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Conducting a video based search interview

Scheduling the interview meeting

Personal/Standard Meeting

Using the Outlook Client

  1. Open Outlook -> Open your calendar
  2. [Windows] Click “New Teams Meeting.”
Windows New Teams Meeting Toolbar in Outlook
Image of the New Teams Meeting feature within Outlook Calendar
Windows Teams Meeting Schedular in Outlook
Image of scheduling a Teams Meeting within Outlook Calendar

2.  [Mac] Click “Meeting.” Then in the ribbon click “Teams Meeting.”

Mac Teams Meeting in Outlook
Image of Meeting within Outlook on a Mac
Mac Teams Schedular in Outlook
Image of Teams Meeting within Outlook on a Mac

3. Enter a title.

4. Enter the email addresses of all attendees. (these can include non-Wooster (guest) emails)

5. Pick a start time.

6. Pick an end time.

7. Click “Send.”

Using Outlook Web App

  1. Open https://outlook.office365.com
  2. Click the Calendar icon in the bottom left to open your calendar.
  3. Click “New Event.”
New Event in Outlook
Image of New Event within Outlook on the web based application

4. Enter a title.

5. Enter the email addresses of all attendees. (these can include non-Wooster (guest) emails)

6. Choose a date, start and end time.

Teams event outlook online
Image scheduling a Teams Meeting within Outlook on the web based version

7. Click the drop down “Add online meeting” and choose “Teams Meeting.”

Adding online meeting through outlook online
Image of Adding an Online Meeting using the drop down arrow within Outlook on the web based version

8. Enter any descriptions necessary, attach necessary documents.

9. Click “Send.”

Using the Microsoft Teams Client

  1. Open Microsoft Teams-> Click the Calendar tab
  2. Click “New meeting.”
New Meeting through Teams calendar
Image of the New Meeting feature within Teams

3. Enter a title.

New Meeting through Teams
Image of scheduling a meeting within Teams

4. Enter the email addresses of all attendees. (these can include non-Wooster (guest) emails)

5. Pick a start time.

6. Pick an end time.

7. Enter details for the meeting.

8. Click “Send.

The above options create a Personal meeting. Such a meeting is not associated with a team in Microsoft Teams. However, the meeting chat will display in the Chat tab of the Microsoft Teams client.

What to expect

  • All meeting participants will receive a calendar invite with a link to the online meeting.
  • Participants are encouraged to have Microsoft Teams installed.
    • The installer can be found at https://teams.microsoft.com/downloads
    • The Teams app is available on mobile for Android or iOS devices.
    • The Teams app is recommended, though participants can join from a web browser on Windows or Mac using Microsoft Edge or Google Chrome. 
  • If the guest participant installs the Teams app from the link in the meeting invite, they will not need to create a Microsoft account and will be able to enter their name and join the meeting. 
  • All participants should have access to chat and the ability to present.
  • Attendees joining the meeting using a non-Wooster email will be placed in the Lobby until a Wooster participant lets them into the meeting, unless the meeting organizer modifies the meeting options to allow Guests to Bypass the Lobby.

Channel Meeting

Using the Microsoft Teams Client

  1. Open Microsoft Teams-> Click the Calendar tab
  2. Click “New meeting.”
Teams Channel Meeting
Image of the camera icon to schedule a Teams meeting within Teams
Schedule Teams Meeting
Image of the menu produce once you click the camera icon

3. Enter a title.

New Meeting Schedule Teams
Image of you scheduling a meeting within Teams

4. Enter the email addresses of all participants. (these can include non-Wooster (guest) emails)

5. Pick a start time.

6. Pick an end time.

7. Pick a channel (when you put your cursor in the “Add channel” field, a list of your teams is displayed and you can select a channel from the appropriate team).

8. Enter details for the meeting

9. Click “Send.

This will schedule a meeting in the specified channel of the team you selected.

What to expect

  • All meeting participants will receive a calendar invite with a link to the online meeting.
  • Participants are encouraged to have Microsoft Teams installed.
    • The installer can be found at https://teams.microsoft.com/downloads
    • The Teams app is available on mobile for Android or iOS devices.
    • The Teams app is recommended, though participants can join from a web browser on Windows or Mac using Microsoft Edge or Google Chrome. 
  • If the guest participant installs the Teams app from the link in the meeting invite, they will not need to create a Microsoft account and will be able to enter their name and join the meeting. 
  • If users are not members of the team in which the channel meeting was scheduled, they will not be able to access chat.
  • Attendees joining the meeting using a non-Wooster email will be placed in the Lobby until a Wooster participant lets them into the meeting, unless the meeting organizer modifies the meeting options to allow Guests to Bypass the Lobby.

Information for the candidate

Am I required to use the Teams app?

You can join a Teams meeting with the Teams app or through a supported browser.

