If you’re experiencing issues that affect Microsoft Teams, clearing the cache on your device may help.
In this manual, we describe how to record digital meetings in Teams, and where to find the recording when the meeting is over. Please note that it is important that you notify the participants in the meeting beforehand so they can decide whether it is okay to be recorded.
Think before you record a meeting
Ideally, avoid recording meetings unless you absolutely have to. Rather, write memos to document the meeting. If you still want to record a meeting, you should:
- Inform the participants in the meeting before so they can decide whether it is okay to be recorded.
- Ensure that the information recorded does not contain sensitive data.
Join a Teams meeting
- After you start or join a teams meeting, click More, and then click Record and Transcribe.
- Now you will bring up another box, click Start recording when you are ready. Here you can also choose to Start transcription, if you want to transcribe the meeting.
- When you want to end the recording, do the same as when you started recording. You go to More and then Record and Transcribe, then click Stop recording. Recording also stops automatically when the meeting ends.
- Now you have made a recording of your Teams meeting. It may take a few minutes for the recording to be saved. The recording will be automatically saved in the meeting chat after the meeting is finished. Depending on the type of Teams meeting you recorded, the recording will be saved in different places
– Channel meeting: The recording is saved in a folder under “Files” in the channel’s SharePoint, where all members of the team have access to it.
– Regular meeting: The recording is saved in the “Recordings” folder on OneDrive for the one who started the recording.
Before the meeting begins, you can choose to have it recorded automatically. Go to Meeting Options, and then check Record automatically. If you choose to do this, it is important that the participants in the meeting agree before the meeting starts that it is okay to be recorded.
1. When you’re in a call, select More actions > Transfer in your call controls.
2. Start typing the name of the person or phone number you want to transfer the call to and select them when they appear.
3. If you are transferring to another Teams user, turn on Ring back if there’s no answer to send the call back to you if the recipient doesn’t answer. If this setting is not turned on the call will be transferred to the recipient voicemail if there is no answer. If you get the call back the popup toast will show that the recipient was not reached.
4. Select Transfer to complete the transfer.
Consult then transfer
You may want to check in with someone before you transfer a call.
Note: Consult then transfer is not available in Teams for the web.
1. When you’re in a call, select More actions > Consult then transfer.
2. Under Choose a person to consult, start typing the name of the person you want to reach or a phone number and select them when they appear.
3. Consult with them by calling or using chat. Click on the chat button to start a chat, or select Teams audio call from the drop down options.
4. When you’re ready, hit Transfer to complete the transfer.
When you are assigned as an agent in a Teams Call Queue, it is possible to opt-in (sign in) and opt-out (sign out). It is only when you are in opt-in status that you will get calls from the Call Queue routed to your Teams client.
Call Queues can be configured so you only get calls when you are in the status “Available” (Green).
The option to sign out and in can be disabled for some Call Queues, talk to the owner of the Call Queue if you are not able to use this function.
1. Open Settings in Teams by clicking on the three dots next to your profile image and select Settings.
2. Open Calls in the left hand menu in settings and scroll down and you will see all Call Queues that you are assigned to. Click on the toggle switch to opt-in or opt-out.
If the Call Queue you are using is attached to a Teams channel you can opt-in / opt-out directly from that channel in Teams.
1. Open the channel your Call Queue is connected to and select the Calls tab.
2. Next to your name click on the toggle switch to opt-in / opt-out.
3. You can also see other users assigned to the same Call Queue and if they have opted-in or opted-out.
This is what you will see when you click on the “Calls” tab in Teams.
Observe that this view is only visible if your telephony is moved from Skype to Teams.
- View and add new contacts.
- Write the number you want to call or search for a name and call directly.
- Choose if you want to forward your calls and find other settings for calls.
- Settings for your sound device. Choose which sound device you want to use.
- Click on your profile to change your status and set a status message. You can also schedule your absence.
You reach your settings by going to your profile in the top right corner, then choose “Manage account”, and then “Calls”.
Under Call answering rules you can set up rules for what you want to happen when you don’t answer calls, and rules for forwarding calls. Through Also ring you can choose whether you, for example, want it to call your mobile phone as well, when receiving a call through Teams.
Under Voicemail you can adjust your settings for your voicemail. You can Configure your voicemail and choose how you want calls to be handled when being forward to voicemail. The recommendation is to forward your calls after 20 seconds,
Under Ringtones you can listen to and choose between different ringtones for your calls.
This is what you will see when you click on the “Calls” tab in the Teams app.
You see a list of your call history.
Click on the phone in the bottom right corner to make a call.
You reach the settings by going to your profile on the left in the app, then choose “Settings”, and then “Calling”.
Here you can choose to forward your calls, set up what you want to happen in the event of a missed call, and change your voicemail greeting.
You can also choose to sync your device contacts and therefore reach all your contacts you have saved on your phone directly through Teams.
You can also choose to block numbers.
If you can’t or don’t want to receive calls in Teams, you can forward your calls in a few different ways.
Select the “Do not disturb” status
Select the “Do Not Disturb” status to forward calls and temporarily turn off notifications.
Click on your profile in the upper right corner, then click on the status and select “Do not disturb”.
Under “Duration” you can choose how long you want the status to be displayed.
In your Calls settings in Teams, you decide what happens in case of unanswered calls, by default the call goes to voicemail.
Choose to forward calls
In the Calls settings in Teams, you can choose “Forward my calls” and what happens when forwarding, for example forwarding to voicemail.
Remember to change the setting back when you want to be available again.
In case of longer absence, for example vacation or leave of absence
If you have scheduled yourself as “Out of office” in your calendar in Outlook, you will also appear with the status “Out of office” in Teams.
You can supplement your absence in Teams with a status message. Click on your profile in the upper right corner and then select “Set status message”. You can also choose how long the message should be displayed.
