This source is a training module for using Microsoft Teams effectively as a trainer. It guides users through scheduling meetings, adjusting meeting options, and managing meetings within channels. The training covers utilizing meeting tools like chat, polls, breakout rooms, and screen sharing, including the Microsoft Whiteboard. Finally, it demonstrates how to access meeting recordings and attendance reports for post-meeting analysis.

Microsoft Teams for Trainers Study Guide

Quiz

Answer the following questions in 2-3 sentences each.

What are the three primary learning outcomes for trainers covered in this Microsoft Teams course?
Explain the difference between scheduling a meeting from a standard channel versus a private channel in Microsoft Teams.
Describe two options for managing who can bypass the lobby when setting up meeting options in Microsoft Teams.
Why might a trainer want to set up breakout rooms before a Microsoft Teams meeting begins?
What are two ways a trainer can share files with attendees before a scheduled Microsoft Teams meeting?
Explain the purpose of conducting a test call before hosting a live Microsoft Teams training session.
Name two host controls that a trainer can utilize during a Microsoft Teams meeting to manage participants.
What is the keyboard shortcut attendees can use to raise or lower their hand in a Microsoft Teams meeting?
Describe one of the presenter modes available when sharing your screen during a Microsoft Teams meeting.
What information can a trainer access in the attendance report after a Microsoft Teams meeting concludes?

Quiz Answer Key

The three primary learning outcomes are to effectively schedule meetings and adjust meeting options beforehand, effectively host a meeting within a Teams channel to keep information in one place, and discover the use of meeting tools such as breakout rooms and sharing PowerPoints.
Meetings can be scheduled directly from a standard channel, automatically populating the channel in the meeting details. In contrast, scheduling a meeting for members of a private channel requires going to the calendar and inviting those members individually, as direct scheduling from the private channel is not available.
Two options for managing who can bypass the lobby are “People in my organization,” which allows authenticated users from the same organization to enter directly, and “Only me,” which requires everyone else to wait in the lobby until the host admits them.
Setting up breakout rooms before a meeting allows the trainer to pre-assign participants to specific groups and configure room settings like time limits and presenters, making the process more efficient and less disruptive during the live session.
A trainer can share files before a meeting by attaching them in the chat space associated with the scheduled meeting or by uploading them directly within the channel where the meeting is scheduled.
Conducting a test call allows trainers to verify that their audio input (microphone) and output (speakers) are working correctly, as well as ensuring their video camera is functioning as expected, thus preventing technical issues at the start of the training session.
Two host controls include the ability to mute all participants simultaneously to manage noise or discussion flow, and the option to individually turn off a participant’s microphone or camera if needed.
Attendees can press the keyboard shortcut Ctrl + Shift + K to raise their hand to ask a question or get the trainer’s attention without interrupting the flow of the meeting, and they can use the same shortcut to lower their hand.
One presenter mode is “Content only,” which focuses solely on the shared content. Another mode is “Standout,” which overlays the presenter’s video feed on top of the shared content, creating a more engaging presentation style.
The attendance report provides information such as a list of all attendees, the times they joined and left the meeting, the duration of their attendance, and their role within the meeting (e.g., attendee, presenter).

Essay Format Questions

Discuss the strategic benefits of utilizing Microsoft Teams channels for trainer-led meetings, focusing on how the integration of scheduling, chat, and post-meeting resources can enhance the learning experience and streamline communication.
Evaluate the importance of proactively configuring meeting options in Microsoft Teams, such as lobby settings, presenter roles, and recording preferences, for ensuring a productive and controlled training environment.
Compare and contrast the use of breakout rooms and the Microsoft Whiteboard as interactive tools during a virtual training session, analyzing their respective strengths in facilitating collaboration and engagement among participants.
Describe the steps involved in effectively incorporating polls into a Microsoft Teams training session, from creation and sharing to their potential impact on participant feedback and understanding.
Analyze the features within Microsoft Teams that support post-meeting follow-up and assessment for trainers, including the attendance report and meeting recording, and discuss how this data can inform future training sessions.

Glossary of Key Terms

Channel: A dedicated section within a Microsoft Teams team, organized around a specific topic, project, or discipline. Standard channels are accessible to all team members, while private channels restrict access to designated individuals.
Meeting Options: Customizable settings for a Microsoft Teams meeting that can be configured before the meeting starts, including who can bypass the lobby, who can present, and recording preferences.
Breakout Rooms: Smaller, separate virtual meeting spaces that can be created within a main Microsoft Teams meeting to facilitate focused discussions or group activities. Participants can be assigned manually or automatically to these rooms.
Meeting Tools: Features available during a Microsoft Teams meeting that enhance interaction and delivery, such as chat, screen sharing, participant management, breakout rooms, and the whiteboard.
Chat Space: A dedicated area associated with a scheduled Microsoft Teams meeting where participants can communicate through text messages, share files, and access meeting-related information before, during, and after the session.
Test Call: A feature in Microsoft Teams that allows users to check their audio and video devices before joining or hosting a meeting to ensure they are working correctly.
Host Controls: Features available to the meeting organizer or designated presenters that allow them to manage participants, such as muting, removing, or assigning roles.
Screen Sharing: The ability for a presenter to broadcast their computer screen or specific applications to meeting participants. Microsoft Teams offers various presenter modes to customize how the presenter’s video feed is displayed with the content.
Microsoft Whiteboard: A collaborative digital canvas within Microsoft Teams where participants can draw, write, add notes, and work together in real-time.
Attendance Report: A record generated by Microsoft Teams after a meeting concludes, detailing when participants joined and left the session, as well as their duration of attendance and role.

Microsoft Teams for Trainers Briefing Document

Date: October 26, 2023 Prepared By: Gemini AI Subject: Review of Microsoft Teams for Trainers Course

This briefing document summarizes the key themes, important ideas, and facts presented in the provided transcript of a Microsoft Teams for Trainers course led by Mo Jones. The course aims to equip trainers with the necessary skills to effectively conduct meetings using Microsoft Teams.

Main Themes

Effective Meeting Scheduling and Preparation: A significant portion of the course focuses on how to properly schedule meetings within Teams channels and how to configure meeting options beforehand to ensure a smooth and productive session.
Leveraging Pre-Meeting Tools for Engagement: The course emphasizes utilizing the chat space associated with a scheduled meeting to share pre-reading materials and create polls to engage attendees even before the meeting begins.
Mastering In-Meeting Tools for Enhanced Collaboration: The training covers essential in-meeting tools such as participant management, chat, breakout rooms, screen sharing with different presentation modes, and the interactive whiteboard feature.
Understanding Post-Meeting Reporting and Follow-up: The course highlights the automatic attendance tracking and meeting recording features of Teams, providing trainers with valuable data and resources for post-meeting review and follow-up.
Importance of Clear Communication and Guidance for Attendees: The trainer emphasizes the need to inform attendees about basic Teams functionalities and shortcuts to ensure everyone can participate effectively.

