Your Departments Guide to M365

Microsoft 365: The Basics Your Departments Guide to M365



Table of Contents Introduction........................................................................................................................ 3 Signing in ............................................................................................................................ 3 Installing the Microsoft Apps .............................................................................................. 4 Changing the Microsoft 365 Theme .................................................................................... 4 Launching an App................................................................................................................ 5 Using the Online Apps ......................................................................................................... 6 Word Online ...........................................................................................................................................................6 PowerPoint Online ..................................................................................................................................................7 Presenting a PowerPoint from a Web Browser .............................................................................................................8 Excel Online............................................................................................................................................................9 Saving a Local Copy .......................................................................................................... 10 Closing an App .................................................................................................................. 11 Outlook Web App .............................................................................................................. 12 Checking Mail........................................................................................................................................................12 Outlook Calendar ...................................................................................................................................................12 Outlook People (Formerly Contacts) .........................................................................................................................12 Outlook Tasks .......................................................................................................................................................13 OneDrive ........................................................................................................................... 13 Upload and save files and folders to OneDrive ........................................................................................................13 Create a folder .....................................................................................................................................................16 Search for files .....................................................................................................................................................16 Important PC Folders (auto backup) ......................................................................................................................17 Set up the OneDrive sync app in Windows .............................................................................................................17 Collaborate in OneDrive ........................................................................................................................................19 Work on the go with OneDrive ......................................................................................... 21 Share a file from your mobile device ......................................................................................................................21 Set up Office apps and email on a mobile device ....................................................................................................23 SharePoint ........................................................................................................................ 24 Sharing Files from an Microsoft Desktop App ................................................................... 24 Microsoft Teams................................................................................................................ 26 Sign in and get started with TeamsStart Teams. .....................................................................................................26 Pick a team and channel .......................................................................................................................................26 Chat and share files in Teams................................................................................................................................27 Reply to a conversation.........................................................................................................................................28 Collaborate in Teams ............................................................................................................................................29 Microsoft Teams Meetings, Webinars, and Live Events .................................................... 31 Schedule a meeting in Teams................................................................................................................................31 Start an instant meeting in Teams.................................................................................... 34 From your calendar...............................................................................................................................................34

In a channel .........................................................................................................................................................35 Share content in a meeting in Teams ............................................................................... 35 Share content on a Mac ........................................................................................................................................37 In a channel .........................................................................................................................................................37 Try it! ..................................................................................................................................................................41

Introduction Microsoft 365 is a package of productivity software and related services that are available over the internet (cloud- based services). Included is the full Microsoft Suite, OneDrive for Business, OneNote, SharePoint and other services. Signing in The Queens Public Library Microsoft 365 portal is the gateway to access the Microsoft online web apps as well as your personal OneDrive (cloud storage). 1. Open your preferred web browser and navigate to office.com 2. Type your full Queens Public Library email address and password in the appropriate fields and then click the Sign in button. Note: you may need to confirm your identity through Duo. Once confirmed, you will be taken to the Queens Public Library Microsoft 365 landing page. 3

Installing the Microsoft Apps Microsoft 365 gives users the ability to install the Microsoft apps on up to five devices. These devices can be either PC or Mac. In the Microsoft 365 landing page, Click on the Install Microsoft apps button and then select the Microsoft 365 option. The website will provide you with the appropriate version of Microsoft for your operating system. 1. An install file will download, launch the file to begin installation. Follow the install wizard to complete this process. Changing the Microsoft 365 Theme Microsoft 365 gives users the ability to customize their theme. 1. Click on the gear icon in the upper right corner. The Settings drop-down menu will appear. 2. On the settings drop-down menu, you will see some of the most popular themes that you can select from. To view more themes click on the View all option. More themes will appear 3. Select your desired theme from the list and it will be applied automatically 4

Launching an App Microsoft 365 has many online apps that will allow you to work on your files in the cloud. Some of these apps include Microsoft Word, Excel, and PowerPoint. You can launch these apps in one of two ways: 1. From the landing page, click the icon of the app you wish to launch. If you are not on the landing page, click the Microsoft 365 home button on the top of the screen. App Launcher Outlook Web App Home OneDrive OneNote Create Word SharePoint Excel Sway PowerPoint All Apps If you do not see the app you are looking for on the landing page, Use the App Launcher icon on the top- left corner of the screen to find more apps. Simply click on it and a window will appear. Note: To see all the Microsoft 365 apps available, select All apps 2. 5

