Microsoft Teams

Quick Start Guide to join and create a Teams Meeting

Microsoft Teams

Quick Start Guide

The following slides are to provide guidance to your organization on how to create and
join a Teams meeting.
Note that some of the features may not be exactly what an end user will experience
due to:

Teams policies set at the How the end user Where the company is at
admin portal. accesses Teams (ex: web with new features being
client vs desktop). rolled out from the
tenant level.

To keep up with product releases please refer to the message center in the Teams admin portal
and the Microsoft 365 Roadmap.
Microsoft Teams

Create a meeting invite in Outlook

1. Open your Outlook Calendar*, click the Home
tab, and then click the Teams Meeting icon
(screenshot on the right).
2
2. Select the Teams icon. When you do so, a Join a
2
Microsoft Teams Meeting link is created in the
body of the invite. If you have an auto conferencing
license, a phone number and conference ID will
be included. 3
8
3 4
3. Create a Title for your meeting invite.

4
4. In the Required box, enter the email addresses for 5
the people you want to invite to the meeting. 6
5
5. Select a start and end time for the meeting.
7
6
6. If you need the meeting to be recurring, please
select the Make Recurring icon.

7
7. Add content to the body of the invite to inform
participants of the purpose of the meeting.

8
8. Double check your information and then click the
Send button.

*Your calendar in Teams is connected to your Exchange calendar. In other

words, when you schedule a meeting in Outlook, it will show up in your Teams
calendar, and vice versa.
Microsoft Teams

Create a meeting invite in Teams

1. Open the Teams client, select the Calendar
icon located on the left side of the navigational
side bar. 2
2
2. Select the New Meeting button located in the top
right corner of the screen.
3. Create a Title for your meeting invite.
3
4. In the Required Attendees box, enter the email
4 7
addresses for the people you want to invite to
the meeting.
3
5. Select a start and end time for the meeting.
5
6. If you need the meeting to be recurring, select the 4
6
Does Not Repeat drop down box and a recurring 5
selection(s) drop down box will appear.
6
7
7. For internal attendee(s), select the Scheduling
Assistant tab (top left) to see if the attendee(s) are
available at the time you are proposing.
8. Add content to the body of the invite to inform
8 8
participants on the purpose of the meeting.
9. Double check your information and then click the
Save* button.

*When you select the Save icon the Microsoft Teams Meeting link info is
automatically created and sent out in the invite. If you have an auto
conferencing license a phone number and conference ID will be included.
Microsoft Teams

Joining a Teams meeting from Outlook

A Option A:
Click Join Online Now link in the
meeting request.*

B Option B:
In the meeting reminder click Join Online.

*If a conference number appears in the invite, you should only be leveraging B
the number and ID if you are unable to access the Teams app or Teams
through the web.
Microsoft Teams

Joining a Teams meeting from Teams

Open the Teams client, select the Calendar icon
B
located on the left side in the navigational side bar.
Select the meeting invite in the calendar. You have two
options to join the meeting:

A Option A:
Select the Join Microsoft Teams Meeting link in
the meeting invite.

A
B Option B:
Select the Join button located on the top right
side of the screen.
Microsoft Teams

Joining and creating a Teams meeting from

the mobile app
11. Open the Teams app and select the Calendar 4
icon located at the bottom of the screen.

22. Next you will see your meetings listed in your

calendar. Find the meeting you want, and then
select the Join button which will connect you to
your meeting.

3. Tap anywhere in the meeting to have the meeting

icon bar pop up (ex: mute icon). 2

44. To create a new meeting invite, select the

Calendar icon located at the top of the screen.

1
Microsoft Teams

Screen prior to joining a Teams meeting

Next you will see the following screen, in which you will have the following selections prior to joining the meeting.

1 3
Camera Device settings
If you turn on your camera you Select audio device and camera
may notice the icon below. This is settings to make adjustments to
to enable background effects. your audio or camera source.
This will not be available if you
are using the Teams web client.

4
2 4
Microphone Join now
If 3 or more people have already 1 2 3 Join and connect to audio using
joined the meeting, you will be your computer speaker and
joining the meeting on mute. microphone or a headset
Select the slider to activate your connected to your computer
microphone. (wired/Bluetooth).

5 6 7

Other Join Options:

5 6 7
Audio off Phone audio Add a room
Select this option when there’s Join and connect to audio using your desk Join and connect audio to a
already an active mic and speaker phone or mobile phone. Video will only be conference room. Your device
in the same room as you. This will displayed on screen. This includes: will connect without audio to
ensure there is no echo. • “Call me” option prevent echoing.
• Information to dial in manually
Microsoft Teams

Options available in meeting

Turn camera on/off Show meeting chat

Mute/unmute sound Show participants

Share screen: options include

Hang up/leave meeting
desktop, window, specific application

More actions Raise your hand

For more details on Share Screen and More Actions, refer to the next slides.
Microsoft Teams

Share Screen icon

1. Select the Share Screen icon A B

2. Select what you want to share:

A
• Desktop lets you show everything on
your screen.

