Hello, it's Matt and welcome to Collaboration Coach.
There have been so many new features added to Teams recently
that it's been hard to keep on top of them all.
So in this video I'm going to show you 22 pro tips for Teams meetings to guide you through the new and existing features
to make sure that you have a great meeting every time.
Many of the features I talk about are included in the new experience on Teams.
To get the new experience all you need to do is go to the picture icon
or your initials in the top right hand corner of the Teams app,
drop the menu down and choose "check for updates",
then choose "settings" and "turn on new experience" and then restart Teams.
If you need more detail, check out our video on the new experience
or see in the description for the Microsoft article that explains how to do it.
So here we go then with the 22 tips.
First, when you join your meeting, you start from the audio and video settings page.
If you turn on your camera with this toggle and you don't like what's in the background,
you can replace it with a virtual one.
Press the "background settings" button here and then select a background from the right hand pane.
You can blur the background, choose from a list of images,
or even upload your own.
Once you've joined the meeting, you can make sure that everybody else has.
If you're waiting for someone to join that was invited to the meeting,
you can press the "show participants" button,
and you should see them listed in the "others invited" or "others from chat" sections.
Just roll over their name and choose "request to join" and Teams will give them a call so they can join.
If you forgot to send them the invitation you can invite them from here too.
Type their name where it says "invite someone".
This will look through the list of all the people in your organisation
and any guests that are members of your teams.
Select the person you want and Teams will give them a call.
You can copy the joining info if you press the link icon here.
This will capture the link and number for the meeting and then you can paste it into a chat post or an email.
Whoever has the joining info can click on and attend the meeting.
This is great for when you want to invite people at the last minute
or you need to share the joining link with a large group of people or people outside of your organisation.
You can record the meeting so that everything is captured for future reference.
Anyone who is a presenter can make a recording.
Just go to the ellipsis in the meeting toolbar and choose "start recording".
Everyone will see a banner message telling them that the recording has started that they can dismiss once they've read it
and you'll see a red recording icon in the top left corner of the meeting window
and when you want to stop the recording you just go back to the same place and choose "stop recording".
Now let's set some of the meeting options.
You can choose who waits in the lobby before they can join the meeting.
The lobby is just a virtual space that every meeting has
and it's used so that you can decide who joins the meeting and when.
If you want everyone to join the meeting without waiting then go to the ellipsis in the meeting toolbar,
choose "meeting options" and where it says "who can bypass the lobby" choose "everyone" and then save.
You might want to choose who will be a presenter in your meeting.
A presenter has more control over the meeting than an attendee does.
For example, presenters can share content and mute or remove participants
and attendees can't.
To choose who's a presenter, on the same meeting options page,
where it says "who can present", you can choose "everyone", "people in my org", "specific people" or "just me".
If you choose "just me" and then save, everyone else in the meeting will become an attendee.
If you want attendees to be quiet during your presentation
you can mute them by opening up the participants list
and choosing the ellipsis next to the name and then choosing "mute".
If you want them to stay on mute you can go to the ellipsis and choose meeting options again,
and then toggle off the "allow attendees to unmute" option and then choose save.
Attendees will then be stuck on mute and only presenters will be able to talk.
As I said earlier, presenters can share content and manage the meeting,
they can also mute and remove people
so you may want to change a presenter to an attendee so they can't do that.
To do that, just go to the participants list, choose the presenter you want to change
and then choose the ellipsis next to the name and then "make an attendee".
This will show the attendee a banner to let them know about the change.
Any presenter, even one outside the org can make a presenter an attendee.
Now that everyone has joined, you may want to switch the viewing mode.
If you have four people in the meeting you can go to the ellipsis in the meeting toolbar
and choose "together mode".
The meeting will switch from grid view to a virtual room where everybody's video feed is seen together.
When you do this it doesn't change what the other participants see
so you can switch between views any time you like.
If you have more than 10 people in your meeting you can switch to large gallery mode.
This is an extended grid mode that can have up to 49 videos running in it at any one time.
If you have difficulties hearing what people are saying you can turn on live captions.
This will add captions to the bottom of the meeting window
and it will also add an attribute so you can tell who's saying what and when.
To do this, go to the ellipsis and choose "turn on live captions".
When you do this you're only turning them on for yourself
and it doesn't affect anybody else.
If you're the meeting organiser you can take notes by going to the ellipsis and choosing "meeting notes"
When you press the "take notes" button it will take you back to the Teams app
and you can start making notes there.
Notes are made separately from the meeting window so they don't get in your way.
Only the organiser can see the notes during the meeting.
After the meeting you can only share the notes with people who joined from your organisation
but not with those from outside.
If you're a presenter and you want to keep a single participant on the meeting stage all the time
you can use the Spotlight feature.
Go to the participants list, choose their ellipsis and then choose Spotlight.
You'll see a spotlight icon next to their name.
The person who is spotlighted will see a banner at the top of their meeting window to let them know.
They can exit spotlight whenever they like by pressing the exit button.
While you're spotlighted, everyone in the meeting can see your video feed on the meeting stage.
Even if you're not talking.
Pinning is similar to Spotlight because it keeps a person on a meeting stage...
...but just for you and not everybody else.
From the participants list, choose the person and then the ellipsis and then "pin".
Pinning is a personal setting that doesn't affect anybody else in the meeting.
If you want to get attention but you don't want to speak, or you can't if you're on mute,
then you can use the "raise your hand" button.
This will add a yellow hand icon next to your name in the participants list
and draw the attention of the presenter.
Any presenter can share content during the meeting with the "share" button from the toolbar.
You can share your screen, apps, slides and whiteboard
and you can choose to include the computer sound with this toggle which is great if you're sharing a video.
When someone is sharing, you might want to switch to Focus mode.
This will remove any video feeds from your view so you can just concentrate on whatever's being shared.
Just go to the ellipsis and choose "focus".
Also - Full screen will make the meeting window fill your screen
and remove any apps you have open from view.
Again, this helps you concentrate on whatever's going on in the meeting.
Just choose the ellipsis and then choose "full screen".
If you want a list of the attendees, you can choose "download attendee list "from the participant list view.
This will give you a list of all the participants that you can open in Excel
and will include when they joined and left.
This feature isn't switched on by default but it is very useful,
So I will leave a link in the description to an article that tells you how to enable it.
And finally, when the meeting is over you can obviously leave it with the "leave" button,
but if you're the organiser you can also end the meeting by using the drop down here
and choosing "end meeting".
Ending a meeting means that everyone must leave at the same time
which is great if you don't want people hanging around after you've left.
So there you have your 22 tips you can use to make sure that you have a great meeting every time.
Thank you to my friends at Stable Resources for agreeing to be in the together and large gallery mode demos
and thank you for watching and I'll see you next time.
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