Step by Step Guides

Step by Step 'How to....' Guides

These 'How to' Guides are simple step by step instructions designed to help you to use Microsoft Teams.

How to sign into teams

Introduction

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and participate in virtual meetings as part of the response and recovery to COVID-19.

This How to guide aims to support you in using Microsoft Teams by detailing a step by step guide for the main functionality that is currently available to use.

This particular How to is focused on signing into MS Teams.

If you have any problems with signing in please contact the Project Team by emailing; teams.help@eastdunbarton.gov.uk

How to...  sign into MS Teams

Signing into MS Teams is a similar process to other EDC applications. The MS Teams icon is available on your Desktop.

Step 1: The Microsoft Team Iconmicrosoft teams icon

  • Double click on the icon which is on your desktop
  • The icon looks like this

 

Step 2: Signing inSigning in

 

 

 

Step 3: Enter your passwordpassword

  • Enter the password provided
  • After initial sign in, you will be asked to change your password
  • Make sure you choose a password that is secure
  • Once you have changed your password, click on sign in

 

 

Step 4: Successful sign in

  • Once you have singed in successfully, your Teams Screen will be displayed.

successful sign in

Firewall Message
If you receive the following Windows Security Alert.

  • Tick Domain Networks
  • Untick Public Networks
  • Click on Allow Access

Firewall

How to start a chat in Teams

Introduction

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and participate in virtual meetings as part of the response and recovery to COVID-19.
This How to guide is aims to support you in with using Microsoft Teams by detailing a step by step guide for the main functionality that is currently available to use.
This particular How to is focused on how to start a chat in MS Teams.
If you have any problems with screen sharing, please contact the Project Team by emailing; teams.help@eastdunbarton.gov.uk

How to… Start a Chat in MS Teams

MS Teams chat functionality enables you to send chat messages to an individual or to all of the participants with the ‘team’. Follow these simple steps below to help you get started.chat view
Step 1: Add a new chat

  • Select Chat view
  • Click on New Chat

 

 

 

  • The New Chat screen will open

New chat view

 

 

 

 

 

 

 

 

Step 2: Invite participantsinvite

  • Within To, type in the names of the participants

 

 

 

 

Step 3: Add a chat titlechat

  • Click the down arrow to add a chat title

 

 

Step 4: Start Chattingstart chatting

  • Type your chat message
  • You can also customise the chat:
  • Format text
  • Set importance
  • Add an emoji, GIF or sticker
  • Add an attachment
  • Click Send to send the chat

Step 5: The Chatresponses view

  • The chat and all responses will be displayed in the Chats screen

 

 

 

 

 

 

Step 6: Switch to audio or video call

  • Whilst in a chat, you can video or audio call the group
  • Click on microphone or camera to switch to audio or video call

Tet chat

Step 7: Pin and unpin a chatpin and unpin

  • If you want a particular chat to be at the top of your list, you can pin it. Alternatively you can unpin the chat if you no longer want to see it at the top of your list.
  •  Click More options then Pin to pin / Unpin to unpin a chat
  • You can pin up to 15 chats

 

 

 

 

Step 8: Hide a chathide chat

  • You can not delete chats, but you can hide the chat if you no longer wish to see it.
  • Click More options then Hide to hide a chat.
  • This will remove the chat from your list.

 

 

How to use MS Teams Control Panel

 

 

 

Step 9: Delete a messagedelete

  • You can delete a message that is in the chat.
  • Click More options then Delete to delete a message.

 

 

 

 

 

 

 

 

 

How to use MS Teams Panel

Introduction

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and
participate in virtual meetings as part of the response and recovery to COVID-19.

This How to guide aims to support you in using Microsoft Teams by detailing a step by step guide for the
main functionality that is currently available to use.

This particular How to is focused on using the MS Teams Control Panel during a virtual meeting.

If you have any problems with the MS Teams control panel please contact the Project Team by emailing;
teams.help@eastdunbarton.gov.uk

How to… Use MS Teams Control Panel

The Teams control panel provides a range of functions to manage your Teams meeting, get the most out of
the functionally by following the guidance below:

The Control Panel

  • The control panel is shown as a bar on your screencontrol bar
  • This control panel helps to manage your contributions to the meeting by providing a range of options

 

 

 

  • The image below provides an explanation of the function in the control panel.

control panel tree

The More Actions Function

  • More actions provides a range of additional functions to support the meeting

more actions

more actions tree

How to share your screen in teams

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and participate in virtual meetings as part of the response and recovery to COVID-19.

This How to guide aims to support you in using Microsoft Teams by detailing a step by step guide for the main functionality that is currently available to use.

