Teams – Meet with people inside your organization

In Microsoft terms a video conference is called a Meeting. You can have a meeting with Participants Inside Your Organization (PIYO) and/or Participants Outside Your Organization (POYO). PIYOs are only those participants who have an email address in the same domain as you. If any of your desired Participants are Outside your organization, please view this article instead.

What you need to create the meeting:

A computer with a camera and a microphone
An internet connection
An appropriate MS Office 365 license
A browser or the Teams App (but the Teams App is strongly suggested)

What the PIYOs needs to join the meeting:

A PC, Mac, iPad, iPhone or Android phone.
An internet connection, or a cellular data plan.
If you want to be able to see and hear the PIYO through Teams, their device requires a camera and microphone.
The PIYO should have a Teams/Microsoft account.

Article Index:

What is Microsoft Teams?:
Work remotely without feeling remote

Get started with Teams:
Take your first steps

Meet with people inside your organization:
Video conference with someone inside your organization

Meet with people outside your organization:
Video conference with someone outside your organization

Join a Meeting:
How to join a meeting as an outside participant.

Tips:
Several suggestions to easily navigate the many features

NOTES:

While you can participant in Meetings using a browser, the full App will provide a better experience.

With Teams your company can provide the tools to allow your employees to quickly and easily work together emulating online the environment of a typical office. Despite the geographic distances, they can easily speak face-to-face or in groups, chat and catch up on the latest details, look over each other’s shoulders as they collaborate on a document, and scan the company’s document library.

Best of all, these tools are absolutely free.

Start a Meeting with one or more PIYOs

You can start a Teams Meeting either through the Teams App or through any browser:
- Teams App: Please read the Teams – Getting Started article to make sure Teams is installed and running on your computer.
- Browser: Login into your O365 account at: https://office.com and select the Teams icon.
For a more stable experience, the Teams App is recommended.
When connecting to only PIYOs, you have more options than when POYOs are involved. With only PIYOs you can:
- Create a scheduled Meeting with hand-picked participants. To do this, follow the same instructions as for POYOs.
- Create a “right now” Meeting and invite multiple PIYOs.
  - To meet with all or select people from your Team, select the Teams icon () on the left. You can then select the specific channel inside the Team, if that is applicable.
  - Click the Meet now icon () along the bottom bar.
NOTE: If the people you would like to invite are not all within one Team, then select the Activity icon () instead. Then click the Meet now icon there.
You can name the Meeting by clicking the Want to add a subject? text. The Meeting will be listed for all Team members in the Teams function, so adding an appropriate name may be helpful.

Click the Meet Now button to join the Meeting.
Welcome to a Meeting of one! You are now in a meeting of your Team. However, since this is an ad-hoc meeting, and nobody other than you was aware of it, you are the only participant.

NOTE: Since you created this meeting through the Teams App, it will be posted in the App for other team members to see. They can join if they see it and wish to. If you wish a private Meeting with one or more people, then select the Activity App > Meet Now (See the NOTE in step 2). But even if you create the Meeting through the Teams App, don’t expect your Team members to automatically join. Unless you subsequently invite them (see below), they will most likely not notice the Meeting.
You can control the Meeting through icons on the Taskbar. If you don’t see the Taskbar, move your mouse or click on the main window of Teams. They icons are:

The Camera icon allows you to turn on and off your camera. While it is off, the other participants of the Meeting will not be able to see you.

The Microphone icon allows you to turn on and off your microphone. While it is off, the other participants of the Meeting will not be able to hear you.

The Share icon allows you to share another Window or Application with the other participants. Instead of seeing you, they will see the shared Window or Application. Click this icon again to stop sharing the selected item.

Note: If you are sharing a video, please click the “Include system audio” box if you want them to hear the associated audio.

The Settings icon brings up the Settings Menu with more options.

The Chat icon allows you to share text messages with the other participants.

The Show Participants icon show you who is in the Meeting. It will identify the organizer of the Meeting, and which users where invited but are not participating.

Click the Hang Up icon to leave the Meeting.
Invite Participants

To invite participants from your Team to join you, click the Show Participants icon () from the task bar. This will bring up the Participants menu, showing you as the organizer and listing all of the Team members. To invite them, you can either enter their name in the Invite someone field, or right-click their name and select “Ask to join”.

Members asked to join will get a notification popup on their computer. They can either close the notification (and you will be informed that they declined the invitation), or join the Meeting.
When you are finished with the Meeting, just Hang Up. The Meeting will continue until the last participant leaves.

NOTE: There will be a record listed in the Teams App for the Meeting.