B
• Window lets you show a specific app.

C
• PowerPoint* lets you show a presentation.

D
• Browse lets you find the file you want C D E
to show.

•E Whiteboard allows you draw/write on

the screen.

3. After you select what you want to show, a purple

border surrounds what you're sharing. Double
click the item selected to start sharing.

Note that the Include System Audio box is unchecked

by default. Check if you want to play a video or audio
clip as part of a presentation.
*When sharing directly from PowerPoint, Word, etc. the audience may scroll
through the pages independently of the presenter (without impacting the
presentation). If you don’t want people to be able to independently navigate
through the PowerPoint file you are sharing, select (it’s next to Stop
presenting) to prevent it.
Microsoft Teams

More Actions icon

1 Device Settings: Select audio device and camera
settings. Set restrictions to allow parties to move
through shared presentations on their own.
2 Show Meeting Notes: Notes you take are shared
with others and are accessible before, during and
after the meeting. 1
3 Meeting Details: Join meeting link info/ dial info.
4 Call Me: Transfer call to another device. 2
5 Apply Background Effects: Apply blur
background or apply a custom background so 3
participants in the meeting are not distracted by
what’s going on behind you when your camera is
turned on. 4
6 Turn On Live Captions: Live captions can make
your meeting more inclusive to participants who 5
are deaf or hard of hearing, people with different
levels of language proficiency, and participants in
a loud place. 6
7 Start Recording: When you record a meeting, a
banner will appear, letting attendees know that 7
the recording has begun. You can access the
recording after the meeting ends in the meeting
chat or in Stream. 8
8 Keypad: Dial out from the Teams meeting using
the Teams Audio Conferencing Services. 9
9 Turn Off Incoming Video: Help the quality of the
audio on incoming video by turning off video.
Microsoft Teams

External users joining a Teams meeting

The following slides are to provide examples on what an external user will experience
when joining a Teams meeting. Anyone can join a Teams meeting as along as they
have an email address. Teams can be accessed through Mac, iOS, Android and
Windows devices.
As Teams evolves, please continue to refer to the following links below for new feature
updates to the application.

Microsoft 365 Roadmap

Join a Teams Meeting (Desktop and Mobile)

Microsoft Teams

Joining from desktop as an external user

(slide 1 of 3)
1. Teams lets you invite people outside your
organization, including those who don't have a
Teams license. ​The only thing that is needed to
join a Teams meeting is an email address.
To the right is a snapshot of what an end user will
see in their inbox once a Teams meeting invite
has been sent out.

22. To accept the meeting invite, the participant will

need to select Yes.

33. If the participant selects the Join Online Now link, 2

they will see the screen to the right if they don’t
have the Teams app installed.

3
Microsoft Teams

Joining from desktop as an external user

(slide 2 of 3)
4. The user will have two options if they don’t have
the Teams app:
A
A. Download the Teams App

B
B. or Join on the Web Instead.
Supported Web Browsers

5. If the participant selects Join on the Web Instead,

The participant will then see the following screen
below. This is requesting access to the
A
microphone and the camera.
6
6. Select Allow. B

6
Microsoft Teams

Joining from desktop as an external user

(slide 3 of 3)
77. Next the participant will see the following screen.
They will need to input their Name and select the
Join Now button.
• They will also have the option to turn off the
camera and/or mute themselves prior to
joining the meeting.
88. To leave the meeting, select the Red Phone icon
listed in the user bar. 7

8
Microsoft Teams

Joining from mobile as an external user

(slide 1 of 3)
1. Teams lets you invite people outside your
organization, including those who don't have a
Teams license. ​The only thing that is needed to
join a Teams meeting is an email address. To the
right is a snapshot of what an end user will see in
their email inbox once a Teams meeting invite has
been sent out.

2
2. To accept the meeting invite the participant will
need to select Yes.

2
Microsoft Teams

Joining from mobile as an external user

(slide 2 of 3)
3. To join the meeting the participant can select:

A Option A:
Join Online Now link listed in the email or

B Option B: A
Join button listed in their calendar.

B
Microsoft Teams

Joining from mobile as an external user

(slide 3 of 3)
4.
4 If the participant does not have the Teams mobile
app, they will be directed to a screen to download
the app.

5.
5 Next the participant will see the following screen.
4
To join the meeting, select the Join Now icon. The
participant has the following selection options
prior to joining the meeting.

A Join now – Select to join the meeting with

current meeting options
B
B Blurred background – Select this option to
blur the background of your video call

C Camera – Select this to turn your camera on

or off
D Microphone – Select this button to turn your
microphone on or off. If it’s off, others will not
C D E
be able to hear you

E Speaker – Turn your speakers on in order to

hear the conversation
5 A
6.
6 To leave the meeting, select the Red Phone icon
listed in the user bar.
6