10 things to know about storing Teams meeting recordings

Around this time the default location to store Teams meeting recordings will change from Microsoft Stream to

  1. SharePoint if this is a Channel meeting (In the SharePoint folder of the Channel, in a new folder called “Recordings”.)
  2. OneDrive of the person who records, for any other meeting (in a new folder called “Recordings”)
  3. 20 days download option for the person who records, if they have an F3 license

According to Microsoft this is because a video is a document and should therefore live with and managed like a document. A recording will benefit from regular document management options, security and permissions, and the ability for external sharing.

In theory, this makes sense. In practice, there are some things you may want to know. In my organization we have chosen to switch early so we could control the switch date and make sure to have proper communication and support available. We have a few months of experience by now.

1. Stream is still not accessible for externals. Will it ever be?

When I was working with Office365 video (it must have been around 2015), we were told that it’s follow-up Stream would be accessible for externals. Until now, I have not seen any evidence or announcement of that. So storing meeting recordings in Stream has always been unpleasant for webinars and meetings with externals. You had to download the video from Stream and send or share it from OneDrive or SharePoint.

2. Spreading videos over 4 different locations is confusing (Stream, OneDrive, SharePoint, download)

We have been using the new locations for a few months now and boy, does this confuse people! You need a lot of words to explain where videos are stored. Many people are not aware of their license, or of the meeting type, or of their power when they record the meeting. And then you have all your earlier recordings still living in Stream. 😦

3. Storing recordings on the OneDrive of the “button-pusher” is confusing

We have had a few questions from meeting organizers about the recordings, where someone other than the organizer recorded the meeting. When something needed to be done, e.g. sharing the video with external attendees afterwards, or a bit of editing, or removing the video, the organizer did not know where to go. When I explained the situation, it happened that the “button-pusher” was on holiday, had no time or was unwilling to cooperate.

As the organizer already has so many unique powers in a Teams meeting, would it not make sense if the recording was always stored in the OneDrive of the organizer? And perhaps with a 20-day download option in case the meeting is organized by a group mailbox? (Which does not have a license, hence no OneDrive)

4. Your OneDrive and/or SharePoint must be accessible for externals

That is, if you want to share recordings with external parties. As you know, external participants can not watch the recording of meetings by default, even if they have a Microsoft365 account.
In my organization the OneDrives have the option to share with externals, but not all our SharePoint sites allow external access. In some cases we can make external access available with little effort, but not for every site type. If your organization does not want that, you will be unable to share with externals, so you will have to send large files around. 😦
This is not a big difference with the earlier situation on Stream, but Microsoft assumes external access by default, making it sound easier than it sometimes is.

Do you know the sharing settings for your SharePoint and OneDrive applications? (This is from the Admin Center).

5. This will add another folder to your systems

The recordings from a regular meeting will create a new folder in the OneDrive of the person who records, called “Recordings”. A Channel meeting recording will create a new subfolder in your Channel documents, also called “Recordings”.
This is not a big deal but you may want to tell people about all those folders that they themselves have not created. Some time ago I wrote an overview of all system-created folders in your OneDrive.

Example of a “Recordings” folder in a Teams channel

6. Stream can play videos at different speed

If you have a video in Stream, you can play it at different speeds. Click on the gear wheel under the video, click “Playback speed” and select the speed.
You can not do this in OneDrive or SharePoint.

Playing a video at different speeds is a Stream feature.

7. Stream has (limited) video editing options

If you want to do something with your video for the long term, you will probably want to use the best part only. In Stream, you can trim the beginning and end off your video if needed. There are no other editing options, but this option is useful AND more than what OneDrive and SharePoint have to offer. So, if you want to remove the start and end bits of a recording, you will have to upload your meeting recording to Stream OR use another video editing tool.
Please, can we have some editing options in OneDrive and SharePoint too?

Trimming is another unique Stream feature

8. Stream has caption, subtitle and other video options

This is perhaps not very relevant for the meetings that you record for people who could not attend, or to make sure you have captured the notes correctly, but these functionalities certainly add value for a webinar or an instruction video.

The video details in Stream. You can access them by clicking the … below the video and selecting “Update video details”. See the earlier screenshot.

