- 10 Tips to Hold Productive Meetings on Microsoft Teams
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Teams is an amazing tool for collaborating on your work, but by default you can only invite internal users to a team. To enable guest users, go to the Microsoft Teams admin center. When you click the link a new browser tab will open prompting you to Open Microsoft Teams. Most people will click this instead of Cancel. Keyboard shortcuts can help increase your efficiency while working with most software and MS Teams is no exception. Click on the three ellipse in the top left corner of the message and select Save this message.
Click on the three ellipse in the top left corner of the message and select Mark as unread. Rich text formatting is available when writing any message. This will help your messages be more organized and easier for the reader to digest. Click on the font icon just below the message input to open up the rich text format options.
You can translate any message in Teams. This option is super useful if you work in an international or multilingual company. You will first need to enable translation in the Microsoft Teams admin center. Set the Translate messages option to On and press the Save button. This setting change will need a few hours to propagate through your tenant before you can use it. The search bar at the top of Teams is also a command bar.
Then you can select from the suggestions list to mention them. For any Team or Channel click on the three ellipses then select Get email address. You might want to spotlight senior management in a team meeting or a panel of people who are going to present. It's also easy to switch around who's in the spotlight: click the three dots to the right of their window and hit Spotlight. You can spotlight up to seven people at one time, and the same view will appear for everyone in the meeting. Does this all sound terrifying to you?
You'll see the option there to Exit spotlight. There was a time when doing presentations online felt impersonal and clunky. But meeting technology has advanced so quickly that presenting in person now feels pretty old school.
Teams has a few presenter modes you can use when working with slides during a meeting, and they're all really slick and engaging. Content only. This is just your slides on the screen. Like it sounds: you and your slides in separate boxes side-by-side. Here, your background gets replaced with your slides, and you hover over the top. Your slides appear in a box above your shoulder like—you guessed it!
To switch on presenter mode, go to Share in the top-right once your meeting starts, and select one of the options under Presenter mode. Hover over the icons, and the name of each option will appear. You can also switch from one mode to another in the middle of your presentation by clicking the icons that will reappear in the presenter toolbar at the top of your screen.
If you've ever presented online to a sea of people who are all on mute, you know just how awkward it can feel. Not being able to read people's reactions or get the occasional encouraging nod from your teammates isn't great for your confidence. This is where Teams' reactions feature works really well. There are five different types of reactions participants can choose from—standard fare.
When meeting attendees click on a reaction, the reactions bubble up along the bottom of the presentation slides, so you and everyone else in the meeting can see them. It's a small touch, but it has a big impact on the vibe of the meeting. If someone wants to ask a question during the presentation, they can use the raised hand icon—that will bring them to the top of the screen so the host can see them.
Just remember to repeat the shortcut to put your hand down again. Click one of the suggested times to replace the start and end times that you originally chose. At the bottom of the fill-out form for a new meeting, you can add a message to include in the meeting invite.
This is a good place to include a brief meeting agenda especially in an easy-to-read format, such as a table or a bulleted list. Providing a brief meeting agenda helps invitees prepare for the meeting.
If you need to provide a more detailed agenda, you can send a separate email with a document such as a. Or consider hosting your meeting in a Teams channel as described below. There you can post a reply to the message that announces your meeting with the agenda attached. Hosting a meeting in a channel lets any member of the channel join the meeting. Another way to do this: Go to the team channel where you want to announce this meeting.
At the upper-right corner, click the down arrow next to the Meet button. From the menu that opens, select Schedule a meeting. Members of the channel will get a notice of your meeting announcement, and they can reply to this post with background information or requests for the meeting.
Microsoft Teams has made the recording process easy by introducing a recording feature to grasp every tiny detail quickly. Making references is part of a learning process, and keeping a record of every online gathering is highly beneficial. When you record your meeting on Microsoft Teams, you have concrete evidence of the meeting's details.
Just like a noisy environment could cause someone else to miss the message that a speaker is passing across in an online meeting, a noisy background can also cause distractions. For instance, a beautiful painting in a participant could distract you from what they are saying. You might even forget your line of thought. Microsoft Teams allows participants to blur their backgrounds, so they can focus on themselves and what they are discussing.
With this feature, you don't have to worry about having the perfect background for your meeting. Many users don't utilize the whiteboard feature on Microsoft Teams to the maximum. It's an online canvas to capture your messages and ideas in action. The Microsoft Teams whiteboard comes in handy when you need to explain complex ideas to your team members during a meeting.
