Outlook - Manage Teams online meeting options Tutorial

Discover how to customize and manage teams meeting options using Outlook. Learn to schedule, invite participants, and modify meeting options according to your needs. From controlling participant interactions to assigning co-organizers, this video provides essential tips for handling various settings. Find out how to optimize your meeting experience and ensure smooth collaboration. #outlook #discovery #collaborate

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Available in Microsoft365

Objectifs :

This video aims to provide a comprehensive guide on managing Teams meeting options and customizing Outlook settings to enhance your meeting experience. It covers scheduling meetings, modifying meeting options, and understanding participant roles and settings.

Chapitres :

Introduction to Teams Meeting Management
Managing Teams meeting options is essential for ensuring that meetings run smoothly and meet the needs of all participants. This guide will walk you through the steps to customize these settings effectively.
Scheduling a Meeting
Begin by scheduling a meeting in Teams. After setting it up, remember to send out invitations to the relevant participants. Once the meeting is created, it will appear in your calendar.
Accessing Meeting Options
To modify meeting options, double-click on the meeting in your calendar to open it. In the meeting description section, click on 'Meeting Options' or right-click and select 'Open Link'. Note that you must be the organizer or designated as a co-organizer to access these options.
Understanding Meeting Options
In the page that opens, you will find several sections organized by themes. The key sections include:
Finalizing Meeting Settings
After finalizing your selections in the meeting options, click 'Save' to confirm your changes and then close the page. You are now familiar with how to configure Teams meeting settings in Outlook.

FAQ :

How do I schedule a Teams meeting?

To schedule a Teams meeting, open your Outlook calendar, select 'New Teams Meeting', fill in the meeting details, and send invitations to participants.

What are the roles in a Teams meeting?

The main roles in a Teams meeting are the organizer, who schedules the meeting, and co-organizers, who assist in managing the meeting.

Can I control who joins my Teams meeting?

Yes, you can control who joins your Teams meeting by adjusting the settings in the security section, allowing only specific individuals or groups to enter directly.

How can I prevent participants from using their microphones and cameras?

You can disable participants' microphones and cameras by turning off the respective buttons in the audio and video settings of the meeting options.

What is the benefit of automatic recording in Teams meetings?

Automatic recording ensures that the meeting is captured from the start, helping to avoid any lapses in memory and providing a reference for later review.

How do I save my meeting options in Teams?

After configuring your meeting options, click 'Save' to confirm your selections, then close the page to finalize the settings.

Quelques cas d'usages :

Managing Remote Team Meetings

Use Teams meeting options to effectively manage remote team meetings by controlling participant access, engagement, and recording settings, ensuring a smooth and productive meeting experience.

Conducting Webinars

Leverage the co-organizer feature to assign roles during webinars, allowing for better management of participant interactions and ensuring that the event runs smoothly.

Training Sessions

Utilize the recording and transcription features during training sessions to provide participants with a resource for review, enhancing learning outcomes.

Client Meetings

In client meetings, use the waiting room feature to control entry and ensure that only relevant stakeholders are present, maintaining professionalism and focus.

Project Kickoff Meetings

During project kickoff meetings, assign co-organizers to help manage discussions and ensure that all agenda items are covered, improving project alignment from the start.

Glossaire :

Teams Meeting Options

Settings that allow the organizer to customize various features of a Microsoft Teams meeting, including participant permissions and engagement controls.

Organizer

The person who schedules and manages a meeting, responsible for setting meeting options and inviting participants.

Co-organizer

A participant designated by the organizer to assist in managing the meeting, including the ability to take over if the organizer is unavailable.

Waiting Room

A feature that allows the organizer to control who can enter the meeting directly, requiring some participants to wait until admitted.

Engagement Section

A part of the meeting options that allows the organizer to control how participants can interact during the meeting.

Recording and Transcription

Features that allow meetings to be recorded and transcribed for later review, ensuring important information is captured.

Audio and Video Settings

Options that allow the organizer to manage participants' audio and video capabilities during the meeting.

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customizing these settings to fit your needs is essential

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to handle meeting features. Begin by scheduling a meeting

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after it is set up. Remember to send out invitations to the relevant participants.

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Once the meeting is created, it will appear in your calendar.

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Double click on it to open it

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in the meeting description section.

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Click on meeting options or right click and select open link

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note

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to modify meeting options.

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You must be the organizer or be designated as a co organizer

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in the page that opens, you will find several sections organized by themes

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in the security section.

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You can choose who can directly join the

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meeting without going through the waiting room.

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For example,

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you can choose that only people in your organization can directly join the meeting

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in audio and video.

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You can disable participants',

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microphones and cameras by turning off these buttons.

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In the engagement section,

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you can control participant interactions during the meeting,

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for instance to prevent conversations outside the meeting.

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Choose in meeting only from the options.

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The roles section is crucial as it lets

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you assign co organizers from the participant list,

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selecting a co organizer ensures they can help manage

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or even take over the meeting in your absence.

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Only members of your organization can be designated as co organizers.

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The recording and transcription section enables you

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to handle various recording and transcription settings.

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For instance,

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opting for automatic recording at the beginning of your meeting can

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be beneficial as it helps avoid any lapses in memory.

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After finalizing your selections, click save to confirm and then close the page.

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You are now familiar with how to configure teams meeting settings and outlook.

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