9. Adding a Form works better in SharePoint

In Stream you can add a Forms, as a poll or a survey. In is rather strange – there is a side panel where I would expect the Poll to show up, but it is actually shown on the location of the video. Also, you have to specify a time, which could be nice for a quiz, but not for a general question.

I do not quite get this functionality in Stream. There’s a ugly box next to the video and the Form itself is shown on the video.

In SharePoint, you can create a nice page with an embedded video and a Form on the side.

It is easy to create a nice-looking page on SharePoint with additional information and interactive elements to your video.

10. Currently there are two messages when you save a Channel meeting.

My own tenant is still in Stream mode (mostly because I don’t do PowerShell 🙂 ) and I am currently getting a message when I stop the recording.

On Teams desktop it says: “After the meeting, you can find this recording in the channel conversation or on Microsoft Stream.”

This is the message that you get when you stop recording in the Teams desktop app

On Teams for the web you get: “Recording is being saved. Recording has stopped. You can find the link to the recording in meeting chat history.”

This is the message when you stop recording in the Teams web app

Not a big deal, but something you may want to be aware of.

Conclusion:

Although the sharing and management of meeting recordings will be better when the recordings are stored on OneDrive or SharePoint, you miss out on specific video functionality. I would appreciate to have some basic video editing capabilities for OneDrive and SharePoint.

Has your organization made the switch to OneDrive and SharePoint? Do you have something else to add?

Recent updates of my posts

With all those rapid changes in the Microsoft 365 suite, some posts age quickly. I have recently updated a number of my most-read posts to keep up with the current situation.

Office Home

Did you know I keep screenshots of all the varieties of Office Homepage since 2016? It is great to see subtle and not so subtle changes. And since there is a new Homepage being rolled out right now, featuring some more filter options and with new Tabs for your files, I updated The New Microsoft365/Office365 Homepage.

Teams

Most changes occur within Teams at the moment, so I have updated the following articles:

The importance of being Organizer, with an Excel spreadsheet (download if you like) of what each role can do in a Teams meeting. I have updated this for breakout rooms and the option to turn off chat.

Take control of your Teams meeting, where I added the options to allow attendees to unmute and the option to control the chat. I also updated some screenshots.

Forms

I just found out that you can create a QR code from Microsoft Edge so I added that to Long live the QR Code or you can read this:

SharePoint

In my most recent post I noticed that the elusive “See all” info, that allows you to create a lovely SharePoint News Digest, does not always appear on your web part even if you have posted the required 5 items.
I wrote 10 things to know about the SharePoint News Digest in 2019 and I am shocked that it took me until 2021 to find the quirk to fill item #10! 😉

Delve

With the new Office homepage, the tab “Discover” has gone and with it the option for F3-licensed users, who have no Delve icon, to see suggested documents. So I also had to update An alternative way to dive into Delve.

Teams Meeting or Live Event?

As the Live Event is still relatively unknown in our organization, we get many questions from colleagues who are about to organize a “large event” and are unsure what to use. Most of our “large events” are well below the 350-people limit of the Teams Meeting, but I do not base my advice on the expected number of attendees only.

I generally try to find out whether they want a collaborative event or a more controlled event without much interaction.

That leads to interesting discussions where many organizers keep changing their mind. 🙂

Why go for a Teams Meeting?

On the one hand, the familiar handling and interface of the Teams Meeting is tempting, especially when it is an internal event. There are ever more options to add extra controls, such the recent “keep attendees muted” and upcoming limitations for chat. In that way, Teams Meetings are getting closer to Live Events!
On the other hand, if you expect around 80 colleagues, things may get very messy if everyone starts chatting or raising hands or talk simultaneously, or if someone tries to move a discussion into an unexpected direction.

Why go for a Live Event?

However, if they decide to do a Live Event (btw, at the moment we only do the simple type, with shared presentation and webcam), they will get control over questions and a consistent professional look-and-feel for the audience. The “downside” is that they will need to learn something new, do a test run and decide on a producer and a moderator, which is new and scary, even if we have an example script and we offer training.
If they have an audience in the same room as the presenter(s), it will even be more complicated due to the delay of the Live Event – about 30-60 seconds, which makes it impossible to listen to the presenter AND to the Live Event.

