During a video call or meeting, there are a lot of additional options and features. In this video, learn about how to use virtual backgrounds, screen sharing during a meeting, and more.
- The basics of video meetings and calls are covered in the Team's Essential Training course. In this video, I want to explore some of the features you have during a calls or meetings. And we'll start by going into settings. So, I'll click the account button in the top-right, go to Settings. And I want to make sure we're in the General section, and I'm looking for the option to turn on the new meeting experience. Now, this is not available if you use Teams on the web, only in the desktop application. And this will use a newer updated interface for meetings and video calls. You don't have to enable this, but it does open up some additional options. And at some point in the future, the new meeting experience will probably become the standard and will be turned on for all users. Now, if you don't see this switch, you're probably already set. All right, so let's jump into a meeting and there are some features here that do not work in video calls. So I do want to do this in an actual meeting. Here in the calendar section, I have a meeting in progress, so I will join that. I can see that everything looks good here, so I'll click Join Now. In a moment, we'll be connected and I'll see my coworker Garrick is already here. Hey, Garrick. - Hey, Nick. - All right. So, one thing that is different in the new meeting experience is that your meeting opens up in a separate window. But I'm going to click the Maximize button so we can focus on that. Also, all of our controls are up here at the top where they used to be sort of floating here in the middle. And let's look at some of the most useful tools you have during a meeting. And let's start with this Share button over on the right. That opens up this panel where you can share content from your screen to other people during a meeting. Now, we're going to talk about the whiteboard feature in another video. So let's focus on sharing my screen. So, I could share my entire screen or I could share one individual window. You can see, I have a Microsoft Word document open and File Explorer. There's an option here to share a PowerPoint presentation which would take a PowerPoint presentation file that you have, and actually run that presentation inside of the meeting interface here. But let's focus on sharing something directly from my screen. I don't like to share my entire screen in case there's something I don't want people to see. Instead, I'm going to choose one single window. So, I'll choose this Word document. And now I'm only sharing that Word document. And I know that because I see the red outline around it. So, Garrick, what do you see in the meeting? - I see the Word document and only the Word document. - So nothing else on my screen. All right. So, while you're sharing something, naturally, I could work on this document and show whatever I want. I can move my mouse cursor up to the top where we get these on-screen controls. Now, if I wanted to, I could let Garrick edit this document during the meeting. If you open up this menu where it says Give Control, it will show a list of everybody in the meeting and you can give somebody control to actually work in that document. We're not going to actually do that for now. I'm just going to click Stop Presenting. And that will take us back to the regular meeting. Now, Garrick, can you share something with me so we can see what it looks like. - Sure thing. - All right. So in a moment, we'll see that pop up. All right, Garrick, I see just an Excel spreadsheet. - That's what I chose to share. - Excellent. So, up at the top, I also see a button here that says, Request Control. So, if I wanted to, I could ask Garrick to give me control and then I could work here in this document. Okay. So I think that's the core of what we wanted to see here. So Garrick, can you go ahead and stop sharing this? And then we're back to the regular meeting. Now, when we were screen-sharing, it changed the size of my window, so I'm going to maximize that again. Now, another place where you get some extra options during a meeting is this button here which will open up a menu. And of course you get more actions. Device settings is pretty important especially if you ever have trouble with your audio. This is where you can change your inputs and outputs. So, if you have multiple speakers or headphones connected to your computer or multiple microphones, you can go here and choose this. So if you have any problems with your audio, you can check that there. For now, I'm just going to close that panel. And then we're going to go back into that same menu. And I want to take a look at these different views. We're currently in the gallery view. So, if you have multiple people in the meeting, they would be laid out on the screen and a gallery. But if you're in a meeting with five or more people, you'll have these other options. The large gallery view will show a grid of up to 49 people on the screen at the same time. And the together mode is something you really have to try to really appreciate. It's going to show all of the people in the meeting and it's going to composite them in a view that's sort of like a theater or something like that. So, once again, you need five more people. So, we can't see it here but you can give that a try in your next meeting. Recording a meeting is very important, but that's covered in the Microsoft Teams Essential Training course. But one thing we definitely want to talk about here is the background effects. So I'm going to click on that. And this of course is if you're in a meeting and you don't want people to see the background behind you. Maybe it's messy, maybe it's not work appropriate, you can swap out that background. So, I'm just going to choose one of the pictures we have available here, and I'll click Apply. And I think Garrick is going to do the same thing. And you can see that swaps out my background. Now, this really only works if you have good lighting and good contrast. So, if there's something in your face or on your body that blends in with your background, it can cause a problem. And you can see these black headphones that both Garrick and I are wearing do cause a little bit of a problem with our darker backgrounds. So just be aware of that. And if you're not wearing headphones and if you have good lighting, it's usually not a problem. So, naturally you could choose any of these pictures here. You can also click this Add New button so you could choose a picture that you have somewhere on your storage drive on your computer. If you want to check out some of these pictures without letting other people see that you're trying out the pictures, you can click this Preview button. And Garrick, I think you don't see me anymore, do you? - Correct, I don't see him. - So, I could try out a couple of different pictures. I could even try some pictures of my own using that add new button. But when I have one that I like, I can click Apply and turn on video, which will put me back into the meeting. And now Garrick you can see me again, right? - Yep. - All right. So that's it. So let's just reset by choosing No Background Picture. I'll click Apply, and then I can close this panel. So those are the options we have inside of those menus. There's also an option here to raise your hand. If you're in a big group conversation and you don't want to just interrupt but you do want everybody to see that you want to say something, you can click that button to raise your hand, click it again to lower it. But to see how that works, Garrick, I think it would be better if you to raise your hand. And we can see that here. Also, there is an option up here on the toolbar which will show a list of all of the participants in your meeting. And if you have that open, you'll also see when people are raising their hand. So I can see Garrick's hand is raised there as well. So there's a few places you'll see it. And Garrick, once you finished asking your question, you can lower your hands just by clicking that button again. And that indicator goes away. One last thing I want to point out is this button here which will open up what they call the conversation, but it's basically just a text chat. So you can send text-based messages to people in your meeting while the meetings in progress, and that's a great way to share maybe a link to a website or something like that. All right. So I think we're all set. Those are the core additional features that I want to make sure everybody knows when they're in a meeting inside of Teams. Thanks for helping out Garrick. - Good, it helps.
- Integrating SharePoint content into Teams
- Linking cloud storage to Teams
- Using keyboard shortcuts
- Hiding and pinning channels
- Targeting people with @mentions
- Sending messages with priority notifications
- Using the Immersive Reader
- Using voice messages and other options