Before You Start

1. Make sure you have downloaded the work/school Teams app to your computer and sign in with your Clark account.

   1. Click HERE to download Teams app.

Scheduling a Teams Meeting

Scheduling a Meeting (Teams App)

1. On your computer, open the Teams app.

   1. Windows: Click the Windows icon in the lower right corner of your screen and type Teams. Click on the Teams app to select and open.

   2. Mac: Click on the Finder icon at the bottom of your screen. Navigate to Applications and locate Microsoft Teams from your list of apps.

2. Within the Teams app, click on the Calendar icon in the vertical menu located on the left side of the screen.

3. Click the New Meeting button in the upper right of the screen.

4. Input necessary information, such as a meeting title, attendees, date/time, and duration of the meeting. You can also add details, such as an agenda, in the large text box towards the bottom of the meeting creation window.

5. Use the Scheduling Assistant tab to view attendee’s availability and adjust your meeting date/time as needed.

6. By default, meetings created within the Teams app will include a Teams link. Make sure the Online meeting toggle remains on in order to send the Teams link to your attendees.

7. Click Save. A meeting invitation will automatically be sent to any attendees you added.

Scheduling a Meeting (Outlook App)

1. Open the Outlook application on your computer.

2. Navigate to the calendar section and click New Meeting (on Windows) or New Event (on Mac) button located in the upper left corner of the Outlook app.

3. Input the appropriate information, such as meeting title, attendees, date, time, etc.

4. Click the Teams meeting button within the meeting window.

   1. Windows: The Teams meeting button is located under the Meeting tab to the left side of the ribbon.

      Open

      

   2. Mac: The Teams meeting option is a toggle button in the Location field. Click to turn it on.

Open

5. Teams will automatically add a Teams link to the Location field of your meeting. It will also put additional information regarding the meeting and ways to join in the meeting’s message field.

6. Click Send to invite the attendees to your meeting and save it on your calendar.

Scheduling a Meeting (Outlook for Web)

1. Open your internet browser and navigate to you.clarku.edu. Log in with your Clark account credentials.

2. Under Web Services on the left side of your screen, click Email.

3. Your Clark Outlook account will open in a new tab in your internet browser.

4. Click the calendar icon in the vertical menu on the left side of the screen.

5. Click New event.

6. Input the appropriate information, such as title, attendees, date, time, etc.

7. In the location section, toggle the button next to Teams meeting.

8. Teams will automatically add a Teams link to the Location field of your meeting. It will also put additional information regarding the meeting and ways to join in the meeting’s message field.

9. Click Save to send the meeting invitation to attendees and save it to your calendar.

Starting a Teams Meeting

From the Teams app

1. Open the Teams app and navigate to the calendar.

2. Click the small Join button on the meeting you’d like to start.

3. You’ll see a preview window within Teams. From here, you can check your audio/video settings and change your virtual background.

4. Click Join Now to enter and start the meeting.

5. The meeting will open in a new window.

From Outlook

1. Open Outlook and navigate to your calendar.

2. Double click on the meeting you’d like to start to open it in a smaller, separate window.

3. Click the join link within the meeting description.

4. You’ll see a preview window within Teams. From here, you can check your audio/video settings and change your virtual background.

5. Click Join Now to enter and start the meeting.

6. The meeting will open in a new window.

Selecting Microphone, Speaker, and Camera

In the preview window, or after joining a Team meeting, you might need to select or change your speaker, microphone, or camera if you cannot hear the other people in the meeting, or others cannot see/hear you.

1. Locate the Mic in the Teams toolbar along the top of the meeting window. Click the small downward-facing arrow next to the icon.

2. Under the Speaker section, click the bubble next to the appropriate speaker. The speaker is how you hear others in the meeting. You may have to test a few different speakers to find the right one.

3. Under the Microphone section, click the bubble next to the appropriate microphone. The microphone is how others hear you in the meeting. You may have to test a few different microphones to find the right one.

4. To select your camera, locate the Camera function within the Teams toolbar displayed along the top of the meeting window. Click the small downward-facing arrow next to the icon.

5. Click the bubble next to the appropriate camera. You may have to test out a few available options before finding the right one.

6. You can also turn on video effects and virtual backgrounds from the camera settings.

Using the Teams Toolbar

Teams functions are located along the top of the meeting window.

Screensharing

1. Click the Share button in the Teams toolbar displayed along the top of the meeting window.

2. To share your entire screen, select Screen. If you’d only like to share a specific window (such as your internet browser or a file you have open), click Window and then select the correct window from the available options.

3. If you are sharing your screen to play a video or audio clip, turn on the Share sound toggle.

4. Teams will automatically share whichever option you select.

5. To stop sharing your screen, click the Stop sharing option at the top of your screen.

Turn on Captions

1. Click More in the Teams toolbar displayed along the top of the meeting window.

2. Use your cursor to hover over Language and speech.

3. Click Turn on live captions.

Create Rooms

1. Click the Breakout Rooms button in the Zoom menu bar. Depending on the size of your screen, this option may be nested under the More button.

2. In the side panel, set the number of breakout rooms you’d like.

3. Next, select how participants will be sorted into groups. You can have them automatically sorted by Teams or assign people to breakout rooms yourself.

4. Click Create rooms.

5. If you opted for automatically sorted rooms, click Open Rooms.

6. If you opted for manually sorted rooms, click Assign participants. A smaller window will open so you can assign each person to a specific room.

   1. Use the checkbox to assign multiple people at once

7. Once meeting participants are in their rooms, you can send an announcement by clicking the speaker icon. To join any of the rooms, click the three dots next to the particular room you’d like to join and select Join.

8. To close rooms, click the Close rooms button. This will bring all meeting participants back to the main meeting.

Record

1. Click More in the Teams toolbar displayed along the top of the meeting window.

2. Hover over Record and Transcribe then select Start Recording.

3. To stop recording, repeat Steps 1 and 2, selecting Stop Recording.

4. A link to the meeting recording will appear in the meeting chat once it has finished uploading. The chat will continue to exist after the meeting has ended.

5. The host can also find the recording in the Recordings folder of their OneDrive account.

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