Most Important Ideas and Facts

Scheduling Meetings and Adjusting Meeting Options

Meetings can be scheduled directly from a Teams channel using the “Meet” icon’s dropdown menu.
“Notice I’m currently on the asset management Channel I’m going to head on over to the top right of my screen and I want to take advantage of this meet icon here notice I can go ahead and conduct a meeting right now or I can use the drop down here to go ahead and schedule a meeting…”
Scheduling from a channel automatically populates the channel information in the meeting details.
“…do want to point out that because we use the feature to schedule the meeting right from our Channel it actually populates the channel right here for us right into our channels area…”
Meeting options can be adjusted after scheduling the meeting by accessing “Meeting options” within the meeting details. These options include:
Who can bypass the lobby (e.g., “People in my organization”).
Whether to always let callers bypass the lobby.
Notifications for join/leave events (can be turned off).
Who can present (e.g., “People in my organization and guests”, “Specific people”, “Only me”).
Allowing/disallowing microphones and cameras for attendees.
Automatic recording of the meeting.
Allowing/disallowing reactions.
Enabling live captions (if a caption service is set up).
“So here’s the resulting meeting options screen that opens in a new browser we’ll go ahead and expand this here and we have some decisions to make in terms of getting ourselves set up before our meeting has started here…”

Hosting a Meeting Within a Teams Channel

Hosting within a channel keeps all meeting-related information in one place, facilitating pre- and post-meeting conversations.
“…the goal is we want to really be able to just keep all of the information in one spot so we can start the conversation before our meeting and we can continue the conversation after the meeting as well.”

Utilizing Meeting Tools

Breakout Rooms:Breakout rooms can be set up before the meeting starts via the meeting details.
Rooms can be renamed, and participants can be assigned manually or automatically.
Room settings allow for assigning presenters to manage rooms (though this was later turned off in the example), setting time limits, automatically moving people to rooms, and allowing them to return to the main room.
“…we can go ahead and set up our rooms ahead of time before the meeting sometimes it’s very difficult while you’re in the meeting spending a lot of time setting the rooms up…”
Chat Space:Each scheduled meeting has a dedicated chat space for sharing files and pre-meeting communication.
Polls can be created and shared via Microsoft Forms, either by adding a “Forms” tab to the meeting chat or by sharing a direct link.
“So this is kind of the chat space that’s reserved for this meeting and so as you can see I was able to upload or attach a file for everyone to kind of take a look at before the actual meeting starts…”
Test Call:Users can make a test call within Teams settings to verify their audio and video devices are working correctly.
“At this point what we can do go ahead and click on make a test call it’s going to go through a video test and audio test and a microphone test for you…”
In-Meeting Host Controls:During a meeting, hosts have controls over participants (muting, disabling mics/cameras, making presenters, removing participants, spotlighting).
The meeting link can be copied and shared.
Meeting permissions can be managed, and the meeting can be locked.
Attendance list can be downloaded during the meeting.
Screen Sharing:Multiple present modes are available, including “Content only,” and layouts that incorporate the presenter’s video feed (e.g., “Standout,” “Side-by-side,” “Reporter”).
Users can share their entire screen or specific windows.
The option to “include computer sound” is available when sharing.
Microsoft Whiteboard:An interactive whiteboard can be shared during a meeting for real-time collaboration.
Features include pens, highlighters, erasers, sticky notes, text boxes, shapes, and templates (e.g., for brainstorming).
Participants can be allowed to edit the whiteboard.
Whiteboards can be exported as images.
“One of the features here is the Microsoft whiteboard and if I click on my whiteboard here will open up my whiteboard for me…”

Post-Meeting Activities

An attendance report is automatically generated and available in the Teams channel where the meeting was held. This can be downloaded as an Excel file.
“Here is the attendance report we can actually go ahead and click on the attend ance report right here it will open in an Excel sheet…”
Meeting recordings are also automatically saved and accessible within the channel.
“…we can see that the meeting was recorded so we can play back the meeting right here…”
Meeting details, including attendance information (join/leave times, duration, role), can be viewed directly within Teams.
“…once I’m here I can actually click on the attendance and if I just click on the appropriate meeting here here we can see all of our attendees when they joined when they left the meeting duration and their role as well…”

Target Audience

The course is designed for “team supervisors, content managers, information managers, and project managers as well.”

This briefing document provides a comprehensive overview of the Microsoft Teams for Trainers course, highlighting the essential knowledge and skills covered to effectively leverage Teams for conducting training sessions.

Frequently Asked Questions for Microsoft Teams Meetings (Trainers)

1. What are the key objectives for trainers conducting meetings with Microsoft Teams, as highlighted in this course? The primary learning outcomes for trainers using Microsoft Teams for meetings are to effectively schedule meetings and adjust meeting options beforehand to ensure success. Additionally, trainers should be able to effectively host meetings within a Teams channel, keeping all related information in one accessible location for pre- and post-meeting engagement. Finally, the course aims to familiarize trainers with essential meeting tools like breakout rooms and PowerPoint sharing to enhance meeting productivity.

2. Who is the intended audience for this Microsoft Teams for Trainers course? This course is designed for individuals in roles such as team supervisors, content managers, information managers, and project managers who are responsible for conducting meetings using Microsoft Teams.

3. How can trainers schedule a meeting within a Microsoft Teams channel? To schedule a meeting within a Teams channel, navigate to the desired channel. In the top right corner, click the “Meet” icon and select “Schedule a meeting.” This will open a new window where you can add a title, required and optional attendees, set the date and time, and add meeting details. Since you initiated the scheduling from the channel, the channel will automatically be populated in the meeting details, ensuring the meeting is associated with that specific channel. Note that scheduling meetings directly from private channels is not supported; you would need to use the calendar and invite members individually.

4. What meeting options can trainers configure before a meeting starts, and why is this important? Before a meeting begins, trainers can configure various meeting options to control the meeting environment. These options, accessible by editing a scheduled meeting and selecting “Meeting options,” include: * Who can bypass the lobby: Determine who joins the meeting directly versus waiting in a lobby. * Always let callers bypass the lobby: Allow participants joining via phone to enter directly. * Announce when callers join or leave: Receive notifications when participants join or leave (can be turned off to avoid distraction). * Who can present: Designate who has presenter privileges (e.g., everyone, specific people, only the organizer). * Allow mic and camera for attendees: Control whether attendees can use their microphones and cameras. * Record automatically: Start recording the meeting as soon as it begins. * Allow reactions: Enable or disable attendee reactions like thumbs up or applause. * Enable live captions: Turn on live transcription if a caption service is set up.

Configuring these options in advance allows trainers to set the stage for a productive and well-managed meeting.

5. How can trainers utilize the chat space associated with a scheduled Microsoft Teams meeting before, during, and after the meeting? The chat space associated with a scheduled Teams meeting, accessible via a tab in the meeting details, serves as a central communication hub. Before the meeting, trainers can share pre-reading materials, attach relevant files, and post introductory messages. During the meeting, the chat can be used for sharing links (like polls), answering questions without interrupting the flow, and general communication. After the meeting, the chat retains all conversations and shared resources, providing a record and a space for continued discussion.

6. How can trainers effectively use breakout rooms in Microsoft Teams meetings to facilitate focused discussions or activities? Microsoft Teams allows trainers to create and manage breakout rooms, even before a meeting starts. From the meeting details, trainers can access the “Breakout rooms” tab to create a specified number of rooms, rename them, and manually or automatically assign participants. During the meeting, trainers can open and close rooms, make announcements that are broadcast to all breakout rooms, set time limits for sessions, and choose whether to automatically move people to rooms and allow them to return to the main meeting. Assigning presenters to manage specific rooms is also an option. Setting up breakout rooms in advance saves valuable time during the live meeting.

