Microsoft Teams
Microsoft Teams combines chat, file sharing, video conferencing, and real-time collaboration all into one tool. All staff, students, and faculty at LWTech have access to Microsoft Teams as part of their Microsoft 365 account.
Faculty and Student Announcement
This page is designed specifically for LWTech staff needs and usage of Teams. Faculty and students may find some of the content helpful, however the eLearning department designed Microsoft Teams Canvas course is the best resource for faculty and student geared training materials. Please reach out to the eLearning Department if you have any questions about this resource.
Note: Microsoft Teams is a cloud-based app and therefore can change quickly. As such, this page will be continuously updated. Please use this page as a reference to see what features are available in LWTech’s instance of Microsoft Teams.
Microsoft Teams Meetings Guides
Microsoft Teams Meetings allows you to get together virtually—anytime and anywhere—with an online meeting. In the following tabs, you will find resources to use Microsoft Teams Meetings.
Take a quick look at some of the online meeting features to help you get started using Teams right away.
Getting Started How-to Guides
Video Guides
Written Guides
Video Guide
Getting Started Basic Troubleshooting and Frequently Asked Questions
Teams is ever evolving and constantly updating. It is possible that your instance of Teams is no longer up-to-date.
If you are using a computer on campus or one provided to you by the school, you can update to the latest version of Teams using Software Center. Using the search bar on your computer, search for "Software Center." Here you will find all of the applications provided by the college. Within Software Center, you can search for "Teams" and initiate an update. If there are no updates available, uninstalling and reinstalling Teams may also solve this issue. If you are not comfortable with installing software please submit an IT Help Desk ticket for assistance.
If you are using a personal device, you can download Teams directly from the Microsoft website.
Zoom and Teams Meetings are both videoconferencing tools that combine real-time video with collaboration tools, such as chat and content sharing. While they have similar functionality, how they are accessed and used is different. Please review the guides for directions on how to use Microsoft Teams Meetings.
Below is a chart outlining the similarities and differences between the two platforms:
| Feature | Zoom | Teams Meetings |
|---|---|---|
| Schedule Meetings | Yes | Yes |
| Allow for Alternative Hosts (Zoom)/Co-Organizers (MS Teams) | Yes | Yes |
| Waiting Room | Yes | Yes |
| Cloud recordings | Yes | Yes (recordings are stored in the meeting organizer's OneDrive account) |
| Meeting Captions | Yes | Yes |
| Transcripts for Recorded Meetings | Yes | Yes |
| Breakout Rooms | Yes | Yes (with different functionality) |
| Meeting Chat | Yes | Yes |
| Private Chat in Meeting | Yes | No (can chat through your individual chat channel with recipient) |
| Polling | Yes | Yes (with app download) |
| Raise Hand/Reactions | Yes | Yes |
| Whiteboard | Yes | Yes |
| Meeting Notes | No | Yes |
| Attendance Report | Yes | Yes |
| Virtual Backgrounds | Yes | Yes |
| Screen Sharing | Yes | Yes |
| Screen Sharing for Participants | Yes | Yes (when enabled by the organizer of the meeting) |
Desktop Version
If you are using a LWTech computer it should already be downloaded. To access, type "Teams" into the search bar and select the Microsoft Teams icon to launch the application.
Outlook Calendar
To access a specific Teams meeting, simply click on the calendar invitation and select "Join." You will then have the option to download Teams or continue on the web version ("Continue on this browser").
Download
If you are using a personal device and Teams is not downloaded, you can download it directly from the Microsoft website. Or you may be promoted before joining a meeting to download the desktop version.
More detailed directions can be found in the "Accessing Teams at LWTech" video above.
On a Mac, you will need to download Teams from Microsoft. For iOS devices, the Teams App can be downloaded through the App Store.
Learn how to schedule a meeting, send invitations, and change meeting options prior to or during a meeting.
Scheduling Meetings How-to Guides
Scheduling Meetings Basic Troubleshooting and Frequently Asked Questions
In Teams, select the calendar icon from the left side menu. Then select "Meet now" from the menu at the top. Enter a meeting name and click on "Start meeting". Once started, you will have the opportunity to add participants or share the meeting link.
Or you can start a video call within a specific chat thread by clicking on the video icon from the upper menu.
Watch the video "Start an Instant Meeting" for more detailed instructions.
Below are the default meeting options for any Teams Meetings at LWTech. Unless changed, each Teams meeting scheduled will have these settings. Meeting settings must be changed for each meeting. Changed meeting settings for one meeting will not apply to another meeting.