What are the differences?

Anyway, I have listed the various differences in a spreadsheet. You are welcome to use it for your own purposes, and please let me know if there is anything (else?) that has influenced the decision either way for your organization.

Feel free to download and re-use this and please let me know if you have any additions

I am curious if the availability of break-out rooms will have an influence! 😁

External presenters in a Teams Live Event

In my organization we often invite external experts to present for education purposes. Of course we already know that externals can present in a Teams meeting, although it really helps if they have a Microsoft365 account. See my earlier post.
But what about externals in a Teams Live Event? Yes, they can attend if the event is made public, but what about presenting?

I had already seen a comment on Twitter suggesting that presenters from outside the organization could not join, and recently I came upon a trick from Samantha Brown to overcome that, so I decided to find out how things work.

I set up an experiment:

  • I organized a public event and an organization-only event
  • I invited 4 external presenters:
    • with their own Microsoft 365 account and membership of a Team in the organization
    • no M365 account, but with membership of a Team in the organization
    • with Microsoft 365 account from another organization
    • with none of the above

I attempted to enter into the meeting, in each of the roles above.

So, what have I learned?

1. Presenters MUST use the Teams desktop app

We knew this already, but in case you have not read all Microsoft help: They must download the Teams desktop app. If they don’t, they will enter as attendee and can do nothing. So, if you have an external presenter joining the show, tell them to download the app to their PC – it is free but essential!

2. People with a Microsoft 365 account can present

Presenters with a Microsoft 365 account can enter both events and present. So again, if you are a lecturer and you are being invited regularly to speak at organizations that use Teams, you may want to invest in an M365 account – it is cheaper than Zoom and will make speaking life much easier for you. (And you will get a nice OneDrive and SharePoint and what not, with it!)

3. Presenters with a Microsoft 365 account best join from their Teams Calendar

They often end up as an attendee or get stuck in a weird sign-in loop if they join from the invitation email.

4. It does not matter if the meeting is public or internal only

If someone can present, they can do so in both event types. I assume they can also do it for a limited group, but I have not tested that.

5. External presenters may need to wait in the lobby, but only for the first entry

When a presenter enters the Event for the first time, they may need to wait in the lobby until someone from the organization lets them in. I found this to be the case for both M365 accounts, but not for the presenter who was only a Guest.
So if they drop out for a minute, or if they have used the Live Event for a practice session (without the producer pushing the Start button), they will enter immediately next time they log in.

6. People without Microsoft 365 account can present if they are a Guest in the organization

When they are a Guest, they do not need a Microsoft 365 account. As Sam mentions, adding them to a Team site makes them a Guest and then they are good to go. The organizer will see (Guest) behind their name when they invite them.
But there’s more: after you remove them from the Team site they can still be a presenter, because they are still on the Guest list and need to be removed from the admin center.
This is a bit of a security nightmare as it is up to an Administrator to remove them permanently, but as they do not know who has invited them, they do not know who to ask. And knowing my colleagues, nobody will ever think of submitting a ticket to remove someone from the systems, unless there is a calamity. So once a Guest, most likely always a Guest. 🙁

In this place in the Admin center you can remove Guest users.

7. People without a Microsoft 365 account that are no Guest can NOT enter the meeting as a presenter

They get an error message looking like this:

If your lecturer gets this message when they try to enter the Live Event as a presenter, they have no account and are no Guest.

Recommendation: Do a test meeting well in advance of the Event

If you are organizing or producing a Live Event, you may want to run a test meeting a few days before the Live Event, in order to check out if people have the Teams desktop app, if they have a M365 account or not, etc. This will give you time to adjust any issues before the Big Event!

Do you have any other tips or recommendations? Please let me know!

Send a Teams meeting invitation from a group mailbox

Teams is very much a personal tool. You see only your own calendar and if you organize a Teams meeting, the invitation is coming from you, and you can only attend as yourself.
But…sometimes you want to send the invitation from a mailbox that does not disclose your name.

