T-01
Schedule a Teams Meeting
Purpose: Create and send a Teams meeting invite with the right settings so everyone joins smoothly and the meeting has a clear home.
Description
Schedule a Teams meeting from Teams (or Outlook) so you have a single invite link, a place for chat, and somewhere to keep the meeting’s files and notes.
When to use this
When you need a structured meeting with an agenda, the right attendees, and settings like lobby and presenters configured in advance.
Steps
- In Teams, open Calendar and select New meeting (or schedule from Outlook if you prefer).
- Add a clear title, required attendees, and the right channel (optional) for meeting context.
- Set the date and time and add an agenda in the meeting details.
- Select Meeting options to configure lobby, presenters, and who can bypass the lobby.
- Send the invite and keep any files and notes linked in the invite or channel, not in email attachments.
Best practices
- Put the outcome in the title so the meeting is searchable later.
- Use a channel meeting for team work so chat, files, and notes stay in one place.
- Set presenters intentionally to avoid everyone sharing at once.
- Attach key files as links from SharePoint or OneDrive so there is one source of truth.
T-02
Join a Teams Meeting
Purpose: Join a Teams meeting confidently using the right audio, camera, and meeting controls.
Description
Join from your calendar or invite link, pick the right audio settings, and enter the meeting without the usual last-minute tech stress.
When to use this
Any time you are joining a scheduled or ad-hoc meeting and want to avoid audio issues or delays at the start.
Steps
- Open the meeting from your Teams Calendar or Outlook invite and select Join.
- Choose your audio option and check the correct microphone and speaker.
- Set camera on or off and background preferences before entering.
- Select Join now, or wait in the lobby if required.
- Use Chat or Raise hand to contribute without interrupting.
Best practices
- Join one to two minutes early so you can fix audio before the meeting starts.
- Stay muted when you are not speaking to reduce background noise.
- If audio is unstable, switch to phone audio and turn video off to stabilise.
- Use chat for links and questions so the speaker is not constantly interrupted.
T-03
Start an Instant Meeting
Purpose: Start a quick Teams meeting immediately without scheduling in advance.
Description
Use Meet now from a chat or channel to jump on a quick call, then keep the recap and follow-up in the same place.
When to use this
When something is blocking the team and a five-minute call will resolve it faster than a long message thread.
Steps
- In Teams, go to the relevant chat or channel and select Meet now.
- Name the meeting, especially in a channel, so it is easier to find later.
- Confirm your audio and video settings and select Start meeting.
- Invite people from the meeting panel or share the meeting link.
- After the call, post a short recap in chat with actions and links.
Best practices
- Start instant meetings from the right place, chat vs channel, so history stays tidy.
- Keep it short and outcome-based; schedule a proper meeting for bigger topics.
- If decisions are being made, take notes or record with consent and governance.
- Share files as SharePoint or OneDrive links, not attachments.
T-04
Record a Teams Meeting
Purpose: Record the meeting so people can catch up later and you have a searchable recap, transcript, and decisions captured.
Description
Start a recording from the meeting controls, then access it from the recap with the transcript for quick follow-up.
When to use this
When decisions, training, or important updates are happening and attendees may need to revisit details later.
Steps
- Start the meeting and confirm attendees are aware recording will occur.
- Select More options and choose Record and transcribe, or Start recording.
- Run the meeting as normal; recording captures audio, video, and shared content.
- Select More options and Stop recording when finished.
- Open the meeting recap to access the recording and share the link if needed.
Best practices
- Only record when there is a clear purpose, not by default.
- Call out when recording starts and stops, especially if sensitive topics are discussed.
- Keep recordings in the team workspace so access is governed and consistent.
- Use the transcript to extract action items and decisions immediately after.
T-05
Find a Meeting Recording
Purpose: Locate the recording quickly and use the recap or transcript to find the right moment without rewatching everything.
Description
Use the meeting recap or meeting chat to open the recording and use transcript search to jump straight to the relevant section.
When to use this
When you missed a meeting, need to confirm a decision, or want to pull out a specific quote, action, or update.
Steps
- Open the meeting in Teams Calendar and go to the Recap tab, or open the meeting chat.
- Select the recording link to play it in Stream on SharePoint or OneDrive.
- Use transcript search if available to jump to the right point.
- Copy the sharing link if you need to send it to someone who has access.
- If you cannot find it, check the organiser’s OneDrive or the channel’s SharePoint site.
Best practices
- Use channel meetings so recordings land in SharePoint with shared access.
- Name meetings clearly so recordings are easier to find later.
- Share the link instead of downloading and re-uploading.
