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CU Online Meeting Protocols: suggestions for a successful online meeting

How to hold Online meetings with TEAMS

Back-to-back meetings across campus? Off-campus meeting participants? Can’t find a room to meet? Hold an online meeting using the Teams app.

  MEETING INITIATOR
1. Launch Microsoft Teams app on your PC or Mac Teams-app-icon
2. Select Meetings in left-hand navigation column

Open Teams app and select Meetings

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3. Click on Schedule Meeting and enter details
4. Optional: In Select a channel to meet in, select your <Teams site name> and the General channel 

Form to Schedule Teams meeting

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5. Invite people.
– Staff/Faculty: beginning typing name; select
– Students: enter accountname@cmail.carleton.ca
– External-to-Carleton: enter email address

Form to add invitees to Teams meeting

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Repeat until aIl the invitees are added and then click Schedule
MEETING INVITEES
6.

Sample email meeting invitation

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Invitees automatically receive a standard Outlook calendar invitation, complete with a link to the meeting.

Note: Any Teams apps (desktop, phone, tablet) will also receive a notification.

EVERYONE: MEETING INITIATOR AND INVITEES
7. At the meeting start time, open your Outlook calendar and click on the link. Your web browsers will put up a page asking for permission open the Teams app.

Allow this page to open Microsoft Teams app.

Browser request to open Teams app

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8. Windows 10 users: The 1st time you allow your browser to open the Teams app you will get a warning from Windows 10 firewall, as shown at right.

Allow access.

NOTE: Contact the Service Desk if your computer account does NOT have sufficient privileges to make this change.

Windows 10 firewall warning for 1st launch of Teams

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9. Click Join now

Tip: You can mute your microphone and use an audio bridge, such as Carleton’s QuickConference. Contact the Service Desk for details.

Join Teams meetings

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10. Choose what to share: your entire screen or just a specific app (e.g. Teams app)

Choose what to share

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