This particular How to is focused on sharing your screen in MS Teams.

If you have any problems with screen sharing, please contact the Project Team by emailing; teams.help@eastdunbarton.gov.uk

How to… Share Your Screen in MS Teams

Sharing your screen during a video call in Microsoft Teams allows all of the participants in the meeting to view your screen or the document that you would like to share and discuss.
Step 1: Open screen share

  • screen shareWithin an MS Teams meeting click Screen share on the Control Panel

Step 2: Select a screen to share

  • select the screen to shareThe Screen share panel will display options for sharing:
  • Desktop - show everything on your screen
  • Window - show a specific app
  • PowerPoint - show a presentation
  • Browse - search for a resource to show
  • Click on the screen you want to share

Step 3: Share the screen

  • A red line will display around the screen you are sharing
  • Hover your cursor at the top of the screen share to activate the share controls
  • Click on Stop presenting to end the screen share

shared screen


These next two guides are specific to Teams if you are using IBM Notes and the corporate network:

How to schedule an MS Teams Meeting (notes)

Introduction

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and participate in virtual meetings as part of the response and recovery to COVID-19.

This How to guide aims to support you in using Microsoft Teams by detailing a step by step guide for the main functionality that is currently available to use.

This particular How to is focused on scheduling a MS Teams Meeting through Lotus Notes.

If you have any problems with using Teams, please contact the Project Team by emailing; teams.help@eastdunbarton.gov.uk

How to… Schedule a MS Teams Meeting

MS Teams meetings enable you to create an invite to a video or audio meeting through MS Teams calendar which can then be shared with internal or external participants via Lotus Notes.

Registered MS Teams Users and External Organisations

scheduleStep 1: Create and Schedule the meeting

  • Scheduling a MS Team virtual meeting is a simple process.

  • Make sure you are in calendar view.

  • From your MS Teams Calendar page select ‘New Meeting’.

 

 

  • new meetingSelect ‘New Meeting’.

 

 

  • The New Meeting screen is displayed.

 

 

 


Step 2: Add the meeting details and invite participants

invitee

  • You will receive a ‘No results found’ message; however, continue to create your meeting invite by completing the other sections and the Meeting User will be recognised.

test meeting

  •  For subsequent invitations, when you type ‘Meeting User’, it will be recognised by the system and you can select it when it appears on screen.
  •  This is the only attendee that should be added.
  • Enter a date and time.
  • Enter meeting repetition.
  • Enter any details or notes for the meeting.

new meeting

sending inviteStep 3: Sending the Meeting Invite

  • Select ‘Send’.
  • This sends the meeting invite to your Teams calendar.

 

 

 

 

 

  • calendarNext, open the meeting from your Teams calendar.

 

 

 

 

  • JoinHighlight all of the ‘Join Microsoft Teams Meeting’ text, and ‘copy’ it.

 

 

 

 

NOTE: do not use ‘copy link’ – use CTRL+C or File/Copy for this function.

 

 

 

 

  • Next, go to Lotus Notes and create a meeting invitation, as you would have done previously, to send a meeting invite.
  • Specify date and time of meetings and add any attendees both internal and external.
  • Replicate any repetition you set in the meeting invite if recurring meeting e.g. weekly for 10 weeks.

 

 

 

 

Join meeting

  • In the ‘Description’ paste the ‘Join Microsoft Teams Meeting’ text (copied above).
  • Internal participants will click on this link to join the meeting.

 

 

To invite external participants, the following process will be required.

If external participants, (such as the Police or NHS), do not receive your meeting invite it may be that their security systems have blocked the invite and you may need to send the meeting link as a URL as follows;

  • externalRight click on the ‘Join Microsoft Teams Meeting’ text, and ‘Copy Link’.

 

 

 

 

 

 

 

calendar entry

  • Next, go to Lotus Notes and create a meeting invitation, as you would have done previously, to send a meeting invite (or add to an existing Teams meeting invitation).
     
  • Specify date and time of meetings and add any attendees both internal and external.
  • Replicate any repetition you set in the meeting invite if recurring meeting e.g. weekly for 10 weeks.
  • In the ‘Description’ paste the ‘Join Microsoft Teams Meeting’ text (copied above). The meeting link will now be displayed as a URL.
  • External participant will click on this link to join the meeting.external participant

 

 

 

meeting detailsStep 4: Viewing Meeting Details

  • The meeting invitation will be displayed in the meeting organiser (host’s) Teams calendar only.
  • Click on the Meeting to open the meeting invite.

 

 

  • inviteMeeting invite will default to Details for the meeting to view, edit or cancel.

