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Microsoft Teams - Tips and Troubleshooting

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To start using Teams, see these University help pages:

If those didn't help, try these additional tips:

Meetings

Scheduling a meeting in MS Teams
See Scheduling a meeting with an established team below.
Joining a meeting scheduled in MS Teams
If this is a scheduled meeting, you will be able to join by clicking on the entry in your Outlook Calendar, and then on the Join button. If this is an unscheduled meeting within a Team, then there will be a link to join in the chat window.
Audio not working in MS Teams?
This may be due to an incorrectly set Windows system setting. So,
  • Type 'privacy' in your Windows search box.
  • Click on 'System Settings' and scroll down to 'microphone'.
  • Ensure that "Allow apps to access your microphone' is toggled 'on'.

Alternatively, are you using an older version (44 or earlier) of the Edge browser on Windows? If so try using the Teams application or the Chromium browser instead, or upgrade Edge to version 80 or higher.

Protocol for chairing and participating in a Microsoft Teams meeting
While virtual meetings are more effective when you can see each other, when there are more than four people you cannot see all on the screen at once, and the quality of the call can drop.  The following protocol is suggested for meeting of more than 6 people (but at the Chair’s discretion):
  • The Chair should have their video and audio on throughout the meeting.
  • All participants should have their video and audio off (except to say hello at the beginning of the meeting).
  • The Chair should identify someone to monitor the meeting Chat to identify any messages that need to be highlighted to the Chair and agree with that person how they will highlight matters to the Chair (the Chair will be unlikely to see the Chat as they cannot see the Participant List and Chat at the same time).
  • When the Chair is ready to start, all participants should mute their audio and turn off their video to maximise the quality of the call. The Chair will turn on the Participant list option to monitor who may wish to speak.
  • If a participant wishes to speak – turn on audio - which will indicate to the Chair you wish to speak.
  • When the Chair invites you to speak – turn on your video.
  • If the Chair overlooks your audio turning on as an indication you wish to speak, note this in the meeting Chat that you wish to speak.
  • The meeting Chat area can be used to add small points to the discussion but given the Chair cannot see this screen as well as the Participant screen significant points should be avoided unless later summarised to the Chair.

Teams/Groups and Chat

Setting up a team within Microsoft Teams
Anyone can create a team.
  • Open the Teams window.
  • Click on the "Join or Create team" button (top right).
  • Click on the first "Create a team" icon.
  • Choose a type (probably Other).
  • Enter the name, description, whether the team is public (anyone can join) or private (you have to add members) and whether to use a group for membership (probably not). Details can be changed afterwards.
  • Add members by searching for each person. This can also be done afterwards.

Click on the "..." on the created team to edit. Choose "Get link to team" for a URL you can copy and send to members. They can use this as a direct link to the team chatroom.

Creating "channels" within a team on particular topics
Anyone who is a team member can create a channel in that team. A channel is used for specific discussion topics or administrative groups within a team, and shares all the team members automatically. A channel can also contain a subset of the team members.
  • Click on the "..." beside the team name.
  • Choose "Add channel".
  • Enter the name, description and whether the channel is available to all team members or a restricted set. Details can be changed afterwards.
  • Select members from the team members if it's a restricted set. This can also be done afterwards.

Click on the "..." beside the created channel to edit. Choose "Get link to channel" for a URL you can copy and send to members - they can use this as a direct link to the channel chatroom.

Scheduling a meeting with an established team
To start a meeting within a Team (General channel) or Channel, just click on the video camera (Meet Now) icon at the bottom of the screen. Anyone in the Team chatroom will see the Join link. Within the meeting you can invite specific people - they don't have to be members of the Team or the Channel. Beside the invite field is a chain icon - click on this to copy the meeting URL to the clipboard. You can then paste this into an email so anyone can join.

To start a scheduled Teams meeting in Calendar just click on "+ New Meeting" at top right as for any other meeting, and when entering meeting details click on "Add channel" and choose the Team and Channel. (Use General if the Team does not have specifically created channels.) Only people you specifically invite to the meeting will be sent a link to join, but it will also appear in the Team Channel chatroom, where any member will be able to click on the meeting and Join.
Scheduling a call (video or audio) with individuals not within an established team
  • Option 1:
    • Click on "Calls" on the lefthand menu.
    • Enter the individual's name you wish to call in "Make a Call; Create a Group".
  • Option 2:
    • Click on the "Calendar" icon (lefthand menu).
    • Choose "Schedule New Meeting".
  • Option 3 (for an immediate meeting):
    • Click on "Meet Now".
    • Click on "Join Now".
    • Invite people to join the meeting (right hand menu).

More information

To find out more about Teams see The University's Teams pages.

Last reviewed: 
03/04/2020

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