Many of us are having to work from home or can’t meet in person as we once did. Microsoft Teams is a great utility that ties in well with Outlook. If you haven’t tried Microsoft Teams, it may be worth a look. Everything in this tutorial will be on the desktop version of Teams.
When I got started with Microsoft Teams, I had a lot of trouble figuring out how to get things set up. I’m so used to typical (Old School) Windows software that I couldn’t find anything and got frustrated very quickly. That in my opinion is the only downside to using Microsoft Teams. Since I’ve learned my way around the software I wanted to share my experience with everyone.
1. Get Everything Working Before your First Meeting:
Even now that I’m accustomed to working with Teams, there’s still the occasional glitch in the setup. The best thing to do is set up your meeting prior to your big meeting with your managers. Consider asking a friend or co-worker to help you test out your setup. You’ll save a lot of time and headaches in the end. Follow these tips to get you up and running.
2. Getting your Camera Setup:
The easiest way I’ve found to set up your camera is to create a test meeting. To get started, Open up Teams and sign in to your Microsoft account. Select the Teams tab.
Next select the 3 dots under Your Teams
From the list choose “Add Channel”
Give your channel a name and be sure to change the privacy setting to Private. Click Next.
When the next window opens, click “Skip”
Now, in the list under “Your teams” choose your test team. At the bottom of the page, choose the Camera icon.
Now Click “Meet now”, make sure the camera is set to on.
Adjust your camera as needed.
If you need to change either your microphone or your camera to another device, click your profile icon in the top right corner of the screen.
Then click Settings, and finally Devices. At the bottom you’ll find the camera.
3. Test / Setup your Audio
Setting up your audio is pretty simple. While you’re in your settings your default Windows audio device will probably be selected. If you have an old pair of earbuds with a microphone is a quick and cheap way to get going. Remember though, if you buy or use and extension cable, make sure you get a 4-Pole headphone extension. Otherwise, you won’t have any audio input. Most newer laptops will accept 4-Pole Earbuds. If you’re using an older computer, be aware of this. If your laptop has Bluetooth capability, you could possibly use a set of Bluetooth headphones or even a headset that you’d use with your phone.
Follow the steps from #2 to get into the settings. Click to make a test call and follow the instructions. You’ll be able to listen back to what you recorded. If you’re having trouble, click the magnifying glass in the bottom left corner of the screen and type in “Control Panel”. Once open choose “Hardware and Sound”.
Now Choose “Sound”
Click the “Recording” tab. The default audio device will have a green check next to it. You can also check your levels here. Right-click to make a different device default.
You can also use the Windows 10 settings, I prefer using the older control panel. It’s a bit easier to follow.
4. Custom Backgrounds
Here’s where we can have some fun. Unfortunately, this option may not show up for you. If not, your device probably isn’t supported. 🙁
Start your test meeting, click on the three dots for more actions.
Next choose “Show Background Effects”
You’ll see many options, the first of which will just blur out your background. Try out a few to get a feel for it. You can also choose “Add New” to have some real fun.
5. Setup a Private Group
Your Teams account may be controlled by your IT department. However, you can still create a private group and invite your co-workers as needed. Follow the steps in #2, this time Give your group a name and add the co-workers you’d like in your group.
6. Mind your Microphone
Don’t be that guy or gal. When you put your microphone on, be mindful of what you say. It should go without saying, but if you’re say early to a meeting and want to chat with your co-worker keep in mind that you’re on a hot mic. Don’t say anything you don’t want the whole crowd to hear. Lol.
7. Mute your Microphone / Mute all Mics
Again, you don’t want to be the guy or gal eating potato chips and crunching loudly during a meeting. To mute your mic, click this icon. Just remember to un-mute yourself when its time to talk.
If you’re an admin for the meeting, you can mute individual or mute everyone.
8. Use the Calendar
This is a very useful and simple feature. This calendar will tie into your Outlook calendar. Make sure that you set up the meeting in Teams. Otherwise, your “Team” may not get a link to the meeting, just an invite.
Click the Calendar Icon and then “+New Meeting” to get started.
Add your details and click save when you’re finished.
9. Share your Screen
Sharing your screen is easy to do and very useful for showing the “Team” your presentation, schedule, or document. Once you’re in a meeting, click on the share icon.
You’ll have a few selections to choose from. You can choose to present a window or share your screen. If you have multiple monitors you’ll be able to choose the one you want. When you share your monitor or window, a red outline will show around the screen you’re currently sharing.
To stop sharing click on the “Stop Sharing” icon on the top of the screen.
Keep in mind when sharing your screen not to show anything you’d consider to be confidential, like an email for example.
10. Using the Mobile App
This article has dealt with the desktop version. However, even if you don’t have your work laptop or phone, remember that all you need to do is install either the desktop or mobile version and sign in with your work account to be able to join a meeting quickly.
I was running late for an evening meeting with Japan and I was able to install the app on my phone, sign in, and be up and running using my phone and Bluetooth earpiece.
Conclusion
I hope you’ve found these tips useful. If you’ve enjoyed this content, check out some of our other articles.
