Getting Started with Teams

Install the Teams Desktop App

For the best experience, install the desktop app rather than relying on the browser.

1. Open your web browser and go to https://teams.microsoft.com/downloads
2. Download the version for your operating system (Windows or macOS).
3. Run the installer and follow the on-screen prompts.
4. Sign in with your Quilt Software email and password (the same credentials you use for Outlook and other Microsoft 365 apps).

Zoom vs. Teams: Quick Comparison

Here’s how common Zoom actions map to Teams:

How to Schedule a Meeting

From Outlook (Recommended)

1. Open Outlook and go to your Calendar.
2. Click New Event (or New Meeting).
3. Toggle the Teams meeting switch to On, or click the Teams Meeting button in the ribbon.
4. Fill in the meeting details (title, attendees, date/time).
5. Click Send. A Teams join link is automatically included in the invite.

From Teams

1. Open Teams and click Calendar on the left sidebar.
2. Click New Meeting in the top-right corner.
3. Add a title, required attendees, date, and time.
4. Click Save (or Send if attendees are added). The Teams link is generated automatically.

How to Join a Meeting

There are several ways to join a Teams meeting:

• From your Calendar: Open Outlook or Teams Calendar, find the meeting, and click Join.
• From the invite link: Click the “Join Microsoft Teams Meeting” link in the calendar invite.
• From a notification: Teams will pop up a notification before your meeting starts. Click Join from there.

Before joining, you’ll see a preview screen where you can configure your camera, microphone, and background effects.

Key Features to Know

Screen Sharing

1. During a meeting, click the Share icon (up-arrow in a box) in the meeting toolbar.
2. Choose to share your entire screen, a specific window, or a PowerPoint file.
3. Click Stop sharing when you’re done.

Recording a Meeting

1. In the meeting toolbar, click the three-dot menu (•••) and select Start recording.
2. A banner will notify all participants that the meeting is being recorded.
3. When finished, click the three-dot menu again and select Stop recording.
4. The recording will be saved automatically to SharePoint (for channel meetings) or OneDrive (for other meetings). A link will appear in the meeting chat.

Meeting Chat

Teams meeting chat is persistent — anything shared in chat during the meeting (links, files, notes) is available in the Chat section of Teams after the meeting ends. This is a big improvement over Zoom’s in-meeting chat, which disappears.

Background Effects

1. Before joining or during a meeting, click the Background effects icon (person silhouette).
2. Choose Blur to blur your background, or select one of the preset images.
3. To use a custom image, click Add new and upload an image from your computer.

Tips for a Smooth Transition

• Set Teams as your default meeting app so all new Outlook meetings automatically include a Teams link.
• Update any recurring meetings that currently have Zoom links. Edit the event in Outlook, remove the Zoom link, and toggle on the Teams meeting option.
• Test your audio and video before your first Teams meeting. Go to Settings > Devices in Teams to check your mic, speakers, and camera.
• Use keyboard shortcuts to stay efficient: Ctrl+Shift+M to mute/unmute, Ctrl+Shift+O to toggle camera.
• Pin the Teams app to your taskbar (Windows) or Dock (Mac) so it’s always easy to find.

Meeting with External Contacts

If you need to meet with clients, vendors, or other people outside of Quilt Software, Teams handles this seamlessly:

• Simply add their email address to the meeting invite. They’ll receive a join link that works in their browser — no Teams account or app required on their end.
• External guests will join in a limited-access mode and will be held in a lobby until you admit them (depending on your meeting settings).

Troubleshooting Common Issues

Need Help?

If you run into any issues or have questions about the transition, reach out to IT through your usual support channel. We’re here to make this as smooth as possible.