Change Options Before a Meeting
In Teams, click on the calendar icon from the left-side menu. Then click on the specific meeting you want to edit. From the pop-up, select "Edit." At the top of the meeting invite, in the second row, select "Meeting Options." Depending on your screen size, you may need to select if from the three-dot menu.
These options will open in a web browser for you to review.
The most common options to adjust are:
- Who can bypass the lobby?
- Who can present?
- Choose co-organizers?
Once all options have been set, click on "Save" at the bottom of the page.
More detailed instructions are available in "Adjust meeting options before a meeting" video located above.
Change Options During a Meeting
You can change the meeting options at any point during the meeting. From the toolbar, click on "More" (three-dot menu) to access the menu. From the menu, click on "Meeting Options." The meeting options will appear in the sidebar. Review and adjust your options. The most common options to adjust are:
- Who can bypass the lobby?
- Who can present?
- Choose co-organizers
Once finished, scroll down on the sidebar and click "Save."
More detailed instruction are available in "Adjust meeting options during a meeting" video located above.
Yes, a co-organizer can help you manage a meeting by admitting people from the lobby, changing the roles of other participants, managing breakout rooms, starting/stopping recording, and more. In Zoom, this was called an Alternative Host. You can add up to 10 co-organizers to your meeting.
To add a co-organizer during a meeting, click on "More" from the toolbar and select "Meeting Options." The meeting options will appear in the sidebar. Navigate to "Choose co-organizers" and type the name of your chosen co-organizer into the box labeled "Search for participants." Note: To add a co-organizer, they must first be invited to the meeting.
You can also add a co-organizer before a meeting. Follow the directions above for "Change Meeting Options Before a Meeting" located in the basic troubleshooting guide, "What are the Teams meeting default options at LWTech? Do I have to change them every time?"
Review this helpful Roles in a Teams Meeting Microsoft guide for further information.
A LWTech Teams member would need to invite the guest to the meeting. The guest will receive an email invitation. Then the guest would need to set up a free account in Teams if they don't have one yet. Or, depending on how the meeting was set up, they may be able to still join the meeting even if they don't want to make a Team's account. The guest would then sign into Teams to attend the meeting.
Join a Teams meeting and customize your setup for a smooth meeting experience.
Joining Meetings How-to Guides
Joining Meetings Basic Troubleshooting and Frequently Asked Questions
Microphone
If others can't hear you in a Teams Meeting, you might have a problem with your microphone. Try some of the steps below to correct the issue.
- Double check to see if you are muted or not by clicking on "Mic" in the upper toolbar.
- Check that the correct microphone is selected.
- Select "More" from the upper toolbar.
- Then select "Device settings" from the drop-down list.
- Under "Audio Settings" confirm that the correct microphone and speaker is selected.
- Close all other apps that might be using the microphone (like Skype or FaceTime).
- If you're using an external microphone, try unplugging it and plugging it back in.
- Try restarting your device.
- Make sure you have the latest version of Teams installed.
- To check for updates in Teams, go to your profile picture in the upper-right of the teams app and select "Check for updates."
- More in depth troubleshooting tips can be found in the Microsoft Guide My Microphone isn't Working in Teams.
Camera/Video
If you are having trouble with your camera in a Teams Meeting, there are some steps below to troubleshoot the issue.
- Confirm that your camera is turned on by clicking on "Camera" in the upper toolbar.
- Check that the correct camera is selected.
- Select "More" from the upper toolbar.
- Then select "Device settings" from the drop-down list.
- Under "Video Settings" confirm that the correct camera is selected from the drop down list.
- Close all other apps that might be using the camera (like Skype or FaceTime).
- If you're using an external camera, try unplugging it and plugging it back in.
- Try restarting your device.
- Make sure you have the latest version of Teams installed.
- More in depth troubleshooting tips can be found in the Microsoft Guide My Camera isn't Working in Teams.
After a recent Teams update, some user have experienced this issue on unsupported Microsoft devices. Microsoft is still working on a fix/resolution. In the meantime there are a couple of steps you can try to resolve the issue or use a workaround.
- Try restarting your device.
- Reinstall Teams and make sure you have the latest version installed.
- Try using the web version of Teams with Chrome or Edge as your browser.
- If you don't have to speak often in the meeting, go to device settings in the Teams meeting, and switch your mic to "PC/laptop" and mute. In order to talk through the headset, you will have to switch the mic back.
Or consider using a Microsoft supported device.
Capture audio, video, and content by recording the meeting to share with those who couldn't attend or to reference later.
Recording Meetings How-to Guides
Recording Meetings Basic Troubleshooting and Frequently Asked Questions
All meeting attendees can access the meeting recording through the Microsoft Teams chat. In Teams, click on the chat icon from the left side menu. Then find the title of the meeting/chat thread to view the meeting recording. Watch the video "Play and Share a Meeting Recording" for more detailed instructions.
