“How-To Guide Microsoft Teams” The Aim of this document is to provide you with the confidence to use Microsoft Teams. This includes downloading and installing the software, creating meetings and joining meetings, as well as sending link invites allowing your family, friends and work colleagues to participate and join you in a meeting. Microsoft Teams is a chat-based application that allows you to communicate on a personal level to anyone anywhere in the world if they also have downloaded the application. This can be used as an app you have downloaded onto your device or via your laptop or PC desktop. “Teams” allows you to communicate with up to 250 people, but you can only see 9 at any one time. If you have more than 9 people, it will show those who are talking as a visual and the others will appear at the bottom of the screen. So, if you have been missing your regular coffee morning with your friends then why create a virtual ‘coffee & chat’ via “Teams”. This guide will show you how to access Teams, if you would like to view a more comprehensive guide then please follow this link to the Microsoft Teams website: If you would like to print the guide use this link https://support.microsoft.com/en-us/office/video-what-is-microsoft-teams-422bf3aa-9ae8-46f1-83a2-e65720e1a34d Throughout this document we will refer to smart phones, tablets, iPads and laptops as “devices”

What you will find within this guide:

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How to download Teams

- Downloading Teams app PC/Laptop

- Downloading Teams app for Phone/Tablet

- Downloading Teams app for Android and iOS

- How to sign in and access teams for PC/Laptop

- Join by Email and Calendar

- Join meeting by PC/Laptop

- Join meeting by Smartphone/Tablet

Downloading Teams App: PC/Laptop

Chromebook:

1. Go to Google Play Store

Google Play Store app

2. Search Microsoft Teams, select the app and then hit the Install button

Microsoft Teams app

3. Open your Chromebook’s Launcher and click on Teams to launch the app

Chromebook Launcher desktop Microsoft Teams loading screen

4. Now, sign in with your Microsoft Account to access the full Teams features.

Microsoft Teams sign in

Windows PC:

1. Signing into Microsoft Teams Visit https://www.microsoft.com/en-gb/microsoft-365/microsoft-teams/group-chat-software and to download the app or use the web-based Microsoft Teams, then sign in with your work/school account.

Microsoft Teams sign in

2. Download the app You can now download Microsoft Teams for your Windows PC, or for your Android or iOS devices.

You can download the apps from this link. https://www.microsoft.com/en-gb/microsoft-365/microsoft-teams/download-app You can also download Microsoft Teams as a web application following the link above.

Microsoft Teams Download option

You can also access and download Microsoft Teams on other browsers such as Google Chrome, Microsoft Edge, Apple Mac and Mozilla Firefox - the links provided will work an all. How to access and sign into Teams: PC/Laptop

1. Opening and launching Teams. ▪ In Windows, click Start and select Microsoft Teams from the list.

Windows showing Microsoft Teams

▪ On a Mac, go to the Applications folder and click Microsoft Teams.

MacBook applications

▪ On your mobile smart device, tap the Teams icon. iOS device Teams app Android Teams app

2. Sign in with your Microsoft 365 account username and password

Office 365 is a cloud-based platform - having an account allows you to access other Microsoft services like, Excel, Word, and PowerPoint, you need to have an account to access Microsoft Teams Downloading Teams App: Phone / Tablet: There are two options for you to download Microsoft Teams from your smart device, (phone or tablet):

1) Download the app via the iOS Apple Store or Android Play Store. Search for Microsoft Teams, then select install

iOS App store Android Play Store

2) Open the search browser and type in Microsoft Teams download

Then select the option that is linked to Microsoft.com

Search Browser Microsoft Teams Download

3) Select “Download for desktop”

Teams download desktop option

4) select “Download Teams”

5) Microsoft Teams will then start

to download, you will see the

progress in the bottom left of

your screen

Download Teams option

6) There are two ways to open the download

1. Select the small arrow choose “open”

2. Click or touch on the download

Teams download

7) A new screen will populate asking you to sign into your Teams account or

“Sign up for free”

Desktop sign in

Android or iOS on smart devices:

1. Signing into Microsoft Teams Select this link or visit https://www.microsoft.com/en-gb/microsoft-365/microsoft-teams/group-chat-software and sign in with your work/school account.

Screenshot of sign in page

2. Download the app You can now download Microsoft Teams for your Windows PC or for your Android or iOS devices.

You can download the apps from this link. https://www.microsoft.com/en-gb/microsoft-365/microsoft-teams/download-app You can also download Microsoft Teams as a web application. For this, simply click this link

Screenshot of download options

How to access Microsoft Teams by email

When you have received an email invitation for a Microsoft Teams meeting, there are a few things to look at.