Using the Online Apps The Online apps are scaled-down versions of the full Microsoft suite. Please note that not all features will be available in the online versions of the applications. Word Online 1. From the Microsoft 365 landing page, click on the Word icon. 2. Click on either New blank document, a template or a file listed under the Recent heading. 6

3. The file can now be edited in the Word Online app. There is no need to save the file as the file will automatically save to your OneDrive. 4. To rename the document, click on the title at the top-left of the screen and type the new file name. Press the Enter key. Note: Some documents will open in view mode. To edit these documents in Word Online, click the Edit Document button in the ribbon and then click Edit in Browser. PowerPoint Online 1. From the Microsoft 365 landing page, click on the PowerPoint icon. 2. Click on either New blank presentation, a template or a file listed under the Recent heading. 3. The file can now be edited in the PowerPoint Online app. There is no need to save the file as the file will automatically save to your OneDrive. 7

4. To rename the presentation, click on the title at the top-left of the screen and type the new file name. Press the Enter key. Presenting a PowerPoint from a Web Browser Microsoft provides users the option to run a PowerPoint presentation from the web browser. This means that you can make a presentation on a machine that does not have PowerPoint installed. Note: To use this effectively, the file must be saved on your OneDrive. 1. From the Microsoft 365 landing page, click the PowerPoint icon. 2. Open the PowerPoint presentation you wish to run. 3. Click the Slide Show tab in the ribbon and then click the From Beginning icon in the Start Slide Show group. 8

Excel Online 1. From the Microsoft 365 landing page, click the Excel icon. 2. Click on either New blank workbook, a file listed beneath the Recent heading, a template to find your file. 3. You can also find your file via the More in OneDrive link at the bottom of the page. If you are opening a file from OneDrive, you may have to click the Edit Workbook button and then click Edit in Browser. 4. The file can now be edited in the Excel Online app. There is no need to save the file as the file will automatically save to your OneDrive. 9

5. To rename the workbook, click on the title at the top-left of the page, type the new file name and then press the Enter key. Saving a Local Copy There will be times when you are working on a file in the cloud, but wish to have a copy saved to your local machine as well. The process to save a local copy is the same for Word Online, Excel Online and PowerPoint Online. 1. If you are not already editing the document, click the Edit in Browser button in the Edit Document drop- down menu. 2. Click the File tab in the ribbon. 10

3. Click Save As and then click the Download a Copy button. 4. The file will save to your downloads folder. Closing an App When working on a document in one of the Microsoft Online apps, the file will automatically save. To close the app when you are finished working, simply close the tab in your internet browser. 11

Outlook Web App The Outlook web app creates a user experience similar to the local version of Outlook. Checking Mail 1. From the Microsoft 365 landing page, click on the Outlook icon. 2. The Outlook web app will open in a new tab. 3. To return to Microsoft 365, use the app launcher or close the browser tab. Outlook Calendar 1. Click the Calendar icon in the lower-left corner of your Outlook web app screen. 2. The calendar will open within the same browser tab. 3. To return to Microsoft 365, use the app launcher or close the browser tab. Outlook People (Formerly Contacts) 1. Click the People icon in the lower-left corner of your Outlook web app screen. 2. The People screen will appear in the same browser tab. 3. To return to Microsoft 365, use the app launcher or close the browser tab. 12

Outlook Tasks 1. Click on the three dots icon in the lower-left corner of your Outlook web app screen. 2. Click the To Do icon 3. The To Do screen will appear in the same browser tab. 4. To return to Microsoft 365, use the app launcher or close the browser tab. OneDrive OneDrive is Microsoft’s service for hosting files in the “cloud”. This service is available for free to everyone at Towson University. OneDrive offers users a simple way to store, sync and share all kinds of files. Each individual receives 1TB of storage space. This storage can be accessed from your web browser. 1. From the Microsoft 365 landing page, click on the OneDrive icon. 2. The OneDrive file view will open in a new browser tab. 3. To return to Microsoft 365, use the app launcher or close the browser tab. Upload and save files and folders to OneDrive Use OneDrive in your browser 1. Sign in to office.com, then select the app launcher > OneDrive. 2. Pick a file or folder by selecting the circle in the upper corner of the item, and then select a command at the top of the page. 13