There are (as far as I know) two ways to make that happen:

1. Schedule in Teams and forward meeting link

  • Schedule the meeting from your own Teams Calendar
  • Adjust meeting options if needed
  • Copy the meeting link
  • Create an invitation from the group mailbox
  • Paste the link into the invitation
  • Send to all participants
It is easy to find the meeting link: When you have created the meeting, rightclick “Click here to join the meeting” and copy.
  • 👍 Keeps your name out of the invitation
  • 👍 Teams meetings are accessible to all who have the link, so no need to worry about lack of access
  • 👍 You will be able to access the meeting as an organizer and be able to make adjustments during the meeting if needed, e.g. if you need a report of attendees or if it is important to make a “hard stop” to the meeting.
  • 👎 Some extra steps of copying and pasting the link

2. Schedule in Outlook from group mailbox

  • Schedule a meeting from Outlook
  • Add a Teams meeting
  • Send to all participants
  • IMPORTANT: Adjust meeting options NOW if needed
  • 👍 Keeps your name out of the invitation
  • 👍 Easy
  • 👎 The group mailbox is the organizer now, and that mailbox has no Teams account. This means that the meeting will have to be done without an organizer, so nobody will be able to adjust the meeting options during the meeting, end the meeting or download the attendee report.

What is best?

There are plenty of meetings where the organizer is not missed. We schedule our training webinars with the second option and that works perfectly well.

For larger or very important meetings you may want to read my post about the importance of the organizer first to see if you think there may be a need to do “organizer things” during the meeting. Perhaps you only need to adjust the meeting options beforehand.

Meeting options – they may need adjusting before the meeting.

I am often asked if you can delegate the organizer role and the answer is NO. In fact, Teams does not do delegation well, as Tony Redmond confirms in his recent useful post.

Have you come across this requirement and how are you dealing with this? Happy to learn new tricks!

Smooth operating

This week I attended an online symposium. As the organizer knew that most of the attending organizations do not like, or have even blocked Zoom, he used regular Teams meetings.
It is always a good event, with interesting speakers and cases, and this year’s edition was no exception. What struck me however was the smoothness of the experience. All presenters had organized their own session (so I entered in all kinds of meeting recipes, from one session where all 80 of us were presenters, to a session where I was a muted attendee) and I just hopped smoothly from one session to the other and apart from the occasional lobby, there was no barrier at all.
All session links were in the chat of the main meeting, and that chat was listed in my Team chats, so I could always easily check what the next session was or chat to the organizer.

Why did this work so well?

  • I have at least two Teams meetings a day at the moment, so I know the tool inside and out.
  • Using my Microsoft365 subscription meant I could do whatever I do at work – the experience was completely the same. In the Participants I could see two descriptors – “Outside your organization” (which means logged-in M365 users) and “Guest” (which means not logged in to M365).

What is a Guest?

A Guest in a Teams meeting is someone without a Microsoft365 account, or who has entered the meeting without logging in. They can attend via the web, mobile or use the app, but they always have limited options.

Meeting organized by my private account, invited myself and Test15 from my work, and two others without an account.

What are the limitations of the Guest role?

1. No notification of people waiting in the lobby

Guests do not get a notification that someone is waiting in the lobby, and they can not allow someone into the meeting, even if they are a presenter. External presenters with a M365 account can do that, even when they are attending the meeting on their phone.

2. Chat only available during the meeting

Guests have the Teams meeting screen, but not the Teams rails (if you are attending via the web app) or other Team windows (if you use the desktop app). Therefore they can only use the chat when they are in the meeting.
External participants with M365 see the meeting Chat in their Teams rails on the left and can keep on chatting.

3. No background effects in the app

Guests have the option in their menu to adjust background, but it shows just an empty frame.
External participants with M365 can adjust their backgrounds as usual.

Mystery Guest (Guest) is a presenter (as the Sharing block is not greyed out and she can ask control over the shared presentation) and she uses the app (as there is an option to change background effect) but the panel shows no pictures or other options.

4. No Focus or Large Gallery/Together Mode

You can see from above screenshot that there are also no options for Focus or the Large Gallery or Together Mode. And yes, the Modern Experience has been applied in the app.
External participants with M365 can use those options, as shown in this screenshot where Test15 is using the same app.