Email invitation

This is the subject of your meeting

This is the date and time of the meeting

This is the location of the meeting

Do you want to send a response to the meeting invitations organiser?

To join the meeting, press the link “Join Microsoft Teams Meeting” If you want to “Learn more about Teams” then this link will take you to https://support.microsoft.com/en-us/office/join-a-meeting-in-teams-1613bb53-f3fa-431e-85a9-d6a91e3468c9?ui=en-us&rs=en-us&ad=us. This is a link to the Microsoft website and giving you more details on how to join the meetings. Select the “Join Microsoft Team Meeting” link If you already have the “Teams” app downloaded onto your PC/Laptop, there will be a small pop-up screen at the top of the page, “Open Microsoft Teams?” when you select the link. By pressing the “Open Microsoft Teams” button it will open the app directly.

Open Microsoft Team App option

PC/Laptop If joining from a PC/Laptop when you press the link the “Join Microsoft Teams Meeting” you will be directed to a webpage for you to choose how to open “Teams” 3 options will appear 1: Download the Windows app 2: Continue with this browser 3: Open your Teams app

Open Teams options

1: Selecting the “Download the Windows app” will begin the process of downloading the “Teams” app onto your PC/Laptop

Download Windows app option

This will begin the download programme on the bottom left-hand side of your screen. Whilst it is processing, this box will stay there and as soon as it has finished it will automatically disappear. You do not have to touch it. Once completed, “Teams” will automatically open.

Downloading programme

2: If you select to “Continue on this browser”, two items will appear on your screen as it opens up Microsoft Teams.

Continue on this browser option

In the top left corner of your screen, you may find the option appear for you to “Allow” or “Block”

Allow or Block teams access to microphone and camera

This screen will populate with the words: “Select Allow to let Microsoft Teams use your mic and camera for calls and meetings on this browser” Then in smaller writing text: “When you do, we’ll turn your devices on for a moment to set them up” And at the bottom of the screen the following text appears. “For a better experience, download the desktop app” and it as a link for you to press.

Open microphone and Camera message

So, it is advisable that you “Allow” to use the microphone and camera whilst using Microsoft Teams - this allows others in the meeting to hear and see you.

If you select “Block” you can change this in the settings. You can generate a search on your preferred search engine to find instructions on how to do this. Upon selecting “Allow” or “Block” your Teams will open. The following is guidance assuming that you have selected “Allow” then your screen will open with a video feed of yourself in the middle of the screen.

Microsoft Teams Open Screen – Allow option selected

The following options will appear on the video feed screen: When you select “Join now” it will take you straight into the meeting.

This lets you select whether you wish to turn the camera on or off, when the camcorder picture has a line through it and is black in colour, the camera is switched off. This is the same for the microphone.

This lets you select whether you wish to turn the microphone on or off As you are probably at home accessing the “Teams”

meeting you may not want your background to be on show, therefore you can select this option and choose a different background. Phone/Tablet (Smart device) If joining from your phone or tablet, then in the same way as your PC/Laptop you have probably been invited by an email. To enter the meeting, open the email invitation. You will find the subject title is the meeting title - in this instance it is “test”. There will be a circle with initials and next to this will show the meeting’s host’s name and email or the details of the person who has sent to you on behalf of the host. Then there will be another circle with an icon of a calendar and next to this the date, time and length of the meeting, in this instance it is “Today”, “16:00” and “30 minutes”

Email invitation to Teams meeting

Below this is the link to press on to “Join Microsoft Teams Meeting” select this link to join the meeting. If you want to “Learn more about Teams” then this link will take you to https://support.microsoft.com/en-us/office/join-a-meeting-in-teams-1613bb53-f3fa-431e-85a9-d6a91e3468c9?ui=en-us&rs=en-us&ad=us this is a link to the Microsoft website and giving you more details on how to join the meetings.

If you want to see more “Meeting options” then this will take you to you to the details that the meeting host has set up. When you press on the ’join meeting’ link you may be asked to select how you want to open it. In this instance, this is with a Samsung Android device, therefore the option is to open with “Samsung Internet” or “Teams”. Select the option you wish to open with and then select if this is just this once or will always open in this way. In this example we have selected “Teams”. Selecting “Teams” will open the following page: Select if you would like to open the app as a guest or to sign in to your “Teams” account

Join “Teams” page