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Microsoft Teams Video Calls – User Guide

Microsoft Teams Video Calls – User Guide

Overview

This guide provides step-by-step instructions for using Microsoft Teams to:

  • Launch the application

  • Start or join a video call

  • Invite participants to meetings

Prerequisites

  • Microsoft Teams installed on your device (desktop or mobile)

  • Active Microsoft 365 account

  • Camera and microphone enabled

1. Launching Microsoft Teams

  1. Open the Microsoft Teams application:

    • Windows: Start Menu → Microsoft Teams

    • macOS: Applications → Microsoft Teams

    • Web: Navigate to Teams via your browser

  2. Sign in using your organization email and password.

  3. Once signed in, you will land on the main dashboard.

(Different User screens may vary)

 

2. Navigating the Teams Interface

Key sections in the left-hand navigation:

  • Activity – Notifications

  • Chat – Direct messages

  • Teams – Group collaboration channels

  • Calendar – Meetings and scheduling

  • Calls – Call history and dial pad

3. Starting a Video Call (Ad Hoc / Instant Call)

Option A: Start from Chat

  1. Select Chat from the sidebar.

  2. Open an existing conversation or click New Chat.

  3. Enter the person’s name or email.

  4. Click the Video Call icon (camera) at the top.

Option B: Start from Calls Tab

  1. Select Calls from the sidebar.

  2. Use the dial pad or contacts list.

  3. Click on the contact.

  4. Click Video Call button.

Click the camera icon

 

During the Call (Basic Controls)

  • Camera On/Off

  • Mute/Unmute microphone

  • Share screen

  • Open chat

  • Raise hand / reactions

  • Leave call

 

4. Scheduling a Meeting (Calendar)

Create a Meeting

  1. Go to Calendar.

  2. Click New Meeting (top right).

  3. Fill in:

    • Meeting title

    • Date and time

    • Location (if applicable)

    • Description/agenda

 

Invite Participants

  1. In the Add attendees field:

    • Enter names or email addresses

  2. Teams will suggest contacts automatically.

  3. Click Save to send the meeting invite.

 

5. Inviting Others to an Existing Meeting

  1. Open Calendar.

  2. Select the meeting.

  3. Click Edit.

  4. Add additional attendees.

  5. Click Send Update.

6. Joining a Meeting

From Calendar

  1. Open Calendar.

  2. Select the meeting.

  3. Click Join.

From Meeting Link

  1. Click the Teams meeting link from:

    • Email

    • Calendar invite

  2. Choose:

    • Teams app

    • Web browser

  3. Click Join Now

7. Best Practices

  • Test audio/video before joining

  • Use headphones to reduce echo

  • Mute when not speaking

  • Use screen share responsibly (close sensitive windows)

8. Troubleshooting Basics

  • No audio: Check microphone settings in Teams + OS

  • Camera not working: Verify permissions

  • Cannot join: Ensure you are logged into the correct account