Test15 (with M365) uses the same desktop app as above and has all the modern options. An external presenter with M365 can even create a Poll!

5. No option to manage attendees

Guests can only pin people, but not spotlight or mute them, or change their roles.
External presenters with M365 can do that.

This is Mystery Guest’s screen, and she is a presenter but can only Pin Test15.

6. Limited participant’s info

Guests only see the names of the participants, and who is the organizer.
Presenters with a M365 account can see organizational contact information.

A Guest sees only this when they hover over any participant’s picture or initials
An external with M365 sees this when he hovers over the picture/initials of the organizer
And this is what you see when you hover over picture or initials of a colleague – even more info! (This is my work account – this was an external participant for this experiment)

Roles list updated!

Some time ago I wrote about the differences in roles, and I have updated the list of who can do what from that post. I added extra columns for the Presenter (Guest) and Attendee (Guest) as these have different options from the M365-attendee. Feel free to download and/or use for your own organization!

This is only the top of the list, but you already see some differences

Conclusions:

Do you have a Microsoft365 subscription and you are invited to a Teams meeting? Make sure you log in before joining the meeting!

An external participant who, like you, has a Microsoft365 subscription can do as much as a participant from your own organization, except recording and viewing a recording. This allows for a smooth meeting experience.
A Guest can only do the basics.

When you are organizing or presiding Teams meetings with externals regularly, you will have to take the following variables into account to have an idea about each participant’s meeting experience.

  • Role: Organizer, Presenter or Attendee
  • Means of attending: Desktop app, web or phone
  • M365 account: Yes or Guest?

Be a Smooth Operator 😁

Are you a regular presenter in Teams meetings outside your organization? (E.g. a therapist or a trainer) You may want to consider taking a subscription to Microsoft365 as it will allow you to do SO much more. I have a Business Basic subscription which is only $5.00 per month (ex tax) and you get a lot of other goodies, too!

Title inspired by “Smooth Operator” by Sade.

Some quirks of the F3 license

When people talk or write about Microsoft 365 Outlook, Word or Excel, they generally mean the desktop versions.

However, there are Microsoft365 subscriptions that provide only the web and mobile versions of things. With the ongoing improvements of the web apps these subscriptions are getting better and better.

Most of my therapist colleagues have the Microsoft365 F3 license, which is a good fit for people who mostly work with patients and use dedicated medical software as their main application. F3 has web and mobile apps only.

While the comparison with the Microsoft E3 license (which most secretaries and staff have) clearly display most of the limitations of the F3, (albeit in the small print) there’s a few unmentioned “surprises” so let me list all that we have found so far, while providing support to our F3 collagues.

1. No desktop apps

This is the most obvious limitation. I think Word and Outlook for the web are both pretty good and getting better all the time, but some advanced functions are only available in the desktop apps, e.g. creation of scientific literature citations, or creation of a book index in Word.
An overview of the differences:

2. Storage for Outlook and OneDrive: 2 GB

Yes, it is mentioned quite clearly (also in our own support materials) but we regularly get questions from people who have almost reached the limit. All we can do is provide them with help to clean up their Outlook and OneDrive.

This is also the reason why I was not happy with the recent change to store Teams meeting recordings to OneDrive.

3. You can not upload a video to Stream

Just to be clear: F3 people can consume videos from Stream but not create them. It is mentioned in the comparison. I do not really get this. Are F3 users not expected to share any videos? Not even of training materials or a team get-together? We have a few colleagues who like to do vlogs for their colleagues – no Stream for them. 😢

Fortunately, OneDrive and SharePoint now have good video players so I guess it will not be a big problem, apart from the storage space allocation.
It does make me wonder what Stream is good for, then.

With the E3 and other licenses, there’s an upload option top right. No such thing for the F3.

4. Recorded Teams meetings go nowhere

We made the change from storage in Stream to OneDrive and SharePoint early, because we knew that F3-users can not upload anything to Stream. If an F3 recorded a meeting, they got an error message.
So we thought: “Well, OneDrive may not be optimal, but at least they will be able to store their recording in a good place. So let’s make the change, make them aware and suggest to move any recordings to SharePoint at their earliest convenience.”