  • You do not need a Microsoft account to join a Teams meeting in the browser.
  • To join in the Teams app, you must login to Teams with a Microsoft account. 
  • If you received a calendar invite with the appropriate link to join the Microsoft Teams meeting, click the Join Microsoft Teams Meeting link.
  • If you received a link (in an email, from a website, etc.), click the link.
  • For more information, visit this Join a Meeting in Teams Microsoft support page.
Email link for joining a Teams Meeting
Image of what the invitation will look like as it appears in your email

Join with the Microsoft Teams app

  1. If you do not have Microsoft Teams already installed, please follow the Directions for Installing Microsoft Teams.
  2. After the Microsoft Teams app launches, click the “Join” button, enter your name, and you will be placed into the meeting lobby. The moderator will bring you into the meeting at the appropriate time.
Teams Join Now
Image of the Join now button to access the meeting once the link is clicked from your email

Join with a Browser

  1. Click the join link or copy the link from the calendar invite and paste into the address bar of your browser.
    • Compatible browsers are Microsoft Edge, Google Chrome, Firefox, and Safari
    • Browsers on mobile devices are not supported.
  2. When the web page opens, just click “Join on the web instead.”
Teams join on web instead
Image of the Home Page to access the Teams Meeting

3. A popup will appear asking you to allow your browser access to your microphone and camera, click “Allow.”

Image of the permissions requested when joining a meeting

4. You will be asked to join the meeting. Enter your name and click “Join now.”

Teams Join Now
Image of entering your name and then join the meeting

5. You will be placed into the meeting lobby and the moderator will bring you into the meeting at the appropriate time.

Troubleshooting When You Are in the Meeting

  • If the Wooster participants cannot see your video, click the camera on the tool ribbon to activate your video.
Teams camera in toolbar
Image of control bar within the meeting indicating the camera icon
  • If the Wooster participants cannot hear you, click the microphone on the tool ribbon and verify that your preferred microphone is selected.
Teams Microphone in toolbar
Image of control bar within the meeting indicating the microphone icon
  • If you cannot hear Wooster’s participants, please verify that your speakers are turned up.

Mac – Install Teams by Using the PKG File

  1. From https://teams.microsoft.com/downloads, click “Download” at the top of the page and the operating system specific version will download. For Mac clients a PKG file will download.
Download Teams
Image of installing Teams to your desktop from the online application

2. Double click the PKG file.

Mac Download Button
Image of the download from a Mac

3. Follow the installation wizard to complete the installation.

Teams Installer
Image of the first page of the installer

4. Teams will be installed to /Applications folder. It is a machine-wide installation.

Mac Desktop Applications
Image of Teams as it appears with other Applications

Windows – Install Teams from an Executable Download

  1. From https://teams.microsoft.com/downloads, click “Download” at the top of the page and the operating system specific version will download. For Windows clients an executable file will download.
Windows Download Teams
Image of installing Teams to your desktop from the online application

2. Click “Save file” to download the file.

Windows Save File
Image of the menu asking if you would like to run or save the application

3. Open your Downloads folder and double click the “Teams_Windows_x64” file.

Teams Windows x64 Download
Image of Teams as it appears in the download folder

Device Settings within a Teams Call

Join a Teams call

Teams meeting join now
Image of Teams meeting with Join now

Device Settings within a Teams Call

Teams Meeting More Actions
Image of the control bar within Teams indicating the 3 dots

Select Device Settings

Teams Meetings Device Settings
Image of the menu produced after clicking the 3 dots and then selecting the device settings

Make sure the settings match your microphone, speaker, and camera being used

Teams meeting Device Settings microphone, speaker, and camera
Image of the Device Settings menu

Getting to know the toolbar within Teams

Toolbar

Teams toolbar
Image of the Toolbar within Teams

Participant Tool

This allows you to see participants and add people to the meeting. Organizers can manage permissions and take attendance in the more actions sections.

Teams particaptiants tool and menu for more actions with participants
Image of the Participants feature within a Teams meeting

Chat Tool

Allows you to send text-based messages and ask questions while others present or communicate. You also have the options to attach files or send an emoji.

Teams Chat Tool
Image of the Chat feature within a Teams meeting

Raise Hand Tool

This allows you to show you have a question without disrupting the whole presentation. To raise your hand, simply click on the icon; click the icon to lower it once your question has been answered.

Teams Raise Hand Tool
Image of the Raise hand feature within Teams

More Actions
This provides access to Device settings, Meeting notes, Meeting details, how your meeting is viewed, change your background, Turn on live captions, Start recording, provide a dial pad to call phone numbers directly and even turn off incoming video.

Teams More Actions
Image of the 3 dots to expand features
Teams More Actions Menu
Image of the expanded menu within Teams once the 3 dots are selected

Camera Control
Click to turn your camera on and off.

Teams Camera Control
Image of the camera feature within Teams

Microphone Control
Click to turn your microphone on and off.

Teams Microphone Control
Image of the Microphone feature within Teams

Share Content
This allows you to share your Desktop, a Window, PowerPoint, Browse to share other files, or the Whiteboard.

Teams Share Content
Image of the Share Content feature within Teams

Click on the item you want to share in the meeting.

Teams Content Share Window
Image of the Share Content menu within Teams

Leave
Simple click Leave when you would like to leave a meeting that is still in progress.

Leaving Teams
Image of the leave feature within Teams

Leave Dropdown Menu
The meeting organizer has the options to leave the meeting or end the meeting for all participants.

Leaving Teams Dropdown Menu
Image of the Leave extended menu within Teams
Next Conducting class if you or some of your students are participating remotely
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