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Microsoft Teams for MCS: Getting Started Updated 20200320 Adiaz Microsoft Teams for MCS: Getting Started Updated 20200320 adiaz Contents Overview ................................................................................................................................................................................. 2 How to access Microsoft Teams ............................................................................................................................................. 3 Get to Teams on your computer ......................................................................................................................................... 3 Get to Teams on your phone or tablet ............................................................................................................................... 3 Get to Teams in a browser .................................................................................................................................................. 3 How to start using Microsoft Teams ....................................................................................................................................... 4 Set up a Teams Chat ............................................................................................................................................................ 4 Attend a Teams Meeting ..................................................................................................................................................... 5 Join a Teams meeting to which you have been invited .................................................................................................. 5 Set up a Teams Meeting ..................................................................................................................................................... 6 Instant Teams Meetings .................................................................................................................................................. 6 Video Meetings ........................................................................................................................................................... 6 Audio Meetings/Calls .................................................................................................................................................. 6 Screen Sharing ............................................................................................................................................................. 6 Scheduled Teams Meetings ............................................................................................................................................ 6 Non-Microsoft Teams Meeting and Chat Options .......................................................................................................... 7 Add an App to Microsoft Teams ......................................................................................................................................... 7 Appendix A: Check out your computer audio and webcam with a test call. .......................................................................... 8 Appendix B: Troubleshooting Computer Audio .................................................................................................................... 10 Appendix C: Optional Next Steps in Teams ........................................................................................................................... 15 1 Overview Microsoft Teams is a secure chat program and shared work area that is part of Marietta City Schools’ Office 365 subscription. It integrates with Outlook and your normal @marietta-city.k12.ga.us email address, and at the basic level lets you use your internet connection to chat with and instant message your colleagues, individually and in groups. It also lets you set up scheduled and instant calls, video meetings, and screen sharing, right from the chat area. All MCS employees with an email address have access to Teams. A few other features: 1. Easy group chat via WiFi. Set up custom groups for specific needs or have multiple one-on-one private chats. Only the persons in the chat can see that content, and it is searchable later. 2. Teams looks at your Outlook calendar and call activity to automatically color code your availability status – a small dot on your avatar shows green for available, red for in a meeting/do not disturb, white with an x for not signed in, and orange for away. Status can also be set manually. 3. You can enter a video call, audio call, or screen-sharing session directly from chat – see circles below. Meetings use computer audio by default. 4. Teams is available on both iOS and Android; calls from Teams can ring your phone if you have installed the app and allowed notifications. 5. Notifications can be customized for your phone, your browser, and your installed program. Do not disturb and quiet hours are available, as are email notifications for those that want them. 2 How to access Microsoft Teams There are a couple of ways to get to Teams. For any method, the log-in email and password is the same as the one for Outlook and for your computer. Get to Teams on your computer If you are going to be attending Meetings in Microsoft Teams, you will have less lag/fewer potential bandwidth issues if you connect via the desktop version of the app. First, disconnect from any remote workstation – you can leave your VPN connected, but you want to make sure to install Microsoft Teams to your laptop/computer where you physically are. Go to https://teams.microsoft.com/downloads and click the Download Teams button. Click on the file (usually at the bottom left) to open it and follow the prompts to install the program. Once it is installed, click the Windows button at the bottom right of your screen to bring up your list of installed programs – it will be under M. I recommend you pin it to your start menu or to the taskbar at the bottom of your screen so you can find it again easily – do this by right clicking on the program icon and choosing Pin to Start or Pin to Taskbar. Get to Teams on your phone or tablet Scroll further down on the https://teams.microsoft.com/downloads website to find links for Microsoft Teams phone apps, or search for Microsoft Teams on your phone’s app store. Get to Teams in a browser Open your favorite web browser. Option 1, go to https://teams.microsoft.com/ and sign in with your @marietta-city.k12.ga.us email and regular password. That’s it. You can pin the Teams page in your browser by right clicking the top tab and choosing Pin. Option 2, go to https://www.office.com/ and sign in with your @marietta-city.k12.ga.us email and regular password. Teams is one of the icons at the top - click it. This is also an easy place to get to the web version of Outlook and your recent OneDrive files. I recommend pinning this page in your browser or saving it to bookmarks for easy access. 3 How to start using Microsoft Teams Open Teams on your computer (most versatile option), in a browser, or on your phone. Sign in with your @marietta- city.k12.ga.us email and regular password. Set up a Teams Chat Click the Start New Chat Icon at the top. In the To: box at the top, start typing the MCS email address of the person or persons you want to talk to. The address book is the Global Address List from Outlook, making colleagues easy to find. Groups in Outlook contacts will not show up here – add each person individually to a group chat. When the name or names is/are in the To: box, click in the box at the bottom of the screen that says Type a new message. Type a message in the box, then key Enter or click the Send icon at the bottom right – it looks like the top of a paper airplane. That’s it! 4 If it is the first time you have sent a Teams chat to someone, they will get an email notification that you are trying to reach them via Teams. If a colleague is not signed in, the message will be waiting for them when they do sign in. If this first message is urgent, contact the recipient directly via email or another method to let them know you want to use Teams chat with them; Microsoft Teams is new to MCS and they may not respond to the email notification. For chats with more than one person, you can change the label of the chat by clicking the pencil icon at the top of the chat next to the current chat name. Chats with one person are always labeled with that person’s name. The chat list defaults to showing the most recently updated chats. To pin chats to the top so you see them every time you are in Teams, right click on the name of the chat in the chat list at the left, and select Pin. You can also add files, websites, or apps to the top of the chat. Files can be added from your OneDrive. Click the + icon at the top of the chat to add tabs for websites or apps. Attend a Teams Meeting Make sure you have a working headset or microphone and speakers (see Appendix A). Your laptop is likely to have a webcam, your monitors are not – plan to participate in video meetings in front of your laptop or with video turned off. Join a Teams meeting to which you have been invited: Option A: In Microsoft Teams installed on your laptop, click the Calendar Icon on the left, then click the Join that appears on the meeting record as the meeting time approaches. Option B: go to your Outlook calendar (not on a remote machine), open the meeting in your calendar as usual, and click the link that says Join Microsoft Teams Meeting. That’s it. 5 Set up a Teams Meeting Microsoft Teams meetings allow for communication with computer audio
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