Scheduling a Microsoft Teams meeting
There are many ways to schedule a Teams meeting. Here’s the method we recommend for Wimbledon Labour meetings (some of the recommendations would be different for public events, which are not covered by these instructions).
Log in to Microsoft Teams
Start by logging in to Teams using your wimbledonlabour.org.uk account credentials. You could use the web or mobile version, but using the app on your computer gives the best experience. You can download Microsoft Teams from http://teams.microsoft.com/downloads.
Create the Meeting
Select Calendar from the menu on the left and select New Meeting and complete the fields as follows:
- Add title This is the name of the meeting
- Add required attendees These are Wimbledon Labour officers you wish to attend, typically other presenters. EC officers can be found by typing their name, e.g. Jackie Schneider. Branch officers can be found by typing the branch name and role, e.g. West Barnes Secretary. Don’t worry about members, we’ll invite them separately later.
- Dates & times Enter the start date, start time, end date and end time. Check the duration value is correct.
- Recurrence Ignore this
- Add channel Ignore this
- Add location Ignore this for online meetings
- Notes Type any message you wish to include when sending the invite to the required attendees.
Set the Meeting Options
Next, we need to fine-tune the meeting. It’s not possible to do this until you have created the meeting.
- Find the meeting on the Calendar and open it
- Select Meeting Options from the top of the page. This will open a webpage (if your default browser is Safari, it will complain and ask you to copy a link to the page and paste it into another browser. You will then need to log in to Teams from that browser).
- There are four options on the page, of which only two are relevant to us:
- Who can bypass the lobby? We recommend you set this to People in my organisation, which means that anyone with a wimbledonlabour.org.uk account will join the meeting automatically. If set to Only me you will need to admit everyone manually (useful if you need to check off all attendees on a list of members). If set to Everyone you may not notice when new people join the meeting in order to welcome them, or be able to control who attends.
- Who can present? As presenters can also admit attendees to the meeting, we recommend that this is also set to People in my organisation or Only me. Setting Everyone to be a presenter is a bad idea as it gives them the ability to do things that will affect the entire meeting. You can learn more about what presenters can do from Microsoft’s Roles in a Teams meeting article.
Invite your audience
The easiest way to invite people to your meeting is to send them a link. You could paste this link into an email or the CLP newsletter. You should not put it onto social media or on Event listings in Organise.
The link will have been sent to the attendees, and can be found in the notes panel on your meeting.
People unused to receiving invitations to Teams meeting may not realise the text ‘Join Microsoft Teams Meeting’ is a link (there will be an update later in October that will make the message clearer). You may wish to right-click on the text and copy the full URL of the link, and paste that instead or in addition.