 

 

 

 

 

 

 

 

How to join an MS Teams Meeting (notes)

Introduction

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and participate in virtual meetings as part of the response and recovery to COVID-19.

This How to guide aims to support you in using Microsoft Teams by detailing a step by step guide for the main functionality that is currently available to use.

This particular How to is focused on joining a MS Teams Meeting through Lotus Notes.

If you have any problems with using teams, please contact the Project Team by emailing; teams.help@eastdunbarton.gov.uk

How to… Join a MS Teams Meeting

lotus notes calendarStep 1: Open the meeting invite

  • Open the meeting invite in your Lotus Notes calendar.

 

 

 

 

 

 

 

 

 

join

 

 

Click on the Join Microsoft Teams Meeting link in description.

 

 

 

 

 

 

appStep 2: Join via MS teams App or the web

  • If you don’t already have the MS Teams App installed, a browser window will prompt you to either ‘Download the Windows app’ or ‘Use the web app’ (browser) instead.

 

 

  • Either can be used, however for the best user experience, select ‘Download the Windows app’.

 

 

 

joiningStep 3: Joining the meeting

 

  • Once you have clicked to join meeting from your calendar the meeting will be displayed.
  • You can also switch your video/ microphone on or off as required.
  • Select ‘Join Now’.
  • You will then be admitted into the meeting and the meeting will start.

 

Note: You may be asked to wait in the meeting lobby until host is ready to start the meeting, you will then be admitted to the meeting.

 

 


These next two guides are specific to Teams if you are using GLOW and the Education network:

How to schedule an MS Teams Meeting Education (Glow)

Introduction

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and
participate in virtual meetings as part of the response and recovery to COVID-19.

This How to guide aims to support you in using Microsoft Teams by detailing a step by step guide for the
main functionality that is currently available to use.

This particular How to is focused on scheduling a MS Teams Meeting through MS Outlook (GLOW).

If you have any problems using Teams, please contact the Project Team by emailing;
teams.help@eastdunbarton.gov.uk

How to… Schedule an MS Teams Meeting

MS Teams meetings enable you to create an invite to a video or audio meeting through MS Teams calendar
which can then be shared with internal or external participants via MS Outlook (GLOW).

Registered MS Teams Users and External Organisations
calendarStep 1: Create and Schedule the meeting

  • Scheduling a MS Team virtual meeting is a simple process
  • Make sure you are in calendar view.
  • Select ‘New Meeting’.

 

 

 

new meetingNew Meeting screen is displayed.
 

 

 

 

 

 

 

 

Step 2: Add the meeting details and invite participants

email attendee field

  • You will receive a ‘No results found’ message; however, continue to create your meeting invite by completing the other sections and the Meeting User will be recognised.

  • For subsequent invitations, when you type ‘Meeting User’, it will be recognised by the system and you can select it when it appears on screen. 

  • This is the only attendee that should be added.

  • Enter a date and time.
  • Enter meeting repetition.
  • Enter any details or notes for the meeting.


sending invite

Step 3: Sending the Meeting Invite

  • Select ‘Send’.
  • This sends the meeting invite to your Teams calendar.

 

 

 

 

  • open calendarNext, open the meeting from your Teams calendar.

 

 

 

 

 

  • Join the meetingHighlight all of the ‘Join Microsoft Teams Meeting’ text, and ‘copy’ it.

NOTE: do not use ‘copy link’ – use CTRL+C or File/Copy for this function.

 

 

 

 

 

 

  • team meetingNext, go to GLOW Outlook Calendar and create a meeting invitation, as you would have done previously, to send a meeting invite.
  • Specify date and time of meetings and add any attendees both internal and external.
  • Replicate any repetition you set in the meeting invite if recurring meeting e.g. weekly.
  • In the ‘Description’ paste the ‘Join Microsoft Teams Meeting’ text (copied above).
  • Internal participants will click on this link to join the meeting.

 

To invite external participants, the following process will be required.

If external participants, (such as the Police or NHS), do not receive your meeting invite it may be that their
security systems have blocked the invite and you may need to send the meeting link as a URL as follows;

  • externalRight click on the ‘Join Microsoft Teams Meeting’ text, and ‘Copy Link’.

 

 

 

 

 

 

  • GlowNext, go to GLOW Outlook Calendar and create a meeting invitation, as you would have done previously, to send a meeting invite (or add to an existing Teams meeting invitation).
  • Specify date and time of meetings and add any attendees both internal and external.
  • Replicate any repetition you set in the meeting invite if recurring meeting e.g. weekly for 10 weeks.
  • In the ‘Description’ paste the ‘Join Microsoft Teams Meeting’ text (copied above). The meeting link will now be displayed as a URL.
  • External participants will click on this link to join the meeting. Step 4: Viewing Meeting Details

Step 4: Viewing Meeting Details

  • The meeting invitation will be displayed in the meeting organizer (host’s) Teams calendar only.
  • Click on the Meeting to open the meeting invite.
     

