Meetings in Microsoft Teams
In this training, we introduce meetings in Microsoft Teams. We’ll cover the capabilities of meetings in Teams in addition to requirements and planning considerations for Teams.
This tutorial includes links to existing content to help connect you with the latest, most up-to-date information. For an optimal learning experience, follow the links to learn and apply. If a link is labeled as “additional information,” you can consider it optional.
This training is for you if you’re:
- An IT pro.
- Responsible for planning, deploying, or managing Teams.
- Interested in meetings in Teams
We’ll cover the following sections:
- Meetings and meeting types in Teams
- Requirements for meetings
The following information is out of scope:
- Meetings can include a feature where participants are able to join meetings from a regular phone line. This feature, called Audio Conferencing, is out of scope for the training.
Microsoft Teams is evolving on a regular basis—new features and functionality are added frequently. Please monitor the following resources to stay up-to-date:
If you have any questions or feedback about this training, please:
- Post in the comments section at the bottom of the “Next steps” page of this tutorial.
To give us product feedback about Teams, such as ideas for new features, please visit UserVoice.
Meetings in Teams
To understand meetings in Teams, see the following:
Scenario - Meeting types
Garth works for Contoso, a company that has multiple offices. Garth needs to connect to people in other office locations on a regular basis:
- His project team meets every Monday for an hour. Because they already have a
dedicated channel for their project in Microsoft Teams, Garth schedules a
"Channel Meeting" for this regular sync. This has multiple benefits for
Garth and his team:
- All members of the team are automatically invited.
- Any meeting-related discussions before, during, or after the meeting are part of the channel discussion.
- The meeting and the discussion is visible to everyone who is a member of the team.
- Garth also needs to sync with individual people but doesn’t want these meetings to be visible to others. For these purposes, Garth schedules a "Private Meeting". Private meetings allow Garth to initiate a chat before the meeting takes place. This pre-meeting experience helps make the meeting more effective because Garth can share material beforehand or discuss the agenda with key team members. The same chat is also available during the meeting to capture notes, and can be used afterward for any follow-ups.
- Sometimes the team has lively discussions in their channel, and Garth needs them to come to a quick decision. He determines that while everyone is typing, a video call might be the more effective way to communicate. In this situation, Garth schedules an ad-hoc meeting by selecting Meet Now in the current conversation.
Joining meetings is possible from a variety of clients. Review Get clients for Microsoft Teams (estimated reading time 3 minutes) to understand which platforms Teams is available for.
In addition, by using Audio Conferencing, participates can attend meetings from regular phones by dialing in to the meeting or dialing out from the meeting. Details about Audio Conferencing will be covered in a dedicated training.
In Outlook for Windows, you can use an add-in to schedule meetings directly from your calendar. Review Use the Teams Meeting add-in in Outlook (estimated reading time 2 minutes).
Requirements and considerations for meetings
Although you can hold meetings without having any additional licenses—all you need is a license for Microsoft Teams—some scenarios do require additional licensing.
Audio Conferencing, which lets participants join Teams meetings from a regular phone, requires an additional license. This will be addressed in a dedicated training on Audio Conferencing.
For more information, see Office 365 licensing for Microsoft Teams.
Bandwidth and media flow
In Teams, there are two ways to initiate real-time communication:
- A user can call another user directly
- A user can create a meeting (ad hoc or scheduled) For calls, the media (audio, video, or desktop or application sharing) travel as directly as possible. If, for example, there’s no firewall between two users (for example, both sit inside the same network), media traffic travels directly from one user to the other. If a firewall blocks direct traffic between the users, the traffic will be sent via a relay.
For meetings, all traffic is sent first to the conferencing service that is homed in Office 365. Audio traffic is collected there and mixed before being sent back; video traffic and application or desktop sharing are received and distributed to the attendees.
Planning bandwidth isn’t covered in this training, but it will be crucial for the user experience.
For more information, see Prepare your organization's network for Microsoft Teams.
For customers using Exchange Server on-premises, there might be (depending on the version of Exchange Server) some limitations when it comes to creating and viewing meetings from the Teams client, but also when it comes to compliance. Review How Exchange and Microsoft Teams interact (estimated reading time 3 minutes) to understand potential limitations.
Meeting configuration options
As an IT administrator, you can enable and disable different types of meetings in addition to disabling modalities such as video or screen sharing. Review Calls and meetings (estimated reading time 1 minute) to learn about the options that can be configured from an IT pro perspective. This article also lists the maximum number of meeting participants.
Exercise - Configure meetings
In this exercise, you’ll have the chance to test meetings in Teams. Although we don’t describe how to perform every action, we recommend some scenarios to try out.
- An Office 365 tenant with appropriate licenses to use Teams
- We strongly recommend that you use a dedicated test tenant.
- If you don’t have a test tenant, you can sign up for a trial tenant at Office 365 Enterprise E5 Trial.
- Don’t run any tests in your production environment. Changing settings or policies might have a negative impact on all users and might affect their user experience.
- At least two endpoints
- This can be two PCs, but you can also use the client on your mobile phone.
Suggested scenarios to test
- Schedule different meeting types from within the Teams client: Channel meetings, ad-hoc meetings, private meetings.
- Schedule meetings by using the Outlook add-in.
- For scheduled meetings, initiate a chat before the meeting begins (to discuss the agenda, for example).
- Join meetings and test different scenarios and workloads: For example, audio only, video, desktop sharing.
- Join a meeting from a browser without signing in to your tenant (you might want to use “InPrivate” browsing) to see what it’s like to join a meeting anonymously.
- Sign in to the admin portal and change some of the settings for meetings (for example, disable scheduling for private meetings). How does this affect the user experience?
From a reporting perspective, there are two areas to look at:
- Usage: How many meetings take place?
- Quality: What is the quality of the meetings?
You should carefully monitor both areas:
- Low usage means that users, for one reason or another, aren’t using the product. You can only determine the reasons by doing additional investigation. Reasons can range from the perception that meetings are falling short of user requirements, to a lack of awareness or training, to quality problems.
- Low quality, on the other hand, means that there are issues with connectivity between users and Office 365. Low quality can lead to bad user experience and lower usage. Refer to Office 365 Reports in the Admin Center - Microsoft Teams user activity (estimated reading time 5 minutes) to learn more about the usage reports.
Managing quality is outside of the scope of this training, but see the following training material:
We covered the following key learnings in this training:
- Meetings and meeting types in Teams
- Requirements for meetings
- Sign-up for MyAdvisor for personalized deployment guidance.
- Start using meetings in Teams.
- Send us feedback:
- Post in the comments section at the bottom of this page.
- To give us Teams product feedback or to request a new feature, go to Teams UserVoice.
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