Turbocharging Teams - Episode 6: Scheduling Meetings
By Kevin Kieller and Dino Caputo
Turbocharging Teams focuses on tips and tricks to help you get the most out of using Microsoft Teams. In this episode of Turbocharging Teams we look at scheduling Teams meetings both from within Teams and from Outlook and highlight some of the differences you should be aware of.
Microsoft Stream Generated Automatic Transcript
Hello everyone and welcome to another episode of turbocharging
teams. I'm Dino Caputo and once again I'm joined by Kevin
Kieller. And today we're going to be talking about meetings
in Microsoft Teams.
So just like in Skype for business, you can do obviously
schedule meetings and Microsoft. Teams and we're just going to go
through a few of the options in terms of looking at your
calendar and scheduling meetings with Microsoft Teams.
So first off, the calendar app along the left rail brings up your
calendar in teams and from here you can see your week at a
glance you can change your view to the day, the work week, which
is just the five days Monday to. Friday or the full week.
In this case, some of us are working everyday 'cause
it's just been crazy period of time. So you might want
to do the full week view.
And so that's that's a nice addition in terms you didn't
actually have this type of functionality in the Skype
client, so being able to view your calendar First off is a
is a great bit of functionality and the teams
And then in the focusing on the top right, you've got a
few options that you could see previously and that's meet now
option which allows you to start an on-demand meeting in
the teams client. And then you also have new meeting which
lets you drop down and access the option to schedule a
meeting or a live event, which is the broadcast type events.
Of course you'll need to have
the. Appropriate policy sometimes these may not show
up, so you may need to have the right policy set up by
Focusing on the new meeting, when you click on it brings up a
screen right within teams, so you can actually book a meeting
within teams and you can see here on the right. I'm creating
a sales meeting tonight. Kevin,. I cannot. I can change things
like whether the meeting repeats or it's recurring or one off. I
can make it a channel meeting so that meeting occurs within a
channel at a location and notes into the meeting. So of the full
booking experience. Rate from the teams client.
And then you might be wondering what can I book a meeting from
outlook and you can from outlook you can drop down and select the
teams meeting option which brings in the teams meeting at
in and you'll see a familiar
interface here where the contents of your meeting join are displayed at the bottom of
your email message, so there's the familiar. Join Microsoft
Teams meeting link. You've got the phone numbers you can dial
in from your conference ID. I can then invite the people I
need to invite to the meeting and away you go.
And then Lastly, we've got the meeting options
that you can also change from within outlook so.
Or you can just simply set up a meeting and send it off. Or
if I want to change the options, like for example, who
can bypass the lobby people in microrna Zation If I want to
restrict that and say everyone can bypass the lobby I can.
You know whether you want to have people announced if they
join a meeting or not. So sometimes I find that annoying.
I might turn that off, but if you have a need or desire to
announce people when they are coming into a meeting, specially
from the PSTN, you can have that. So as they joined the
meeting it will announce it will say that someone says join the
meeting or the this particular phone numbers join the meeting.
And Lastly I can select who can present the default is everyone.
But I can restrict that to
myself or. Or people within my organization.
Ann from here I'm going to pass it on to Kevin and he's
going to talk about the differences between teams and
Yeah so thanks, thanks. Do you know? So so it is you know.
Well, well, it is absolutely great that you can. You know
there's a calendar app inside of teams and that you can book
meetings inside of teams you know? So the Devil's in the
details, however, and so now they're really is 2 calendar
apps. And there's a whole bunch of similarity. But there's a
whole bunch of differences, and some of these differences are
big and some of them are little and some of you know.
May cause you concern or not, but I just wanted to go through
a few of 'em. So for example, if we look at, you know a concrete
example of meeting recurrence.. So you see, there's the outlook
appointment recurrence. So if you book the meeting through
outlook, you can, you know, make it daily, weekly, monthly,
yearly, recur frequency, but then as well you've got like
check mark. So I sometimes have had some stand up agile meetings
that were Monday, Wednesday,. Friday, so you know you can.
Easily book that in outlook on the right hand side you can
see you know you certainly can do some things like every
weekday it's got. You know it's easy to do, but there
isn't. You know when you pick custom you don't have the
degree of customization, so you know a minor difference.
If you needed to do a Monday,. Wednesday, Friday and you
wanted to do it from teams, you would just have to.
Actually, you know, just kind of schedule. Separate separate
recurring meeting sense, so there's there's definitely
work around, but there are some differences, and if we go
to the next slide, Dino.
You know there is also like as shown as number one. There's
things that you can only do from the teams calendar. So for
instance, that screen small.. That's the new meeting screen,
and the arrow at near #1 points to the add the channel in the
Dino is Dino mentioned when you schedule a meeting from the
teams calendar app, you can make it be a channel meeting and so
why would you want it to be a channel meeting well?
So for for instance we have a channel called turbocharging.
Teams for this series of meetings and if we record the
meeting which we do so we can create these videos, all of
them will show up in the channel. So if you're working
on a project and you make it a gentle meeting, you have a
record of you know the minimum, the start and end
time of the meetings. But as well you know in your channel
if you record the meetings you've got the meeting
You know, truthfully I at the beginning didn't really. I
didn't really understand channel meetings or understand the value
of it, but doing something like you know what this this series
here and having everything in one place is great. So you can
only do that. That's that's one of the I would say few things
that you can only do from the teams calendar side, because in
the outlook calendar side there certainly. And I you know,
wanted to write many more
options, but. There's certainly more options in the outlook
calendar. You know one of the most I think useful productivity
hacks in outlook is you can go and under file options calendar.
You can, for example, say hey, I want to end my appointments and
meetings early like this is great because then you don't get
everybody complained about back to back meetings or the every
meeting starts with somebody apologizing because they just
got out of a meeting.
Well in outlook, but this is only only in outlook right now
you can say hey and my meetings early and so if it's less than
an hour, so a 30 minute meeting would only show up on your
calendar for 25 minutes. If it's longer than an hour, you give
people 10 minutes. Either you know a bio break or just to
reset between meetings.. Unfortunately, at least in the
present, those calendar options set in outlook if you schedule
from the team side, those don't
apply. And similarly, just like you know what, like a kind of
miniscule differences, is like, you know, response options. And
most people don't even know these exist, whether it's from
outlook or teams. But you can see their subtle differences. So
when you schedule a meeting in outlook, you get this additional
option of whether people can propose New Times.
Teams, for whatever reason, you can control whether to request
responses and allow forwarding, but you can't control whether
people can propose New Times when it's scheduled from team,
so you know.
Couple suggestions is to familiarize yourself with the
options in both outlook and teams, and maybe you didn't even
know some of these options existed, but also you know keep
up to date and I would say with all things teams, but certainly
you know this is true for meetings and calendar options.
They keep evolving and if you have responsibility for helping
other people get the most out of teams, yes, familiarize
yourself. But also think about how you and your organization or
do the people you work with. How is new features come? You know
out for teams, especially around calendaring and meeting that we
deal with pretty much every day.. You know how you can make them
aware of things that you know hopefully make their life and
their work day? And maybe there are weekends.
If you're like Dino and I working many weekends, both you.
Your Saturday and Sunday a little bit a little bit better,
so with that, that brings us to another epic conclusion of an
episode of turbocharging teams.. Once again, you know we're
trying to provide tips that will hopefully make you a little more
effective, efficient, and maybe have a little bit more fun with
Microsoft Teams if you have ideas on topics or things that
are perplexing to you, please feel free to reach out to us and
pass along. Any suggestions or comments? Thank you very much,
thank you. See you next time.