The other day I recorded something with my F3 test account, and I was totally surprised to see that the recording did not go anywhere. It is in the meeting chat, with a message that it can be downloaded for 20 days.
The good news is that the recording can be saved. The bad news is that this is not as expected, and that people will need to take action to store it.

You need to download a recorded meeting.

5. You can not create a Live Event

This is not a major issue, as organizing a large online event will generally be done by a few selected roles. An executive secretary, our Convention Bureau, communications etc.
An F3 colleague can produce and present, however, as described in this post.

This has nothing to do with the difference between web or desktop app – everyone in our organization has the Teams desktop app.

6. You do not have the Delve app

This is not mentioned anywhere in the comparison, so this was also a surprise when we found this. It is not too much of a limitation, as you can get there via your Office profile.

7. Agenda sharing issues with E3-colleagues

If an F3 colleague shares his or her agenda with an E3-licensed colleague, e.g. a group secretary, the secretary can only edit the agenda when using the Outlook web app.
This may have to do with the fact that there is no “desktop equivalent” in the F3-agenda. It is annoying though, as our secretaries generally prefer to work with Outlook desktop. We are trying to convince them that the Outlook web app is a joy to use, but so far most of them stick to desktop. 😢

Do you know any more quirks?

I have deliberately not mentioned a number in the title. Please let me know in the comments if you know something else, so we can create a shared resource!

This is a great opportunity to use one of the more than gorgeous letters of Simon Koay’s Superbet. F = Flash!

The importance of being Organizer

The person who organizes a Teams meeting has become more and more important over the last few months. Many recent improvements are available for the organizer only.

Yes, so what?

Indeed, many meetings can be done without the organizer being present. Our team’s daily call, for instance.

But it can be an issue for situations where you need special things and the organizer does not plan to attend the meeting, e.g. a secretary who plans meetings for the manager or other people in the team, or our Convention Bureau who organizes webinars as a service for our education institute.
In case you want to see who has attended a meeting, for instance, the organizer needs to be there to download the report. Also, the much awaited break-out room functionality can only be used by the organizer!

Unfortunately, the organizer role is not transferable, which also means that when the organizer of a recurring meeting changes roles, the meeting has to be cancelled and set up anew, especially if the audience of the meeting changes. While this has long since been the case for all meetings, with everyone meeting remotely with Teams it has become more visible. There’s a User Voice item to have the ability to transfer this role to someone else.

Awareness is key!

There’s not much we can do about it right now, except making everyone aware, that you need to think who will setup the meeting, especially the larger and more important events.

Microsoft has published a list of roles and responsibilities, but that is currently not complete. So I have created my own roles mapping for you to use. I will keep this updated as “who can do what” is important! (Please feel free to download for re-use)

Preview of what to expect when you open my document

Of course, options are not only depending on role, but also on the app used. Microsoft has an extensive overview for that.

But wait, there’s more:

During the creation of the list I found another variable:

  • Is the participant from your organization or not?
  • If not, do they have a Microsoft 365 account or not?

OK, so that’s my homework for next time! 😉

Update November 22, 2020: I have posted my findings about this, and updated the roles mapping!

Title inspired by “The importance of being Earnest” by Oscar Wilde.
I have once played the role of Lady Bracknell!
😁

Make your Teams meeting screen work for you

You may think that a Teams meeting is what it is, but there are so many ways you can adjust what you see!

Seeing other participants in the meeting

In general, you will see those people who have their camera on and who have made a sound most recently. If you have your camera off, your picture/initials will generally be moved to the bottom of the screen, depending on the number of people present. The same goes for your microphone.
So, if you want to make a mark in that meeting, make sure you have your camera on and make noise! 🙂

But…this is also depending on the app and other options you are using.

