PARTICIPANT’S GUIDE

TO MICROSOFT TEAMS MEETINGS

How to join a meeting

Please join the meeting on the date and time indicated, by clicking on the link provided in

the invitation.

What to do after clicking on the link to the meeting?

1. Mobile devices: For participating using mobile devices, download the Microsoft Teams

app and join as guest. Participants will then be required to enter their name.

Kindly join a few minutes before the meeting starts, to reduce the waiting time in the

virtual lobby.

Guidelines for the conduct of meetings

1. Please ensure that your microphone is muted. Only unmute if you have been given the

floor to speak. After you have finished, please mute your microphone again.

2. Please turn off your video to enhance the performance. You can turn on the video if

you are invited to speak.

3. Please speak clearly, slowly and with adequate volume.

4. List of speakers: If you would like to take the floor, please indicate so in the chat room

of the meeting (for example “Austria would like to speak”). The chat room will be used to

(this will make your face very dark while the background blinds viewers). Try to have

sufficient but indirect lighting from the front. Check this before you join the meeting.

3. Placement of camera. Try to have the camera at the same level as your head, not on

the far below or above. Find a stable place for your camera and avoid moving it around.

4. Framing and background. Check what you see in your frame, try to have your head

and upper body represented. Remember that other participants can see what is behind

you in the image. Teams has an option to blur the background or select a stock

background.

5. Use headphones or a headset with a microphone in order to eliminate echoes.

If you lose sound or video, try refreshing the browser window or try to log out and

reconnect to the meeting via link sent by the coordinator.

Managing audio settings in a Teams meeting

If people in a meeting can’t hear you, you might be muted, or you might not have

configured your mic correctly. To change your speaker, microphone, or camera settings

when you’re on a call or in a meeting, select More options > Show device settings

in your meeting controls. Then, select the speaker, microphone, and camera options you

want.

System requirements

A computer (PC or Mac) or mobile device (iOS or Android). High-speed internet

Mac Android

*For firewall issues, participants should contact their Mission’s technical focal points to

allow downloading of Microsoft Teams.

Control Panel

called “Cancel”, then two options in the lower part of the screen can be selected. Clicking

“Join in the web instead” will launch the web-based MS Teams interface.

On mobile devices the only option is to download the MS Teams app when opening the

invitation link.

Once you've joined a meeting on the mobile app, you can tap in the meeting for the

meeting controls such as audio, video, and hang up. You can tap the meeting to see the

meeting header where you can switch between viewing the meeting or writing in the chat

select “Notifications”, and under “Notifications sounds” select “Off”.

On the mobile phone enter your mobile phone settings and select the area for managing

notifications. Choose to turn off notifications for Microsoft Teams.