User Guide- Microsoft Teams

Microsoft Teams is an online communication and team collaboration tool

that’s part of the Microsoft Office 365 Suite. While it’s mostly used for
video conferencing by remote teams, that’s not the only thing it can do.

 Create dedicated channels for specific tasks or teams.

 Record audio and video meetings.

 Easily share your screen with team members for detailed

explanations.

 Quickly search through archives using its command box.

 A. How To Get Started With Microsoft Teams

 Here’s a step-by-step guide to help you get started with Microsoft
Teams:
 
 1. Logon to MS Teams
 A) For desktop
 Step 1: Go to the Microsoft Teams webpage as mentioned below
and click on the profile icon at the top-right corner of the screen.

https://teams.microsoft.com

Step 2: In the “Sign in” page that appears, click on the “Create one!” link
to set up a new account.
Use your Office 365 userid . Example rvxyz@aarveeho.onmicrosoft.com

Once you’ve entered all your details and verified your email, visit
the Microsoft Teams homepage to begin using the Teams web app.

Note: It is recommended to use Microsoft Teams App instead of

Webapp. Contact ITSUPPORT@AARVEE.NET for installation of Teams
App.

2. Download Microsoft Teams App

A) For desktop

Step 1: To download the Microsoft Teams desktop app, return to the
Microsoft Teams web page and click on “Download Teams” at the top of
your screen.
Note: IT team shall help you in installing the Teams App on User’s
desktop

Step 2: Click on the “Download for desktop” button to page jump to the
download link for either Mac OS or Windows, depending upon your
system.

This link will show up as “Download Teams.”

Click on this to proceed with your download.

Step 3: Open the downloaded file and follow the instructions provided to
install Microsoft Teams.

B) For mobile
Step 1: Download the Microsoft Teams app from the iOS App Store or
Google Play Store for Android.

Step 2: Once installed, open the app and log in to your Microsoft
account to start using Microsoft Teams.

B. How to Create Teams And Channels

In Microsoft Teams, a Team is a group of people who collaborate
together, usually consisting of the entire organization.

Meanwhile, Channels are segregated conversations, where each one

can be dedicated to a department, project or even a task.

Here are the steps to create teams and channels in Microsoft Teams:

1. Create a team

A) For desktop

Step 1: Open the Microsoft Teams app and click on the “Join or create a
team” option at the bottom of the Teams sidebar on the left.
Step 2: On the new screen that appears, click on the “Create team”
button.
Step 3: On the following screen, you can choose:

 Build a team from scratch

 Create from an existing Office 365 group or team

If your team was using Office 365 before signing up for Teams, you may
have existing groups that can be added using the “Create
from…” option.

Otherwise, go with “Build a team from scratch.”

Step 4: Next, define who’s part of the Team.

Make your choice based on how you want to organize your platform:
  Private: If the team should only have a few specific members,
select Private.

 Public: Best for teams with changing members.

 Org-Wide: If you want to host your entire organization as one

“team” on the platform and use channels to divide departments,
Org-wide is the ideal option.

Step 5: Once you’ve chosen the type of team you want to create, you
need to give it a name.
Choose an appropriate team name, like “Marketing” or “Social Media”,
and then click the “Create” button at the bottom right.
Step 6: Your new team will now appear on the left sidebar of your
Teams app (“Marketing” in the image below).

To add members to the team, click on the three dots next to the team
name and select “Add member.”

Step 7: Type in the names of the members you want to add.

In case these are “guests” such as external users from outside your
organization, you can give them guest access through their email
address instead.

Note: Only few users in Aarvee have office 365 account and other team
members are considered as guests. You have to specific their email id
like username@aarvee.net while adding them to your teams or while
sending meeting requests.

B) For mobile

Step 1: Open the Microsoft Teams app.

Step 2: Tap on the “Teams” icon at the bottom of the screen, then an
icon of “two people and a plus sign” in the top right. You should reach
the Manage team’s page.
Step 3: To create your new team, give it a name, add a description and
set the privacy settings.

Once you’ve created the team, tap the “More options” icon with three
dots and select “Add members.” Type in the names of your team
members to add them.

Note: To add groups of people/multiple individuals simultaneously, you

need to use the desktop or web app.

2. Create a channel

A) For desktop

Now that you’ve got a team set up, it’s time to add channels.

By default, Microsoft Teams creates a general channel for all team

members.

To create additional channels, follow the steps below:

Step 1: Click on the three dots next to the Team you want to create a
new channel in, and click on the “Add channel” option.
Step 2: In the pop-up window that appears, you can:

 Select a channel name.

 Add a channel description.

 Change privacy settings to allow access to every team member or

only a select few members.

Once you’re done with these settings, click on the “Add” button to create
the channel.
B) For mobile

Step 1: In the mobile app, click on the Teams icon at the bottom.

Step 2: Tap the three dots (“More options” icon) for the team you want to
add to the channel. Then, click on “Manage options.”

Step 3: Click on “Add +” to begin creating a new channel. Add a name

for the channel and a description if you wish to.
Step 4: To create a standard channel, simply tap “Done.” To create a
private channel, tap on “Privacy,” select “Private,” then go back and tap
“Done.”

Step 5: If you chose to create a private channel, the “add members”
screen will automatically open up. You can add members at this stage
itself, or skip this step and add members later.

