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Using Microsoft Teams for Local Council Meetings – Instructions for Executive Secretaries

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Using Microsoft Teams for Local Council Meetings – Instructions for Executive Secretaries Using Microsoft Teams for Local Council Meetings – Instructions for Executive Secretaries 1 CONTENTS 2 Preamble ......................................................................................................................................... 2 3 Scheduling the Meeting .................................................................................................................. 3 4 Administering the Meeting ............................................................................................................. 4 5 Downloading the Recording ............................................................................................................ 8 6 Appendix A – Installing Office 365 .................................................................................................. 9 7 Installing MS Teams ...................................................................................................................... 11 Version: 1.0 Author: Anton Farrugia 1 2 PREAMBLE In view of the current situation related to COVID-19, it is being assumed that some Local Councils might wish to make use of ICT in order to carry out their Council Meetings. In order to make use of this, the Ministry for National Heritage, Arts and Local Government has provided all Executive Secretaries with an Office 356 Account which will enable them to use Microsoft Teams to carry out remote Local Council Meetings. In order to schedule and conduct a meeting using Microsoft Teams, the Executive Secretary must follow these basic steps which will be explained in further detail in this document: 1. Schedule a New Teams Meeting from within Microsoft Outlook. 2. Invite the councillors required for the meeting. 3. Join the meeting on the required date and time. 4. Record and conduct meeting from within Microsoft Teams. 5. Pass on recording to Live Streaming Supplier to include in their on-demand functionality. Local Councillors will be able to join in the meeting by making use of both their laptops and personal computers as well as their Android or iOS mobile device. 2 3 SCHEDULING THE MEETING 1. Access your Microsoft Outlook Calendar 2. Click on New Teams Meeting 3 3. Fill in Meeting Details and Send Team Meeting Invite. Kindly make sure to include yourself in the Required list of attendees. 4 ADMINISTERING THE MEETING Having schedule and sent out invitations for the Local Council meeting, the Executive Secretary will need to join and start conducting the meeting. As the meeting approaches, Microsoft Outlook will automatically notify you of the meeting and ask you to Join the session. 1. Select the Join Online option when notified of the upcoming meeting by Microsoft Outlook 4 2. You will then be given the options to download Microsoft Teams or to make use of the Online Version. You may make use of the online version by clicking the option highlighted in the screen shot below. 3. Click the Join Now button 4. Click on Show Participants to see who has joined the meeting 5 5. You will be able to see the list of participants to the right of the screen 6. Once all the participants are online, you may proceed to record the meeting 6 7. Stop recording the session once the meeting is finished 8. The recording will be available once it has been processed and is accessible from the meeting’s chat. 7 5 DOWNLOADING THE RECORDING Once the meeting video has been recorded, which can be a lengthy process depending on the length of the meeting, your recording will be available in the Meeting’s chat. 1. Open the Video in Microsoft Stream 2. Download the video 8 6 APPENDIX A – INSTALLING OFFICE 365 Should you not have Microsoft Office installed on your workstation, or have an older version of the software that does not support the creation of Teams Meetings, you will need to download and install the latest Office 365 version. 1. Visit https://www.office.com and provide your e-mail address 2. You will then be re-directed to the Organisation sign-in page. Provide your Corp e-mail and password 9 3. Click on the Install Office button at the top right of the page and select Office 365 Apps. If this button is not visible, you might need to uninstall your current version of Microsoft Office. 4. Run the downloaded file to install Office 365 10 7 APPENDING B - INSTALLING MS TEAMS 1. Go to https://products.office.com/en-us/microsoft-teams/download-app and choose the desktop app option. 2. This will download a setup file on your PC, double click this file to install teams 11 .
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