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Installing and Using Teams for Meetings Since Scouts NSW introduced Office 365 (O365) all adult members have had the ability to use many of the applications available under the license.

This how-to doc is about setting up and basic use of Teams for Video Conferencing.

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Follow the flowchart see what you need to do to be part of a Teams Meeting in Scouts.

Adult or Youth Member ?

O365 Activated?

Activate O365

Install the App

(go to Page 3) O365 Logged in?

Login

Wait for meeting in mail

App Installed?

For Best results, install the app. (Page 3)

Web works well

Create Meeting

(go to Page 5)

Time for Meeting Yet?

Launch the Meeting

(Go to Page 8)

Join Meeting

(Go to Page 7, 8)

Time for Meeting Yet?

Start

N

Adult

Youth

N

N

Y

Y

Y

Y Y

N N

Page 3

Installing Teams Open your preferred web browser and go to https://products.office.com/en-au/microsoft-teams/download-app Click on the “Download Teams” button and the web site will detect what device you are installing on.

In this example, the installer has determined it’s a Windows PC and shows the Windows Logo above the “Download Teams” button Click on the Download Teams button

The Teams installer will begin to download.

When the Teams installer has completed downloading, open it via the usual method for your preferred web browser.

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Because you are installing an application, it’s likely that you will need to permit the installation. Acknowledge any warnings that pop up via the “Run” button, “OK” Button or “Install” Button. The warning may occur more than once so be prepared to acknowledge it again

During the installation process, you should see the “Install Microsoft Teams” splash screen

When it is completed, one of two things will happen.

1. you will be prompted to Enter your sign in address. This means you have not logged into O365 or do not have an O365 Account. Either way, you can stop now. Close the window and wait for a meeting notification.

2. If you have logged into O365 then the Teams application will open and be ready for use. By default it will prompt for “Join a Team with a Code” message.

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Using Teams for Meeting Organiser Default start up screen. If you have been invited to Join a team via Code, enter the code here.

Calendar is where you can create meetings. Click on the Calendar Icon in the Left-hand tool bar. If you are prompted to Turn on desktop notifications: Dismiss if you will be only a casual Teams User. If this will be common tool for you to use, then Turn On may be of benefit to you. (you can turn it off later if you change your mind) To create a meeting, Find the day and time that you want to set it for and click there

New Meeting Screen: Add a Title to the Meeting e.g. “1st Example Cub Unit Weekly” or something that will be meaningful to your meeting Guests Add Guests by using their email addresses one at a time Set the Start Date and Time Set the Finish Date and Time Set the Repetition (i.e. Weekly) Leave “Channel” blank Leave “Location” blank Details: Add the details that you want to share with your guests

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Click “Send” (upper right) The meeting will now be in your Teams calendar and visible in the Outlook calendar too. For either entry, open the meeting item then click on Join Meeting when the time approaches

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Using Teams for Meeting Guests Guests will receive an invitation to the meeting via email. Use your email client to create a calendar item or simply click on the “Join Microsfot Teams Meeting” link in the email when the time approaches.

Enter the name you want to be seen as at “Enter Name” Enable your Camera with the little switch logo Enable your Microphone with the little switch logo Click “Join now”

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Using Teams for Meeting Hosts Note: if you have Outlook Open, you will be reminded of the meeting when it is due. To manually start your meeting, open teams, Calendar and find the meeting. Click on the Meeting in the Calendar

Click on Join

If your Camera is on, you will see something like this. You can adjust settings before joining the meeting on this page before you are seen. Custom Settings Mute/Unmute Microphone Blur/Unblur Background Camera On/Off

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Example of what you will see if the Camera is turned off

You may wish to change the Audio Devices and Camera used in the meeting. This is done from the Settings icon Audio Devices: Select Drop Down list and click on Custom Setup Speaker: Make your choice of Speaker e.g. you may have Headphones and Loudspeakers. Microphone: Make your choice of Microphone e.g. a laptop probably has internal microphone, but you want to use the Headset mike Make a test call: Click on this to check your audio settings are working Camera: If you have more than 1 camera installed, select the ne you want e.g. Front Camera/Rear Camera on a tablet etc Click the X in the top right when done

You are now ready to start your meeting. Click on Join now

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Meeting in Progress: By clicking in the meeting session (e.g. the Video) you can adjust the session in progress The tool bar shows (form left to right) Duration of Session Camera Off/On Microphone Off/On Share Screen to Participants (select an app or more whole PC if you wish) … is more settings Show/Hide Chat Window Show Hide Participants End (Hang up) session

Clicking on “…” (More settings) will show the in-session options. Enter Full Screen is useful for meeting rooms Blur my background: hides the least moving part of the image by blurring it. Reduces distractions to the audience Start Recording: Will record the session to the cloud storage. All participants will be notified if this is used Turn off incoming video: handy to reduce data usage if nothing valuable is on the screen, but chat and audio remains. (Blurred background mode shown) When your meeting is completed, click on End Call