In the healthy bustle of the modern workplace where physical proximity no longer matters so much, virtual meetings have become the new normal. And one of the online meetings tools organizations rely on every day is Microsoft Teams. The integrated features of Microsoft Teams makes connecting with colleagues, clients, or even far-flung family members as simple as a few clicks. But if you’re not an experienced Microsoft user, it might take a little while to get familiar with the platform.

Luckily, joining a Microsoft Teams meeting is remarkably simple. You have the flexibility to participate from your computer using the desktop app or a web browser, or even on the go with the mobile app. 

In this guide, we will walk you through joining a meeting in Teams, troubleshooting common issues, and tips for having the best meeting experience.

How to join a Microsoft Teams meeting

• Join via the desktop app
• Join via a web browser
• Join via the mobile app
• Join from Microsoft Chat

Joining a Microsoft Teams meeting via the desktop app

The Microsoft Teams desktop app offers the most comprehensive meeting experience, complete with robust features and functionalities that can enhance your online interactions. With the desktop app, you gain access to advanced features such as screen sharing, virtual backgrounds, and a wider array of meeting controls.

How to join a Microsoft Teams meeting in the desktop app

1. Open the Microsoft Teams app: Locate the Teams icon on your desktop or your applications folder, and double-click to open it.
2. Navigate to the meeting: There are two primary ways to find your meeting:
   • Calendar: If the meeting has been scheduled in your Microsoft Outlook calendar, click on the Calendar icon in the left sidebar. Locate the meeting in your calendar view and click on the Join button.
   • Meeting invite: If you received an email invitation, open the email and click on the Click here to join the meeting link. This will automatically open the Teams app and take you to the meeting.
3. Click the “Join” button: Once you're in the meeting preview window, you'll see a prominent "Join" button. Click on it to initiate the joining process.
4. Configure audio & video settings (optional): Before joining, you can adjust your audio and video settings.
   • Audio: Click on the microphone icon to select your preferred microphone and speaker devices. You can also test your microphone to make sure it's working correctly.
   • Video: Click on the camera icon to select your preferred camera. You can also turn off your video if you choose not to be seen.
5. Join the meeting: Once you're satisfied with your settings, click the Join now button to enter the meeting.

Joining a Microsoft Teams meeting via a web browser

One of the most convenient aspects of Microsoft Teams is its accessibility via a web browser (both Microsoft Edge and Google Chrome work). This means you can join meetings directly without the need to install the desktop app, making it perfect for situations where you're using a shared computer or don't have immediate access to your own device.

How to join a Microsoft Teams meeting in a web browser

Joining a Microsoft Teams meeting via the mobile app

The Microsoft Teams mobile app allows you to stay connected and participate in meetings even when you're away from your desk. Whether you're commuting, traveling, or simply on the move, the mobile app provides the flexibility to join meetings and collaborate effectively from the palm of your hand.

How to join a Microsoft Teams meeting in the mobile app

The steps for joining a Microsoft Teams meeting using the mobile app are very similar to that of the desktop app – you just use your phone instead.

1. Download & install the app: If you haven't already, download the Microsoft Teams app from your device's app store (App Store for iOS or Google Play Store for Android). Install the app and open it.
2. Sign in or create an account: If you already have a Microsoft account, sign in using your credentials. If not, you can create a new account directly within the app.   
3. Navigate to the meeting: There are a couple of ways to find your meeting in the mobile app:
   • Calendar: Tap on the Calendar icon at the bottom of the screen. Locate the meeting in your calendar view and tap on it.
   • Meeting Invite: If you received an email calendar invitation, open the email on your mobile device and tap on the Join Microsoft Teams Meeting link. This will automatically open the Teams app and take you to the meeting.
4. Tap the "Join" button: Once you're in the meeting preview screen, you'll see a prominent Join button. Tap on it to proceed.
5. Configure audio & video settings (optional): Before joining, you can adjust your audio and video settings:
   • Audio: Tap on the microphone icon to select your preferred audio source (phone audio, device audio, or Bluetooth). You can also mute your microphone if needed.
   • Video: Tap on the video icon to select your preferred camera. You can also turn off your video if you choose not to be seen.
6. Join the meeting: Once you're ready, tap the Join now button to enter the meeting.