 

 

  • Meeting invite will default to ‘Details’ for the meeting to view, edit or cancel.

 

 

 

 

 

 

 

How to join an MS Teams Meeting Education (Glow)

Introduction

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and
participate in virtual meetings as part of the response and recovery to COVID-19.

This How to guide aims to support you in using Microsoft Teams by detailing a step by step guide for the
main functionality that is currently available to use.

This particular How to is focused on joining a MS Teams Meeting through MS Outlook (GLOW).

If you have any problems with signing in, please contact the Project Team by emailing;
teams.help@eastdunbarton.gov.uk

How to… Join an MS Teams Meeting

Joining a MS Team virtual meeting is a simple process. The meeting organiser (normally the meeting
host) will send you an invitation to the meeting and once you accept the invite, follow the simple steps
below:
Step 1: Open the meeting invite
 

  • open meeting inviteOpen the meeting invite in your GLOW Outlook Calendar

 

 

 

 

 

 

Join

  • Click on the Join Microsoft Teams Meeting link in description.

 

 

 

 

 

 

 

Step 2: Join via MS teams App or the web

  • Join via appIf you don’t already have the MS Teams App installed, a browser window will prompt you to either ‘Download the Windows app’ or ‘Use the web app’ (browser) instead.

     
  • Either can be used, however for the best user experience, select ‘Download the Windows app’.

 

 

 

Step 3: Joining the meeting

joining

 

  • Once you have clicked to join meeting from your calendar the meeting will be displayed.
     
  • You can also switch your video/microphone on or off as required.
  • Select ‘Join Now’.
     
  • You will then be admitted into the meeting and the meeting will start.

 

Note: You may be asked to wait in the meeting lobby until host is ready to start the meeting, you will then be admitted to the meeting.

 



This 'How to' guide aims to support you in using multiple Teams accounts - explaining how they can be used and the different types of Teams accounts you may have.

How to use multiple MS Teams accounts

Introduction

The Council have recently launched Microsoft Teams as a tool to support people to stay connected and participate in virtual meetings as part of the response and recovery to COVID-19.

Many organisations are implementing Teams as a central hub for communication and collaboration.  Teams has been used by Education as part of the Glow suite for some time. The NHS, Improvement Service & other council partners have also deployed teams. Employees may therefore already be using Teams for participating in virtual meetings hosted by other organisations, to securely share files or team based messages with other organisations.

This How to guide aims to support you in using multiple Teams accounts.  It describes how multiple teams accounts can be used and also explains the different types of Teams accounts you may have.

If you have any problems with using Teams, please contact the Project Team by emailing; teams.help@eastdunbarton.gov.uk
 

How to… Use Multiple Teams Accounts
 

Types of Teams Accounts

There are two basic types of Teams accounts.  A standard account and a guest account:

  • Standard Teams Account will initially allow you to host and participate in virtual meetings and instant message other employees within the same organisation. Additional functionality will be rolled out across EDC over time.
  • Guest Teams Accounts allow you to participate with other organisations, and for other organisations to participate with EDC.  They are generally more restrictive than a standard teams account, but usually enable you to participate in another organisations virtual meetings as well as; sharing of files, teams based messages and 1-1 chat. Which features are available are subject to the access configured by the organisation providing the guest account.

Team’s accounts are email specific, i.e. they are created and linked to one specific email address. The suffix after the ‘@’ sign identifies the teams organisation.

As part of Smart Working 2020 you will be setup with a standard account.  All EDC standard teams account email address will usually be in the format of:

Forename.Surname@eastdunbartonggovuk.onmicrosoft.com

Education employees may also have a standard team’s account setup as part of Glow, in the format:

Name@glowmail.org.uk

It should be noted however that both the Smart Working and Glow standard Teams accounts are separate Teams organisations. Employees logging on with a Smart working account can therefore not collaborate, (chat, share or co-author files etc.) with any employee logging onto a teams with a Glow account and vice versa.

Standard Teams accounts (Smart Working and GLOW), can have one or more Teams guest accounts allocated to it from other trusted organisations.  You will need to ask the other organisation(s) to set up your Guest Teams Account using your standard Teams email address.
 

Using Multiple Teams Accounts Linked to the same e-mail Address

The best user experience when you have multiple Teams accounts can be achieved by requesting external organisations set up a guest account against the same standard teams account email address.  Using the Teams App it will then be possible to switch between the standard and guest accounts. You will also be alerted when there are new notifications for each account.

