Microsoft Teams FAQs v1.3.pdf

MICROSOFT TEAMS FAQS Q&A FROM SEPTEMBER 2020 LEGAL SUPPORT SESSIONS V1.3 LAST UPDATED: 06 OCTOBER 2020 TABLE OF CONTENTS Getting started 3 Arranging Meetings 4 Meeting options – presenters, organiser and the lobby 5 D...

MICROSOFT TEAMS FAQS Q&A FROM SEPTEMBER 2020 LEGAL SUPPORT SESSIONS V1.3 LAST UPDATED: 06 OCTOBER 2020 TABLE OF CONTENTS Getting started 3 Arranging Meetings 4 Meeting options – presenters, organiser and the lobby 5 Dial in to meetings 7 2 Getting started Do we have to sign into Teams every time we log on? Yes, when logging into a new/fresh Citrix session, so in theory once a week if you lock your PC (or Shift + F2 and close window to disconnect if working from home) each day. How do I download the mobile App ? If your mobile phone receives emails use this quick link to get started> https://www.microsoft.com/en-gb/microsoft-365/microsoft-teams/download-app It’s also available to download from your phone’s store, like any other app. You’ll need to enter your work email address and Citrix password when you first open the app. You will also need to enter your RSA login when first authenticating – it will connect automatically thereafter. Is there anything I need to make sure I am getting the optimal Audio/Video quality from a Teams meeting from with Citrix 1. Install Citrix Workspace on your local computer along with Citrix HDX 2.6 software. https://www.citrix.com/en-gb/downloads/workspace-app/windows/workspace-app-for- windows-latest.html https://www.citrix.com/downloads/citrix-receiver/additional-client-software/hdx-realtime- media-engine-26.html 2. Use a Sennheiser USB headset (can be ordered from the IT Store). Am I able to change the settings on the calender to show it as a monthly calendar rather than a weekly calendar? Great question. Much to the annoyance of everyone using the Teams, Microsoft have not (yet) developed a month view for the calendar. 3 Arranging Meetings If I book a meeting from my Outlook calendar, do I have to be logged into the Teams application or will it transfer across automatically? If you book a meeting in Outlook it will automatically synchronise with Teams, whether Teams is open or not. It’s also true the other way round. When you add additional participants to an existing meeting in MS Teams, there doesn’t appear to be a pop-up message asking if you wish to send to additional participants only. I just wanted to check that the meeting doesn’t get sent to everybody twice? Although it does not say, as Outlook does, it is only sending an invitation to the newly added (or deleted) recipients. There is no repeat for existing attendees; this has been tested. Does the scheduling assistant show us the availability of all those within Kennedys or just our location? Scheduling Assistant in Outlook shows availability of all colleagues at Kennedys and when the meeting rooms are free too. To select a room click the Rooms button. I am about to organise a recurring meeting to take place every second Tuesday of the month, will I have to add new dial in details for each meeting and send out an update to the attendees or will Teams automatically update the number for each meeting? The same link will be used for every meeting, which Teams will treat as a continuation of the previous meeting. As an example if there have been messages typed in the chat window of meeting 1, that chat will be visible in meeting 2 which takes place a fortnight later; that’s different from Skype. If I have booked a meeting without booking a location and then someone wants to book a room (i.e. some people may be in the office and some joining from home) can I go back into the meeting and add a location/book a room retrospectively? Yes, changes can be made retrospectively to Teams meetings. 4 Meeting options – presenters, organiser and the lobby When I organise meetings for fee earners from my calendar I make the fee earner the presenter but I still receive chats, is there a way I can turn the chats off please? In MS Teams go to Chat > click the more options control […] next to the chat that’s popping up and select Mute. If I forget to change the presenter to a fee earner/or to bypass the lobby and I’m away from my desk so can’t see the prompt that someone is waiting to join the call can the call still go ahead? It is best practice that a Secretary can add a Teams meeting directly from the Fee Earners calendar. This will mean the organiser and the presenter is the Fee Earner and the secretary will not be needed to admit participants from the lobby. Delegate access needs to be done from the Fee Earner’s calendar, so the fee earner will need to complete the steps below. 1. In Outlook, click File > Account Settings > Delegate Access > Add 2. Find and add the name of the person who is going to be the delegate then click OK 3. Click the Calendar drop down menu, and select Editor 4. Untick Delegate receives copies of meeting-related messages sent to me 5. Click OK and then OK again to confirm settings 6. Wait 1 hour for the system to synchronise and accept this change. If I create meetings through my delegated Fee Earner’s calendar, who should have requested the licence from the IT Store to allow a dial in number to be included? The Fee Earner 5 What’s the criteria for being allowed to have a dial in number licence ? The requirement is that you must need to host 4 or more external meetings per month Can anyone in Kennedys admit a person from the lobby if they have been invited as part of a group and the meeting option is set to ‘all people in my org’ as the presenter ? Yes, in that scenario anyone in Kennedys can choose admit people from the lobby. If you want to restrict the presenter (and those who can admit people form the lobby) to specific people, then add them in the TO field of the appointment as individuals, even if they are in a group that is invited to a meeting. You can then set them as presenters in the meeting options once the invitation is sent. The presenter or the organiser can admit a person from the lobby. Can the settings be applied in general to allow participants access from the lobby to the teams meeting, or do you have to alter the settings for each meeting? The default for all new meetings is that all colleagues at Kennedys will bypass the lobby. You’d have to change the settings in a particular meeting to admit external guests without the lobby. There is no setting specific to you or a central setting that can be applied to all to make the default different from this : 6 Dial in to meetings One of the solicitors in my team arranged a Teams call herself yesterday, but when people wanted to join the call they were asked for a pin number which wasn’t there at all. When dialling in you will be asked if you are the meeting organiser. Only if you select yes will you be asked for a pin. Practically, the organiser shouldn’t be dialling in as they need to use the Teams interface to manage the meeting ( admitting guests from the lobby and potentially presenting or giving people permission to present). If the call is going to be purely audio-based and the organiser knows in advance they cannot access MS Teams when the call will take place, it is possible to set a pin. 1. Open the meeting appointment 2. Click the Reset Pin link shown amongst the meeting details 3. If prompted, click Yes to sign in or stayed signed in which will open the User Settings Portal 4. Click the Reset Pin button and make a note of the pin number displayed above the button. 5. The pin is automatically saved, just close the browser window to finish Is there a toll free number that people can use to dial in to Microsoft Teams Meetings ? No, there is no toll free number available. How can I give participants an international number to dial in with ? Participants can select their own number based on their location at the time of the meeting by clicking the Local numbers link amongst the meeting details in the appointment: 7