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Tips for Using TEAMS for OAH Hearings

Sometimes you’ll want to collaborate with customers and other people who aren’t in your team’s organization. A lot of times you’ll be doing that in email, but if you want to collaborate with them in Teams, you can add them as a guest. Guests have fewer capabilities than team members or team owners, but there’s still a lot they can do.

  1. 1. How to create a MS Teams meeting link the MS Outlook Calendar

    Open up your Outlook Calendar application or outlook.com. First, set up a meeting like you normally would. To make it a Teams meeting you must toggle on the Teams meeting button in the browser, or selected the New Teams Meeting button in the application. This will generate a link for participants to use when they receive the invite in their email.

    Microsoft Outlook New meeting dialog. The Teams Meeting toggle switch is highlighted.
    Microsoft Outlook main toolbar. The New Teams Meeting button is highlighted.

  2. 2. How to let a guest into a meeting

    By default, all attendees who are not from your organization will arrive in a virtual lobby after which they will have to be admitted to join the actual meeting. This is done to enhance the privacy of your meetings — but also gives you time to make sure you’re ready for an important customer meeting. There are two ways to admit a customer into your meeting.

    First, when a guest joins a meeting, the following notification will pop up on the facilitators’ screens:

    Microsoft Teams Guest is waiting in the lobby facilitator-only dialog. The Admit button is selected.

    When you are ready for the guest to join the meeting, click on ‘Admit’.

    Secondly, you can also admit guests from the particpant menu. Guests who are in the lobby will be listed in the Waiting in Lobby section of the list. You can click on the green checkmark when you are ready to admit them into the meeting.

    Microsoft Teams Participants panel. A guest user is displayed in the list of participants and the menu button to admit the guest is highlighted.

  3. 3. How to remove a guest

    To remove a guest, open up the participants list and right click on the participant’s name. Click the last option on the menu that appears ‘Remove from meeting.’

    Microsoft Teams Participant popup menu. The last option, Remove from meeting, is highlighted.

  4. 4. How to mute participants

    To mute participants, open up the participants list and right click on the participant’s name. Click the first option ‘Mute participant’.

    You can tell which participants are unmuted by the microphone symbol to the right of their name. If the microphone has a line through it, the participant has already been muted.

    Microsoft Teams Participant popup menu. The first option, Mute participant, is highlighted.

  5. 5. How to share your screen

    In Microsoft Teams, you can show your desktop, a specific app, presentation, or any file while in a meeting.

    Select Share Microsoft Teams Share Icon, to share your screen with the participants.

Some customers may be unable to join the meeting via Teams on a smartphone or personal computer. If a customer cannot join the hearing because of such issues, the CSS caseworker will need to call the customer using their DHS issued iPhone. When the customer answers, caseworker should place your phone next to your computer and put it on speaker mode. (Mute customer when they are not speaking to avoid feedback issues.)

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