Microsoft 365 · Installing Microsoft Teams on a laptop/PC (Windows or Mac)..... 9 6. Using Teams for Video Conferencing..... 11 7. Attending the meeting using a mobile phone

The Labour Party

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Technical support:

Microsoft 365 Support on Microsoft 365 and Microsoft Teams for CLPs

Support Guidance: Microsoft 365 and Teams The Labour Party

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Contents

1. Introduction ..................................................................................................................... 3

2. Initial setup of your Microsoft 365 account .................................................................. 3

3. Accessing Microsoft Teams ............................................................................................ 7

4. Accessing Microsoft Teams using a web browser ....................................................... 7

5. Installing Microsoft Teams on a laptop/PC (Windows or Mac) ................................... 9

6. Using Teams for Video Conferencing.......................................................................... 11

7. Attending the meeting using a mobile phone............................................................ 14

8. Attending the meeting using a laptop/PC: ................................................................. 18

9. Attendance Tracking in Microsoft Teams ................................................................... 20

10. Using Teams for CLP Chats/Communication .......................................................... 21

11. Resetting your Microsoft 365 Password .................................................................. 22

12. Support Details .......................................................................................................... 26

13. Additional Resources ................................................................................................. 26


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1. Introduction

CLP secretaries have been provided with Microsoft 365 accounts to take advantage of the

suite of Microsoft cloud products, including Microsoft Teams. Teams is an excellent chat-

based communication tool used for communicating and collaborating with people across

multiple locations.

Teams provides a workspace for real-time collaboration and communication, meetings, file

and app sharing. From the application you can make individual or group/team video calls and

chat with individuals or an entire team. Within Teams you can also set up “live events”

enabling you to produce events for large online audiences with full control over video,

audience interaction, and reporting.

2. Initial setup of your Microsoft 365 account

1) On your computer navigate to http://login.microsoftonline.com in a web browser e.g.

Google Chrome, Microsoft Edge, Firefox, Safari etc.

2) Enter your @LabourCLP email address as advised in your invitation email:

3) Enter your temporary password and select “Sign in” (please note on first login you will be

asked to set a new password):

http://login.microsoftonline.com/


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4) Once you have set a new password you will be asked to provide some additional

information to fully secure your account, click on “Next”:

5) Click on “re-enter my password” to re-enter your newly created password:

6) At the next prompt select “Yes” to stay signed in and reduce the number of times you are

asked to sign in:


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7) To secure your account and allow you to reset your password in future you MUST set up

both an authentication phone and an authentication email address:

8) Set up the authentication phone by entering your mobile phone number and clicking on

“text me” to send a verification text message to your mobile phone:

9) Complete the mobile phone setup by entering the verification code back into the browser

window.

10) Set up the alternate authentication email address by entering your email address and

clicking on “email me” to send an authentication email to your email address (please note

this should not be your @LabourCLP email address, use an alternative email address

instead):

11) Complete the email address setup by entering the verification code back into the browser

window.


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12) Once you have verified both your mobile phone and your alternate email address, your

account should now be fully configured. Click on “Finish” to complete the login to your

Microsoft 365 account:


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3. Accessing Microsoft Teams

There are three ways to access Microsoft Teams using your LabourCLP Microsoft 365 account:

1) By navigating to http://login.microsoftonline.com using a web browser

2) By installing the application on your laptop

3) By downloading the application on your mobile from the relevant App Store

4. Accessing Microsoft Teams using a web browser

1) On your computer navigate to http://login.microsoftonline.com in a web browser

2) Enter your @LabourCLP email address:

3) Enter your password and select “Sign in:




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4) On the welcome page you should see a list of Microsoft applications:

5) Select the Teams application – if you don’t initially see Teams click on “All apps” to see a full

list of Microsoft apps available to you

6) Before Teams opens you will be greeted with the following screen. Select the “Use the web

app instead” link:

7) Microsoft Teams will now open in your web browser:


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5. Installing Microsoft Teams on a laptop/PC (Windows or Mac)

1) Login to http://login.microsoftonline.com using a web browser as shown above

2) On the welcome page select the Teams application

3) Teams will then open in the browser window:

4) On the left hand side menu bar click on the button right at the bottom. This

will say “download desktop app” when you hover over it



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5) You will then be prompted to download and save the relevant installer file for your

operating system. The file will be saved to the default downloads folder on your

laptop/PC:

6) Once the installer file has downloaded you will be prompted to install it:

7) Click on the installer file and Microsoft Teams will then automatically install. You can now

use the full functionality of the Microsoft Teams application. Please note, if you are not

automatically prompted to install Microsoft Teams, navigate to your default downloads

folder and manually run the installer file to install Teams.