7. What are some of the meeting tools available to trainers during a Microsoft Teams meeting to engage participants and manage the session effectively? During a Teams meeting, trainers have access to several tools to enhance engagement and management: * Participant Management: View and manage attendees, mute individuals or everyone, disable microphones or cameras, spotlight presenters, remove participants, and download an attendance list. * Chat: Facilitate real-time text-based communication and share links (e.g., for polls). * Breakout Rooms: Organize participants into smaller groups for focused discussions. * Screen Sharing: Share their entire screen, a specific window, or a presentation. Teams offers various presentation modes to integrate the presenter’s video feed with the content. * Microsoft Whiteboard: A collaborative digital canvas for brainstorming, note-taking, and interactive activities, with features like pens, sticky notes, shapes, templates, and the ability for participants to contribute. * Reactions: Allow attendees to provide non-verbal feedback (can be disabled). * Raising Hand: Attendees can virtually raise their hand to ask questions without interrupting.

8. How can trainers access and utilize post-meeting information and reports in Microsoft Teams? After a Teams meeting concludes, several pieces of information and reports become available within the associated channel. These include: * Meeting Recording: A recording of the meeting is automatically saved and accessible for playback directly within the channel or via a shareable link. * Attendance Report: A downloadable Excel file or an in-app view detailing attendee join and leave times, duration of participation, and roles. This report provides valuable insights into meeting participation. * Chat History: All messages and shared files within the meeting chat remain accessible in the channel. * Poll Results: If a poll was conducted, the results are typically collected and may be visible within the channel or the associated Forms application.

This post-meeting information allows trainers to review the session, track attendance, and share resources with attendees who may have missed the meeting or want to revisit the content.

Microsoft Teams: A Trainer’s Guide to Meetings

Based on the sources, Microsoft Teams is a platform that can be used by trainers to conduct meetings. This course is designed to guide trainers on what they need to know when conducting meetings with Teams, and it emphasizes interactive learning with opportunities to pause and practice.

Here are some key aspects of using Microsoft Teams as highlighted in the sources:

Scheduling Meetings: You can schedule meetings within a specific Teams channel, which automatically populates the channel in the meeting details. While you cannot schedule a meeting directly from a private channel, you can do so from a standard channel. When scheduling, you can add a title, required and optional attendees, set the date and time, and add details. The scheduling assistant helps identify potential calendar conflicts. Once scheduled, the meeting will appear as a post in the channel.
Adjusting Meeting Options: After scheduling a meeting, you can access “Meeting options” to configure settings before the meeting starts. These options, which open in a web browser, allow you to control:
Who can bypass the lobby (e.g., only you, people in your organization).
Whether callers can always bypass the lobby.
Notifications for when people join or leave.
Who can present (e.g., everyone, specific people, only you).
Whether to allow microphones and cameras for attendees.
Automatic recording of the meeting.
Whether to allow reactions during the meeting.
Enabling live captions (if a caption service is set up).
Hosting Meetings within a Team’s Channel: Hosting meetings within a channel keeps all related information in one place, allowing for conversations before and after the meeting in the same space.
Meeting Tools: Teams offers various tools to enhance meetings:
Breakout Rooms: You can set up breakout rooms before the meeting starts, assigning participants manually or automatically. You can rename rooms, add or assign participants, and configure room settings like time limits and automatically moving people to rooms. During the meeting, you can open and close rooms, make announcements to all rooms, and manage participants within rooms.
Sharing PowerPoint: You can share your screen or specific windows, including PowerPoint presentations. Teams offers different present modes that integrate your camera feed with the content in various layouts. You can also choose to include computer sound when sharing.
Chat Space: Each scheduled meeting has a dedicated chat space where you can share files and communicate with attendees before, during, and after the meeting.
Polls: You can create polls using Microsoft Forms and share the link in the meeting chat for attendees to participate in. You can create the form beforehand and share the link during the meeting.
Whiteboard: Microsoft Teams has a built-in whiteboard feature that allows for real-time collaboration. You can draw, add notes and text, insert shapes, and use templates for various activities like brainstorming. Participants can also interact with the whiteboard, depending on the settings. You can export the whiteboard as an image.
Test Calls: Before conducting a meeting, it’s advisable to make a test call to ensure your audio and video devices are working correctly. You can access device settings through your profile menu to configure your speakers, microphone, and camera, and then initiate a test call.
Host Controls During a Meeting: As a meeting host, you have several controls available during the meeting:
Managing participants, including muting everyone or individual attendees, disabling microphones and cameras, spotlighting participants, removing participants, and making someone a presenter.
Managing permissions and locking the meeting to prevent further entry.
Accessing the meeting chat to share links or run polls.
Managing pre-configured breakout rooms.
Accessing meeting options for last-minute changes and viewing meeting information.
Changing the meeting view (e.g., gallery view, large gallery, together mode).
Reminding attendees of useful shortcuts, such as Ctrl+Shift+K to raise or lower their hand and Ctrl+Shift+M to mute/unmute.
Attendance Reports: After a meeting concludes, Teams generates an attendance report that you can access in the channel where the meeting was held or through the meeting details. The report provides information on when attendees joined and left the meeting, their duration, and their role. You can view this information directly in Teams or download it as an Excel file. The meeting recording is also typically available in the channel.

The sources indicate that this Microsoft Teams training is intended for team supervisors, content managers, information managers, and project managers. The goal is to equip these individuals with the skills to effectively schedule and conduct meetings using Microsoft Teams.

Microsoft Teams Meeting Guidance for Trainers

Based on the sources, the training course provides significant guidance for trainers on how to effectively use Microsoft Teams for conducting meetings. The overall goal is to equip trainers with the knowledge and skills to schedule, set up, host, and follow up on meetings within the Teams environment.

Here is a breakdown of the trainer guidance offered:

Effective Scheduling and Meeting Options: Trainers are guided on how to schedule meetings within a specific Teams channel to keep all related information in one place. The course emphasizes the importance of adjusting meeting options before the meeting starts to ensure a smooth and successful session. This includes configuring who can bypass the lobby, presenter roles, microphone and camera permissions for attendees, automatic recording, and enabling reactions.
Hosting Meetings Effectively: The training highlights the benefits of hosting meetings within a Teams channel for pre- and post-meeting communication. It advises trainers to familiarize themselves with various meeting tools and host controls.
Utilizing Meeting Tools: Trainers receive specific guidance on using key Teams meeting features:
Breakout Rooms: The course provides step-by-step instructions on how to set up breakout rooms before a meeting, including creating rooms, renaming them, and assigning participants manually or automatically. It also covers managing room settings like time limits and sending announcements to all rooms during a meeting. This pre-meeting setup is recommended to save time during the actual session.
Sharing Content: Trainers are shown how to share their screen or specific windows, including PowerPoint presentations. The training demonstrates different present modes that integrate the presenter’s video feed with the content. It also advises on enabling computer sound when sharing audio.
Chat Space: The course encourages trainers to utilize the meeting chat space to share files and engage with attendees before, during, and after the meeting. Trainers are shown how to attach files and leave messages for attendees to review beforehand.
Polls: The training demonstrates how to create polls using Microsoft Forms and share the link within the meeting chat to gather feedback or conduct quick surveys during the session. It notes that the process differs slightly for meetings scheduled within a channel versus outside of one.
Whiteboard: Trainers are introduced to the Microsoft Whiteboard as a collaborative tool for activities like brainstorming. The course covers basic functionalities like drawing, adding notes and text, using shapes and templates, and adjusting settings to allow participant editing.
Importance of Test Calls: The guidance emphasizes the value of conducting a test call before a meeting to ensure audio, video, and microphone are functioning correctly. Trainers are shown how to access device settings and initiate a test call.
Managing Participants and Host Controls: The training familiarizes trainers with various host controls available during a meeting. This includes managing participants (muting, disabling cameras, spotlighting, removing, making presenters), managing permissions, and locking the meeting. Trainers are also advised to inform attendees of useful shortcuts, such as Ctrl+Shift+K for raising/lowering hands and Ctrl+Shift+M for muting/unmuting.
Post-Meeting Activities and Attendance: The course guides trainers on how to access and utilize post-meeting information, specifically the attendance report and meeting recording. It shows how to download the attendance list as an Excel file or view the data directly in Teams. Trainers are informed that the meeting recording is typically available in the channel where the meeting took place.