You can store over 300 types of files on OneDrive. With Microsoft Edge or Google Chrome: 1. Select Upload > Files or Upload > Folder. 2. Select the files or folder you want to upload. 3. Select Open or Select Folder. With other browsers: • Select Upload, select the files you want to upload, and select Open. • If you don't see Upload > Folder, create a folder, and then upload the files to that folder. Use OneDrive on your desktop If you use Windows 10, OneDrive may have already asked you to sign in to sync your files. In File Explorer, select: OneDrive – [Queens Public Library]. If OneDrive isn't setup, see: 14

• Sync files with OneDrive in Windows • Sync files with OneDrive on Mac OS X Save and open files in your Office apps • Select File > Save a Copy > OneDrive - [company name] to save a work file to OneDrive. Save personal files to OneDrive - Personal. • Select File > Open and then select OneDrive, to open a file saved to OneDrive. Note: Requires Microsoft 365, Office 2019, or Office 2016. Manage files and folders in OneDrive OneDrive (work or school) OneDrive for Mac OneDrive for Windows 15

Select what to do with a file 1. In OneDrive, right-click the file. 2. Select a command. Create a folder 1. Select New > Folder. 2. Type a name for the folder. 3. Select Create. Search for files Looking for an older doc? Search is a powerful tool to find all your online docs. 1. Type a word or phrase in the Search box. 2. Select a file, or press Enter. 16

Important PC Folders (auto backup) You can backup important computer files on OneDrive like your Desktop, Documents, and Pictures files. 1. Select the OneDrive cloud icon in the notification area, at the far right of the taskbar. 2. Select More > Help & Settings. 3. On the Backup tab, under Important PC Folders, select Manage backup and follow the instructions. Set up the OneDrive sync app in Windows 1. If you don't have Windows 10, Microsoft 365, or Office 2016, install the new OneDrive sync app for Windows. If you use the latest software, you already have the OneDrive sync app and you can skip to step 2. 2. Select the Start button, search for OneDrive, and then open it. 3. When OneDrive Setup starts, enter your work or school account, and then select Sign in. 17

Note: If you already had an account signed in to OneDrive and you want to add another account, select the OneDrive cloud icon in the Windows taskbar notification area, select More > Settings. In Settings, select Account, select Add an account, and then sign in. For more info, see Sync files with OneDrive in Windows. Set up the OneDrive sync app on Mac 1. Install OneDrive for Mac. Important: If you're using the OneDrive Mac Store app, uninstall it before installing the latest build of the sync app. 2. Start OneDrive by pressing cmd + Space to launch a Spotlight query and type OneDrive. This starts OneDrive Setup. 3. Enter your work or school account and then select Sign in. Note: If you already had an account signed in to OneDrive and you want to add another account, click the OneDrive cloud icon up in the Menu bar, click the three dots to open the menu, and select Preferences. Click the Account tab, select Add an Account to start OneDrive Setup, and then sign in. 18

Collaborate in OneDrive Share OneDrive files from your Office apps To share a file from within Word, Excel, PowerPoint, or another Office app: 1. Select Share on the ribbon. Or, select File > Share. Note: If your file is not already saved to OneDrive, you'll be prompted to upload your file to OneDrive to share it. 2. Select who you want to share with from the drop-down, or enter a name or email address. 3. Add a message (optional) and select Send. Share files from OneDrive 1. Right click the file and select Share. 19

Or, select a file and select Share on the toolbar. 2. Select who you want to share with from the drop-down or enter a name or email address. 3. Add a message (optional) and select Send. Change views The left pane lets you filter your view of items in OneDrive. • Files - See all of your OneDrive files and folders. • Recent - See which Office documents you've opened most recently, whether you've modified them or not. • Shared - See items that you've shared with other people and that other people have shared with you. • Discover - See what's trending around you, based on who you work with and what you're working on. • Recycle bin - See items and folders that you've deleted. Stop or change sharing If you are the file owner, or have edit permissions, you can stop or change the sharing permissions. 20