Joining a Microsoft Teams meeting from Microsoft Chat

If you're talking to someone over Microsoft Teams chat and decide you need to sync for a quick meeting, you can seamlessly start a new meeting directly from your chat window.

1. Open the group chat: Navigate to the group chat where you want to initiate or join the instant meeting.
2. Start or join the meeting:
   • To start a new instant meeting: At the top of the chat, click on the Meet now button.
   • To join an existing meeting: If a meeting is already in progress within the chat, you'll see a live indicator at the top. Click Join to enter the meeting.
3. Additional options:
   • View participants: Click on the live indicator at the top of the group chat to see who's currently in the meeting.
   • Invite others: If you want to notify other members of the group chat about the meeting, click on the Ring others to join option.
   • Leave the meeting: When you're ready to leave the meeting, click on the "Leave" button in your call window.

Troubleshooting common issues

Even with its user-friendly interface, technical hiccups can sometimes occur when joining Microsoft Teams meetings. Let's explore some common issues and their solutions to guarantee a smooth meeting experience:

1. Audio or video problems

• No sound or distorted audio:
  • Check your audio settings within the Teams app or your device's settings.
  • Make sure your microphone and speakers are selected correctly and not muted.
  • Try using a different audio device or headset.
  • Restart the Teams app or your device.
• No video or poor video quality:
  • Check your video settings within the Teams app.
  • Make sure your camera is selected correctly and not blocked.
  • Make sure there is adequate lighting in your environment.
  • Close other applications that might be using your camera.
  • Check your internet connection speed, as poor connectivity can affect video quality.

2. Connectivity issues

• Unable to join the meeting:
  • Check your internet connection and ensure it's stable.
  • Restart your router or modem.
  • Try joining the meeting from a different network or location.
  • If the issue persists, contact your IT administrator or internet service provider.

3. Inability to find the meeting

• Check your meeting invitation:
  • Make sure you have the correct meeting link or ID.
  • Double-check the date and time of the meeting.
  • If you're joining from the Teams calendar, ensure the meeting is scheduled correctly.

4. Issues with joining as a guest

• Verify your guest access:
  • Confirm that the meeting organizer has enabled guest access.
  • Ensure you're using the correct guest link or code.
  • If you're having trouble, contact the meeting organizer for assistance.

General tips

• Update your Teams app: Always use the latest version of the Microsoft Teams app to ensure optimal performance and compatibility.
• Clear your browser cache and data: If you're joining via a web browser, clearing your cache and data can help resolve some issues.
• Restart your device: If all else fails, a simple restart can often fix minor glitches.

Tips for a smooth Microsoft Teams meeting experience

While joining a Microsoft Teams meeting is straightforward, a few extra steps can significantly enhance your overall experience and contribute to a productive virtual gathering:

• Test your audio and video beforehand: Avoid technical surprises by testing your microphone and camera settings before the meeting starts. This allows you to identify and resolve any issues in advance, ensuring you're ready to participate fully from the get-go.
• Join the meeting a few minutes early: Arriving a bit early demonstrates professionalism and gives you time to settle in, review the meeting agenda, and make any necessary adjustments to your setup. It also minimizes disruptions for others if you experience any last-minute technical difficulties.
• Mute your microphone when not speaking: Background noise can be distracting for other participants. Make it a habit to mute your microphone whenever you're not actively speaking. This helps maintain a focused and respectful meeting environment.
• Use the chat feature for questions or comments: If you have a question or comment that doesn't require immediate attention, utilize the chat feature. This avoids interrupting the flow of the conversation and allows others to respond at their convenience.
• Pay attention to the meeting organizer or presenter: Active engagement shows respect for the speaker and helps you absorb the information being shared. Avoid multitasking or distractions during the meeting, and be prepared to contribute when appropriate.

Collaborate better with Microsoft Teams meetings 🤝

As we've explored, joining a Microsoft Teams meeting is a simple process, whether you're using the desktop app, a web browser, or a mobile app. The platform's accessibility and ease of use make it a powerful tool for seamless online collaboration. So, embrace the power of Teams, connect with your colleagues and loved ones, and unlock the full potential of virtual communication.