In essence, the provided sources constitute a comprehensive guide for trainers looking to leverage the features of Microsoft Teams to deliver effective and engaging online training sessions. The guidance focuses on pre-meeting preparation, effective facilitation during the meeting, and post-meeting follow-up.

Microsoft Teams: Features for Effective Meetings

Based on the sources, Microsoft Teams offers a wide array of features designed to facilitate effective and engaging meetings for trainers and attendees alike. These features cover the entire meeting lifecycle, from scheduling to post-meeting follow-up.

Here’s a discussion of key meeting features in Microsoft Teams:

Scheduling Meetings: Microsoft Teams allows users to schedule meetings directly within a specific Teams channel. This action automatically posts the meeting information within that channel. While scheduling, you can specify the meeting title, add required and optional attendees, set the date and time, and include meeting details. The platform also provides a scheduling assistant to help identify potential conflicts in attendees’ calendars. It’s important to note that scheduling meetings directly from a private channel is not supported; instead, users need to schedule via the calendar and invite members individually.
Adjusting Meeting Options: After scheduling a meeting, organizers can configure meeting options to control various aspects of the session before it begins. These options, accessible through a web browser, include settings for:
Who can bypass the lobby (e.g., everyone, people in my organization, only me).
Whether to always let callers bypass the lobby.
Notifications for when participants join or leave.
Who can present (with options like everyone, specific people, or only me).
Allowing or disallowing microphones and cameras for attendees.
Automatically recording the meeting.
Enabling or disabling reactions.
Turning on live captions (if the service is available).
Hosting Meetings within a Team’s Channel: Conducting meetings within a specific Teams channel is emphasized for its ability to keep all meeting-related information, including pre- and post-meeting conversations and shared files, in one centralized location.
Utilizing Meeting Tools: Teams provides several tools to enhance the meeting experience:
Breakout Rooms: Organizers can create and configure breakout rooms before or during a meeting. This includes specifying the number of rooms, renaming them, and assigning participants either manually or automatically. During the meeting, facilitators can open and close rooms, make announcements to all rooms, and adjust room settings. Presenters can even be assigned to manage specific breakout rooms. Options also exist to set a time limit for breakout sessions and to automatically move people to rooms, as well as allowing participants to return to the main room.
Content Sharing: Teams allows users to share their screen, specific windows, or PowerPoint presentations. When sharing, there are different present modes available that integrate the presenter’s camera feed with the content in various layouts (e.g., content only, side-by-side, news broadcast). Organizers can also choose to include computer sound when sharing.
Chat Space: Each scheduled meeting has a dedicated chat space where participants can communicate before, during, and after the meeting. This space can be used to share files, links, and messages related to the meeting.
Polls: Microsoft Teams integrates with Microsoft Forms to allow organizers to create and conduct polls during meetings. Poll links can be shared in the meeting chat for attendees to respond to. Forms can be created beforehand and readily shared.
Whiteboard: The platform offers a Microsoft Whiteboard feature for real-time collaboration. Participants can use digital pens, add notes and text, insert shapes, and utilize various templates for activities like brainstorming. The whiteboard can be shared during the meeting, and the organizer can control whether attendees can edit it. The whiteboard can also be exported as an image.
Participant Management: During a meeting, hosts have several controls for managing participants. These include the ability to show participants, mute everyone or individual attendees, disable microphones and cameras, spotlight a participant, remove someone from the meeting, and make a participant a presenter. Hosts can also manage permissions and lock the meeting to prevent further participants from joining.
Meeting Views: Teams offers different meeting views, with the default being the gallery view. Other options include large gallery for viewing more than nine videos at once and together mode, which places participants in a shared virtual space.
Reactions and Live Captions: Participants can use reactions (like thumbs up or clapping hands) during meetings if this feature is enabled in the meeting options. Additionally, if a caption service is set up, live captions can be turned on to provide real-time transcription.
Post-Meeting Features: After a meeting concludes, Microsoft Teams provides valuable post-meeting information. This includes:
Attendance Reports: Teams automatically generates an attendance report that details when attendees joined and left the meeting, their duration, and their role. This report can be accessed directly in the Teams channel or downloaded as an Excel file.
Meeting Recordings: If the meeting was recorded, the recording is typically available in the Teams channel where the meeting took place. Links to the recording can also be obtained.
Pre-Meeting Preparations: The platform encourages trainers to conduct test calls to ensure their audio and video devices are functioning correctly before a live session. Users can access device settings to configure their setup and initiate a test call. Hosts can also copy the meeting link and share it with attendees if needed. Meeting info, including join details, can also be easily accessed and shared.

These features collectively make Microsoft Teams a robust platform for conducting various types of meetings, particularly for training purposes, as highlighted in the sources.

Microsoft Teams Breakout Rooms: Setup and Management

Based on the sources, Microsoft Teams offers a comprehensive Breakout Rooms feature designed to facilitate smaller group discussions and activities within a larger meeting. This feature allows meeting organizers and presenters to divide participants into separate, smaller rooms for focused collaboration. The sources provide detailed guidance on how to set up and manage breakout rooms both before and during a meeting.

Here’s a discussion of the Breakout Rooms feature:

Pre-Meeting Setup:
Organizers can set up breakout rooms before a meeting starts. This is done through the meeting details page, where a dedicated “Breakout rooms” tab is available.
The organizer can create a specified number of rooms.
Each room can be renamed to reflect the group’s task or theme (e.g., “Team One,” “Team Two”).
Participants can be assigned to rooms either manually or automatically.
Manual assignment allows the organizer to choose specific participants for each room. This might require attendees to have accepted the meeting invitation.
Automatic assignment randomly distributes participants across the created rooms.
Room settings can be configured in advance. These include:
Assigning a presenter to manage a particular room (this requires the person to be set as a presenter in the general meeting options).
Setting a time limit for the breakout sessions.
Choosing to automatically move people to rooms once the rooms are opened.
Allowing or disallowing participants to return to the main meeting room on their own.
During the Meeting:
During the live meeting, the organizer can open the pre-configured breakout rooms. Participants will then be moved to their assigned rooms.
The organizer retains control over the breakout rooms and can perform several actions:
Open and close rooms individually or all at once.
Join any of the breakout rooms to monitor discussions or participate. (This functionality is implied but not explicitly detailed in the provided excerpts).
Make announcements to all open breakout rooms simultaneously to provide updates or reminders (e.g., “five minutes remaining”).
Add more rooms if needed during the meeting.
Recreate the rooms, which would typically involve reshuffling the participants.
Delete rooms.
Benefits and Use Cases:
Setting up breakout rooms beforehand can save valuable time during the meeting.
Breakout rooms are useful for focused discussions, small group activities, and collaborative tasks.
The ability to assign participants manually allows for the creation of specific working groups based on skills or objectives.
Room settings provide flexibility in structuring breakout sessions with time limits and controlled movement between rooms.
Announcements ensure that organizers can communicate important information to all breakout groups without having to enter each room individually.

