Apps · September 2, 2021

How to Manage Meetings with Microsoft Teams

hello everyone and welcome back to the keep productive YouTube channel and today’s feature I’m actually going to be passing over to Matt and collaboration coach now I have had Matt on before you may remember his name and also the channel because he mainly covers microsoft products now he will give a bit of an outline into some of the features also diving into how it differs as well experienced wife from other experiences and how your team can get started so hopefully this gives you all you need to know to learn all about

 

Microsoft teams and whether it’s suitable for your team so guys our include Matt’s channel below collaboration coach if you want to dig deeper into teams other such tools like SharePoint he is an amazing individual and creating videos that are full of knowledge and information that you need to know so do check his channel out without further ado thank you very much to map for coming on the channel in this video I’m not gonna try and teach you all the features of Microsoft teams because there’s just too many so why thought I’d do is focus on something in particular and that’s meetings so when I was at Microsoft we initially had a few problems getting people to adopt teams they were familiar with their old tools like

Outlook and they didn’t want to switch the way we got around that was to hold all our team meetings in Microsoft teams so people would have an excuse to go in there and gradually they get used to how it looked and felt and see all the benefits of using it I want to talk you through setting up a meeting how to record it how to take notes and how to share all the output of the meeting with the rest of the team so first of all we’re going to give you a quick overview of Microsoft teams just for those who haven’t seen it before on the left-hand side here you see I’ve got my toolbar and next to that I have my list of teams so you can see here

 

I’m a member of the sales team a launch team and a project team and within each of those teams you can see I’ve got a list of channels so for example in the launch team team I have general design design it’s web launch event they’re all channels so within each of those channels you can have conversations you can share files you can share other apps and services as well so you can see here I’m in the launch event channel and on the right hand side I’ve got a bunch of tabs along the top and then some information in the middle and if I switch between these different channels you’ll see the content and the apps along the top all that that’s happened on the top they change so I’m going to choose launch event and I’m just going to have a look at what’s going on here so you can see there’s lots of people sharing different things that they’re having conversations sharing PowerPoint sharing other bits and pieces so there’s lots of stuff happening there now if I go from the conversations tab to the files tab you can see there are files here that I can use so files that are specific to that Channel and then there’s other apps and services that power bi can be shared so you can share reporting information through a power bi dashboard and then we’ve also got Microsoft planner information into so you can get a glance at your plan from inside of teams as well as all this cool stuff you can have meetings within your channels as well so I’m going to talk you through how to set that up now I’m gonna come over to the tool bar on the left and choose meetings and from the meetings I’m going to choose scheduled a meeting now the first thing I need to do is name my meeting I’m going to call it product launch meeting now the next thing I’m going to do is come to my drop down here on the right hand side and in here I can choose the channel that I want the meeting to go into if you remember I was in the launch team and I wanted to have it in my launch event channel so the good thing about that means I don’t have to invite anyone else to the meeting because they’re going to get notification of it because they’re a member of the channel if I want to I can invite people so someone outside the team that’s perhaps not going to be included you can just have a look up for the person you’re interested in and it will add them as an attendee it will show you whether they’re free or busy and if they weren’t free you could use the scheduling assistant to get a glance on when a better time might be when you’re happy with the details of the meeting you can just hit schedule and it will add the meeting to your diary and also the conversation in the channel so you can see how I’ve got my conversations tab in my launch of that channel and I’ve got this new meeting here product launch meeting which has just been scheduled you can also see if when you go to the meeting this button I’ve got the product launch added thereto and in that I can see the details like who is invited and how to join so I can join the meeting from here or I can go back to my team’s channel and I can click on the link in the conversation and that will also give me the meeting details and from here I can press join again now that’s going to open up teams and get me ready for the meeting and what I want to do is press the join Now button you can see here I can toggle on and off my video and my audio and also we’ve got the blur option so we can blur the background so I’m not going to turn my video on for this demo I’m just going to hit join now it’s going to take me throughout the meeting so the next thing I want to do is share my screen because I’m going to be presenting some slides I’ve prepared already I’ve got PowerPoint open I’m ready to go so I’m just going to come to this button in the middle here and I’m gonna choose desktop so you’d see now I’ve got this red bar around the edge of my screen that means I’m presenting so everyone in the meeting can see everything I’m presenting right now and you can see over here even though I’m looking at PowerPoint I’ve got the the meeting still running on the side here so at any point I can close this and stop sharing and go back to the meeting the other thing I want to do is record this meeting so I’m going to go back to teams and I’m gonna go to this a little ellipses here click on that and then choose start recording right so now the recording has started and you can see at the top here we’ve got a notice like a bar that everybody will see saying that you’re recording you’ve also got the opportunity to go to a privacy policy here which opens up a browser and shows you some details about privacy and you can also dismiss this and just close it down all right so now I’m recording and I present my screen next thing I want to do is show my slides so I’m going to go to PowerPoint and I’m gonna present so I can minimize this if I want to to get out of the way so I can talk through my slides and so on so when I’m done I’m gonna go back to teams and I’m gonna stop presenting now the other cool thing you can do here is take notes at the top right hand corner you’ve got this little note icon and you can start to take notes for the team so say you wanted to record what was discussed or perhaps record some actions you could be typing now up here matching tools up here too so you can do things like highlight you can even add pictures and tables so let’s imagine our meetings complete we’ve presented our slides we’ve taken our notes and now we’re ready to shut down the meeting so all we need to do here is press the red button to hang up and the meeting ends now back in the conversations tab this is in the launch event so that the channel that I created the meeting in you can see we’ve had some additions to my meeting I’ve got the fact that it started a trail of what happened the fact that there were some notes created and also that there was a meeting recorded and you can see here the recording has stopped and is saving the recording to Microsoft stream so Microsoft stream if you haven’t heard of that is office 365 video service so it’s kind of like YouTube for business and what happens with the recording once it’s finished is it’s processed and uploaded to Microsoft string automatically for you so you don’t have to worry about it so you may have noticed up here at the top now there’s a new tab called meeting notes now this was added automatically because we had a meeting and made some notes so when I click on it it should have the notes I made during that meeting now one of the cool things about this is that every time you have a meeting those notes will be added to this notes section so you’ll have the history of all the meeting notes you ever made so you can go back through them anytime you want so in terms of things like creating actions keeping notes remembering what was discussed and decided is perfect now remember because everyone in the team can see this channel everyone has access to the notes so there’s no need to share them now when I go back to the conversations tab what’s happened now is that the recording of the meeting I made has been processed and it’s been uploaded to stream so when I click on this new icon now you can see it’s recording meeting recorded by Matt and if I click on it’s going to open it in line in teams and start playing the video back for me so that meeting starts up and you can see here’s me sharing my desktop if I switch through you can see me present my slides now because it’s stream’ you can use the stream features like you can like the video you can add it to a playlist and you can watch it in full-screen so all that happened just by me pressing the record button during a meeting and again because it’s in the channel anyone can come here who’s a member of the team and watch the video now if I wanted to share the video I can share it with the share button and get a link which I can copy I can copy it into a chat or an email or however I like so there’s another really easy way of sharing the output of the video ok so that’s a very simple demonstration of how easy it is to sell for team meeting in Microsoft team’s record the meeting take some meeting notes and share the output

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