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Office 365 - Microsoft Teams - Frequently Asked Questions

General Information

The calendar inside Microsoft Teams has limitations at this time.  Microsoft is aware of these limitations and is redesigning the Teams calendar capabilities and functionalities.

In the interim, to be able to reliably schedule a Teams meeting, or attend a Teams meeting, use the calendar functionality inside Outlook and not Teams.

No.  A Channel is a part of a specific Team.  Since we don’t have defined Teams at this time, there will be no Channels.

No. Teams creation is limited to System Admins.

A defined (named) team can have only Oklahoma Wing Office 365 account holders as members.  Non account holders (external email addresses) cannot be a member of a defiend Team.  This restriction is based on Microsoft’s design of Teams, not a setting within Office 365.  Note that members of the Oklahoma Wing are NOT required to have an Oklahoma Wing Office 365 account.

A useful alternative is to create a Teams meeting using Outlook (or OWA), invite everyone (including external email addressees) you need for your purposes, and simply never adjourn the meeting.  Invitees can “come and go” as needed, participate in the team chats, etc.  The meeting remains open and available to attendees until the organizer formally ends the meeting.

Not at this time.  Unlike a Teams meeting, a defined or named Team is limited to Oklahoma Wing Office 365 Account holders only – this is not a domain or security setting, this is how Teams is designed to operate.  It’s a Microsoft thing….

Until actual named Teams are defined, there are no Channels.  A Channel is a subset of a specific Team.  Since we have no Teams assigned, there are no channels assigned to specific Teams.  Until more members have Oklahoma Wing Office 365 accounts, named teams would not serve a purpose until all the proposed members of a defined Team have an Oklahoma Wing Office 365 account.

Attendee:

Anyone attending a Teams meeting that is not the meeting organizer.

Channel:

A subset of a named or defined or named Team.  All members of a defined Team are also members of any Channel within a Team.  Channels do NOT have individual Email addresses.

Meeting:

A Calendar entry that has the “Teams Meeting” switch in the On position.  The meeting organizer determines if the meeting is to be a Teams meeting.

Member:

An Oklahoma Wing Office 365 account holder that is assigned to a Team (assignment is based on Duty Assignment, Qualifications, Unit Membership, etc.).  Any member of a Team is also a member of any channels within the team.

Organizer:

The Oklahoma Wing Office 365 account holder that scheduled the Teams meeting.

Presenter:

The individual that has (or has been given) the presentation control of the Teams meeting in progress.  This is dynamic.  The organizer starts off as the presenter, but the organizer can change this throughout the Teams meeting.

Team:

A “group” of Oklahoma Wing Office 365 account holders.  Membership in a Team is based upon the CAP Member’s Duty Assignment, or Qualifications, or Unit of assignment.  An individual may be a member of more than one Team.

Yes and No.

The person who scheduled the meeting has to “enter” and attend the meeting for the meeting to actually start.  Once they start the meeting, they can allow others to present materials, but the meeting organizer still “owns” the meeting.  Futher, if there are attendees that do not have Oklahoma Wing Office 365 accounts (or they are dialed in as Audio only), or they are not account holders, the organizer shall have to “admit” these attendees from the Teams “Lobby”.  There is not currently a way to “hand off” this feature to another attendee.

Yes and No.  It depends on how the meeting organizer set up the meeting.  If the meeting organizer scheduled the meeting for “Invitees Only”, then even if someone managed to forward the meeting request, non invitees would not be able to join the meeting.

No – our plan does not make use this feature of Teams.

No, you don’t need an account to attend a Teams Meeting, you can attend as a Guest User.

In the Teams meeting invitation there should be a web link for attending the meeting.  You would follow that link and sign in as a guest when prompted.  It will ask you for your name – this is so others on the connection will see that you are present.  If you have Teams installed on your device, clicking the link opens the Teams application on your device (smartphone, tablet, PC, etc.).

Yes and No.  Some account holders within the Oklahoma Wing have a license add-on that allows them to organize a meeting with Dial in Audio conference capability.  These add-ons to the license are not free, and are assigned to specific account holders.

A touch tone phone is required to be able to enter the meeting information found in the email invitation.