  1. Web app:
    You can see only 1 person
  2. Mobile app:
    You can see max. 8 people in a 4 x 2 grid. This has recently been improved from 4. I have not heard much about it and only found out by accident the other day!
  3. Gallery:
    By default you will see max. 9 people in a 3 x 3 grid. More attendees will be moved to the bottom of the screen, attendees with video off and microphone muted first. Desktop app only.
  4. Large Gallery:
    You can see max 49 people in a 7 x 7 grid when you have the latest version of the app, and select “Large gallery” from the … in the Teams meeting control bar. Teams will auto-adjust the grid for fewer attendees. Nice post on the topic. Desktop app, and I found it in the Android mobile app as well!
  5. Together Mode:
    You can see max. 49 people in an auditorium-style setting when you have the latest version of the app, and select “Together Mode” from the … in the Teams meeting control bar. Desktop app, and I found that it is available in the Android mobile app as well! Thank you, Sam Gray, for the comment!
  6. No video.
    You can also turn off other people’s videos altogether and see people’s picture only. In the Teams meeting control bar, click the … and select “Turn off incoming video”.
    This is useful if all those moving videos distract you.
  7. Pin someone.
    You can pin someone’s video to keep seeing them, even if they do not speak. This can be useful for interviews or a group therapy session, if someone is very quiet. This is done in the Participants panel.
  8. Spotlight yourself or someone else.
    Contrary to the other items, you do not do this for yourself alone, but for everyone in the meeting. This will show the spotlighted person full-screen for all participants. This is useful for speeches.
    Do this only when they do not share a screen (otherwise the screen will be shown at the bottom, too small to read) and when the camera quality allows it. Desktop app only. This video tells you more.
Here’s where you apply Pins and Spotlights. For the Meeting control bar options, please scroll down to the bottom of this post.

Presenting yourself in the meeting

There’s also choices you can make for the way you are visible on screen, apart from Spotlighting in #8.

9. Turn video on or off.
During most calls, I have my camera on. During webinars, after the introductions I turn my video off as it does not add much value while I share presentation and screens. It also saves bandwidth for myself and others.

10. Blurring your background.
With everyone working from home, you sometimes run into interesting home situations. One of my colleagues works from her storage room, which means she sits in front of storage shelves. Others have children coming into view, or pets. I really appreciate seeing those real-life backgrounds, but in some cases you’d best blur. Desktop app only.

11. Changing your background.
This is also desktop-app only. One of my colleagues entertains us with an endless array of pictures from far-away places, and another sometimes uses a picture of himself sitting at his desk in the office, while he covers his web cam (which makes you disappear from your background). 🤣
My home office is rather neutral, so I generally keep things as they are.

Looking at presentations

When someone presents and/or shares their screen, you also have a few options to show their presentation on your screen.

This is the normal view, when someone else shares a presentation with me.

The regular view when someone shares a presentation with me

12. Focus
With Focus, you enlarge the shared screen so it hides the other attendees’ videos and pictures and is therefore less distracting. Click on the … in the Teams meeting control bar and select Focus. Desktop app only.

This is Focus. You see that the presenter’s video at the bottom right is hidden by the PowerPoint.

13. Full screen
This will hide the title bar from the meeting AND the task bar from the PC, but will leave the videos of attendees visible. Click on the … in the Teams meeting control bar and select Full Screen. This is also available on the web app, but it completely fills your screen. Below is what it looks like from the desktop app.

The meeting title bar at the top has been removed when using Full Screen, and the task bar from my PC is also hidden. As I have captured the active window only, you have to trust me on that.

14. Focus AND Full Screen.
Focus and Full Screen can be applied together. The presentation will then take as much screen as possible, hiding the title bar, the videos and the task bar.

Combining Focus and Full screen will give you a large and distraction-free presentation.

15. Control + Mouse wheel
This option allows you to zoom in or out of the presentation. It generally changes the ratio of shared screen vs. line of videos.

16. Show presenter and presentation side by side.
To be honest, I have as yet been unable to work this out, but you may want to check out Matt Wade’s video.

Conclusion

There’s many things you can do to determine what you see during your Teams meeting. This will allow you to select the best way for your purpose and preferences. During Ignite, more options were presented, so I guess I will need to update this post soon! 😁

The desktop app gives you many more options, so use it whenever you can.

To compare, I share two screenshots from the … in the Teams control bar, a presenter on Chrome, and an organiser/presenter using the desktop app.

Presenter on Chrome:

This is what a presenter can do using the web app

And these are the options for the desktop app:

The desktop app has many more options

Did I miss anything? If yes, please let me know!