For help on features and functions of Teams please visit

https://support.office.com/en-gb/teams

For instructions on how to Video Conference in Teams please read on.

https://support.office.com/en-gb/teams


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6. Using Teams for Video Conferencing

There are many things Teams can do, however one of the most popular functions is video

conferencing. To conference with attendees please follow the below instructions:

1) Open Teams and click on “Calendar” on the left hand ribbon, then click on “New Meeting”

in the top right hand corner:

2) On the New Meeting page enter a name for the meeting and then enter the email

addresses of the attendees you require. You must type their full email address and then

wait until the Invite box populates. You can then click on it and add the attendee into the

list:


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3) Once your attendee list is complete, you can then select the date and time of the meeting

and enter some notes if required. Once complete, you can then click on “Send” in the top

right hand corner of the window to send the invite to all attendees:

4) The attendees can join the meeting using a mobile phone or a laptop/PC. Those devices

need to have a camera and microphone for the full video conferencing experience.

5) Once a meeting has been created and it is in your Teams calendar you have the ability to

copy the meeting link for use in an external email platform such as Organise. Open the

meeting from within your calendar by clicking on the meeting:


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6) Towards the bottom of the meeting details you will see a “Join Microsoft Teams Meeting”

link, right-click on this link and select “Copy Link”

7) Paste the copied meeting link details into the relevant external system by either using

CTRL + V or right-clicking and selecting Paste. You can then email the meeting details out

to all relevant attendees using the external email tool.


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7. Attending the meeting using a mobile phone

1) If the attendee is using their mobile phone, they can click on the “Join Microsoft Teams

Meeting” link in the email and they will be taken to a page that will allow them to

download and install the free Microsoft Teams app from their app store

2) Once installed, the attendee has the option to select “Join as a guest”. This option allows

attendees to join a meeting without having an official Microsoft Teams account:


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3) Once they click on the link they can enter their name and click on “Join as a guest”:

4) They will be prompted to allow Teams to record audio, they must select “Allow” as this

permission is necessary for the Microsoft Teams app to function. Please note, no

automatic recordings of any meetings will be made by allowing this option:


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5) The attendee will then enter the meeting. If they are the first person to join the meeting

they will have to wait until the organiser joins them into the meeting:

6) If the attendee is using a Labour Party supplied @LabourCLP Microsoft 365 account, they

can sign in to Microsoft Teams using their usual credentials. Once logged into Microsoft

Teams they will automatically have the option of joining the meeting by clicking on “Join

now”:


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7) Once they have clicked on “Join now” they will be joined to the meeting:

8) By default the Video and Audio are disabled so they will have to enable both options by

clicking on both the camera and microphone symbols at the bottom of the screen.

9) They will be prompted to allow Teams to take pictures and record video, they must click

on “Allow” as these permissions are necessary for the Microsoft Teams app to function.

Please note, no automatic recordings of any meetings will be made by allowing this option:

10) The attendee will then have live audio and video in the Teams meeting.


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8. Attending the meeting using a laptop/PC:

1) If the attendee is using their laptop/PC, they need to click on the “Join Microsoft Teams

Meeting” link in the meeting invitation email. If they do not have the Microsoft Teams

application installed on their laptop/PC they will be taken to a page that will allow them to

download the Microsoft Teams application or join the meeting on the web:

2) We would advise all attendees to join on the web if they do not already have the Microsoft

Teams application installed.

3) Once they click on the “Continue on this browser” link they will be taken to a webpage that

will allow them to join the meeting. Their camera and microphone should be on by

default, however, they can select the appropriate button to turn either of those options on

or off. Once they have clicked on “Join now” they will be joined to the meeting:


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4) If the attendee has the Microsoft Teams application installed and they click on the “Join

Microsoft Teams Meeting” link in the email they will be given the option to “Open

Microsoft Teams”:

5) Once the attendee has opened the Microsoft Teams application they can click on “Join

now” to join the meeting:

6) Microsoft has recently increased the gallery view to 9 video feeds in any one video

conference to allow for better collaboration:


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9. Attendance Tracking in Microsoft Teams

A very useful feature of Microsoft Teams is the ability to track the attendance of attendees. A

meeting organiser can download a file that can be opened with Microsoft Excel, and a number

of other spreadsheet applications, that shows the date and time when attendees joined and

left a meeting.

Please note, the meeting organiser must still be joined to the meeting to download the

tracking information – if they leave the meeting the attendee tracking information will be lost.

