MICROSOFT TEAMS
VIDEO CONFERENCING

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MICROSOFT TEAMS

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Microsoft Teams provide teams across the world with an all-in-one, cloud-based collaboration platform.

As one of the leading solutions on the market, Microsoft Teams has brought a variety of solutions to their clients, from:

  • Web conferencing
  • Room video conferencing 
  • The ability to share and edit live files
  •  “@” mentions users to notify them of their tasks
  • Create channels for multiple projects
  • Streamline tasks by using popular apps & workflows

Providing users with an all-in-one solution when it comes to staying connected and collaborating with teams.

Their collaboration platform has never been more user-friendly. Coupled with our on-site and remote support, with end-user training, you and your team will be guided through the systems to ensure the implementation is a smooth and simple process.

Let us help you choose the right solution for your business today ↓

What Is Microsoft Teams?

Microsoft Teams is a comprehensive communication platform that facilitates effective teamwork within an organization. It is a part of the Microsoft 365 suite of products and serves as a hub for chat, video meetings, and file sharing.

This tool enables teams to meet and collaborate online in a seamless and secure environment. With Teams, you can schedule or join meetings with audio and video, share your screen or files with others, and keep track of your tasks and conversations.

It brings together different workgroups, making it easier to share information and collaborate on projects. Whether you’re in the office, at home, or on the move, Microsoft Teams helps you stay connected with your team and continue collaborating no matter where you are.

Microsoft Teams Meeting Experience

Microsoft Teams redefines the meeting experience with its robust and intuitive features. It allows users to schedule and join meetings with just one click, directly from the Teams app. On entering a meeting, you’re greeted with the “Together Mode”, a unique feature that places all participants in a shared space. This setup enhances the feeling of being physically present together in a room, thereby making virtual meetings more natural and engaging.

During the meeting, you can easily share your screen, present PowerPoint slides, or even share a whiteboard, thereby promoting interactive and collaborative discussions. In addition, the new “Breakout Rooms” feature allows the organizer to split the meeting into smaller groups to facilitate brainstorming sessions or workshops.

Microsoft Teams App

The Microsoft Teams app is your mobile companion for on-the-go collaboration. The app mirrors the functionality of the desktop application, enabling you to stay connected with your team from anywhere. Using the Teams app, you can join meetings, participate in group chats, and access shared files straight from your mobile device.

The app also integrates with Microsoft’s suite of Office 365 productivity tools, enabling you to seamlessly transition between editing documents, updating your task list, and joining video conference calls. This seamless integration boosts productivity and efficiency, making it easier to work remotely without missing a beat.

The app is designed with security in mind, ensuring your conversations and data are always secure, no matter where you are.

Benefits of Microsoft Teams in Video Conferencing

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Customisable workspaces

Microsoft Teams provides uniquely customisable workspaces, giving users the power to tailor their working environments to their specific needs. The platform allows the creation and modification of channels and tabs, enabling users to organise their workspace according to project, team or topic.

This personalisation feature not only makes navigation within the platform easier, but it also improves productivity as users can quickly access the tools and information they need. But what truly sets Teams apart are the features that allow you to blur your background or even change your background completely during video conferencing.

These options, found within the meeting controls, give users the ability to maintain professionalism and privacy, regardless of their physical location. This level of control over one’s workspace is a testament to Microsoft Teams’ commitment to delivering a user-centric experience.

Integration of Office 365 and Microsoft 365 Applications

Microsoft Teams offers seamless integration with Office 365 and Microsoft 365 applications, making it a powerful hub for productivity. With these integrated applications, you can collaborate in real-time on Word, Excel, and PowerPoint documents directly within Teams. You can also seamlessly transition between different tasks – from editing documents to attending meetings – without having to switch applications. This not only boosts productivity but also ensures a smoother and more streamlined workflow.

supported third-party applications can also be added to the Teams platform, further enhancing its capabilities and making it a truly comprehensive workspace. You can add apps like Planner for task management, Power BI for data analytics, or even external apps like Trello or GitHub. This feature makes Teams a versatile platform, adaptable to the needs of diverse teams and business requirements.

With Microsoft’s support for Teams, you’re using an application that provides robust security measures, ensuring your data and conversations are safeguarded. The integration of Office 365 and Microsoft 365 applications within Teams, therefore, not only enhances productivity and collaboration but also provides peace of mind regarding the security of your data.

