to document here due to different browsers, etc.
  • Test your audio prior to the meeting --- at least several hours in advance of the start time in case you need to obtain technical assistance.
  • Review the instructions on how to join a Teams meeting and how to participate in a meeting.
  • As a courtesy to others, please mute your microphone when you're not using it.

Install the Teams Desktop App

  1. Login to https://office365.psu.edu.
  2. Click on the Teams icon.
  3. Click on your Profile icon (located in the top, right corner of the screen).  (Tip:  The Profile icon is circular and contains your initials or an image you selected.)
  4. From the menu, select:  Download the Desktop App.
    1. You may receive a pop-up dialog box asking:  "Would you like to save this file?"  In response, click the Save File button.  Then open your Downloads folder and double-click on the Teams file to install it.
      OR
      You may see the file name in the bottom, left corner of the browser screen.  Once the file has been downloaded, click on the file name to install it.

Open Teams in the Desktop App

  1. Click the Teams icon in your taskbar (at the bottom of your screen).
    OR
    Use the Windows search box (in the bottom, left corner of your screeen) and type:  Teams and then select Microsoft Teams.
  2. Login with your PSU user ID and password.

Test Your Audio

  1. Open the Teams desktop app.
  2. Click on your Profile icon (located in the top, right corner of the screen).  (Tip:  The Profile icon is circular and contains your initials or an image you selected.)
  3. From the menu, select:  Settings.
  4. At the Settings screen, select:  Devices (found on the left side of the screen).
  5. In the middle of the screen, click the button:  Make a Test Call.
  6. After a few moments, you will hear a (computer generated) voice that instructs you to test your call quality.
    1. If you don't hear the voice, then check to see if your speakers are turned on or your headset is plugged in.
    2. If you have a microphone, follow the instructions to make a short recording.  After a short pause, the recording will be played back.
  7. At the completion of the tests, a screen displays the results for your microphone, speakers, webcam (if available), and network connection.
  8. When done, click the Close button.

Resource:  Make a Test Call with Teams

Join a Teams Meeting via Outlook and the Teams App

  1. Open Outlook (either the desktop or web version).
  2. Click on the Calendar icon (in the bottom, left corner of the screen).
  3. Double-click to open the (training session) meeting on your calendar.  (Web users:  Be sure to double-click on the meeting to fully open it.)
  4. Click on the link to join the training session via Teams.
    OR
    If you were invited to a Teams Meeting via a calendar invite:  Click on the link "Join Microsoft Teams Meeting".
  5. You may receive a prompt to launch the application --- Microsoft Teams is selected by default.  To open Teams, click the Open Link button.
  6. Once in Teams, click the Join Now button.
  7. At the conclusion of the session, click the Hang Up button.

Resource:  Join a Meeting in Teams

Join a Teams Meeting via Web

Although you can join a meeting via Teams on the web, there were too many variations to document here due to the various browsers, etc.

Resource:  Join a Meeting in Teams

Participate in a Teams Meeting

Once you join a meeting, a menu bar appears towards the middle, bottom of the screen.  It includes the following buttons (from left to right):  timer, video, microphone, share screen, more actions, chat, participants, and hang up.  These buttons are explained below.

Teams Meeting menu bar. Buttons include timer, video, microphone, share screen, more actions, chat, particpants, and hang up.
  • Timer - Displays length of meeting in real-time.
  • Video - Turn your video camera on or off.
  • Microphone - Mute or unmute your mike.
  • Share Screen - Choose a screen to share with others.
  • More Actions - Options include:  Show device settings, show meeting notes, show meeting details, enter full screen, start video with blur, start recording, and turn off incoming video.
  • Chat - Display chat messages from host and participants.
  • Participants - Display a list of participants.
  • Hang Up - End/leave the meeting.
  1. To participate, select the button that corresponds to the action you wish to take.