In summary, the Breakout Rooms feature in Microsoft Teams is a powerful tool for trainers to enhance engagement and facilitate collaborative learning experiences by dividing larger groups into smaller, more focused discussion spaces. The platform allows for comprehensive pre-meeting configuration and provides organizers with significant control over the rooms and participants during the live session.

Microsoft Teams Meeting Attendance Reports

Based on the sources, Microsoft Teams provides meeting reports, primarily focused on attendance tracking, to help organizers understand participation in their meetings. These reports offer valuable insights into who attended, when they joined and left, and their overall presence during the session.

Here’s a breakdown of the meeting report features discussed in the sources:

Automatic Generation: After a meeting concludes, Microsoft Teams automatically generates information and reports related to the meeting within the Teams channel where the meeting was conducted. This centralized location keeps all meeting-related data together.
Components of the Report in the Channel: The information posted in the channel after a meeting can include:
Files shared during the meeting.
Notification of when the meeting recording was started.
Confirmation if a form or poll was shared.
A direct link to the attendance report.
Access to the meeting recording, with options to play it back, open it, or get a shareable link.
Accessing the Attendance Report: There are a couple of ways to access the attendance data:
Directly in the Channel: A post-meeting message in the channel will often include a link to the attendance report. Clicking this link typically opens the report in Microsoft Excel.
Via Meeting Details: Organizers can go back to the scheduled meeting in their calendar or find the meeting post in the channel and select “View meeting details”. Within the meeting details, there is an “Attendance” tab where a summary of attendee data is available.
Content of the Attendance Report: The attendance report, whether viewed in the Teams interface or the downloaded Excel file, provides the following information:
Title of the meeting.
Start and end time of the meeting.
Meeting ID.
A list of all attendees.
The time each attendee joined the meeting.
The time each attendee left the meeting.
The duration for which each attendee was present.
The role of each attendee (e.g., organizer, attendee).
Downloading the Attendance Data: Besides viewing the summary in Teams, organizers have the option to download the attendance data as an Excel file from both the post-meeting channel information and the “Attendance” tab within the meeting details. This allows for further analysis, sharing, or record-keeping.
Channel Summary: The Teams channel provides a condensed view of the meeting outcomes. Users can click on a “replies” icon to see a more detailed summary of the activities and reports associated with that specific meeting.

In summary, Microsoft Teams automatically generates attendance reports that are readily accessible within the meeting’s channel and via the meeting details. These reports offer a comprehensive overview of participant activity, including join and leave times, duration of حضور, and roles, and can be downloaded for more detailed analysis. This feature is a valuable tool for trainers to track attendance and engagement in their sessions.