When you’re away from Teams, your calls are directed to voicemail by default.
Out of office greeting in Teams
In the Calls settings in Teams, under “Configure voicemail”, you can enter your own out of office greeting and choose when you want it to be played, for example when you have an auto-reply in Outlook or an out of office event in your calendar.
This guide describes how you can make joint annotations, with the participants in your Teams meeting, on a shared screen. In that way you can work together on a digital Whiteboard.
Join a Teams meeting
- Join or start s Teams meeting.
- Choose Share, in the upper menu bar, to share your screen.
- A new window will now show, choose Screen, to be able to share your annotations.
- Your screen is now shared. At the top of your screen, there is a menu bar with different options. Choose the Pen to the right side of Give control, to start your annotations.
- Choose Everyone can annotate and make changes, to allow all the participants in the meeting to annotate on the screen.
- Everyone can now annotate on the screen, and you can draw by dragging the mouse pointer across the screen. Use the upper menu to change the pencil, add reactions, or post-it notes.
Delete groups in the tool
You can delete groups in the respective tools where the group is located, such as Planner, SharePoint, and Teams. Note that if you delete a group, you delete everything that belongs to the group. For example, if you delete a group in Planner, you delete the SharePoint site and possibly the Team that belongs to the group.
Delete group in Planner
- Go to Hubben – Planner (office.com), it lists all planners you have authorization to.
- To delete, go under the three dots and select Plan settings.
- At the bottom of the Plan Settings dialog window, you can find the button to delete the group.
Delete group in SharePoint
- It’s not easy to find all of your SharePoint sites. That’s why you need to search for them, and you can do so with the following link that includes a search query: SharePoint
- Select the site you want to administrate. If you are an owner, then under the gear you will receive website information. At the bottom of that window is the Delete option.
Delete group in Teams
- Go to your Teams client and select Team on the menu to the left.
- In the listing of teams, you can click on the three dots of the desired team. If you are the owner, you have the option of clicking on Delete team at the bottom of the menu.
Administrate groups through Outlook (Office 365)
If you’ve moved your email to Office 365, you can easily administer the groups you belong to or own through Outlook.
- Open Outlook and go to your email box.
- Select Groups on the menu to the left.
- It lists the groups that you have permission to and that are configured to be visible in Outlook.
- Select Group, then open Group Settings in the top menu. In the menu presented, you can administer your group.
In this manual, we describe how you as a meeting organizer use breakout rooms in Teams to create meaningful discussions and exchange of ideas. **Observe** that to use Breakout rooms, you need to use the Desktop application for Teams.
We recommend that you prepare your Breakout rooms before the Teams meeting. It is only the meeting organizer (the person sending out the booking) who can do this. (You can create your Breakout rooms directly in the Teams meeting – see this manual). To prepare the Breaout rooms before the meeting, follow these steps:
- Go to the Teams calendar and double-click the meeting booking that you want to create group rooms within.
- Click Breakout rooms. (If you don’t see a Breakout rooms, click more and select Breakout room)
- Click on Create room
- Click the Arrow and select how many rooms you want and than click Add Rooms. (You can change the number of rooms later, don’t worry).
- Now it is time to assign participants in the rooms you’ve created. Click Assign Attendees.
- Select Automatically to automaticly assign particpants to the number of rooms (in this case, 2 rooms) you’ve created.
- Select Manually to choose which room the participants should be in.
- Click Next
- If you selected automatically go to point 12.
- If you chose manually, then it is now time to choose which room the people should be in. All people invited to the meeting are gathered in a list. Select the check box next to the person, and then click the Arrow, and then select which room.
- Continue the same way with the other people, and then click Assign. It might look like this:
- Now are your rooms ready to use. However, before we will show you how to start the rooms during the Teams meeting, here are some more tips on how to make the rooms better.
Other smart settings before the meeting starts
After you have assigned people you can set more settings, change the number or remove rooms, and rename the rooms.
- Click the settings-icon
- Click here to assign presenters in the meeting who can help you start, add, or delete people in the breakout rooms during the teams meeting. (A list comes up, type the name of the person you want help from).
- Click here to set a specific time limit on the group rooms. (You can select the time in the list below).
- Click here to move people automatically to rooms when you click start room in the teams meeting (We recommend that you have this turned on. This means that the people in the rooms are automatically sent out to their rooms when you click “Open” to start the rooms during the teams meeting).
- Click here to allow the others to return to the main meeting. (For example, if they want to ask you questions in the main meeting room).
Add more, remove and renamne rooms
- Click here to add more rooms
- Click here to remove rooms
- Click on three dots and edit to rename the room
During the Teems meeting
In the Teams meeting, it’s now time to start the rooms. This only takes a few seconds to do since you have already prepared the rooms.
- Click on Room-icon. (**Note** If there are people who joined the meeting after you created the rooms, the people will appear above the Assign Attendees button. Then click Assign Attendees and choose which room that person will be in).
- Click Open. (The rooms will then open and it will take about 10 seconds before everyone is sent out to their rooms).
- As a meeting organizer – you who are the owner of the meeting and started the Breakout rooms will stay in the main meeting and the people you have chosen will be sent out into the rooms. To send a message to everyone in the rooms click on the trumpet icon and write your message. For example, “5 minutes left.”.
- You can also assist the people in the rooms or hear how they are doing by joining a specific room. Select the room you want to join and click three dots and Connect to Room.
- It will then look like this. You will have two teams meetings running at the same time. Room 1 (the left) is active and the main meeting (the right) becomes On hold.
- Click Leave under Room 1 to leave the Breakout room.
- Click Resume on the main meeting to start the main meeting again.
- Click Close to close all rooms. (It takes about 10 seconds for everyone to return to the main meeting).