Increased Productivity and Collaboration

Microsoft Teams acts as a catalyst for increasing productivity and enhancing collaboration within organisations. With Teams, members can work together on documents in real-time, negating the need for back-and-forth emails and consequently speeding up project completion.

The platform’s chat feature facilitates swift communication, enabling team members to quickly resolve queries and make decisions. With the ability to easily join a meeting or collaborate on Teams devices from any location, the hybrid work model becomes a reality, breaking down geographical barriers and creating a truly inclusive workspace. The platform’s features foster a collaborative spirit, encouraging more efficient team coordination and resulting in higher productivity.

Better focus on your work

Microsoft Teams is designed to help you stay focused and avoid distractions in your work. With features like status updates and Do Not Disturb, you can manage your availability and minimise interruptions.

The built-in noise suppression in video meetings helps reduce background noise, allowing you to concentrate on the discussion at hand. With Teams, you can prioritise your tasks, schedule your time effectively with the integrated Microsoft Planner, and streamline your work processes. This focus on individual productivity complements the collaborative nature of Teams, resulting in a balanced working environment that fosters both individual and team success.

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Seamless move to a digital workplace

Transitioning to a digital workplace is a breeze with Microsoft Teams. It provides a unified platform that fosters communication, collaboration and productivity, mirroring the dynamics of a physical office in the digital realm.

With easy access to resources, tools, and colleagues in one singular space, the digital shift becomes less of a strenuous task and more of a seamless transition. Microsoft Teams’ user-friendly interface and numerous integrations, including Office 365 and Microsoft 365, further simplify this transition.

With the ability to join a meeting from any location, it supports the hybrid work model, effectively bridging the gap between in-person and remote work environments.

Microsoft Teams eases the shift to a digital workplace, ensuring that the unique advantages of face-to-face interactions are not lost in the virtual world.

Meeting room flexibility

Microsoft Teams offers unparalleled flexibility when it comes to managing and joining meetings. This adaptability extends to virtual meeting rooms, a feature that has become increasingly important in the era of hybrid work.

With Teams, you can join a meeting from practically anywhere. Whether you’re at your home office, on the go, or in a traditional office setting, Teams allows you to connect seamlessly with your team. This flexibility is enhanced by advanced features like background blur or custom background selection, which help maintain a professional atmosphere regardless of your location.

Teams provides the option to record meetings, making it easy for those who couldn’t attend to catch up later. This level of meeting room flexibility truly embodies the spirit of the hybrid work model, making Microsoft Teams an advantageous tool for modern, flexible work environments.

Document Storage

Microsoft Teams offers a highly secure and reliable document storage system, enhancing collaboration and productivity. This feature is powered by SharePoint Online, a cloud-based service that provides extensive content management and collaboration capabilities. Each team in Microsoft Teams has a dedicated SharePoint site, and every channel within a team gets a folder within the default shared document library in SharePoint. Files shared within a conversation are automatically stored in this folder, making it easy for all team members to access and collaborate on these files.

Microsoft Teams allows users to co-author and collaborate on documents in real-time. Changes made to the document are saved automatically and synced across all devices, ensuring everyone is working on the most updated version. Plus, with versioning control, you can track and manage changes efficiently, even reverting to an earlier version if necessary.

The document storage feature in Microsoft Teams also adheres to the strict security and compliance standards of Microsoft 365. This ensures your documents are stored securely, with measures like data encryption, two-factor authentication, and advanced threat protection to prevent unauthorized access and safeguard your data.

Video Calling and Screen Sharing in real-time using Teams

Video calling in Microsoft Teams is a feature designed to foster connection and collaboration. Users can make one-on-one or group calls, creating a more personalized and engaging communication experience. Video calls can be initiated from any team channel, offering flexibility and convenience. With high-quality video and audio, Microsoft Teams ensures your conversations are clear and effective.

The functionality of Microsoft Teams extends beyond just video calling. One of the standout features is real-time screen sharing. This allows users to share their screens during a meeting or a call, providing an invaluable tool for presentations, demonstrations, or collaborative work. Screen sharing is simple to use; with just a few clicks, you can share your entire screen or individual application windows.