Teams for Online Teaching Tutorial

The Original Text

hello and welcome to our Microsoft teams for trainers my name is Mo Jones and I’ll be guiding you through this course today we’ll cover what you need to know as a trainer when you’re conducting meetings with teams this is interactive so be ready to pause the video and practice if you’re enjoying these videos please like And subscribe if you’re looking to earn certificates and watch videos without ads sign up for learn it anytime our dedicated online training Subscription Service check the link in the description for more information if you have any questions you want answered by one of our instructors please join our off-site community the link is in the description as well as always if this course has exercise files you’ll find them in the video description below let’s take a look at our learning outcomes for today notice that we have three primary outcomes that we want to accomplish for today we want to effectively schedule meetings and we want to be able to adjust those meeting options before our meeting starts so that we can be set up to win here we also want to be able to effectively host a meeting Within A team’s channel to be specific so we’ll take a look at that as well and the goal is we want to really be able to just keep all of the information in one spot so we can start the conversation before our meeting and we can continue the conversation after the meeting as well we want to go ahead and discover the use of meeting tools such as breakout rooms and sharing PowerPoints as well and we’ll take a look at some other useful tools that will help us to make the most out of our meetings so who should attend this is for team supervisors content managers information managers and project managers as well [Music] so we have a few tasks here in the form of mini lessons we want to go ahead and schedule a meeting we’ll spend some time using the chat space so we can start the conversation before the meeting actually takes place it’s a good idea to conduct a test call and have a run through so we can take a look at some of the hosting tools that are available for us we’re actually going to go ahead and start a meeting and we’ll take a look at some of the tools and after the meeting we’ll go ahead and download our attendance and take a look at the data that was gathered there as well so go ahead and open up your teams hopefully you have a team and a channel that’s already available if not go ahead and pause this video make sure that you have a team and a channel that you can modify and come right back welcome back well I went ahead and launched my Microsoft teams desktop app and if you take a look at current Curr have a team here it’s called the technology team and underneath this team I have two channels one is a standard Channel which is called Asset Management in which everyone that’s a member of my technology team will be able to interact with this Channel and then I have a private Channel inside of my team here called it budget where I only have a few specific people from my team that can access this channel here as well so at this point what I want to do I want to go ahead and actually schedule a meeting notice I’m currently on the asset management Channel I’m going to head on over to the top right of my screen and I want to take advantage of this meet icon here notice I can go ahead and conduct a meeting right now or I can use the drop down here to go ahead and schedule a meeting so I want to go ahead and do that I’ll go back to my budet my private channel here and currently as you can see you cannot schedule a meeting yet at least from a private Channel and so we would need to go to the calendar and invite those members individually there as well so I’ll go back to my Asset Management channel here and I want to go ahead and schedule a meeting it’s going to open up another window for me where I can enter some information regarding my meeting so here’s my meeting I just need to go ahead and fill this out here so I can go ahead and add the title I can go ahead and add some required attendees which I’ll go ahead and do and if I want to I can go ahead and add some details here do want to point out that because we use the feature to schedule the meeting right from our Channel it actually populates the channel right here for us right into our channels area so notice it’s on the technology team and the channel is the Asset Management so I’ll go ahead and fill this out call this monthly meeting and I’ll go ahead and set the date here maybe I’ll put it the first of the month here so April 1st and I’ll change the time give everyone some time after lunch here kind of get settled in then we’ll meet this point I’ll go ahead and add the required attendees just add a few here and maybe one more okay if I wanted to I can go ahead and add some optional attendees but I’m pretty much okay for now we can take advantage of the scheduling assistant we can have a sneak peek and into each person’s calendar here and just kind of look for any conflicts along the way so I’m pretty much good to go I’m going to go ahead and click on send and this will bring me back to my channel where I can have the opportunity to come back into this meeting and edit some of the meeting details so here we are we’re back to that channel here’s our asset management Channel and now we see the posting here for our monthly meeting so now if I were to go ahead and click on the more options here I can actually go back into that meeting so now that the meeting is scheduled I have some options in there that I can take advantage of and more specifically now that the meeting has been created I have this meeting options here that I can use and make sure that I can set up some things before my meeting actually takes place so I’ll do my due diligence I’ll make sure everything is set up so that my meeting can run very very very smoothly so I’ll go ahead and click on meeting options it’s going to open up in another browser so here’s the resulting meeting options screen that opens in a new browser we’ll go ahead and expand this here and we have some decisions to make in terms of getting ourselves set up before our meeting has started here so the first option is who can bypass the lobby and so we have different options in here we can say only I can bypass the lobby so I want to be able to let everyone in as they enter the meeting or I can say people in my organization I’ll leave it as people in my organization here the second option here is to always let callers bypass the lobby now a caller is someone that that’s actually calling in Via a phone number that’s provided when the meeting is scheduled so if your organization has the calling feature turned on when your attendees receive the email a phone number will be embedded in that email invitation and they can call in with their telephone and so I will let them bypass the lobby come straight in if they’re calling via phone I can set an alert to notify me when people either join or leave the meeting this could be distracting so it’s up to you I’ll turn that off here and then who can present we have different options here so we can say everyone can present people in my or organization and guests specific people or only me and so it’s your meeting you’ll have an idea of what you want to accomplish if you have specific people who are presenting you can go ahead and and just kind of choose specific people here all right so I can choose some specific people maybe Alex right and then and the other option is to allow microphones for attendees you can turn that off or on allow camera for attendees you can turn that off and on as well some sometimes you may forget to record the meeting and so we can actually just turn that on automatically I’ll toggle this on here and we can allow reactions different reactions such as thumbs up or clapping hands we can turn those off or on depending on the type of setting that you’re providing and then finally the last option is for some translation if you want to turn on live captions here we can enable this as long as you have a caption service that’s set up I’m going to go ahead and click on Save and I’m all done I’m going to go ahead and close that and I’ll go ahead and click close here so we’re all set for our meeting there’s a few more things that we can do but for now go ahead pause the video go ahead and schedule a meeting right from one of your channels maybe create a channel and go ahead and schedule a meeting once the meeting is scheduled go back and open up the meeting options and specify the options that you want before your meeting starts and come right back welcome back well hopefully you are able to schedule the meeting and set up your meeting options there as well I want to do a few more things I’m going to go back into my meeting options here so I’ll click on view meeting details under the more menu and there’s some other things in here that I want to go ahead and interact with so now that I’ve scheduled a meeting I also have this chat option here I also have the breakout rooms that I can go ahead and take care of so I want to go ahead and set up the breakout rooms ahead of time so I’ll go ahead and click on breakout rooms and just wait for that to be created here I’ll go ahead and create the rooms I want two rooms and I’ll just go ahead and add the rooms here so this is good because we can go ahead and set up our rooms ahead of time before the meeting sometimes it’s very difficult while you’re in the meeting spending a lot of time setting the rooms up and so well we can go ahead and take care of this right now so we have two rooms here so if I click on my room settings for room one I can go ahead and click on edit I can go ahead and rename this room if I want to maybe I’ll call this team one and then I’ll go ahead and call this one team [Music] two at this point I’ll go ahead and add or assign the participants so I can assign them manually or I can do it automatically in this case I I want to go ahead and manually assign my participants here and so it’s a matter of just clicking on someone’s name and assigning them to a particular room Alex will go to room uh Team one I want Megan on team two also want Diego on room one and Patty on room room two so just like that if I click on Alex I can also assign from here as well if I had a lot of participants I can find them by searching here but I’m pretty much good to go I’ll go ahead and click on assign so these are kind of the same things that we’ll be doing if we were in our meeting we have some other opts here up to the top right I can go ahead and add another room if I want to I can recreate the rooms I can delete the rooms or I can have some more settings here for my breakout rooms if I click on these settings gear here I can actually assign a presenter so when I set up my meeting options earlier in the web browser if I assigned a specific person to be a presenter I can actually assign them to manage a particular room right so Alex I can say Alex can manage one of the rooms if I want to okay I can set a time limit I can say we just want each breakout room to be let’s say maybe 15 minutes 15 minutes is okay we’ll leave it at that there we go and then the other option down here is automatically move people to Rooms I like to use this and if we want to allow people to return to the main room or the main meeting room we can toggle this option here as well so I’ll turn turn all of these on I’ll go ahead and click okay here I’ll turn off my presenter to manage the rooms and just like that we were able to go ahead and set up our breakout rooms ahead of time making things a lot more efficient for us when we actually run our meeting so go ahead and pause the video and go ahead and set up your breakout rooms sometimes it will be necessary if I go back into the meeting option here sometimes you’ll find it necessary to add some of your attendees here in the required attendees portion here