- If access fails, fix permissions at the source rather than sending copies.
T-06
Share My Screen in a Meeting
Purpose: Present content clearly without accidentally oversharing private tabs, notifications, or unrelated files.
Description
Use Teams sharing controls to share the right screen or window, and optionally include sound when presenting audio or video.
When to use this
When you need to demo, walk through a document, show a system, or present content during a meeting.
Steps
- In the meeting controls, select Share.
- Choose Screen, Window, or a specific item like PowerPoint Live if available.
- Turn on Include sound only if you are playing audio or video.
- Present and watch notifications; use Do Not Disturb if needed.
- Select Stop sharing when finished.
Best practices
- Share a window rather than your whole screen whenever possible.
- Close unrelated tabs and disable pop-up notifications before sharing.
- Use PowerPoint Live for slide decks for better readability and accessibility.
- Zoom in and increase font size when demoing so everyone can see.
Purpose: Reduce distractions and protect privacy by blurring whatever is behind you.
Description
Turn on blur before you join or during a meeting so your background fades and you stay the focus.
When to use this
When you are working from home, a shared space, or any environment that is visually distracting.
Steps
- Before joining, select Background filters on the pre-join screen.
- Choose Blur and preview the effect.
- Join the meeting.
- To change during a meeting, select More options and then Video effects and settings.
- Select Blur again if you need to reapply it.
Best practices
- Use blur when you have movement or people behind you.
- If blur looks messy, switch to a simple professional background image.
- Check lighting; blur will not fix a dark or grainy camera.
- Avoid distracting effects for client or leadership meetings.
T-08
Change My Background
Purpose: Apply a professional background so you look consistent and reduce visual distractions.
Description
Use background filters to choose a built-in background or upload a custom one before or during a meeting.
When to use this
When you want a consistent, professional look across meetings or need to hide a distracting space.
Steps
- On the pre-join screen, select Background filters.
- Choose a built-in background or select Add new to upload an image.
- Preview and confirm it looks clean around your hair and shoulders.
- Join the meeting.
- To change mid-meeting, use More options and then Video effects and settings.
Best practices
- Choose simple backgrounds; busy images look messy on camera.
- Use branded backgrounds for external meetings if your organisation provides them.
- Avoid personal photos or anything with readable content behind you.
- Test in advance; older devices may struggle with effects.
T-09
Mute or Unmute Myself
Purpose: Control your audio quickly and avoid background noise during meetings.
Description
Use the microphone control or shortcuts to mute and unmute fast, and check your device settings if audio is not working.
When to use this
In any meeting, especially large ones, where background noise can distract others.
Steps
- Select the microphone icon to mute or unmute.
- Use the keyboard shortcut to toggle quickly if you are on desktop.
- Check your input device in meeting settings if sound is not working.
- When you are not speaking, stay muted.
- Unmute, speak, then mute again to keep the meeting clean.
Best practices
- Mute by default when joining large meetings.
- Use a headset for clearer audio and fewer echoes.
- Keep mic input levels sensible; too high amplifies noise.
- If you are presenting, ask someone else to monitor chat so you can focus.
T-10
Turn My Camera On or Off
Purpose: Manage your video to suit the meeting, your bandwidth, and the level of collaboration needed.
Description
Use the camera control to toggle video and adjust basic video settings to improve clarity.
When to use this
When you are joining meetings where face-to-face matters, or when you need to conserve bandwidth during poor connectivity.
Steps
- Select the camera icon to turn video on or off.
- Before joining, choose your camera and background settings on the pre-join screen.
- Adjust framing and lighting so your face is clearly visible.
- If video lags, reduce effects or switch off HD where available.
- Turn video off when bandwidth is poor or video is not needed.
Best practices
- Camera on for small collaborative meetings, camera off is fine for large updates.
- Position the camera at eye level for a more professional look.
- Avoid strong backlighting from windows behind you.
- When screen sharing, consider turning video off to improve performance.
T-11
Raise My Hand in a Meeting
Purpose: Ask a question or contribute without interrupting or talking over others.
Description
Use Raise hand so the facilitator can manage the speaking order, especially in bigger meetings.
When to use this
During discussions where multiple people are speaking or when you need a structured queue.
Steps
- Select Reactions and then Raise hand.
- Wait for the facilitator to acknowledge you.
- Unmute when invited to speak.
- Lower your hand after you have spoken.
- Use chat to add context if your point is complex.
Best practices
- Use Raise hand to keep meetings calm and orderly.
- In large meetings, add a short chat message while your hand is up.
- Facilitators should monitor the hand queue and call on people in order.
- Use reactions for quick agreement and Raise hand when you need to speak.
