O365: Video Meetings in Microsoft Teams

If you are new to Teams, we suggest reviewing https://duke.service-now.com/kb_view.do?sysparm_article=kb0029219 for how to get started.

 

Meetings in Teams include audio, video, and screen sharing.

 

In this article, we will share 2 methods that faculty, staff and students can use to start a video meeting using Microsoft Teams.

 

Option 1: Schedule a Meeting using Microsoft Outlook

Duke's Office365 offering allows, faculty, staff and students to quickly schedule a Microsoft Teams meeting using Microsoft Outlook.  This feature also allows people to view, accept, or join meetings in either app.

Note: Currently, you can schedule Teams meetings from Outlook, but not choose a channel to have them in.

To schedule a meeting:

1.  Open Outlook and switch to the Calendar view.

2.  Click New Teams Meeting at the top of the view.

New Teams Meeting button in Outlook
3.  Add your invitees to the To field—you can even invite entire contact groups (e.g. from a mail list).
4.  Add your meeting subject, location, start time, and end time.
5.  Click Send.
6.  Alternate For Faculty:

  1. Add yourself to the To field.
  2. Click Send.
  3. When the meeting is created, go to the meeting in your calendar and copy the link.
  4. Use Sakai to send the link and/or note to your team. 
  5. Use Sakai to send the link or note to your students.

The organizer and recipients will receive a meeting invite with a link to join the meeting in the body of the invite.  Clicking on the link will join you to the meeting.

 

Option 2: Start an instant meeting in Teams

Faculty, students and staff can create a Team at any time in Microsoft Teams.  Once the Team is created, you can either schedule or start an instant Video meeting from that Team.  For more information on setting up a Team, visit KB0029219.

Scheduling from the Team calendar

  1. Go to Calendar Meetings button on the left side of Teams, then select Meet now Meet now button in the upper right corner.
  2. You'll have a chance to set a few things up before you start your meeting. Give it a title, choose whether you want to use video, and pick your preferred audio source.
  3. When you're ready, hit Join now.

Your meeting is now up and running—you just need people to join you. 

To invite people:

  1. Start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they'll get a call right away.
  2. Another option is to copy the meeting link and send it to anyone you want to meet with, and they can join by selecting it. Just choose Copy join info and paste the link in a message.

Starting immediately from a channel

To get a channel meeting going right away:

  1. In the Posts tab in a channel, go to where you type new messages (at the very bottom of the app) and select Meet now Meet now button .
  2. Give your meeting a title and choose whether you want to include video.
  3. When you're ready, hit Join now.
  4. You src="https://duke.service-now.com/re meeting" now up and running. To invite people to join you, start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they'll get a call right away.
  5. You can also invite people by copying the meeting link and sending it to anyone you want to meet with. Just choose Copy join info and paste the link in a message.

Resource: create instant meetings with Meet now

Video: https://support.office.com/en-us/article/video-create-instant-meetings-with-meet-now-26e06837-853d-4df1-a729-06bf700d4ecf

 

Record a meeting in Teams

Record your meetings in Teams to capture audio, video, and screen sharing activity. The recording happens in the cloud, and is saved to Microsoft Stream, so you can share it securely across Duke.

Note: Whiteboards and shared notes are not currently captured in meeting recordings.

You can record meetings and group calls, but recording one-on-one calls isn't supported yet.

Record a meeting or a group call

  1. Start or join the meeting using on of the options above.
  2. To start recording, go to the meeting controls and select More options More options button > Start recording.

Everyone in the meeting is notified that recording has started.

The meeting notification is also posted to the chat history.

Meeting recording notification in meeting chat

Note: You can't make multiple recordings of the same meeting at the same time. If one person starts recording a meeting, that recording will be stored on the cloud and available to all participants.

             3.  To stop recording, go to the meeting controls and select More options More options button > Stop recording

  1. The recording is then processed and saved to Microsoft Stream
  2. The person who started the recording will receive an email from Microsoft Stream when the recording is available. It will also show up in the meeting chat—or in the channel, if you’re meeting in a channel.

Note: In addition to storing the recording on Microsoft Stream, a link to the recording is provided in the meeting chat and made available for seven days. Anyone who participated in the meeting can access this link and download the recording.

 

Article Number: KB0032706