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How to Hold a Smooth Video Meeting in Microsoft Teams

How to Hold a Smooth Video Meeting in Microsoft TeamsThe benefit of clear and concise business communication is that it leads to more sales, better customer service, and good rapport with clients, vendors, and employees. And that’s where technology tools become much more important in our work.

When you consider distributed and remote workforce locations and remote sales and vendor meetings, you want to be sure you are comfortable and have a handle on the features you need to run a Microsoft Teams meeting.

Though Microsoft Teams may seem simple, there are features and settings you likely aren’t taking advantage of.

Below we’ve outlined a one-stop shop on Microsoft Teams video meetings so you can build your confidence and teach others in your company how to join a Teams meeting, record, adjust audio settings, and share screens. You will all conduct smooth and productive video conferencing in no time! We will start with the basics and then go from there.

How to join a video conference in Teams

Joining a video conference is different for those who utilize Teams. Follow the steps you to access your business video conference on the app or website:

Join your business Teams meeting on the app:

  1. Go to your Calendar on your phone or desktop app on the left-hand side of your screen.
  2. Click on the scheduled event, which should expand, giving you meeting details and the option to Join the meeting.
  3. Select Join.
  4. Turn on your camera, select your background filter preferences and audio settings
  5. Then select Join now.

Microsoft Teams Meeting

Join your business Teams meeting online:

  1. If you don’t use Microsoft Teams, you can access the meeting through an email invite from the sender who set up the video call, usually by clicking on the URL. You can also use a dial-in number and a conference ID from the email if you need an alternative method of entry.
  2. Enter your name and choose your audio and video preferences.
  3. Select Join now.
  4. You will enter immediately or into a lobby before the recipient admits you to the meeting; the entry method varies based on how the organizer set up the meeting.

How to record the Teams meeting

Recording a Teams meeting provides context to ideas or expectations communicated within the meeting that you or your team may need to reference later. Several days ahead of your meeting check with your Teams admin to set up your ability to record and transcribe meeting notes. In order to do so, there are settings that need to be changed by the admin. Once that is complete you are ready for the next steps.

How to start the recording:

  1. Allow all employees and attendees to enter the video call before recording.
  2. In the taskbar towards the top of the screen, go to the ellipsis icon (…), and follow the mouse to the Start Recording
  3. If your IT admin allows you to, live transcriptions will also be recorded.
  4. Everyone in the meeting will be notified of the video recording and transcription.

Recording a Teams Meeting

[Screenshot taken from Microsoft]

Please note that only one person can record the meeting, but the recording will be accessible to all participants in the cloud.

How to stop recording the video meeting:

  1. Return to the taskbar and click the ellipsis icon (…).
  2. You can choose to stop the transcription, which will stop the live transcription, but the recording will continue.
  3. Click on stop recording to stop both the recording and the live transcription.

Once the meeting has ended, participants can find a processed recording saved to SharePoint, if it’s a channel meeting, or to their OneDrive. Employees who have recording enabled by their IT admin can start or stop the recording, but guests cannot opt to record.

How to adjust the audio settings in Teams

Are you trying to connect your headphones to the meeting, but you either can’t hear other meeting participants, or they can’t hear you? Check these audio settings to locate the issue:

  1. Locate the ellipsis (…) icon in the Teams meeting taskbar
  2. Select Device Settings
  3. Check that the audio device you’d like to use to communicate, such as a microphone or your headphones, is selected.
  4. To ensure your microphone is working, try an audio test; under the microphone, there is a volume bar indicating whether the microphone is on.


If you are still experiencing issues with your audio, try closing out of other apps that might be using your microphone and unplugging and plugging your headset back in. If troubleshooting fails, restart your device and then return to the Microsoft Teams video meeting to see if that solves the issue.

How to share your screen in Teams

Sharing your screen in Microsoft Teams gives attendees a clear view of your presentation or the collaborative idea you are working on. To share your screen, simply click the Share Content item in your Teams meeting taskbar and Stop Sharing when you’d like to stop showing your screen.

Sharing your screen comes with features for specific ways you can share content:

  • Screen- shows everything on your screen
  • PowerPoint Live- allows you to share PowerPoint Presentations
  • Microsoft WhiteBoard & Freehand by Invision- displays an interactive whiteboard allowing all participants to draw and collaborate together
  • Window- allows you to share a specific app you have open, such as Google Chrome or your company website, and share with your viewers.

Share Content - Microsoft Teams

A red border will surround your screen to show what you are sharing. Keep in mind that if you move a tab or app out of the chosen window, the viewers will no longer be able to see what you want to share.

Need an easy way to remember all these features? Check out our cheat sheet below!

Microsoft Teams Video Conferencing Cheat Sheet

What are the new Microsoft Teams meeting features?

Microsoft plans to roll out updates to their meetings, webinar experiences, and more in 2023. Here are some new features to look for:

  • Meeting Toolbar Usability Improvements- Teams will now include options for raising hands, changing the view from Gallery to Together mode, focusing on content, or large gallery.
  • Spatial Audio- artificial intelligence will detect the difference between the sound from a speaker and the user’s voice and fix common issues, such as feedback loops or when a microphone is too close to the speaker.
  • Excel Live- like PowerPoint Live, you click the Share button and select the file to collaborate in or share with your audience.

These features alone will provide improved communication within your meeting, as well as easier collaboration between participants.

Microsoft Teams connects employees wherever they work. If you have any questions about utilizing Microsoft Teams, managing your Microsoft 365 subscriptions, or need IT support for your business, contact us for more information.

Questions about MS Teams_

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Topics: Microsoft Products