The Microsoft Teams desktop client is a standalone application. Teams is available for 32-bit and 64-bit versions of Windows (8.1 or later), as well as for macOS (10.10 or later) and Linux (in .deb and .rpm formats). The desktop clients provide real-time communications support (audio, video, and content sharing) for team meetings, group calling, and private one-on-one calls. To download the desktop client, go to https://teams.microsoft.com/downloads.

Teams fully supports the following Internet browsers, with noted exceptions for calling and meetings

• Google Chrome, the latest version plus two previous versions
• Microsoft Edge (Chromium-based), the latest version plus two previous versions
• Firefox, the latest version plus two previous versions
• Safari 11.1+
• Internet Explorer 11

Fully supported for calling and meetings

• Google Chrome, the latest version plus two previous versions
• Microsoft Edge (Chromium-based), the latest version plus two previous versions

Not supported for calling and meetings and users must download the Teams desktop client

• Firefox
• Safari 11.1+
• Internet Explorer 11

The Microsoft Teams mobile apps are available for Android and iOS, and are geared for on-the-go users participating in chat-based conversations and allow peer-to-peer audio calls. For mobile apps, go to the relevant mobile stores Google Play and the Apple App Store. The Windows Phone App was retired July 20, 2018 and may no longer work.

Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook. It also lets people view, accept, or join meetings in either app.

To schedule a meeting, open Outlook and switch to the calendar view. Click New Teams Meeting in the Home ribbon.

Add your invitees to the To field - you can even invite entire contact groups (formerly known as distribution lists). Add your meeting subject, location, start time, and end time. Then click Send.

After you have sent your meeting invite, open the meeting to set your meeting options.

To schedule a meeting from Outlook on the web, you will first need to navigate to outlook.com/queensu.ca and sign-in using your netid@queensu.ca email and password.

Once you have accessed your Outlook mailbox, you can then select your calendar and add a New Event.

From here you can select Add Online meeting and then Teams Meeting (left panel) or Teams Meeting radio button (right panel).

After you have sent your meeting invite, open the meeting to set your meeting options.

Select Chat on the left side of the Teams app and select Schedule a meeting icon located below the message compose box to book a meeting with the people in the chat, and it will open a scheduling form.

Similar to Outlook, in the scheduling form is where you'll give a title to your meeting, invite people, and add meetings details. You will have the option to add a channel (refer to Make it a channel meeting), individual people, or leave both blank to book yourself an appointment.

After you have sent your meeting invite, open the meeting to set your meeting options.

Select Calendar on the left side of the Teams app and either select New meeting at the top right of the app or select a range of time in your calendar and it will open a scheduling form.

Similar to Outlook, in the scheduling form is where you'll give a title to your meeting, invite people, and add meetings details. You will have the option to add a channel (refer to Make it a channel meeting), individual people, or leave both blank to book yourself an appointment.

After you have sent your meeting invite, open the meeting to set your meeting options.

Click on the Add channel drop-down list in the meeting scheduling form, and select a Team and channel for the meeting.

Note:

• When you have a meeting in a channel, everyone in the team will be able to see and join it in that channel.
• Private channels do not support scheduled channel meetings. Meet Now meetings are supported.
• The channel for the meeting can't be edited or added once the invite is sent. You'll need to send a different new invite with the updated channel.

How to avoid being alone in channel meetings

When you schedule a meeting and select a team and channel, you might think that the team members get an email invitation to the meeting – they don’t! The meeting is only posted in the channel – it doesn’t show up in their calendar or email inbox as a meeting invitation. The easiest way to avoid scheduling Teams meetings that no one is aware of, is to add each person you want to invite to the meeting in the attendees field. Another way to avoid this is to send out the Teams meeting invitation via Outlook – but then your meeting is not visible in the channel.

You can start an impromptu meeting through the Teams calendar and within a team.

From your Teams calendar

Select Calendar on the left side of Teams app, then select Meet now in the upper right corner.

You'll have a chance to set a few things up before you start your meeting. Give it a title, choose whether you want to use video, and pick your preferred audio source. When you're ready, select Join now.

Your meeting is now up and running—you just need people to join you.

To invite people:

Start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they'll get a call right away.

Another option is to copy the meeting link and send it to anyone you want to meet with, and they can join by selecting it. Just choose Copy join info and paste the link in a message.

If you don't have meeting scheduling capability in Outlook or Teams, starting an instant meeting is a great option. Just like with scheduled meetings, everyone who attends your meeting will continue to have access to the meeting chat, the recording, and anything else people share in the meeting (like files and meeting notes), even after the meeting ends.

From a Teams channel

To get a channel meeting going right away:

In the Posts tab in a channel, select Meet now button located below the message compose box. Or, to keep the context of a specific conversation, select Reply below any post, and then select Meet now button under the box where you'd type your message.

