User Best practices and guidelines for Microsoft Teams Meetings

by Administrator Comments

  1. Use the MS Teams Meeting Lobby to control who joins your meeting.
  2. When sharing your screen, make sure to close all non-relevant windows.
  3. Record only training sessions or content you want to share with other associates. Please note the majority of recorded meetings are never used. Channel meeting recordings are being saved in a recording folder in the files tab for the channel. Non-channel meetings (all other), recordings are stored in the Recording folder in the Onedderive directory of the person who started the recording.
  4. When recording, make sure everyone knows the meeting is recorded by announcing it when you start recording.
  5. Be mindful that conversation/chat associated with the meeting might be deleted based on your company’s MS Teams retention policies.
  6. Don’t set the meeting as public to avoid unwanted guests.
  7. Don’t share a link to the MS team meeting on a social media post.
  8. Use a headset with a mic for a better audio experience, and try not to switch audio modes while in a meeting.
  9. Use Live Event meeting when you want to present to a large audience without interacting with your guests.
  10. Use webinars meetings when you want to enforce registration for the event.
  11. Avoid talking on others, keep your mic muted, be clear and consistent, and take notes.
  12. Before the meeting, you can leverage MS Forms to create a meeting pool.
  13. Use One Note for the meeting.
  14. Uploading files during a meeting in a chat will be saved on OneDrive for Business folder called Microsoft Teams Chat Files. By default, this file is shared with everyone participating in the meeting. When guest users are part of the meeting, this option is not available. Collaborating with external guests should be in Teams. 
  15. Before a big event such as a townhall meeting, check with your IT if there is any service degradation alert from Microsoft.
  16. Use Teams desktop client if you need to give control during the meeting.
  17. Select the proper settings before the meeting, including
    1. Who can bypass the lobby?
    2. Who can present?
    3. Allow mic for attendees.
    4. Allow camera for attendees.
    5. Record automatically.
    6. Allow chat.
    7. Allow reactions.
  18. Use spotlight to highlight single presenter in large meetings.
  19. Encourage attendees to raise their hands before speaking and use live reactions.
  20. Update your MS Teams client with the latest version.
  21. Sometimes, signing off and signing back in can help resolve issues with your Teams desktop client.