T-12
Use Reactions in a Meeting
Purpose: Give quick feedback without interrupting the speaker.
Description
Use reactions like applause or thumbs up to show agreement or acknowledgement in real time.
When to use this
When you want to signal agreement, support, or a quick response without taking up airtime.
Steps
- Select Reactions in the meeting controls.
- Choose a reaction.
- Use reactions to provide quick feedback without interrupting.
- For longer feedback, post in chat.
- Use Raise hand when you need to speak.
Best practices
- Use reactions for quick agreement so meetings keep moving.
- Avoid overusing reactions in formal settings.
- Facilitators can use reactions for quick votes to speed up decisions.
- Combine reactions with a short chat message when clarity is needed.
T-13
Chat During a Meeting
Purpose: Ask questions, share links, and capture decisions without derailing the conversation.
Description
Use meeting chat to keep context, links, and decisions captured while the meeting continues.
When to use this
When you want to contribute without interrupting or when the meeting needs a written trail of links and outcomes.
Steps
- Open Chat from the meeting controls.
- Post questions, links, or notes without interrupting the speaker.
- Use mentions to direct a question to a specific person.
- Summarise decisions in chat so they are easy to find later.
- After the meeting, repost key links into the channel or follow-up message.
Best practices
- Use chat for links and questions, not side conversations.
- Keep sensitive information out of chat when guests are present.
- Nominate someone to monitor chat in large meetings.
- Post a final recap message with links and action owners.
T-14
Take Notes During a Meeting
Purpose: Capture decisions and actions so people leave the meeting with clarity and accountability.
Description
Use meeting notes to capture agenda, decisions, and action items in one place that everyone can access later.
When to use this
For recurring meetings, project meetings, and any meeting where actions or approvals are being agreed.
Steps
- In the meeting, open Notes or open the linked notes tool your team uses.
- Use headings for Agenda, Decisions, Actions, and Risks.
- Capture action items with an owner and due date where possible.
- Share the notes link in chat before the meeting ends.
- Post a recap message with the notes link and top actions.
Best practices
- Use a consistent notes template so everyone knows where to look.
- Write decisions clearly, separate from discussion.
- Assign owners in the meeting, not later.
- Keep notes in the team workspace so access is shared and governed.
T-15
See Who Is in a Meeting
Purpose: Confirm the right people are present before you move into decisions, approvals, or sensitive discussions.
Description
Use the participants list to see attendees, guests, and who is currently speaking or sharing.
When to use this
At the start of meetings, during approvals, or when you need to confirm whether a stakeholder has joined.
Steps
- Select People in the meeting controls.
- Review the attendee list, including guests.
- Use search to find a specific person quickly.
- Check who is sharing or muted if you need to manage flow.
- Follow up with absentees after the meeting if needed.
Best practices
- Confirm decision-makers are present before moving to approvals.
- If external guests are present, avoid internal-only topics.
- Use attendance reports for recurring meetings where engagement matters.
- Nominate a facilitator to help manage participants in larger meetings.
T-16
Remove Someone From a Meeting
Purpose: Maintain meeting security and focus by removing an unintended participant.
Description
Remove a participant from the meeting using the People panel and then adjust meeting options if needed.
When to use this
When the wrong person joins, disruptive behaviour occurs, or an external guest should not have access.
Steps
- Open People in the meeting controls.
- Find the participant.
- Select More options next to their name.
- Choose Remove from meeting.
- Update Meeting options to prevent re-join if required.
Best practices
- Limit presenter permissions so only the right people can manage participants.
- Use the lobby for external guests and admit when appropriate.
- If sensitive info was exposed, rotate meeting details and notify your team.
- Handle follow-up privately rather than calling it out publicly.
T-17
Make Someone a Presenter
Purpose: Allow another participant to share content, present, or manage parts of the meeting when needed.
Description
Change a participant’s role to presenter so they can share their screen or present content.
When to use this
When someone needs to present slides, demo a system, or lead a section of the meeting.
Steps
- Open People in the meeting controls.
- Find the person and select More options next to their name.
- Choose Make a presenter.
- Confirm they can now share screen and present content.
- After the meeting, revert roles if the meeting continues later.
Best practices
- Limit presenters to reduce accidental sharing and interruptions.
- Set presenters in Meeting options before the meeting where possible.
- Use specific people can present for structured meetings.
- Keep role changes minimal during important recordings to avoid confusion.
T-18
Schedule a Recurring Meeting
Purpose: Create a repeating Teams meeting series so the link stays consistent and the meeting rhythm is predictable.
