Downloading the Teams Desktop App

Creating and Joining a Microsoft Teams Meeting Microsoft Teams

The following documentation will explain how to create a Microsoft Teams meeting on a resource account's calendar within KSUmail (Outlook on the Web) or the Outlook Desktop app.

Downloading the Teams Desktop App

At the time of writing this document, screensharing is supported in Google Chrome and the Microsoft Teams desktop app. Users can use Microsoft Edge to participate with video/voice chat using the Microsoft Teams web app but will only be able to screen share PowerPoint presentations. It is strongly recommended that users use Google Chrome or the free Microsoft Teams Desktop app to participate in meetings. To download the free Microsoft Teams Desktop app:

1. Navigate to . 2. Click Teams.

Figure 1 - Select Teams

3. The Microsoft Teams web app will open. Click the Download desktop app button in the lower left of the window.

Figure 2 - Download Desktop App

4. You will be prompted to save the file to your computer. Once the download is complete, run the installer.

5. Microsoft Teams will install on your computer.

Revised: 10/12/2020

Figure 3 - Teams Installer

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Creating a Teams Meeting using KSUmail

To create a Teams Meeting in KSUmail (Outlook on the Web): 1. Navigate to . 2. After logging in and authenticating with DUO, click the Calendar tool (See Figure 4). 3. Click New Event (See Figure 4).

Figure 4 - New Event

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4. The New Event window will appear: a. Calendar: Select the Resource Account calendar from the drop-down (See Figure 5). b. Title: Enter a name for the meeting (See Figure 5).

c. Required/Optional: Enter individuals whose attendance is required/optional. You can add individuals by name who are at KSU or type in the email addresses of contacts outside the University (See Figure 5).

d. Start/End Time: Set the date and time the meeting will begin/end. The Scheduling Assistant will indicate if there are any conflicts (See Figure 5).

e. Location: Select Teams Meeting from the drop-down (See Figure 5). f. Description: Add any additional information relevant to the meeting (See Figure 5). g. Send: Sends the meeting invitation to users and adds it to their personal calendar (See Figure 5).

Figure 5 - Creating a Teams Meeting

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5. Users will receive an email message inviting them to the meeting and will include a link to the Microsoft Teams Meeting. Users will need to accept the meeting request in order to confirm their attendance.

Figure 6 - Meeting Request Email

Creating a Teams Meeting using the Outlook Desktop App

To create a Teams Meeting in the Outlook desktop app: Note: For information on setting up Outlook on your desktop, please refer to the Connecting KSUmail to Microsoft Outlook O365 guide located at .

1. Open the Outlook Desktop App.

Figure 7 - Outlook Desktop App

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2. Once Outlook opens, click the Calendar tool (See Figure 8). 3. Make sure the calendar you wish to create the meeting on is selected. In this example, the Offsite

resource account calendar has been selected (See Figure 8). 4. Click New Teams Meeting (See Figure 8).

Figure 8 - New Teams Meeting

5. The Meeting scheduler will appear and a link to Join Microsoft Teams Meeting will be included within the body of the meeting message.

Figure 9 - Join Microsoft Teams Meeting

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6. Set the parameters for the meeting: a. Title: Enter a name for the meeting (See Figure 10).

b. Required/Optional: Enter individuals whose attendance is required/optional. You can add individuals by name who are at KSU or type in the email addresses of contacts outside the University (See Figure 10).

c. Start/End Time: Set the date and time the meeting will begin/end (See Figure 10). d. Description: Add any additional information relevant to the meeting. (See Figure 10). e. Send: Sends the meeting invitation to users and adds it to their personal calendar (See Figure 10).

Figure 10 ? Meeting Scheduler

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7. Users will receive an email message inviting them to the meeting and will include a link to the Microsoft Teams Meeting. Users will need to accept the meeting request in order to confirm their attendance.

Figure 11 - Accept Meeting Request

Accessing the Microsoft Teams Meeting

Meeting participants will be able to access the link to the Teams Meeting through either their KSUmail calendar (e.g. Outlook on the Web) or their Outlook Desktop App calendar. This example will use the KSUmail calendar to access the Microsoft Teams meeting link through Google Chrome. Note: Users can access the meeting using Chrome, Edge, or the Desktop version of Microsoft Teams.

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1. After signing in to KSUmail (e.g. Outlook on the Web), click the Calendar tool (See Figure 12). 2. Click the Microsoft Teams Meeting calendar invitation (See Figure 12). 3. Click Join Teams meeting (See Figure 12).

Figure 12 - Accessing the Teams Meeting from a Calendar Invite (KSUmail)

4. The link will open in a web browser and if the Microsoft Teams App is already installed, it will open automatically. Otherwise, you have the following options: a. If you do not have the Microsoft Teams App installed, click Download the Windows app and follow the installer prompts to install Teams (See Figure 13).

b. You can also access the meeting through the web on Google Chrome and Microsoft Edge by clicking Join on the web instead (See Figure 13).

Figure 13 -Microsoft Teams

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