TIP: The Teams App is the recommended method to access Teams.

When you log into Teams, if you only have an EDC Standard Account, the top right hand side of the menu bar looks like this – just your initials (or photo!) and the minimise/close icons.

account

Once you contact the Teams administrator for the other organisation and ask them to reregister you (or create a new guest account) with your standard teams email address, when you log into Teams site, you will see the menu bar changes to show all the organisations you are a member of, registered against the same log-in email address:

teams account

It shows the standard account that you have just logged into, but there is also a drop down arrow. Clicking on this shows you your guest accounts with the other organisations setup against your standard account e.g.

guest account 

Red circle above the arrow shows you there are new notifications

Once you click on the drop down arrow, you can see which organisation the message is coming from.

Treview permissionshis way, you can easily switch between organisations, and you will still receive notification of important messages and meetings, no matter which organisation you are in.

The first time you ‘swap’ to a new organisation, you may be asked for your organisations password and if you want to remain signed-in – enter the details and click ‘OK’. 

Next, you will be asked to ‘Review Permissions’, and accept them, before being granted access to the new Team.

You will now have access to everything you used to have access to, but without having to log out and log back in again to Teams.

It is recommended if you already have access to another organisations Teams that you contact the other organisation’s administrator to request to be re-registered using a standard accounts email address.  However, only do this AFTER you have successfully logged in with your standard Teams account.

TIP: Always check the menu bar to ensure you are working in the correct organisation BEFORE sending chats or meeting invitations!

NOTE:  For Guest accounts registered against different email addresses these can only be accessed by logging into Teams with that Teams account and with that email address. In this case you will not be able to quickly switch between teams accounts or be alerted when there are new notifications for that account.  You will need to log out of one Teams account and log into the other.  It can take a minute or two to log out of one teams account and log in with another. It only takes a few seconds to switch between Teams accounts linked to the same email address. It is therefore recommended that all guest accounts are requested against the same Teams account. This ensures quicker switching between accounts as well avoids missing any urgent notifications.

 

Common Teams Account in use across East Dunbartonshire Council
 

Smart Working Standard Teams Account ending in @eastdunbartongovuk@onmicrosoft.com

Your Smart Working Teams account is an interim solution which has been configured to provide virtual meeting and chat capability as a priority.

Once the prerequisite ICT and governance requirements are in place the full Teams and wider Microsoft 365 tools and services will be deployed. For the majority of employees this Teams account is the primary Teams account and any guest accounts from other organisations should be setup using this accounts email address to ensure that no urgent notifications are missed from guest accounts and to enable fast switching between accounts.

 

Glow Standard Teams account ending in @glowmail.org.uk

If you are an Education employee with a Glow Teams account and a Smart Working Teams account. It is still recommended that any external organisations guest teams accounts are setup against your Smart Working standard teams account (@onmicrosoft.com). This will ensure that no urgent notifications are missed from guest accounts and also enable fast switching between accounts. Additionally Glow Teams does not allow you to virtually meet with anybody except those with a Glow Teams account usually within a school. Your smart working account can be used to virtually meet with anybody who has an email address.

 

A Standard Teams account previously setup ending in @eastunbarton.gov.uk

Before MS Teams was introduced to EDC, some employees may have already created Teams accounts with other organisations using your @eastdunbarton.gov.uk email address.

Unfortunately, when you receive your EDC standard account (@onmicrosoft.com), your .gov.uk account will no longer work.

To continue accessing Teams from the other organisation  please contact the organisation’s Teams administrator to request that you are re-registered with your standard account and you will have the same access restored, and be able to switch between accounts as above.

This is a technical constraint of the interim solution and there are no circumstances under which your .gov.uk account can be maintained.  You will need to re-register with the organisation.
 

No Teams Account / Any other Teams account not mentioned above

If you have a work-related Teams account that has not been mentioned above, the instructions above should be followed, to link the other Teams accounts to your standard account‘s email address.

If you do not have a guest account to another organisation, you will not be able to access any information or schedule meetings with that organisation.

However, if you have been invited to a Teams meeting and you don’t have a Teams Account - you CAN still attend the meeting.

You will receive notification and details about the meeting, with a link to join.  When the time is right, click on the link.  A dialogue box will appear, and you will be asked to enter your name before joining the meeting.

You can then participate in the meeting as a normal attendee.

For example, you are invited to a Scottish Government meeting – but you are not a member of the Scottish Government MS Team.  By clicking on the link in the invitation, you can still attend and participate in the meeting without requiring a Teams account to be set up – either within EDC or within the Scottish Government.