Description
Set a recurrence pattern for weekly or monthly meetings and keep agendas, notes, and outcomes consistent across the series.
When to use this
For regular stand-ups, project updates, leadership check-ins, or any meeting that happens on a predictable schedule.
Steps
- Create a new meeting in Teams Calendar.
- Add title, attendees, and channel if appropriate.
- Set the recurrence pattern.
- Add a standard agenda and links in the invite.
- Send the invite and keep updates within the same series.
Best practices
- Keep recurring meetings purposeful and revisit whether they are still needed.
- Use a standard agenda and notes template for consistency.
- Avoid creating a new meeting each time; keep the link stable.
- Use channel meetings for team rituals so content stays centralised.
T-19
Create a Teams Channel
Purpose: Create a new space for conversations and files so work stays organised and easy to find.
Description
Add a channel to a Team so a workstream has its own chat thread, file area, and meeting history.
When to use this
When a project or workstream needs a dedicated home rather than mixing everything into General or a random chat.
Steps
- Open the Team and select More options and then Add channel.
- Name the channel clearly and add a short description.
- Choose Standard or Private based on who needs access.
- Add key tabs to support the workflow.
- Post a pinned intro message with purpose, links, and expectations.
Best practices
- Create channels around workstreams, not people.
- Use private channels sparingly because permissions get harder to manage.
- Establish naming conventions to keep Teams consistent.
- Pin a start here message so new members can onboard quickly.
T-20
Pin a Message in a Channel
Purpose: Keep key messages easy to find so people do not ask the same questions repeatedly.
Description
Pin an important message so it stays surfaced in the channel as a quick reference.
When to use this
When a message contains critical links, rules, onboarding info, or a decision that people will need again.
Steps
- Find the message in the channel or chat.
- Select More options on the message.
- Choose Pin.
- Confirm it appears in the Pinned section.
- Unpin when it is no longer relevant.
Best practices
- Pin only key content to avoid clutter.
- Use pinned messages as a lightweight index for the channel.
- Keep pinned items current; stale pins get ignored.
- Pin links to SharePoint documents rather than copying content into chat.
T-21
Mention Someone in Teams
Purpose: Get the right person’s attention and make the ask clear and trackable.
Description
Use mentions to notify a specific person, and include what you need and by when so it does not get lost.
When to use this
When you need a response, approval, or action from a specific person and you want it visible in context.
Steps
- Type the mention symbol and start typing the person’s name.
- Select the correct person from the list.
- Write a short message with a clear ask and deadline.
- Use a team or channel mention only when the whole group needs it.
- Reply in-thread so the context stays together.
Best practices
- Mention people when you need a response, not for general commentary.
- Always include what you need and by when.
- Avoid mentioning large groups unless it is truly relevant.
- For urgent items, keep the message short and specific.
T-22
Schedule a Message in Teams
Purpose: Communicate at the right time without sending messages out of hours or across the wrong time zone.
Description
Schedule send lets you write the message now, but deliver it later at a chosen time.
When to use this
When you are working outside business hours, coordinating across time zones, or planning announcements.
Steps
- Write your message in the chat or channel.
- Open the send options next to the Send button.
- Select Schedule send.
- Choose the date and time and confirm.
- Edit or cancel from your scheduled messages if needed.
Best practices
- Use scheduled send to protect focus time and out-of-hours boundaries.
- Keep messages short and action-based.
- Do not schedule sensitive info that may not be relevant later.
- If something is critical, schedule a reminder or follow-up too.
T-23
Create a Poll in Teams
Purpose: Get quick input and make decisions faster without a long back-and-forth discussion.
Description
Create a poll in a meeting or channel to collect votes or feedback and capture the outcome.
When to use this
When you need a quick decision, preference check, or prioritisation from a group.
Steps
- In a meeting or channel, open the message area and select Polls or Forms.
- Choose the poll type and write the question and options.
- Decide whether results are anonymous.
- Send the poll and allow time for responses.
- Summarise the outcome and next steps in chat.
Best practices
- Keep polls simple; one question per poll is fastest.
- Use anonymous polls for sensitive topics.
- Always post what decision was made and what happens next.
- Save outcomes in a place people can find later, like a notes page or channel post.
T-24
Find an Old Message in Teams
Purpose: Locate past decisions, links, or context fast without scrolling forever.
Description
Use Teams search and filters to find messages, files, or people quickly and jump to the right conversation.
When to use this
When someone says, we already decided this, or you need a link that was shared weeks ago.
Steps
- Use the search bar at the top of Teams.
- Type keywords, a person’s name, or a phrase you remember.
- Use filters like Messages or Files to narrow results.
- Open the result and jump to the conversation.
