Microsoft Teams – Chat, Calls and Screen Sharing

The Chat function in Teams is great for instant messaging, ad-hoc video/audio calls and screen sharing with colleagues.

Chat

Within Chat you will see a list of people you have either spoken to before or who Teams suggest you may like to speak to.

If you don’t see the person you would like to speak to click on the pencil icon next to the search bar.

Start typing in the name or names of the people you would like to Chat with.

Once you have selected the people you would like to chat with. Type a message in the box at the bottom of the screen and click send the button hightlighted below.

The message will now send to the person or people you have added to the Chat.

Video and Audio only calls

The camera option should never be used when calling a student

To make a call open Teams and click on Chat from the left hand side menu. Select the person you would like to call or search for them using the pencil icon next to search.

Once you have the Chat open select either the camera icon to start a video call or the phone icon to start an audio only call.

Calling options

Once the call has started you will have access to a number of settings at the bottom of the screen (the options will appear once you hover over them with your mouse).

Working from right to left

• The camera icon will turn your webcam on or off.
• The microphone icon is used to mute or un-mute your microphone.
• The icon showing an upwards arrow is used for sharing your screen, PowerPoint or whiteboard click here for more information on screen sharing.
• The 3 dots give you other option during your call.
• The speech bubble allows you to open a chat window within the call so you can send messages to the participants. This is a great way to send a link or to share a document during the call.
• The people icon enables you to bring other people into the call.
• The red phone icon is used to hang up once you have finished the call.

Extra calling option

Within the 3 dots you get some other useful option, we will cover the key options below.

Show device setting – If you are having trouble with your microphone, speakers or webcam you can use the device settings to check their settings.

Enter Full screen will put Teams into full screen mode

Hold will put the call on hold, whilst the call is on hold the other participants will not be able to see you through the webcam or hear you.

Blur my background – this is a great feature to reduce the distractions of the room behind you. Do you remember the news report?

Share your screen or a PowerPoint

Sharing your screen can be a great way to collaborate with colleagues.

Within either a Chat, audio/video call or meeting, hover your mouse towards the bottom of the screen and select the upwards arrow icon as highlighted below.

You have the following options:

• Desktop – select the screen you would like to share, this will show everything on your screen to other participants. You can also give participants access to control you screen
• Window – if you would just like to show a particular application you can select that here.
• PowerPoint will show any PowerPoint you have open or click on Browse to open a PowerPoint file you would like to present.

By default when you present a PowerPoint the participants are able to navigate through the slides on their own. To prevent this click on the eye in the PowerPoint options which will show when you hover at the bottom of the PowerPoint.

When you have finished presenting, click on the following icon.