1. Select the file or folder you want to stop sharing. 2. Select Information in the upper-right corner to open the Details pane. 3. Select Manage access and: o Select the X next to a link to disable it. o Select Can Edit or Can View, and then select Stop Sharing. o Select Can Edit or Can View and then select Change to…. Copy link • Select a file and select Copy link. • Or, right click a file and select Copy link. Work on the go with OneDrive Share a file from your mobile device 1. Open the OneDrive app on your mobile device. 2. Select a file or folder - press and hold until the checkmark appears next to it. 21

3. Tap the Share icon. From an Office app: 1. Open an Office app like Word, Excel, or PowerPoint on your device. 2. Tap Open, then tap OneDrive - [company name]. 3. Tap the More icon (three dots) next to the file, then select Share. Open your files on your mobile device 1. Tap a file to preview it. 2. Tap the Office app icon at the top to open the file. 22

Set up Office apps and email on a mobile device https://support.microsoft.com/en-us/office/set-up-office-apps-and-email-on-a-mobile-device-7dabb6cb- 0046-40b6-81fe-767e0b1f014f 23

SharePoint SharePoint is a web-based program tied into Microsoft 365 that serves as a hub for sharing information, storing files and group collaboration. 1. From the Microsoft 365 landing page, click on the SharePoint icon. 2. The SharePoint sites you follow will appear in a new browser tab. 3. To return to Microsoft 365, use the app launcher or close the browser tab. Sharing Files from an Microsoft Desktop App Sharing a document you have created in an Microsoft app is easy with your OneDrive. This process is the same from any Microsoft app including Word, Excel and PowerPoint. 1. Click the File tab in the ribbon. 2. Select Share. 3. Click the Share with People button. 4. Click the Save to Cloud button. 24

5. In the Save As screen, double click on the OneDrive – Queens Public Libraryoption. 6. Type in a meaningful name for your file in the text box and then click the Save button. 7. Click the File tab in the ribbon. 8. Select Share. 9. Click the Share with People button. The Share pane will appear on the right side. 25

10. In the text box beneath Invite people type the names or email addresses of the people with whom you would like to share. This text box is tied into Towson University’s active directory. 11. Select if they Can edit or Can view from the drop-down menu. 12. If desired, you may include a message. 13. Click the Share button. For more information on Microsoft 365, visit Talen Training and Development iof the Staff Webpage. Microsoft Teams With Microsoft Teams on your PC, Mac, or mobile device, you can: • Pull together a team. • Use chat instead of email. • Securely edit files at the same time. • See likes, @mentions, and replies with just a single tap. • Customize it by adding notes, web sites, and apps. Sign in and get started with TeamsStart Teams. o In Windows, click Start > Microsoft Teams. o On Mac, go to the Applications folder and click Microsoft Teams. o On mobile, tap the Teams icon. 2. Sign in with your Microsoft 365 username and password. Note: Teams is a part of Microsoft 365, so you need a Microsoft 365 Apps for business or Enterprise license to use it. For details, see How do I get access to Microsoft Teams? Pick a team and channel 26

team is a collection of people, conversations, files, and tools — all in one place. A channel is a discussion in a team, dedicated to a department, project, or topic. The best way to get familiar with teams and channels is to pick a team and channel and start exploring! 1. Select Teams on the left side of the app and then pick a team. If you're not on a team and want to create one, see Onboard your teams. 2. Select a channel and explore the Conversations, Files, and other tabs. Chat and share files in Teams Start a new conversation... ...with the whole team 1. Select Teams , then pick a team and a channel. . 2. Select New conversation. . 3. In the box where you type your message, say what's on your mind and select Send ...with a person or group 1. Select Chat > New chat . 2. In the To field, type the name of the person or people you want to chat with. 3. In the box where you type your message, say what's on your mind and select Send 27

Reply to a conversation Channel conversations are organized by date and then threaded. The replies in threads are organized under the initial post so it's easier to follow multiple conversations. 1. Find the conversation thread you want to reply to. 2. Select Reply, add your message, and select Send . Have fun with emoji, memes, and GIFs Express yourself and impress your coworkers! • Select Sticker under the box where you type your message, then pick a meme or sticker from one of the categories. The Sticker catalog contains a wide variety of customizable stickers and memes — you can even upload your own! Check out Emoji for smiley faces and Giphy for animated GIFs. 28