You need to have the role of Organizer, Co-Organizer, or Presenter to start or stop a meeting recording. Either ask someone in the meeting, who has one of those roles, to start the meeting recording (you will still have access to the meeting recording after the meeting in the Teams chat) or ask the Organizer or Co-Organizer to change your role.
A red "recording" dot will appear next to the elapsed meeting time. This record icon indicates your meeting is being recorded. Also, everyone in the meeting will be notified that recording and transcription have started.
Show your desktop, a specific window, a whiteboard, or a presentation during a meeting.
Screen Sharing How-to Guides
Video Guide
Written Guides
Video Guide
Written Guide
Note: Whiteboard is not captured in Teams meeting recordings.
Screen Sharing Basic Troubleshooting and Frequently Asked Questions
To quickly give one individual sharing ability during a meeting, select the "People" icon from the menu bar. In the sidebar, hover your cursor over the attendee and click on the three-dot ("More") menu. From the drop-down list select, "Make a presenter." Click on the "Change" button to confirm. Now the attendee will have the ability to share their screen using the "Share" icon in the menu bar and it will no longer be greyed out.
First, stop sharing your current screen and click on the "Share" button from the menu bar to reshare. Before selecting a screen or window to share, toggle "Include computer sound" to on.
Click the "Share" icon from the upper menu. Then select "Window" instead of clicking on "Screen." This will allow you to choose a specific window to share, versus sharing your whole screen.
Yes, when you click the "Share" button, you are given the option to not only select which screen/window is displayed, but also various presenter modes. Be sure to select one of the presenter modes that will still display you as presenter, alongside your shared material. Watch the video "Presenter Modes" for more detailed instructions.
Create breakout rooms to allow participants to gather in small groups for lively conversations and brainstorming sessions.
Breakout Rooms How-to Guides
Breakout Rooms Basic Troubleshooting and Frequently Asked Questions
By default, participants do not have the option to leave their breakout rooms and return to the original meeting. To allow participants to return to the main meeting on their own, in meeting controls, select "Breakout Rooms." Then select "Room Settings." Switch the "Let people return to the main meeting" toggle on. Select the back button to save your changes.
By default, participants are automatically moved into breakout rooms when they're opened. When you turn off this options, participants will receive a message asking them to join a breakout room. To change this, go to meeting controls and select "Breakout rooms." Then select "Room settings." Switch the "Automatically move people to rooms" toggle off. Then select the back button to save your changes.
Typically, this issue occurs when your instance of Teams is no longer up-to-date. Only the meeting owner and those in the breakout room can access that specific chat.
If you are using a computer on campus or one provided to you by the school, you can update to the latest version of Teams using Software Center. Using the search bar on your computer, search for "Software Center." Here you will find all of the applications provided by the college. Within Software Center, you can search for "Teams" and initiate an update. If there are no updates available, uninstalling and reinstalling Teams may also solve this issue. If you are not comfortable with installing software please submit an IT Help Desk ticket for assistance.
If you are using a personal device, you can download Teams directly from the Microsoft website.
No, selecting "End meeting" will just close the main meeting. To close breakout rooms, select "Close rooms" from "Breakout rooms." You'll know rooms have successfully closed when their status changes to Closed.
To see "Breakout rooms" in your meeting controls, you must be a meeting organizer of a scheduled private meeting, a "Meet Now" meeting, a scheduled channel meeting, or a channel Meet Now meeting. Also, you need to join the meeting from a supported Teams client for Windows or macOS.
Linux, web, iOS, iPadOS, Android (including Chromebook), PSTN, and VDI clients are currently enabled for breakout room attendees, which means participants joining from these clients can be moved to breakout rooms but cannot manage breakout rooms.
You will not see "Breakout Rooms" if you are not a meeting organizer or were not set as a breakout room manager or you joined from an unsupported client.
If you need access, ask the organizer to appoint you as a breakout room manager.
Additional Microsoft Teams Guides, Tutorials, and Trainings
- Microsoft Teams Help and Learning
- LinkedIn Learning Courses
- All LWTech employees have access to LinkedIn Learning and can create an account to access the courses.
- Once logged in, enter "Microsoft Teams" into the search bar and you will find a variety
of training courses including, but not limited to:
- Microsoft Teams: Successful Meetings and Events
- Microsoft Teams Quick Tips
- Microsoft Teams Essentials Training
- Microsoft Teams Administration: Managing and Collaboration Tools
- Microsoft Teams Canvas Course created by the eLearning Department (designed for faculty and students)