otherwise you would need to wait for everyone to kind of accept the meeting before you can create the breakout rooms so go ahead pause the video set up your breakout rooms and come right back welcome back well so far we were able to schedule a meeting set up meeting options and set up breakout rooms now we’re going to go back into the meeting details and we’re going to make use of the chat space that’s available and we’re going to go ahead and create a poll that we can use for our meeting or for our Channel there as well so I just Clos my slide deck I’m right here back on my meeting details if you take a look on the top here we’ll see a tab for the chat I’ll go ahead and click on that chat icon here and so this is kind of the chat space that’s reserved for this meeting and so as you can see I was able to upload or attach a file for everyone to kind of take a look at before the actual meeting starts I just left a little message here that says please read before our meeting again we can always attach a file by clicking on the attachment icon right here now I just simply uploaded that from my computer here here are the team rules maybe I’ll upload another file here just book one file okay and maybe I’ll just say please complete okay so please complete your section of the spreadsheet so we’re just going to be using this space here to get anything ready before our meeting we could also if I click on close here we could also do that right here in our main chat space but it’s good to kind of just have that separate space that we can focus on right for the meeting here as well so at this point what I want to do I want to go ahead and actually create a poll you can do it from the chat so right here you can click on the form icon on and that will actually allow you to kind of create a quick poll here but I want to be able to create one so I’ll go ahead and click on the add a tab icon here and I’m going to go ahead and search for forms and so here’s my form so if I have any existing forms I can drop them in here I don’t currently have any so I want go ahead and create a new one here as well so the process of using a form in a meeting is different for a meeting that is scheduled within a channel as opposed to a meeting that is scheduled outside of a channel in this case what we can do is create the form and then share the link during our meeting as well so I’ll go ahead and just kind of write this up here so went ahead and said I’ll call this team event I don’t want to post to the channel about this yet so I’ll just kind of leave this here I’ll go ahead and click save so it’s setting up my form for me notice how it adds it here at the top of my channel it’s called edit team event and I’ll just go ahead and add a I’ll add a multiple choice question here and I’ll just keep it simple okay so we’ll choose an option we can have a barbecue at the [Music] beach hopefully it’s warm outside option two we’ll have a movie marathon and I’ll add one more option here and maybe my third option will be carryi night so we’ll do carry okay so at that point I can have a few options here I can say if it’s required or not maybe I will do I’ll leave that here have some other options here I can Shuffle the options so forth and so on some more advanced features here but I want to go ahead and keep it simple pretty much done so I’ll go ahead and click on the share icon here and I want to just copy this here right I’ll kind of just save this for a little later so I’ll copy this here I can shorten the URL if I want to so I’ll copy this and I’ll leave this later on for when I’m running my meeting I can go ahead and run this poll here so I’m going to go back to the posts if I wanted to I can drop it in right here in the form of a chat I can insert that link here but want to go ahead and save that for the meeting here as well so just a few ways take advantage of the chat and go ahead and just drop in some files or any special meeting related items that you need in there go ahead and create a poll as well copy that link make sure that you have it readily available for our meeting and come right back let’s go ahead and move on to the next section of our course here on teams for trainers we want to go ahead and make a test call just to make sure that our audio and our video is all working correctly and then we’re going to go ahead and run an instant meeting and just take a look at some of the tools that we need to be aware of before we conduct our meeting so I’m going to go ahead and click on my settings menu right next to my profile here so for settings and more I’m going to go ahead and click on settings and then I’ll go ahead and click on devices here so notice here you can go ahead and set up your audio and your video devices here so here are my speakers here’s my microphone and if I scroll down I can go ahead and take a look at my camera as well I’m having teams automatically adjust my camera controls there’s my HD webcam as well so at this point what we can do go ahead and click on make a test call it’s going to go through a video test and audio test and a microphone test for you it will provide you with instructions as you kind of go through the test call and if everything is okay you’re good to go otherwise just come back and make some changes to your devices there as well so pause the video and go ahead and make your test call my test call was completed now I’m back on my Asset Management channel here and so before my meeting starts I want to go ahead and just launch a quick meeting it will just be me by my myself here so I’ll go ahead and meet right away okay and at this point I just want to go ahead and join the meeting and take a look at some of the tools that I need to be aware of here so notice right here if I want to I can go ahead and copy the meeting link and if I want to invite any other people maybe someone is kind of you know not just kind of disconnected and they need that link they can have that option there as well so notice that we have the participants menu we can go ahead and show our participants our attendees are not here yet okay but we can kind of search through for our participants by typing in the search box on the more option here we can manage permissions we can go ahead and lock the meeting so that no one else can enter after a certain point as well and whenever we’re ready we can go ahead and download the attendance list terms of chat here is where we can drop in that link for our form or we can run the form there for everyone and in terms of breakout rooms right remember we did create the breakout rooms ahead of time so instead of setting these up they’ll automatically be created for us and we can just move things around as needed we’ll go ahead and cancel this here so the next thing here if I click on the more actions here so if I want to make any last minute changes I can go ahead and click on the meeting options and make some changes here as well someone ask about the meeting info we can always pull up the meeting info here and I can go ahead and copy the join info and I can share that with other people here as well so I’ll go back to my more options here one thing to not there will be different views that default view is the gallery view so we can kind of move things around here if you want to view more than nine videos at once we can choose to large Gallery the together mode is very popular you can share a virtual space with four more people and you can change the environment from an auditorium to a conference table as well there’s some other options here to show The Gallery at the top or to go ahead and focus on the content as well and so these are just some of the options that we can kind of be prepar appeared for here and again for the reactions we can remind people that they can press control shift plus K to be able to raise or lower their hand so once we’ve passed the equipment test and we’ve just taken a look around at some of the menus in here some of the host controls that we may need to use for our meeting we’re pretty much good to go I’m going to go ahead and leave this meeting here actually I’ll end the meeting and I’ll just miss this here all right so go ahead and pause the video finish your equipment test there and go ahead and launch a quick meeting and just make sure that you’re ready to use some of the host controls in preparation for your upcoming meeting welcome back well it’s time to go ahead and launch our meeting we’ll fast forward until that date here and we’ll start the meeting and we’ll go ahead and look at the overview of some of the meeting tools that we want to expl explain to our attendees we don’t want to assume that they understand or know how to use all the tools such as raising your hand or muting your microphone we’ll go ahead and present our screen we’ll open up our breakout rooms and we’ll demo a whiteboard activity as well so I’m going to go ahead and go back to my Asset Management channel here and I’ll go ahead and launch this meeting I’ll go ahead and click on join go ahead and join the meeting I’ll make sure that my microphone is turned off I’ll launch it here so once I launch the meeting here I just need to wait for my attendees to arrive now that we have a few people in here we want to go ahead and just remind them of some basic features uh such as raising your hand or using the chat okay using the chat here as well accessing the chat and we want to remind them of the shortcuts uh namely some of the meeting shortcuts such as raising or lowering your hand we can advise them that you can press control shift K if you want to raise or lower your hand so pressing it once will raise your hand in form of asking a question so as to not interrupt the speaker or the presentation and to lower your hand you can go ahead and toggle control shift K again as well you can ask everyone to make sure that they please mute themselves unless it is necessary they can use the shortcut key control shift M to go ahead and mute themselves as well at this point you can just kind of remind them of any kind of ground rules that was set forth before the meeting as well as you can see because we did choose the meeting option to have the recording to be automatic there we do see it here I’ll go ahead and dismiss this to kind of move this out of the way I’ll go ahead and click on my participants icon here and take a look at the menu now that we have some attendees in our actual meeting we have the option here to mute everyone maybe we want to mute everyone to kind of get things just organized here we can disable the microphones disable the cameras we can go ahead and manage any other permissions that we want to and whenever we’re ready we can go ahead and download the attendance list for individuals we can type a name to search for a particular person or as we Mouse over each of the individuals here notice that we can interact with them we can turn off their microphones right from here individually and we have some options here so we can Spotlight a particular person that will make their tile bigger on the team’s screen here as well we can remove the person from the meeting or we can go ahead and make the person a presenter so all these options here are available once our attendees are actually in the meeting and we’ll have those options there for them at this point we can go ahead and we can launch that poll actually that we created earlier so in the chat we can go ahead and paste that link right here and if we press enter all of our attendees have the opportunity to go ahead and click on that form which will open up in a new browser for them and they can enter that poll and the poll will be collected and updated in our teams channel here as well going to go ahead and close this side panel here for the meeting chat we do have our rooms here so here are our breakout rooms I’ll go ahead and click on here okay so we did have these breakout rooms set up ahead of time as you can see here’s team one with Alex