Note that anyone with the license add-on for Dial In Audio that creates a meeting invitation in the Calendar portion of Outlook (or OWA) will automatically have the Dial In Audio feature for ANY Teams meeting that they schedule/organize.

Sign into your Oklahoma Wing Office 365 account.  Then, enter the Outlook application.  Using the Calendar portion of Microsoft Outlook, simply invite the individuals and/or mail groups to the meeting as you would any other meeting invitation.  Before sending the invitation, ensure you have turned on the “Teams Meeting” switch for the invitation.  Do not use the Teams application to try to invite people to a Teams meeting – it does not support inviting mail groups and non account holders.

While there is a calendar feature inside of the Teams application, currently, it only allows inviting individuall users that have Oklahoma Wing Office 365 accounts.  To invite attendees that do not have accounts, or to make use of the Distribution Groups, it is necessary to use the Calendar feature inside Outlook (or OWA).

Dial in Audio ONLY attendees initially come into the Teams Meeting’s “lobby”.  The meeting organizer has to admit them into the meeting from the lobby.

Yes.  Microsoft’s design of Teams requires that to “call” or organize a meeting, you have to have an Oklahoma Wing Office 365 account.  This is done using the Calendar feature of Outlook (OWA).

The meeting invitations are sent as “Calendar”/meeting invitations (special kind of email message).  Your email client may not support this special kind of email message, and if it does not, the message about the invitation will be rather strange looking.  Most (not all!) smartphones and tablets with operating systems with versions less than a few years old come with compatible clients.  If you are using Outlook, the messages are interpreted and displayed properly as Calendar invitations.  Note that if the invitation contains HTML, the user preferences of Outlook will need to have HTML enabled or portions of the invitation may not display correctly.

When you accept (or decline) a calendar/meeting invitation (any meeting invitation), the invitation is “converted” into a Calendar entry (if you accept the invitation) in your Calendar application (if you are using Outlook, you will find the meeting entry in the Calendar portion of Outlook).

When you accept a meeting invitation, the invitation is sent to the Trash folder after the Calendar entry is created.

When you decline a meeting invitation, the invitation is sent to the Trash folder.

If your email client does not support calendar/meeting invitations, then these invitations will not be converted to calendar entries.

The meeting’s organizor has to actually join the meeting for the meeting to start, even if all of the other invitees are already joined to the meeting.

Microsoft Teams’ architecture currently only allows Teams members to be those individuals that have their own Oklahoma Wing Office 365 accounts.  This is a limitation of Teams within the Wing’s license, and not a configuration setting.

It depends on how your employer has configured their network, their computers, and their settings for Microsoft Teams.  It may be possible (or it may not), but it varies by employer as to whether they do/will allow Teams usage on their networks, computers, etc. with outside organizations.

Many employers (including various Local, State and Federal Government agencies) block certain kinds of activity on their computer and networks.  You may not be able to use your employer’s network to utilize Teams meetings for the Oklahoma Wing.  This varies from employer to employer.

  • Speaker(s) – so you can hear what is being said.  Teams is a video chat/presentation/collaboration tool.  Most CAP purchased computers have built in speakers.  You can use a headset connected to your device instead of speakers.
  • Display – so you can see what is being presented.  Not all Teams meetings have a presentation, but when something is being presented you will need a usable screen to be able to see the presentation.
  • Microphone – depending on the particular Teams meeting, if you are only going to listen, then a microphone may be optional.  Most CAP purchased computers have built in microphones.
  • Keyboard – used for connecting, and, once a Teams meeting has started, you can use the Teams chat function of Microsoft Teams to answer the roll call, ask questions, etc.  This is handy if you don’t have a microphone, but doesn’t take the place of a microphone.  Note that some headsets come with built in microphones.
  • Webcam – optional – it somewhat depends on who is presenting, and the presentation itself.  Most CAP computers purchased in the last few years have webcams built in.
  • Internet Connection – this is the how the data gets back/forth to the rest of the attendees.  This is mandatory.
  • The Teams application installed on your device OR a web browser.  Note that for smart devices (phones and tablets), the default web browsers generally do not support Teams via the web browser.