Microsoft Teams supports collaboration during screen sharing. Participants can request control of the shared screen and make changes to documents or designs live, making the collaboration process dynamic and efficient. With these features, Microsoft Teams empowers users to communicate and collaborate more effectively, enhancing the functionality of digital meetings and workflows.

Do I need to install Teams to join an online meeting?

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No, you do not necessarily need to download the Teams app to join a meeting. Microsoft Teams allows you to join a meeting through a web browser if you do not have the Teams app installed on your device.

Simply click on the meeting link, and you will be directed to a web page where you can choose to either join on the web or download the Teams app. If you choose to join the meeting on the web, you may be prompted to allow Teams to use your mic and camera for the meeting.

For the best user experience, it’s recommended to download the Teams app, which is available for both desktop and mobile devices. The Teams mobile app allows for on-the-go participation, ensuring you never miss an important meeting, regardless of where you are.

F.A.Q.s

Does Teams use more Internet than Zoom?

No, Microsoft Teams does not inherently use more Internet than Zoom. The amount of data usage largely depends on the functionality used during a call or meeting, such as video, screen sharing, or just voice. Microsoft Teams and Zoom have similar data usage rates for their various functionalities.

It’s important to note that the quality of your Internet connection can affect the performance of both platforms. For optimal performance with any video conferencing tool, a stable and high-speed internet connection is recommended.

How much does a Microsoft Teams room cost?

The cost of a Microsoft Teams room varies depending on the specific needs and scale of your organisation. The basic Microsoft Teams service is available as part of the broader Microsoft 365 suite, with pricing tiers starting from £5.00 per user per month (billed annually) for the Microsoft 365 Business Basic plan. For more comprehensive features, Microsoft 365 Business Standard and Office 365 E3 are available at £12.50 and £20.00 per user per month, respectively (billed annually). For full meeting and calling capabilities, including audio conferencing and call plans, you may need the Office 365 E5 plan which costs £35.00 per user per month (billed annually).

Remember, these costs are for the software service only. If you need to equip a physical room for Teams meetings (with devices like conference phones, cameras, microphones, and screens), the hardware costs will be additional. Microsoft offers certified hardware options from various manufacturers at different price points. These range from small setups for huddle rooms to elaborate systems for larger conference rooms.

Please note that prices may vary, and it’s best to consult directly with Microsoft or an authorised reseller for the most accurate and up-to-date pricing information.

What equipment do I need to use Microsoft Teams?

To use Microsoft Teams effectively, the equipment you need largely depends on the functionality you wish to utilise. At the most basic level, you will need a device with internet connectivity, such as a laptop, desktop computer, tablet, or smartphone to access the Teams platform. To participate in video conferencing in Teams, a webcam or a device with a built-in camera is essential. Similarly, for audio communication, a microphone and speakers, or a headset, are necessary. It’s recommended to use a quality headset with noise-cancellation features for clear audio during calls and meetings.

If you want to engage in real-time collaboration or demonstrate processes during video conferencing, a mouse and a keyboard are helpful. For larger scale or group meetings in a conference room setting, more sophisticated equipment like a high-quality camera, microphone system, and large display or projector might be needed. Microsoft also offers specialised ‘Teams rooms’ equipment including Microsoft Surface Hub and various certified devices from partnering companies.

For the smooth functioning of all these features, a stable and high-speed internet connection is crucial. The specific speed requirements may vary depending on the usage, but generally, a download and upload speed of 1.5 Mbps or higher is recommended for video conferencing.

Remember, the quality of your Teams experience can greatly be enhanced with the right equipment. Plan according to your needs and scale of operations, and ensure that your equipment is compatible with Microsoft Teams.

How secure is Microsoft Teams?

Microsoft Teams is built on the strong security and compliance foundations of Office 365 and provides a range of security features to keep your data safe. It utilises advanced security measures like two-factor authentication (2FA), single sign-on through Active Directory, and Encryption in transit and at rest.

Teams also comply with a wide range of international and industry-specific compliance standards, including GDPR, ISO 27001, SOC 2, and HIPAA. Teams gives IT administrators extensive controls and capabilities to manage security and compliance within the platform. This includes capabilities like data loss prevention (DLP), information barriers, legal hold, retention policies, and more.

You can trust that your data and conversations are secured when you use Microsoft Teams for video conferencing and collaboration.

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