and Diego and team two here with Megan and Patty so I can go ahead and open up these rooms here since Megan and Patty are here and that should pop them right into the room if I want to I can go ahead and add add a room if I want to if I had more participants here I can actually go ahead and assign them as well I can go ahead and recreate the breakout rooms I can go ahead and delete them and I can also go ahead and take a look at the options the the room settings here as well I’ll go ahead and open these rooms so my rooms are open now and well I have one room open because Megan and Patty were in the same room so I could do a few things here one of the nice features is I can make an announcement and so that I don’t have to pop into each room individually to to speak with everyone I can go ahead and just send a quick announcement here maybe I’ll say five minutes remaining and this will broadcast that message to all of the rooms here so we’ve sent your announcement to all rooms here as well okay so at this point I’m just kind of waiting for the rooms we did set a time limit of 15 minutes as well for the purposes of this demo we’ll go ahead and just close the room I’ll click on the more options next to room two and I’ll go ahead and close that room I’ll wait for the room to close and everyone to return here to the main session so my rooms have closed everyone is back here in the main session and uh at this point what I want to do is go ahead and actually share my screen so I’ll go ahead and click on the share icon here notice the shortcut key to share content is control shift plus e I’ll go ahead and click on share and uh we do have this present mode here we we have different types of presentations that we can use such as content only if our camera is turned on we can choose this layout where it kind of places us almost like augmented reality where it shows us and with our content behind us we have another layout where we’re kind of side by side and then we have kind of the news broadcast layout here as well so all these are available to us if we have our camera turned on so we have a few sections here if you have more one screen your screens will show up here so I can go ahead and share a screen or I can go ahead and share a window I’m going to go ahead and share a window here and let’s see I have quite a few I want to go ahead and open up my presentation here and if I want to play audio I want to make sure that I have include computer sound turned on here not playing audio just want to go ahead and open up this PowerPoint slide here okay and so now I’m presenting right here I can go back to my meeting by clicking on the small icon down here as well I can stop sharing by clicking on the X I do have my menu kind of up here at the top I’ll go back here there it is okay so I can give control to someone else if I want to I can stop presenting I can pin this bar so that it stays here so so that I can always see it if I turn on my camera I can switch to one of these other present views here as well going to go ahead and stop presenting and this will bring me back here to my main window if I want to share something else here I’ll go back to my share content and one of the features here is the Microsoft whiteboard and if I click on my whiteboard here will open up my whiteboard for me so here’s my whiteboard I’m going to go ahead and maximize my screen actually there we go and so from my whiteboard I can do a few things here notice I have my writing instruments here I have my Eraser my highlighter and as we just kind of mouse over these it kind of gives us some information as to what they are here’s my lasso that I can use to select anything that I’ve kind of marked up and the ruler says it’s coming soon so I can drop notes on here different types here I can have a note Grid or I can just simply drop a yellow note so kind of like a sticky so my sticky note and once I have that here on my whiteboard I can move my whiteboard around just by clicking on an empty space just kind of dragging things around here as well do I have my zoom controls down here in the bottom so I can zoom out or I can zoom in right so I can just go ahead and interact with this here as well now my attendees can actually mark this up as well so they do have the capability to go ahead and add some notes on here or maybe add a note grid I’ll go ahead and make use of the pen here and so the pen does give you some kind of Correction as you’re actually writing we’ll go ahead and try to reset that there we can change the size the color of that nature as well so I’m going to go ahead and close this pen window here and go ahead and click on here’s so here’s the inking and if I want to add some other things here I can such as text I can drop a text box right onto my canvas and then if I want to add some shapes I have various shapes that I can use here as well all right and if I go back there’s also some templates in here that we can use so there are a lot of built-in templates in here so for example such as brainstorming we have an affinity diagram a brainstorm we can drop this on here if we want to okay we have a topic brainstorm so we can brainstorm various topics with our team so we can do that as well so I’ll go ahead and delete these here here from my canvas and we’ll wrap up by just dropping in this topic brainstorm here I just need to go ahead and place it here and once it’s done I’ll do my best to kind of resize things here and this will give everyone an opportunity to go ahead and interact we can enter our topics and we can enter any brainstorming ideas in each of these topic columns here as well so very nice tool that Microsoft has provided for us various activities I challenge you to go ahead and just kind of explore all these different options here okay from brainstorming problem solving design all the way down to learning take a look at these and see if any of these will be helpful for your meeting once I’m done if I go ahead and click on the gear icon here I can export this as an image if I want to I can go ahead and actually open this in a separate window in the actual app if I want to and as always if I want my participants to be able to edit this I can go ahead and check this off here as well so go ahead and pause this video we covered quite a few here go ahead and launch that meeting that you scheduled and go ahead and take a look at the different tools that you have available to you to just kind of manage your meeting and your attendees open up that breakout room and play around with those breakout rooms as well well share your screen take a look at the different sharing options and go ahead and share that whiteboard and then come right back welcome back we covered quite a bit there when we started our meeting such as the overview of the meeting tools for our attendees presenting our screen the breakout rooms and the Whiteboard activity as well so now we want to go ahead and wrap up and see what teams has recorded for us and now that our meeting is over one of the things that we want to take a look at is the attendance here there are a few ways that we can do that I’ll go back to my channel here and so here we have this extensive report just based on our meeting so here are some of the files that we shared in the chat earlier we can see that the recording was started a form was shared and here is the attendance report we can actually go ahead and click on the attendance report right here it will open in an Excel sheet we can go ahead and take a look at that as well and if we go down a little further we can see that the meeting was recorded so we can play back the meeting right here on the more options we can open it or we can get a link here for it as well so I’ll click on the attendance report I’ll go ahead and save that maybe to my downloads folder here and once that’s ready I’ll go ahead and open that up another thing that I can do is I can go back to the meeting here to the meeting options I’ll click on view meeting details and once I’m here I can actually click on the attendance and if I just click on the appropriate meeting here here we can see all of our attendees when they joined when they left the meeting duration and their role as well so we don’t necessarily need to open the Excel file we can actually just take a look here and get all of our data we can also download our data from right here as well but let me go ahead and grab that Excel file so this is what the Excel file looks like okay just kind of move things around here a little bit and I’ll Auto expand all of these columns here okay so kind of the same information here the title of the meeting the start time the end time even the meeting ID and all of our attendees here as well so very nice if you want to have that you can share that or print that or distribute that as necessary and so it’s pretty cool right we’re able to just get a nice recap of our meeting notice that when we come back to our Channel kind of condenses everything for us right here if we want more details we can just click on the little icon here for replies and we can get a nice summary and overview of that as well so go ahead and pause the video and come back to the channel and observe some of the reporting that was provided by Microsoft teams here some of them will be very very useful especially going forward when you are scheduling future meetings so go ahead and pause the video visit the channel take a and see what was reported and come right back welcome back and congratulations on completing our course on Microsoft teams for trainers hopefully you’re more prepared and you’re more confident with scheduling meetings and conducting meetings in the future as well just a quick recap here we scheduled a meeting and we took a look at some of the meeting options and we’re able to create the breakout rooms ahead of time once the meeting was scheduled we’re able to use the chat space to share files and create a poll in the form of a link that we were able to use later on in the actual meeting we conducted a test call to make sure that our audio and video checked out and our microphone checked out as well and then we had a quick run through a quick meeting using the meet Now command on the top right of our Channel and we took a look at some of the host tools that we would need when we’re conducting our meeting we started a meeting and we notified our attendees of some of the common tools that they will need such as raising their hand or muting or unmuting themselves we’re able to present our screen we’re able to open our breakout rooms and close them and actually broadcast a message to the breakout rooms as well we had a preview of the Whiteboard feature that’s available in Microsoft teams and once the meeting was over we’re able to download the attendance take a look at it and we were able to look at the report that Microsoft teams created for US based on our meeting and we’re able to see that the meeting was recorded and available right there in our Channel space as well so congratulations on completing this course and I look forward to seeing all of you in a future learn it course have a wonderful day thanks for watching don’t forget we also offer live classes and office applications professional development and private training visit learn it.com for more details please remember to like And subscribe and let us know your thoughts in the comments thank you for choosing learn it [Music]

By Amjad Izhar
Contact: amjad.izhar@gmail.com
https://amjadizhar.blog

Affiliate Disclosure: This blog may contain affiliate links, which means I may earn a small commission if you click on the link and make a purchase. This comes at no additional cost to you. I only recommend products or services that I believe will add value to my readers. Your support helps keep this blog running and allows me to continue providing you with quality content. Thank you for your support!

Microsoft Teams for Trainers: Conducting Effective Meetings