Teams

• How to schedule a meeting within Teams.
• How to schedule Teams meetings in Outlook.
• How to set up Breakout Rooms in Teams
• How to set up Microphone/Speakers in Teams.
• Sharing Teams Recordings

How to schedule a meeting within Teams.

When you want to schedule a meeting within the Teams app.

1) In Teams, select Calendar  view.

2) In the top right corner, select +New Meeting

3) Fill out all information that is needed such as attendees and date.

4) Select Save in the top right corner.

You can also choose  if you want to start a meeting right away instead of scheduling it for later.

How to schedule Teams meetings in Outlook.

When you need to create Team meetings in your Outlook calendar.

Outlook on the Desktop

1) Open Outlook and switch to the Calendar view.

2) Select New Teams Meeting at the top of the view.

Note: Even if you begin by selecting New Meeting or New Appointment, you can make it a Teams meeting by selecting Teams Meeting at the top of the new event form.

3) Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).

4) Add your meeting subject, location (if applicable), start time, and end time.

5) Create your message.

6) Select Send.

Note: The Teams meeting join details are added to the meeting invite automatically.

If you don’t see the New Teams Meeting icon in the desktop version of Outlook, the Teams add-in for Outlook might not be installed properly. Please submit a ticket in the Helpdesk.

 

Outlook on the Web

1) Open Outlook webpage and switch to the Calendar view.

2) Click on New event

3)  In the new event form, select the Teams meeting toggle to turn it on.

4) Fill out information as needed

5) Click Save

How to set up Breakout Rooms in Teams

When you need to create smaller rooms inside a Teams meeting

Breakout rooms are a great way for an organizer of a Teams meeting to split attendees into multiple online rooms for discussion and collaboration in small groups.

This How to use breakout rooms in Teams meetings guide goes over how to create a breakout room and join one.

How to set up Microphone/Speakers in Teams.

To setup or change how you talk and listen in Teams.

Pre-Call Set Up

1) Select Settings and more  to the left of your profile picture at the top of the app, then select Settings>Devices.

2) You will see a several options with drop down selections.

3) Click on the drop down menu for the device you wish to change.

4) Select your choice.

5) Optional: Make a test call to hear how your devices sound.

 

Set Up When Joining A Call

1) In the waiting room before a call, click on Open Device Settings.

2) You will see various setting options depending on your computer set up.

3) Click on the drop down menu for the device you wish to change.

4) Select your choice.

5) Click on Join now to enter the call.

Smartboards are labeled as SMART IFP. Large cameras in select rooms are Logitech MeetUp.

Sharing Teams Recordings

When you want to share your Team recordings.

To share a recording from Team through OneDrive.

1.) Log into GatorMail like normal and click on the 9 dots at the top of the webpage.

2.) Go to OneDrive

3.)  Find the Recording you wish to share. When hovering over the name of the file, click on the curved arrow icon

4.) Click on the Anyone with the link can edit.

5.) A selection of options will appear. Here you will make your adjustments such as:

• Who will have access to the link.
• When the link will expire.
• Any passwords you wish to have enabled
• If editing is allowed.

Note: Per policy, all links will expire after 90 days if the Anyone with the link options is chosen. You will have to resend the link if you wish for someone to continue to have access. This does not apply to the to the other access options.

6.) Select Apply.

7.) Add the people you wish to send the link too. If they are within the college system then you can search by typing their name, otherwise add their email.

Select Send.

 

Recovering a Recording that appears to be missing.

1.) Go to OneDrive after signing into GatorMail.

2.) Click on Recycle Bin.

3.) Right click on the item you wish to restore.

4.) Your recording or file will be returned to the proper location.