Teams meeting recipes

Since the start of this year, many extra controls have arrived in Teams meetings. We all remember the stories from early lockdown of students muting the teacher, or removing other students from the meeting, just because every Teams meeting was a free-for-all by default, which is of course excellent for regular business collaboration (its original purpose), but less than perfect for other situations.

By now there are a lot of extra ingredients to create a Teams meeting that is exactly suited for purpose:

Lobby, presenter/attendee roles and muting options.

As we have a lot of different meeting types, and I am often asked for advice on how to set up a particular type of meeting, please allow me to share a few “recipes” for different types of meetings, from “no boundaries” to “tightly controlled”.

1. The recurring team/update meeting

These (default) settings are perfect for a recurring meeting for a well-established team. Within my own team we have these settings for our 3-times-a-week-meeting. We mostly talk, but occasionally share screens so it is nice if we all can do that when needed. We only use special features to test them if they are new (we used Spotlight a few times this week), or for the occasional prank. Everyone knows how to mute that colleague whose dog starts barking, and everyone does that when needed.

Who can bypass the lobby? People in my organization

Who can present? Everyone

Allow attendees to unmute: Yes

2. The formal meeting

This is usually a one-off, carefully planned meeting with known and sometimes unknown business partners. As it generally does not have too many people present and should be collaborative, everyone will need to be able to speak, but not necessarily present or do anything else that a presenter can do.
If it is a recurring meeting with known externals, you may want to remove the lobby barrier, but I do not think any external contact will feel offended if they have to wait until someone admits them.
If plans need to be discussed, screen sharing will be more important than Spotlighting the speaker. (It’s one or the other; if you Spotlight someone their presentation will be just another tile in your gallery of people present.)

Who can bypass the lobby? People in my organization (occasionally: Everyone)

Who can present? Specific people

Allow attendees to unmute: Yes

3. The group therapy session

As mentioned earlier, we allow Teams to be used for group therapy sessions as long as in-person sessions are not feasible and our preferred tool can not accommodate larger groups. These sessions are led by one or more of our therapists, and attended by clients, who are externals.
The therapists need to be able to take measures when the group is too noisy or needs to focus their attention, so the occasional Mute All (with the option that a client can unmute) will be helpful, as will the Spotlight option to focus attention to a therapist. This will also reduce visual clutter and movement, as some clients are sensitive to that.

Who can bypass the lobby? People in my organization or Only Me, provided the therapist is the organizer (but that is not always the case).

Who can present? People in my organization

Allow attendees to unmute: Yes

4. The large team event

The autumn season always has a lot of large meetings, both as a get-together for teams after the summer holiday period, and as a starting point for plans for the year ahead. We have recently seen a lot of virtual get-togethers for these purposes.
As these sessions often contain many people, and generally need to discuss too many topics in too little time, control is needed. As are breakout rooms!
Spotlights can be useful to highlight a speaker, as well as Mute all.

Who can bypass the lobby? Only Me or People in my organization.

Who can present? Specific people.

Allow attendees to unmute: Yes.

5. The seminar, lecture, training, speech

Our education season has also started again, and with it the need to do this online. Now that Hard Mute is available, smaller events may be done in a Teams meeting rather than in a Live Event. For questions, you can use chat or allow unmuting after each lecture. Spotlight may be useful for a speech.
The Live Event has some advantages: the moderated Q&A, the option to see the presenter next to their slides, the fact everyone can focus on the presenter and they are not distracted by the videos or pictures of other attendees, etc. but for each event you could balance the easy setup of the Teams meeting versus the more complicated formality of the Live Event.

Who can bypass the lobby? Everyone (for education events) or People in my organization (for an internal speech).

Who can present? Specific people.

Allow attendees to unmute: No.

Conclusions

The new options are valuable additions to the existing toolkit. I especially like the option of Hard Mute, as it may allow some events to be done in a Teams meeting rather than in a Live Event.

I am looking forward to making everyone aware of these new features, and helping organizers to mix the various options to make their own event the best possible experience.

Oh yes, and we are all SO looking forward to the break-out rooms!!!