Share a file Sometimes words aren't enough, and you need to post a file to a channel conversation. Tip: Teams works particularly well with Microsoft Office documents. 1. In your channel conversation, select Attach under the box where you type your message. 2. Select from these options: o Recent o Browse Teams and Channels o OneDrive o Upload from my computer 3. Select a file > Share a link. If you're uploading a file from your computer, select a file, select Open, and then select Send . You can always see all the files you post to a channel by going to the Files tab. Collaborate in Teams @mention someone An @mention is like a tap on the shoulder—a way to get someone's attention in a channel conversation or a chat. 1. In the box where you type your message, type @, then type the first few letters of the person’s name. You can also @mention entire teams and channels. 2. Select the person. Repeat for as many people as you want to @mention. Each person you @mention gets a notification in their Activity feed. Check for a red circle next to Activity right now to see if someone has @mentioned you! Stay on top of things 29

Notifications let you know when someone @mentions you, likes something you’ve posted, or replies to a thread you started. The Activity feed helps you stay on top of all your notifications. 1. Select Activity . 2. Feed shows you a summary of everything that's happened in the channels you follow. o Select Filter to show only certain types of notifications such as @mentions or reactions. o Select Feed > My Activity to see a list of everything you've been up to lately in Teams. Search for messages, people, or files Searches cover your entire organization — all the teams and channels that you're part of. 1. Type a phrase in the command box at the top of the app and press Enter. 2. Select the Messages, People, or Files tab. 3. Select an item in the search results to expand and learn more about it. 30

Microsoft Teams Meetings, Webinars, and Live Events Schedule a meeting in Teams Your calendar in Teams is connected to your Exchange calendar. In other words, when you schedule a meeting in Outlook, it'll show up in Teams, and vice versa. Every meeting scheduled in Teams is automatically made into an online meeting. Scheduling from Outlook? Learn how to add Teams to your Outlook meeting. Note: Up to 1,000 invitees can join a Teams meeting and interact by using chat, audio, and video. Invitees can also join a meeting that already has 1,000 participants (up to 10,000) as view-only attendees. Schedule a meeting There are several ways to schedule a meeting in Teams: • Select Schedule a meeting in a chat (below the box where you type a new message) to book a meeting with the people in the chat. • Go to Calendar on the left side of the app and select New meeting in the top right corner. • Select a range of time in the calendar. A scheduling form will pop open. The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone. Once you're done filling out the details, select Save. This will close the scheduling form and send an invite to everyone's Outlook inbox. 31

Assign categories to a meeting Color code your calendar with categories. Just like in Outlook, you can assign one or more categories to each meeting in your calendar. There are a couple ways to assign categories: 1. Right-click an event in your calendar and select Categorize, then pick a color. 2. When scheduling a meeting, select Category at the top of the scheduling form. Notes: • At this time, category names and colors can only be edited from Outlook. • For recurring meetings, categories can only be applied to the series, not an individual occurrence. • Currently, categories can't be applied to channel meetings. Invite people outside your organization Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them. 1. Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead. 2. Type the person's full email address (ex: [email protected]). 3. Select Invite. They'll receive an email with a link to the meeting. Make it a channel meeting 1. Select New meeting. 2. Type the name of a channel where it says Add channel (under the time and date fields). Channels can't be edited or added once the invite is sent. You'll need to send a new invite with the updated channel. Note: When you have a meeting in a channel, everyone in the team will be able to see it and join it in that channel. This feature isn't available in private channels. Once you've added the people you want, select Scheduling Assistant to find the best time. If it's a recurring meeting, open the dropdown menu next to Does not repeat (just below the date). Choose how often you want it to occur from the default options, or select Custom to create your own cadence. 32