1) At any time during the meeting, or at the appropriate point that eligibility needs to be

checked, the meeting organiser can hover their mouse over the meeting window to

display the popup menu and then select the “Show Participants” icon:

2) The “People” list will be shown in the top right hand corner of the meeting window and

they will then need to click on the downward facing arrow to download the attendance

file:

3) The file will be downloaded to the default Downloads folder and can be opened using

Microsoft excel or other relevant spreadsheet application:


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10. Using Teams for CLP Chats/Communication

Another popular function of Microsoft Teams is the Chat messenger system, you can think of

this as an alternative to other instant chat services like WhatsApp or Facebook Messenger.

Chat gives you the ability to have private one-to-one conversations as well as full group

conversations with the other members of a team.

With Microsoft Teams you have the ability to create multiple Channels. Channels are

dedicated sections within a team to keep conversations organized by specific topics, projects,

disciplines - whatever works for your team - this is where the work actually gets done.

Channels can be open to all team members or, if you need a more select audience, they can

be private. Standard channels are for conversations that everyone in a team can participate in

and private channels limit communication to a subset of people in a team.

In the example below you will see two example teams – a Newcastle West CLP team and a

Labour Party Organisers Team:

The Newcastle West CLP contains our CLP members, using various private email accounts.

The LP Organisers Team consists of CLP Role holders, local organisers and regional/HO

organising staff.

The Newcastle West CLP Team has two channels created in it – CLP Meetings, which contains

everyone in the CLP Team, and CLP Role Holders, which only contains those within the CLP

that you may wish to contact on more restricted matters.

This is just an example of what can be done, you have the ability to set your channels to be

anything you like. Within each of these channels you can have automatic group chat threads

that everyone can contribute to.


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11. Resetting your Microsoft 365 Password

If you have forgotten your password or believe your account has been compromised you can

reset your password using your email and mobile phone details that you used to initially set

up your Microsoft 365 account:

1) On your computer navigate to http://login.microsoftonline.com in a web browser e.g.

Google Chrome, Microsoft Edge, Firefox, Safari etc.

2) Enter your @LabourCLP email address and click on the blue “Forgotten my password”

link:

3) You will be taken to the following screen where you must enter your @LabourCLP email

address, confirm the characters shown in the capture box and then click on the blue

“Next” button:



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4) You must then select the first verification method “Email my alternative email address”

and click on the blue “Email” button:

5) You will receive an email to your alternative email address containing a verification code.

Enter your code into the following screen and click on the blue “Next” button:


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6) You must then select your second verification method, this can be either of the mobile

phone options but we would advise using the “Send a text to my mobile phone number”

option. Enter your mobile number into the box and click on the blue “Text” button:

7) You will receive a text message to your mobile phone containing a verification code.

Enter your code into the following screen and click on the blue “Next” button:


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8) Once both verification codes have been accepted, you will be taken to the following

screen that will allow you to set a new password. Enter and confirm your new password

in the relevant boxes and then click on the blue “Finish” button:

9) You will then be greeted with the following screen confirming your password has been

reset, click on the blue “click here” link to login to your Microsoft 365 account using your

new password:


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12. Support Details

Email: [email protected]

We will aim to respond to requests for new account set ups within 1 working day and to

password reset requests within 4 working hours.

13. Additional Resources

Microsoft Teams Video Training:

https://support.office.com/en-gb/article/microsoft-teams-video-training-4f108e54-240b-4351-

8084-b1089f0d21d7

How to track attendance in Microsoft Teams:

https://www.youtube.com/watch?v=JHHN3d5vw60

LinkedIn Learning have some free training videos available focusing on remote working, these

include some helpful Microsoft Teams guides:

https://www.linkedin.com/learning/paths/remote-working-setting-yourself-and-your-teams-

up-for-success?u=74844466

There are also a whole host of third party videos on YouTube which can take you through how

to hold virtual meetings:

https://www.youtube.com/results?search_query=video+meeting+guides

mailto:[email protected]

https://support.office.com/en-gb/article/microsoft-teams-video-training-4f108e54-240b-4351-8084-b1089f0d21d7

https://support.office.com/en-gb/article/microsoft-teams-video-training-4f108e54-240b-4351-8084-b1089f0d21d7

https://www.youtube.com/watch?v=JHHN3d5vw60

https://www.linkedin.com/learning/paths/remote-working-setting-yourself-and-your-teams-up-for-success?u=74844466

https://www.linkedin.com/learning/paths/remote-working-setting-yourself-and-your-teams-up-for-success?u=74844466

https://www.youtube.com/results?search_query=video+meeting+guides

Documents

Microsoft 365 · Installing Microsoft Teams on a laptop/PC (Windows or Mac)..... 9 6. Using Teams for Video Conferencing..... 11 7. Attending the meeting using a mobile phone