🎧 How to Use Microsoft Teams for Calls and Meetings
🎧

How to Use Microsoft Teams for Calls and Meetings

Category: Microsoft 365 · Audience: Client · Updated: March 2026

A quick guide to making calls, joining meetings, and sharing your screen in Microsoft Teams — whether on desktop or mobile.

Getting Started

Microsoft Teams is included with most Microsoft 365 business plans. If it's not already installed, download it from teams.microsoft.com or your device's app store. Sign in with your work email and password.

How to Join a Meeting

From a Calendar Invite

  1. Open the meeting in your Outlook or Teams calendar.
  2. Click Join (or "Join Microsoft Teams Meeting" in the email invite).
  3. Choose your audio and video settings on the pre-join screen — toggle camera and microphone on or off.
  4. Click Join Now.

From a Link

If someone sends you a Teams meeting link, click the link. You'll be taken to the pre-join screen in your browser or the Teams app. Click Join Now.

Tip: Join 1–2 minutes early to test your audio. If you can't hear or be heard, click the three dots (⋯) → Device settings to switch your speaker or microphone.

How to Make a Call

  1. Open Teams and click the Calls tab on the left sidebar.
  2. Use the dial pad to enter a phone number, or search for a contact by name.
  3. Click the phone icon to start the call.

If your organisation uses Call2Teams or a Teams-integrated phone system, you can make and receive external calls directly through Teams — just like a desk phone.

How to Share Your Screen

During a meeting or call:

  1. Click the Share button (rectangle with an arrow) in the meeting toolbar.
  2. Choose what to share: Entire screen, a specific Window, or a PowerPoint file.
  3. A red/orange border appears around the shared content to confirm it's being shared.
  4. Click Stop sharing when finished.

Good to know: Sharing a specific window (rather than your entire screen) prevents others from seeing desktop notifications, other apps, or personal content.

How to Chat in a Meeting

Click the Chat icon in the meeting toolbar to open the meeting chat. Messages posted here are visible to all meeting participants and are saved in the meeting's chat history after the call ends.

How to Record a Meeting

  1. Click the three dots (⋯) in the meeting toolbar.
  2. Click Start recording. A banner will notify all participants that recording has started.
  3. To stop, click (⋯) → Stop recording.

Recordings are saved to OneDrive (for private meetings) or SharePoint (for channel meetings). A link is posted in the meeting chat once processing is complete.

⚠ Important: Recording a meeting captures audio, video, and screen sharing. Make sure all participants are aware and have consented before recording.

Common Issues

"I can't hear anyone / no one can hear me"

Click (⋯) → Device settings and confirm the correct speaker and microphone are selected. If using a headset, make sure it's connected and not muted via a physical button on the headset itself.

"My video is frozen or laggy"

Turn off your camera to save bandwidth, especially if your internet connection is slow. Close other apps that use the internet (streaming, large downloads). If on Wi-Fi, move closer to the router or switch to a wired connection.

"I can't find the dial pad / can't make phone calls"

The dial pad is only available if your Microsoft 365 plan includes a phone system licence (e.g. Teams Phone, Call2Teams, or 3CX integration). If you need calling capability, contact ATS Systems to discuss options.

Need help? Call 07 3523 3660 or submit a ticket at atssystems.com.au/support/ticket/