Using Microsoft Teams Screen Sharing and More: Answering Your Teams FAQs

By Gary Utley on June 9, 2020

With more companies using MS Teams than ever, it's understandable that there are many questions regarding how MS Teams works. MS Teams may be easy to use, but it has a deceptive amount of functionality buried deep within. There are functions that many employees may not know even exist, and there are certain things that are still to come. Here's an overview of the most commonly asked questions about MS Teams, in our Microsoft Teams FAQ.

How Do You Share a Screen During a Call?

Screensharing is, by far, one of the most important features of MS Teams. By sharing screens, employees can better operate remotely as though they are in the same office. All one has to do to share a screen during a call is to click on the "Share" button.

Can You Add a Calendar to Microsoft Teams?

Absolutely. Teams automatically integrates with the Exchange Online Calendar, and meetings can be added to either. This makes it far easier for employees to respond to and manage their events.

Can You Create a Team with Members Who Aren't a Part of Your Organization?

External contacts are going to have to sign up for an MS Teams account to use Teams. However, Teams is included in any Office 365 Suite, so this shouldn't be difficult for them to do. 

Can You Have Multiple Calendars Within Teams?

It's understandable that this would be an important question. After all, calendars are one of the major benefits of Teams. Teams makes it possible to consolidate calendars and creates a centralized dashboard resource. 

It's not yet possible to have multiple calendars within Teams. However, this feature has been requested. Microsoft has, thus far, been extremely committed to improving upon and adding to the functionality of Teams.

How Can You Learn About the Features of Teams?

Many organizations are having to create a "crash course" in Teams. It's a robust solution: There are a lot of features to study. We provide portal training for our managed services customers, to ensure that they are using Teams to its fullest potential.

Can You Add Notebooks from OneNote?

A brilliant feature of MS Teams is its near total integration with other Microsoft products. In the case of One Note, users are able to add Notebooks from any of the One Notes they have access to. The ability to quickly share notes makes it easier to collaborate with colleagues, and it is likely to become even more important as more people are working remotely and sharing information on-the-fly.

Do Teams Meetings Require a Microsoft Account?

Some Teams may need to communicate with external individuals, such as clients who don't have Microsoft accounts. This is entirely possible. Teams will need an audio-conferencing license, which will need to be assigned to the creator of the meeting. Once that is set, anyone will be able to join Teams meetings without the phone application, and without an MS Teams account.

This is particularly useful for dealing with clients and vendors: individuals who may interact with Teams, but who are not themselves a part of the Teams. This also makes it easier for the Teams as a whole to meet with these individuals without necessarily granting them permissions or access.

Why Can't We See All Our Participants?

By default, MS Teams shows the nine last active participants in a video chat. But it doesn't have to. You can pin certain users to your feed if you want to see them at all times, such as a moderator or a speaker. 

Can a Moderator Be Used with Teams?

This is a big question, especially for particularly large groups. A moderator may be needed to do things such as mute people who have loud microphones. Microsoft has been working towards this functionality. First, attendees can be muted and unmuted as needed. A moderator might need to do this so that those with loud microphones or background noise don't drown out other things. Not all attendees may realize that their microphone is providing background noise or feedback.

Further, Teams has a new "Raise Hand" feature which makes it easier for moderators to deal with particularly large groups. Today, this feature is frequently being used for schools, who are now using MS Teams for their school meetings.

Can Conversations Be Consolidated in Teams?

Presently, conversations can become a little convoluted and difficult to manage in Teams. There isn't a consolidation function yet. However, organizations can better manage their conversations by ensuring that they have the right Teams and Channels setup, and by encouraging employees to follow processes regarding how conversations are started and where certain topics are discussed. 

MS Teams is one of the most powerful solutions today for team management and collaboration. But it can be difficult for employees to hit the ground running due to the complexity of the solution. If your organization needs to learn more about how to leverage the power of teams, contact Red River today. Our Remote Assist solution includes everything you need to start operating remotely today.


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