 C.How to Set Up Video Conferencing in Microsoft

Teams
Video conferencing is extremely simple with Microsoft Teams.

Here’s how to do it:

A) For desktop

Step 1: Open the Microsoft Teams app, and go to the team/channel you
want to hold a video conference with.

Click on the small camera icon under the compose box.

Step 2: If you want, you can add a subject to the video call. Then click
the “Meet now” button to start.
Step 3: In the video call screen that appears, you can use the toolbar to
turn your camera and microphone on/off, as well as share your screen
with everyone who joins the call.

B) For mobile

Step 1: Open the Microsoft Teams mobile app and go to the chat you
want to start a video call with.

Step 2: In the selected chat, tap “Video call” to start video calling.
Participants can answer from either of their desktop or mobiles.

D. How to Schedule Meetings

For important meetings that need everyone’s presence, it’s best to
schedule them in advance. This way, people can clear their schedules
for the meeting and sync it with their calendars.

Here’s how you can schedule meetings in Microsoft Teams:

A) For desktop

Step 1: Select “Schedule a Meeting” (calendar icon) below the compose

box.

Step 2: Go to “Calendar” on the left pane and click on “New meeting,”
which is located at the top right.

Step 3: Once you’ve selected a time range in the calendar, a form will
open to help you out.

Step 4: Add a title for the meeting, invite participants and add other
details. The Scheduling Assistant can help you check everyone’s
availability.

Step 5: Hit “Save” to complete the process. An invite will automatically

be sent to each participant’s Outlook inbox!

B) For mobile

Step 1: Tap the Calendar at the bottom of the app and go to “Schedule a
meeting” near the top-right.
Step 2: Tap on “Add participants” to invite everyone you need.

Step 3: Set the start time and end time for the meeting. Write a
description as well.

Step 4: Tap “Done” to finish scheduling your Teams meeting!

 Microsoft Teams - Sharing Your Screen in a Teams Meeting

To share your desktop screen during a Teams meeting, perform the

following steps:

1. Click the Share button in the Meeting Controls panel. The Meeting

Controls panel appears near the bottom of the meeting window
when you mouse-over the screen. After clicking Share,
the Share menu will appear in the bottom of the window.

2. Perform the following steps if you are using the Teams desktop
application:

1. If you need participants to hear any audio played by an

application, check the box next to Include system audio.
You can leave this box unchecked if you do not want
participants to hear audio from your applications; they will still
hear your microphone.
2. Under “Desktop,” click the screen you wish to share with the
meeting participants.
3. Perform the following steps if you are attending the meeting within
the Google Chrome or Microsoft Edge browsers (NOTE: older
versions of Edge do not support screen sharing):

1. Under “Screenshare,” click Desktop/Window.

2. Under “Your entire screen” in your browser’s Share your
screen dialog box, click the image of the screen you wish to
share to select it.
3. Click the Share button.
4. You are now sharing the selected screen with the meeting
participants. If using the Teams desktop application, you will see a
red outline around the outside of the screen you are sharing.
Participants will see everything you see on this screen. Open any
applications and documents you wish to show.

5. For Teams desktop application users only: if you move your mouse
to the top edge of the screen while sharing your desktop or
application window, a sharing toolbar will appear at the top of your
screen. The toolbar contains the following controls:

1. Give control button: Click the Give control button, then click

the desired participant’s name to allow that participant to
control what you are sharing. Once given control, that person
can make selections and modify whatever you are sharing.
Be careful to only give control to trusted individuals. When
you are ready to resume control of what you are sharing,
click Take back control.
2. Include system audio button: Click the Include system
audio button to toggle whether or not you are sharing audio
that is played by your system. When this button’s icon has a
slash through it, the participants cannot hear audio played by
your system. This setting is not the same as the microphone
mute setting, so it does not affect whether or not participants
can hear audio from your microphone.
3. Stop presenting button: Click Stop presenting to stop
sharing your screen or window and return to the Teams
meeting window.
4. Pin toolbar button: Click the Pin Toolbar button to prevent
the sharing toolbar from automatically hiding itself when you
move your mouse away from the toolbar.

o To stop sharing, click the Stop sharing button in the meeting

controls panel.
Other Sharing Options

Beyond sharing an entire screen, there are three other options you can
select in the Share menu that appears after clicking the Share button.
Some options only appear when using the Microsoft Teams desktop
application:

1. Share a window: You can share a single window by clicking the

window’s thumbnail under “Window.” This feature is useful for
when you only wish to share a single document or application and
would like to view, but not share, notes or other information on your
screen. To use this feature, you must have the desired window
open before clicking the Share button.
2. Share a PowerPoint presentation: PowerPoint presentations
recently accessed on OneDrive or Teams will appear under
“PowerPoint” in the Share menu. Click one of these presentations
to share it to meeting participants, or click Browse to find other
PowerPoint presentations on Teams or OneDrive or to upload a
PowerPoint file from your computer.
3. Share Microsoft Whiteboard: Under “Whiteboard,”
click Microsoft Whiteboard to open a collaborative virtual
whiteboard. Use the whiteboard to share ideas or sketch out
meeting notes. After the meeting ends, the whiteboard will be
accessible from the Whiteboard tab of the meeting’s chat in
Teams.