Meetings in Teams include audio, video, and screen sharing. They're one of the key ways to collaborate in Teams. And you don’t need to be a member of an organization (or even have a Teams account) to join a Teams meeting—just look in the invitation for instructions about calling in.  

Join a Meeting

Join Teams meetings anytime, anywhere, from any device. 

Teams meetings are best when you join them from the Teams app or Teams on the web, and there's a bunch of ways to do that—read on for details about joining by link, from your calendar, and more. If you can't use the app or the web, some meetings let you call in using a phone number.  

Join by link

All you need to join a Teams meeting is a link. 


If you select Click here to join the meeting in your meeting invite, you will be taken to a page where you can choose to either join on the web or download the desktop app. If you already have the Teams app, the meeting will open there automatically. 


Join from calendar

Select Calendar on the left side of Teams to view your meetings. 


Find the meeting you want and select  Join. 

You can also join from your Outlook calendar or Outlook notification. 


Call in

If you're unable to use the Teams app or Teams on the web, you can join some meetings by calling a phone number.  

If there's a phone number and conference ID in the meeting invite, just dial the number to join. 


The number in your invitation may not be local to you.
Find a local number to get one that is local to you.   


Muting and unmuting your mic in Teams 

When you join a Teams meeting, you can choose to mute your mic to prevent any unwanted noise or unmute your mic to participate in the meeting. 

There are a few different ways you can mute or unmute your mic in Teams. See below for more.

Mute or unmute before a meeting

Before joining a meeting, you can turn your mic on or off by selecting the toggle next to Mic  blobid5.png on the right side of your screen. blobid4.jpg

Mute or unmute during a meeting

To turn on your mic during a meeting, select Micblobid6.png in meeting controls at the upper-right area of your screen. To turn off your mic, select  Mic blobid7.png again to mute yourself. 

Use Ctrl+Spacebar to unmute

Using the Teams desktop app, you can choose to stay muted to avoid unwanted interruption or noise during a meeting and rapidly respond when called upon.

To quickly unmute, hold down the keys  Ctrl+Spacebar. Release keys to go back to muted state again. 

How to enable: 

  1. Go to Settings > Privacy. Make sure Keyboard shortcut to unmute is toggled on.
  2. Join a call or a meeting. Mute yourself.
  3. Press and hold  Ctrl+Spacebar and you will see an alert regarding temporary unmute. Check to make sure you're unmuted.
  4. When you release the key combination, your mic will be muted again. 

Using video in Microsoft Teams 

There are a lot of ways to customize your video experience—and the video you share with others—when you join a Teams meeting or call.  

Turn your video on or off before a meeting

To turn on your video before a meeting, just select Camera blobid8.png right before you join.  


Turn your video on or off during a meeting

You might want to turn your video on and off over the course of a meeting—if you'd prefer people only see you while you're talking, for example. Go to the meeting controls anytime during the meeting and select Camerablobid10.png.  


Change your background

If you want to change what appears behind you in your video, you can either blur your background, or replace it entirely with any image you want. 

When you're setting up your audio and video before a meeting, select Background filters blobid13.png(just below the video image). You'll see your background options on the right.  

Change your view

Customize how you see other people's video during a Teams meeting. For example, you may want to see as many video feeds as you can at one time in a large meeting. 

Note: To provide the best possible audio and video quality, we might decrease the number of videos you're seeing at once if you're running a little low on bandwidth or device memory. 

  1. Join your meeting. 
  2. In the meeting controls, select  Change your viewblobid14.png. 

Some options may not be available depending on the size of the meeting.  



  1. Choose one of the following view options: 
  • Gallery (default view) 
  • Large gallery 
  • Together mode  


The default view when you join a meeting shows up to nine other people on your screen at the same time. If there are more than nine others in attendance, Teams prioritizes the people who have their video turned on and those who're speaking the most. 


For people who haven't turned on their video, Teams shows their profile pic instead (or their initials if they haven't added one). 

Large gallery 

See the videos of up to 49 other people at once. This option is available when at least 10 people have their cameras turned on.  


Note:  If no one is sharing video, Large gallery won't be selectable in the menu. 

When more than 49 participants join a Teams meetings, see them all in a gallery with pages. In Large gallery view, navigation controls < > appear at the bottom of the gallery when there are more than 49 participants. Use these navigation controls to view or engage with more participants. 


Together mode 

Lets you feel like you're in the same shared space with everyone in the meeting. Together mode is available when there are at least five people in the meeting.  


If you're a meeting organizer or presenter, you have an assortment of scenes to choose from. To change the scene, click on the scene name in the bottom left corner of your screen.  

Under Choose a scene, pick the one you want and select Apply. The scene will change for everyone who's in Together mode.  


Available when content is being shared. This is the view to choose when you'd like to pay close attention to the content without the distraction of seeing people's video feeds. 

  • Join your meeting. 
  • In the meeting controls, select Change your view  blobid18.png and choose Focus. 

Pin someone's video 

To pin someone's video to your view regardless of who's talking, select  More options  in their video feed (next to their name) and choose Pin.  

Pin your own video 

To pin your own video, select  More optionsblobid19.png in your video feed (next to your name) and choose Pin for me. This will pin your video for your own view, others won't see you pinned. If you no longer want to be pinned, select  More options blobid20.png  > Unpin for me. 


Spotlight a video 

Spotlighting a video is like pinning it for everyone in the meeting. If you're an organizer or a presenter, you can choose anyone's video (including your own) to be the main video people see.  

To spotlight someone else's video, right-click on the one you want and select Spotlight.  

To spotlight your own video, first select Show participants. Then, under Participants, right-click your name and select Spotlight. You can spotlight anyone else's video this way, as well.  


Hide your own video 

To hide your own video, select  More options  in your video feed (next to your name) and choose Hide for me. This will hide your video for your own view, others will still see your video. If you no longer want to be hidden, select  More optionsblobid21.png> Unhide for me. 


Reframe a video 

Teams crops some videos to make them fit your screen better. If you want a different view of a particular video—for example, if someone’s cropped out of the video or it only shows part of their face—select More optionsblobid22.png in their video feed then Fit to frame to see the entire video. 
Select Fill frame to see a closer, cropped view. 


Schedule a Meeting 

You can schedule a meeting from Teams or from Outlook.

Your calendar in Teams is connected to your Exchange calendar. In other words, when you schedule a meeting in Outlook, it'll show up in Teams, and vice versa.

Scheduling in Teams looks very similar to scheduling a meeting in Outlook. Every meeting scheduled in Teams is automatically made into an online meeting.

You can schedule a meeting from the Chat Screen or from the Calendar view.

  1. Select  Schedule a meetingblobid23.png in a chat (below the box where you type a new message) to book a meeting with the people in the chat.

  2. Go to  Calendar on the left side of the app and select  New meeting in the top right corner.

  3. Select a range of time in the calendar. A scheduling form will pop open. 

The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the  Scheduling Assistant to find a time that works for everyone. 


Once you're done filling out the details, select  Save. This will close the scheduling form and send an invite to everyone's Outlook inbox. 

Scheduling from Outlook 

When the Teams application is loaded to your PC, it should add a Teams icon in Outlook, next to the Zoom icon. 

Note: If you do not have the Teams icon, please contact IT4U. The Teams add-in will have to be activated.  


Schedule your meeting as you normally would. Instead of clicking the Zoom meeting, click the Teams meeting icon.


The calendar in Teams is tied to your Outlook calendar.  A meeting or appointment added in Outlook will show up in Teams. 

 For more information, please visit Meetings (