Schedule meetings in a channel calendar If you're unfamiliar with how to add a calendar to a channel, the steps are outlined for you at See all your meetings in Teams. Once that's done, you have a few ways to add events to the shared calendar. • Select Add new event at the top of the calendar. • Click and drag your cursor on the calendar to select a block of time. • Or, select the arrow next to Meet now at the top of the app to open the menu and select Schedule meeting. Each of these actions will open the scheduling form with the channel name filled in, feel free to add an Outlook group or individuals by manually entering their names. Guests and partners from outside your org won't have access to the channel calendar and will also require being added to the meeting invite. Right-click for more options Right-click an event in your calendar to RSVP, remove it if it's canceled, or open the invitation to view the meeting details. If the event is a Teams meeting, you'll also get options to Join online and Chat with participants. Teams meetings will show a join button on an event in your calendar five minutes before the start of a meeting. Once someone joins the meeting, the event will change colors to let you know they're online. Select Join to open the meeting settings window to confirm your preferred camera and mic settings before joining the online meeting. Note: If you have overlapping meetings in your calendar, the join button won't be available. But you can still right- click the event and select Join online. Set your Show As status in a Teams meeting As an organizer, you can set the Show As status of the meeting in the action bar. When participants RSVP, their status will automatically reflect the status the organizer set. You can also use Show As to create private meetings and appointments for yourself and your participants. Learn more here. As a participant, you can choose to set your individual status for the meeting through Show As independent of the status set by the organizer. The updated status will reflect on your calendar. The default Show As value for all the meetings an organizer schedules is Busy. 33

For a quick overview, see the Show As feature demo. You can set your Show As status in several ways: On the Scheduling Form Details page On your Peek of the meeting (Microsoft Surface) On the Details view of the meeting (as a participant) Start an instant meeting in Teams There are a couple of different ways to get an impromptu meeting going with just a few clicks. From your calendar 1. Go to Calendar on the left side of Teams, then select Meet now in the upper right corner. 2. 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. 3. When you're ready, hit Join now. Your meeting is now up and running—you just need people to join you. 34

To invite people: 1. 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. 2. 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. In a channel To start an instant channel meeting: 1. Go to Teams on the left side of the app. Choose the channel you want to meet in from the list. 2. In the Posts tab, look for Meet in the top-right corner. From the drop-down, select Meet now. Or, to keep the context of a specific conversation, choose Reply below any post, and then Meet now under the box where you'd type your message. 3. Give your meeting a title and choose whether you want to include video. 4. When you're ready, hit Join now. Your meeting is now up and running, and anyone in the channel can join it. To invite people: 1. 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. 2. You can also invite people by copying the meeting link and sending it to anyone you want to meet with. Just choose Copy join info and paste the link in a message. Share content in a meeting in Teams To share your screen in a meeting, select Share content in your meeting controls. Then, choose to present your entire screen, a window, a PowerPoint file, or a whiteboard. 35

Notes: • If you're using Teams on the web, you'll be able to share your screen only if you're using Google Chrome or the latest version of Microsoft Edge. • In Teams on the web, you'll see the following when you select Share content : • Window sharing isn't available for Linux users. Share If you want to... Great when... your... Desktop Show your entire screen, including You need to seamlessly share multiple windows. notifications and other desktop activity. Window Show just one window, and no notifications You only need to show one thing and want to keep the or other desktop activity. rest of your screen to yourself. PowerPoint Present a PowerPoint file others can You need to share a presentation and want others to be interact with. able to move through it at their own pace. For info on PowerPoint sharing, see Share PowerPoint slides in a Teams meeting. Whiteboard Collaborate with others in real time. You want to sketch with others and have your notes attached to the meeting. 36

When you're done sharing, go to your meeting controls and select Stop sharing. Share content on a Mac If you're using a Mac, you'll need to grant permission to Teams to record your computer's screen before you can share. 1. You'll be prompted to grant permission the first time you try to share your screen. Select Open System Preferences from the prompt. If you miss the prompt, you can do this anytime by going to Apple Menu > System Preferences > Security & Privacy. 4. Go to Calendar on the left side of Teams, then select Meet now in the upper right corner. 5. 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. 6. When you're ready, hit Join now. Your meeting is now up and running—you just need people to join you. To invite people: 3. 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. 4. 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. In a channel To start an instant channel meeting: 5. Go to Teams on the left side of the app. Choose the channel you want to meet in from the list. 6. In the Posts tab, look for Meet in the top-right corner. From the drop-down, select Meet now. Or, to keep the context of a specific conversation, choose Reply below any post, and then Meet now under the box where you'd type your message. 7. Give your meeting a title and choose whether you want to include video. 8. When you're ready, hit Join now. 37