It offers various sketching elements to help you express your thoughts clearly. Sometimes, explaining ideas and concepts to teams in a virtual meeting isn't enough. Set up Teams Meetings to record and transcribe by default. Providing an instantly searchable digital asset to your information management system.
Meetings are an important information asset. By automatically recording your meetings by default, you can then use the native transcription capabilities in Stream to generate a searchable record of each meeting — or leverage this transcript to publish your meeting recording publicly, thus improving SEO for your shared content. An Admin can set a Stream policy to record and transcribe every Teams Meeting. If these are not turned on by default, the user can go into Stream and edit their recording, setting the default language and turning on live captions to start the transcription process, which will appear in the box to the right of the recording.
Microsoft Teams allows you to start or join meetings on any device, and transfer between devices. As long as a meeting is still in progress, you can leave and join it again any time you want. Sometimes a meeting goes long, and you need to leave the office to your next appointment and want to transfer the meeting to your mobile device so that you can listen in as you drive.
The app will ask if you want to join a second time or transfer. Your laptop connection will drop as you are transferred to your mobile device. Meeting presenters can prepare polls in advance and launch the polls before, during, or after meetings that attendees can easily view and answer. Polls liven up an otherwise boring meeting, and help the presenter to gather important feedback. Begin the process by adding the Polls app as a tab to your chat or meeting.
As you prepare various polls to be launched during your meeting, you will see them as drafts within the tab. You can determine the order in which you publish each poll, or launch them all in rapid succession. Once you launch a poll, it shows as live in your Polls tab.
By clicking View Results, you can track responses in real-time. Microsoft Teams can now provide a recap with the meeting recording, transcript, chat, and attached files being shared with participants in the meeting Chat tab and viewable in the Details tab. Those who missed the meeting, joined late, or want to revisit what was discussed can play the recording or review the transcripts respectively.
Meeting recap is now rolling out. To find the recap, go into your Teams calendar, click on a past event, and click again on the expand arrows to see a full view of the meeting details, recording, and shared notes. Collaborate with confidence. AvePoint provides the most advanced platform for SaaS and data management to optimize SaaS operations and secure collaboration. More than 9 million cloud users rely on our full suite of solutions to make them more productive, compliant and secure.
Our SaaS solutions are also available to managed service providers via more than cloud marketplaces, so they can better support and manage their small and mid-sized business customers. Thanks - We've received your submission. Download the PDF. About the Author Christian Buckley. TIP 1 Quick view of all of your Teams. Why It is a healthy governance habit to regularly review and clean up Group, Team, Team site, and community membership.
What When you want to go to the last webpage you visited you hit the back button on your browser. What Within chats, you can mark messages as urgent, alerting the user every two minutes until they look at your message. What No matter how much we may attempt to pull all relevant content into a single location, the reality is our content and artifacts are spread across multiple locations.
Why Sometimes it makes sense to leave content in its original location, but you still want quick access to everything related to your Team or Channel. What Another hidden feature in Microsoft Teams that can improve your productivity is using slash commands and keyboard shortcuts. Why Not everyone is a fan of keyboard shortcuts, but for oft repeated actions, these shortcuts can save a lot of time and extra mouse clicks.
What While the search experience within Teams is still a work in progress, many people are unaware of the progress already made, including refiners and sort options. Why We need help sorting through the complexity of messages, conversations, files and people profiles. How To start your search, type in your search term in the command bar at the top of Teams.
What Users often look for a way to flag messages in Teams. Why Most information workers are task-minded and list-driven. What Like what you are hearing in a Teams meeting? Why Reactions are a great way to be engaged without interrupting, and helps the speaker and fellow meeting participants know that your screen has not become frozen.
What The immersive reader is great feature available across many Office apps, such as Word and PowerPoint. What Within Teams, you can use an existing Team structure and attributes to create a new Team. Why When creating a new Team, sometimes you want to build from scratch — and sometimes you want to rinse and repeat from other successful Team structures. How When creating a new Team, simply follow the dialog boxes to create your new Team from an existing Team or Office Group.
What Personalize your Teams meeting invitations to include your company logo, URL and other header and footer details. Why It provides a more polished look and feel to your invites, but also allows you to promote your site and support contact details with every invitations sent. What Automate routine tasks without leaving Teams.
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