- Pin or save key info so you do not have to search again.
Best practices
- Use specific keywords; project names and file names work best.
- Keep channel names and topics consistent to improve search.
- Pin key messages in channels for quick access.
- For long-term reference, store outcomes in a document or notes page.
T-25
Set My Status in Teams
Purpose: Set expectations and protect focus time by showing whether you are available.
Description
Update your status and optionally set a status message so people know when you will respond.
When to use this
When you are in workshops, deep work, meetings, or away from your desk and do not want interruptions.
Steps
- Select your profile picture in Teams.
- Choose your current status.
- Optionally set a status message to explain why you are unavailable.
- Set a duration so it resets automatically.
- Use Do not disturb during presentations and focus time.
Best practices
- Use a short status message instead of ignoring people.
- Set durations so you do not stay away all day by accident.
- Use Do not disturb for deep work and important meetings.
- Keep status messages short and professional.
Purpose: Split a meeting into smaller groups for focused discussion and better participation.
Description
Create breakout rooms, assign participants, and bring everyone back together with clear outputs.
When to use this
Workshops, planning sessions, retrospectives, and meetings where small group discussion will produce better outcomes.
Steps
- Start the meeting and ensure you have breakout permissions.
- Select Breakout rooms in meeting controls.
- Choose the number of rooms and assign people automatically or manually.
- Open rooms and broadcast instructions.
- Close rooms and bring everyone back for wrap-up.
Best practices
- Give a clear task and timebox before opening rooms.
- Assign a facilitator in each room.
- Broadcast reminders such as time remaining and expected outputs.
- Capture outcomes in a shared notes page or channel thread.
T-27
Turn On Live Captions
Purpose: Improve accessibility and clarity by showing real-time captions during the meeting.
Description
Turn on captions and select the correct language so everyone can follow along more easily.
When to use this
For accessibility needs, noisy environments, strong accents, or when people are listening without audio.
Steps
- In the meeting, open More options.
- Select Turn on live captions.
- Choose the correct spoken language for better accuracy.
- Adjust caption settings if available.
- Turn captions off when no longer needed.
Best practices
- Use captions by default for inclusivity, especially in mixed-audio environments.
- Speak clearly and avoid talking over others to improve accuracy.
- Confirm language settings at the start of the meeting.
- Use transcription when decisions must be captured reliably.
T-28
Join a Meeting From My Phone
Purpose: Join from mobile when you are away from your desk and still participate effectively.
Description
Use the Teams mobile app to join, manage audio, and contribute without noise or distractions.
When to use this
When travelling, commuting, or when your laptop is unavailable and you still need to attend.
Steps
- Open the Teams app and go to Calendar.
- Tap the meeting and select Join.
- Choose audio only if bandwidth is limited.
- Use mute and chat controls to participate without background noise.
- Review recap, notes, or actions from your desktop later if needed.
Best practices
- Use headphones to reduce echo.
- Prefer audio only on mobile data to keep it stable.
- Do not present from mobile; join from a computer if you need to share content.
- Avoid multitasking while driving; join safely and responsibly.
T-29
Present PowerPoint Slides in a Meeting
Purpose: Present slides smoothly and professionally using the best Teams presentation method.
Description
Use PowerPoint Live for a better presenting experience with presenter view, readable slides, and easier navigation.
When to use this
When presenting decks in meetings, especially to larger audiences or when accessibility matters.
Steps
- In the meeting, select Share.
- Select PowerPoint Live and choose your deck from OneDrive or SharePoint.
- Present using presenter view so you can see notes and upcoming slides.
- Use built-in tools like laser pointer and slide navigator if needed.
- Stop presenting and share the deck link in chat for follow-up.
Best practices
- Use PowerPoint Live instead of screen sharing for performance and accessibility.
- Upload the deck first; avoid presenting from local files.
- Keep slide titles consistent for navigation and recap.
- Share the file link from SharePoint or OneDrive so people can revisit later.
Purpose: Improve engagement in small meetings by putting people in a shared virtual space.
Description
Turn on Together mode to change the meeting layout into a shared scene for more connection and presence.
When to use this
For small internal team meetings where culture and engagement matter more than strict formality.
Steps
- During the meeting, open More options.
- Select Together mode.
- Choose a scene and apply it.
- Use it when multiple people are on camera for best results.
- Turn it off if it distracts or performance drops.
Best practices
- Use Together mode sparingly; it is great for culture, not always for formal meetings.
- Ask attendees to keep cameras on if you plan to use it.
- Avoid it for external meetings unless it fits the tone.
- Prioritise clarity over novelty for content-heavy meetings.