Add a subject to your meeting and choose whether you want to include video. When you're ready, select Meet now.

Your meeting is now up and running—you just need people to join you.

To invite people:

You will see Suggestions of people to invite from your Team. Select More options beside the name of the user you would like to join and then select Ask to Join.

To invite other people to join you,Start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they'll get a call right away.

Another option is to copy the meeting link and send it to anyone you want to meet with, and they can join by selecting it. Just choose Copy join info and paste the link in a message.

If you don't have meeting scheduling capability in Outlook or Teams, starting an instant meeting is a great option. Just like with scheduled meetings, everyone who attends your meeting will continue to have access to the meeting chat, the recording, and anything else people share in the meeting (like files and meeting notes), even after the meeting ends.

To rejoin the same meeting anytime, find the meeting chat in your chat list and select Join.

As a meeting organizer, you may want to change the default participant settings for a specific meeting.

You can make changes to your meeting settings before a meeting by going to Meeting options. There are two ways to get there:

In Teams, go to Calendar, select a meeting, and then select Meeting options.

In a meeting invitation, select Meeting options.

By selecting the Meeting options link will direct you to a web page (sign-in required), where you'll see two options for changing participant settings:

As the meeting organizer, you get to decide who gets into your meetings directly, and who should wait in the lobby for someone to let them in by configuring “Who can bypass the lobby?”

If you choose to have people wait, the organizer and presenters, are the only people allowed to admit people from the lobby and will see a list of people in the lobby. From there a decision can made on whether to admit or deny them.

The following table provides details of the three options:

*IT Services manages the list of federated organizations.

There are two roles to choose from in a Teams meeting: attendee and presenter. The organizer is automatically assigned the presenter role. Presenters can be selected before and during a meeting. Please review the specific capabilities of each role prior to selecting an option for “Who can present?”:,

Attendee

• Speak and share video
• Participate in meeting chat
• Privately view a PowerPoint file shared by a presenter

Presenter

• Speak and share video
• Participate in meeting chat
• Privately view a PowerPoint file shared by a presenter
• Share content
• Take control of someone else's PowerPoint presentation
• Mute other participants
• Remove participants
• Admit people from the lobby
• Change the roles of other participants
• Start or stop recording

Once you are ready to make your selection, there are four options available for “Who can present?”.

The following table details how the presenter role is applied for each option.

¹A couple things to keep in mind:

• You'll need to send your meeting invite directly to anyone you want to select as a presenter.
• You won't be able to select specific people from outside of Queen’s University as a presenter.
• The ability to select specific presenters isn't yet available for channel meetings.
• You can also change a participant’s role during a meeting.

Access meeting options during a meeting

1. Microsoft has made it easier for meeting organizers to quickly and easily change their presenter setting once a Teams meeting starts by providing an easy to access link directly in the participants pane. This new functionality is featured in both scheduled and "Meet Now" meetings.
   

   

Change a participant’s role during a meeting

1. Click Show participants in the meeting controls to see a list of the people in the people in the meeting.
   

2. Hover over the name of the person whose role you want to change and click More options button. From there, select Make a presenter or Make an attendee.

   

   

   You will receive the following question dialogue box when switching roles during a meeting:
   

Notes:

• If the meeting is recurring, any change you make in Meeting options will apply to all meeting occurrences.
• If you change a role during a meeting through the participants pane, the role assignment will apply to the occurrence of the meeting. Future occurrences, participants will keep the role assigned to them on the Meeting options page.
• If someone exits the meeting and then rejoins it later, they'll rejoin with the last role they were assigned.

Change who can share their screen during a meeting

• To prevent participants from presenting or screen sharing, change their role to Attendee.
• To allow participants to present or screen share, change their role to Presenter.

Change who can mute other participants

• To prevent participants from muting other participants, change their role to Attendee.
• To allow participants the ability to mute other participants, change their role to Presenter.

Change who can admit people from the lobby

• To prevent participants from admitting people from the lobby, change their role to Attendee.
• To allow participants to admit people from the lobby, change their role to Presenter.

Change who can start or stop a recording

• To prevent participants starting or stopping a recording, change their role to Attendee.
• To allow participants to start or stop a recording, change their role to Presenter.

Change who can change roles of other participants

• To prevent participants from changing roles of other participants, change their role to Attendee.
• To allow participants to change roles of other participants, change their role to Presenter.

Remove a participant during a meeting

1. Click Show participants in the meeting controls to see a list of the people in the people in the meeting.
   
2. Hover over the name of the person whose role you want to change and click More options button. From there, select Remove participant.
   

Mute participants during a meeting

1. Click Show participants in the meeting controls to see a list of the people in the people in the meeting.
   
2. Hover over the name of the person whose role you want to change and click More options button. From there, select Mute Participant or to mute all attendees, select Mute all. This capability is only available to participants with the Presenter role assigned.