Your meeting is now up and running, and anyone in the channel can join it. To invite people: 3. 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. 4. You can also invite people by copying the meeting link and sending it to anyone you want to meet with. Just choose Copy join info and paste the link in a message. 2. 3. Under Screen Recording, make sure Microsoft Teams is selected. 4. Go back to your meeting and try sharing your screen again. Note: If you're using Teams on the web, make sure you've also granted screen recording permission to your browser. Include computer sound Sharing computer sound lets you stream audio from your computer to meeting participants through Teams. You can use it to play a video or audio clip as part of a presentation. To share sound, select Share content in your meeting controls and then Include computer sound (it's the switch on the top right of your sharing options). All sound from your computer, including notifications, will be audible in the meeting. For more info, check out Share sound from your computer in a Teams meeting or live event. Give and take control of shared content Give control If you want another meeting participant to change a file, help you present, or demonstrate something, you can give control to that person. You will both be in control of the sharing, and you can take back control anytime. 38

Note: When you’re sharing an app, only give control to people you trust. People you give control to may send commands that could affect your system or other apps. We've taken steps to prevent this but haven't tested every possible system customization. 1. On the sharing toolbar, select Give control. 2. Select the name of the person you want to give control to. Teams sends a notification to that person to let them know you’re sharing control. While you’re sharing control, they can make selections, edits, and other modifications to the shared screen. 3. To take control back, select Take back control. Take control To take control while another person is sharing, select Request control. The person sharing can then approve or deny your request. While you have control, you can make selections, edits, and other modifications to the shared screen. When you’re done, select Release control to stop sharing control. Zoom in to shared content Want to get a better look at shared content? Click and drag to see different areas. And to zoom in or out, try the following: • Pinch in or out on your trackpad. • Use the keyboard shortcuts Ctrl+Plus sign and Ctrl+Minus sign. • Hold the Ctrl key and scroll with your mouse. Note: Mac trackpads don't support zoom in meetings. If you're on a Mac, use one of the other options. If you're using Linux, giving and taking control of shared content isn't available at this time. Create Instant Newr Meeting Meet Now Turn a team conversation into a meeting with a few clicks. Add audio, video, and share your screen. Start an instant meeting There are two ways to start an instant meeting in Microsoft Teams: • Select Meet in a channel. • To keep the context of a conversation, select Reply in a conversation thread, and then select Meet under where you'd type your reply. Join a meeting 39

In the pre-meeting video preview: 1. Toggle on your camera and microphone, or set up your microphone and speaker. 2. If you'd like, give the meeting a name, and select Join now. Invite others to a meeting Want someone to join your ad-hoc meeting? 1. Select Show participants to invite people at any time. 2. Type a name or phone number into the box. 3. Select Request to join on who you want to invite. 40

Manage your meeting Record your meeting, share content to participants, and share the recorded meeting when you're done. • To record a meeting, select More actions > Start recording. • To share content, select the Share content tray, and choose what to show such as your screen, an open window, or a PowerPoint file. • Find your recorded meeting where you first started your meeting in Teams. You can view, edit, and share this recording with others. Manage Microsoft Teams Meetings Try it! View, schedule, and manage appointments and meetings in Microsoft Teams to keep your team on track. View meetings • Select Calendar to view your appointments and meetings for the day or work week. These appointments stay synchronized with your Outlook calendar. • Select a meeting invite to see what the meeting's about, who's attending, and to respond to the meeting. Schedule a meeting 1. Select New meeting. 2. Type in a meeting title and enter a location. An online meeting is created by default. 3. Choose a start and end time, and add details if needed. 4. Enter names in the Invite people box to add them to the meeting. Note: To invite someone outside your organization, type in their email address and they'll get an invite to join as a guest — even if they don't have Microsoft Teams. 5. See everyone's availability in the Attendees list and, if needed, choose a suggested time or select Scheduling assistant to see more available times in a calendar view. 6. Under Select a channel to meet in, select the drop-down arrow to manage your meeting's privacy settings: o Select None to keep your meeting private. o Select a channel to open the meeting to team members. If your meeting gets posted in a channel, it'll appear under the Posts tab. Team members can set agendas, share files, or add comments. 41

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