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CIA Board Member Essential Teams Meeting Overview

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Meeting Invitation and how to Join

A Microsoft Teams meeting is an online space where people can talk, see each other, and share files or screens. Participants can join easily  in their web browser. No need to install anything.

The following article speaks to guest participants of a basic Microsoft Teams Meeting.

Before a meeting:

Receive an email invitation containing the Teams Meeting LInk and information. Depending on the email application/service the invitation can also appear on the associated calendar.
Impromptu meeting links can be shared by email without a meeting invitation.

Join the Meeting:

  1. Select the meeting link to join the meeting
    Audio Only participation is an option using the provided phone information

 

  1. This will open a web browser. It is recommended that Board members only use the web browser for CIA Teams meeting.
  2. Select Cancel in the pop up window named Open Microsoft Teams.
  3. Select 'Continue on this browser'

First Time Browser permissions

Microsoft Teams needs permission to use the computer's camera(s) and microphone(s).

The request window and options will appear differently based on the web browser used.
Select the option that  grants ongoing access.
In this example the option is "Allow while visiting the site."

Joining the meeting

Log in is not required for participation in the Teams meeting.

  1. Enter the desired display name for the meeting
  2. Toggle the Camera on/off
  3. Toggle the Microphone on/off
  4. Select 'Join now'

All guests enter a waiting room. The host will be notified and admit the guest to the meeting

Basic Participant Interface Overview

The basic Teams Meeting interface consists of the following tools and sections

  1. Tool Bar
  2. Presenter and attendee display
  3. Local Attendee - you
  4. Current duration of the meeting
  5. Chat
  6. People
  7. Raise Hand
  8. React
  9. View
  10. More
  11. Camera
  12. Mic
  13. Share
  14. Leave
Expand or collapse content 5. Chat

Chat allows participants to message others in real time. This is good for questions, link sharing and general meeting related information exchange.

  1. Open Chat Sidebar
  2. Conversation bubbles
  3. Enter message text
  4. Submit the message
  5. Close Chat Sidebar
Expand or collapse content 6. People

People provides a list of attendees in a meeting. Hosts are able to add and remove permissions for participants as necessary

  1. Open the People Sidebar
  2. List of attendees
  3. Share the meeting link with others when needed
  4. Close the People Sidebar

 

Expand or collapse content 7. Raise Hand

The larger the group the harder it is to speak up.

  1. Select Raise and a hand icon appears
  2. By your name in the People SideBar
  3. On your participant window
Expand or collapse content 8. React

Virtual meetings can be impersonal at times. React allows you to share your feelings without interrupting the speaker.

  1. Open/Close React options
  2. Thunbs up
  3. Heart
  4. Applause
  5. Happy
  6. Surprise/Shock

 

 

Expand or collapse content 9. View

Different meetings need different perspectives. Viewallows the participant to choose how they see the other participants.It does not affect how other meeting participants view it on their screen.

  1. Open/Close View Menu- Show or hide the layout options for your meeting.
  2. Gallery- Displays multiple participants in a grid view.
  3. Speaker- Focuses on the video of the person currently speaking.
  4. Focus on Content- Highlights the shared screen or presentation.
  5. Prioritize Video- Keeps participant videos visible even when content is shared.
  6. Turn Off Incoming Video- Stops showing video from other participants (helps with bandwidth).
  7. Full Screen- Expands the meeting to fill your entire display.
Expand or collapse content 10. More

In case the previous tool aren't enough there is the More menu.
Open/Close the More menu

  1. Meeting Info- View the meeting link, time, and basic details.
  2. Devices- Change your speaker, microphone, and camera settings.
  3. Video Effects and Settings- Choose a background effect or blur your video.
  4. Captions- Turn on live captions to see spoken words as text.
  5. Call Me- Have Teams call your phone to join the meeting audio.
  6. Dont Show Chat Bubbles- Hide pop-up chat messages during the meeting.
  7. Accessibility- Prioritize a sign language interpreters video and enable captions.
Expand or collapse content 11. Camera
  1. Turn Camera On/Off- Click to enable or disable your video during the meeting.
  2. Camera Option Drop Down
    • Camera- Choose which camera to use (available cameras will appear in a list).
    • Backgrounds-  blur and a couple of image options
    • More Video effects and Settings- access Speaker, Microphone, and Video options
Expand or collapse content 12. Mic
  1. Turn Microphone On/Off
  2. Microphone Option Drop Down
    • Speaker- Choose where the sound comes from
    • Microphone- Choose where the meeting hears from

13. Share

Sharing  is only available if the meeting host provides a participant permission to present.

It remains gray unless permission is granted.

14. Leave

After you Leave

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