TEams

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Use Case Webinar
“Run meetings efficiently“
Use Case Webinar "Run meetings efficiently"

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Your instructor
Use Case Webinar "Run meetings efficiently"
Ana Cleto
Know How! AG

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• Introduction
• What are your experiences?
• Use Case ”Run meetings efficiently”
• Preparing Teams-meetings in Outlook
• Sharing contents in virtual meetings
• Personal virtual meetings
• What’s next?
Agenda
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Use Case Webinar
“Run meetings efficiently“

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Use Case Webinar "Run meetings efficiently" 4
Introduction

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Introduction
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Switch between
participants list and
chat
Chat
Mute and camera
on/off
If it is possible, we recommend to have the meeting
open on one screen and Teams open on a second screen
(New experience required)
Raise your hand if
you have questions
Further settings like
the „focus mode“

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Join our Team
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If you have not been
added to the Team yet,
please join:
1. Go to the “Teams”
Section
2. Click on “Join or
create a Team” in
the lower left corner
3. Insert the shown
code
4. Click on “Join team”
cypcsq9

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Use Case Webinar "Run meetings efficiently" 7
What are your experiences?

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What are your experiences?
8
I have visited other Microsoft 365
trainings
In MS Teams, I am a…
New user Advanced user Expert user
no
yes
→ Please use the chat for a quick response!
(monkey)
(sun)
(penguin)
(y) :)
Use Case Webinar "Run meetings efficiently"

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Use Case ”Run meetings efficiently”

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I want to improve our (virtual) meetings with MS Teams and OneNote.
How I will achieve this, is explained right here!
Use Case ”Run meetings efficiently”
Intro
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“I am a new member of the team. One of my tasks, now
that we are all using MS Teams, is to set up and manage
all virtual meetings with it.
It is highly important to connect meeting minutes and
notes to these virtual meetings. Everyone should be able
to find them again afterwards.
And if tasks arise, we should use chats for quick
communication or ad-hoc meetings.”
Sarah, new project member

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Use Case ”Run meetings efficiently”
Learning goals
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I know which tools
and channels to use
for virtual meetings
and effective
communication
And I‘m familiar with
the sharing of
desktop contents or
applications in these
virtual meetings
I can also connect
digital notes in
OneNote with virtual
meetings
And I know how to
conduct personal
chats and meetings
with fewer people

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Use Case Webinar "Run meetings efficiently" 12
Use Case ”Run meetings efficiently”
Task 1 – Preparing Teams-meetings in Outlook

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Task 1 – Preparing Teams-meetings in Outlook
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 How do I set up Teams-meetings via
Outlook and find a slot where everyone
has time?
 Where do we store and share the
meeting minutes?
 Can I also link to the minutes directly
in the meeting invitation?

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Task 1 - Live Presentation Part 1
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How did you manage the meeting minutes for virtual
meetings so far? (Storage & sharing?)
 Use the chat for a quick response!
Task 1 – Preparing Teams-meetings in Outlook
Use Case Webinar "Run meetings efficiently" 15
Handwritten
notes,
digitalized
later…
OneNote
Other tools
(specify!)
1 2 3

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Task 1 - Live Presentation Part 2
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• Open your Outlook
• Select “New Teams meeting”
• Set up a recurring meeting (weekly)
• Open the meeting options and activate the meeting lobby for people
outside the organization
• Also, make yourself the only presenter
• Then, connect the meeting to our OneNote notebook by adding the link
to the invitation (via the button in the ribbon)
 Write done into the chat as soon as you're done!
Task 1 – Preparing Teams-meetings in Outlook
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5 minutes

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Setting up meetings
• Set up virtual meetings in Outlook
• Modify the team meetings if necessary
Using OneNote for meetings
• Document meeting minutes via a shared OneNote
notebook
• Link to these notes directly from the meeting invitation
• Link to the meeting from OneNote in Teams directly
Task 1 – Preparing Teams-meetings in Outlook
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Use Case ”Run meetings efficiently”
Task 2 – Sharing content in virtual meetings

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Task 2 – Sharing content in virtual meetings
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 How do I share different
content in a Teams meeting?
 Can I also share my whole
desktop?
 And how do I hand over the
control to others?

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What can you share in a teams meeting?
→ Please use the chat to answer.
Desktop Applications Polls Whiteboard
Task 2 – Sharing content in virtual meetings
1 2 3 4

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Task 2 - Live Presentation
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Sharing content
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Use different Presenter Modes when camera is activated
Choose your Screen if you have multiple screens
Include Computer sound when you want to show a video
Choose Window if you want to show for example only a specific application
Use Whiteboard when you want to do some common drawing with the
team (everyone in the call has automatically access)
Use Content from camera when you want the audience to see something
in your surrounding area (for example a problem with machine)
Use PowerPoint Live to present a slidedeck (the audience can navigate
through the slides and translate them to their native language)

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Sharing Content - PowerPoint Live
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Sharing Content - Whiteboard
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Presenting files in meetings
• Present files, applications, desktops, Whiteboard in
virtual Teams meetings
Handing over control
• Every participant can be given control over the
presented content
• Be careful when presenting the desktop and handing
over control!
Task 2 – Sharing content in virtual meetings
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Use Case Webinar "Run meetings efficiently" 30
Use Case ”Run meetings efficiently”
Task 3 – Personal virtual meetings

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Task 3 – Personal virtual meetings
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 Where do we discuss things
that do not concern the whole
team?
 Can I also start meetings and
present content there?
 How do I refer to other
content?

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Task 3 - Live Presentation –Part1
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What are the things that can be discussed personally in
a chat instead of the Teams conversation?
Give concrete examples!
 Use the chat for a response!
Task 3 – Personal virtual meetings
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Task 3 - Live Presentation – Part2
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Task 3 – Personal virtual meetings
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• Create a new “group chat” with two of the participants
• Give your group chat a name
• Start a conversation
• Pin your chat to the top
 Write done into the chat as soon as you're done!
Task 3 – Personal virtual meetings
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4 minutes

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Group chats
• Create new group chats in the chats section
• Add members whenever necessary
• Start audio- or video-calls with them and present
content
Sharing files in chats
• Share files with others by uploading them into a chat
• The files are uploaded into your OneDrive in the
background
• When finished, move them to a team in Teams to
publish them to more people
Task 3 – Personal virtual meetings
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Use Case ”Run meetings efficiently”
Outro
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“I am now completely aware of how to schedule
and conduct virtual meetings via teams! The
OneNote page for meeting minutes is prepared
and shared in advance.
During the meetings, we can present single files
or desktop content. Even ad-hoc meetings can be
started quickly.
And we use chats for meetings in smaller groups!
It just works!”

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What’s next?

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Are you interested in getting further
tips?
Visit the other User Stories
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sessions?
Visit the webinars to register.
Click here
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information.
Visit the smarter@work blog.
Click here

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Feedback
41
Did you like the format?
Do you think the information was helpful?
Feel free to add further comments to the chat!
Give your feedback by using reactions
(hover over the message in the chat)
Thumbs up = It was good
Heart = I loved it
Sad = I expected more
Angry = I wasted my time

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Thank you!
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