Teams and Zoom Meeting Basics
Join meetings, share your screen, troubleshoot audio and video, and use basic controls in Microsoft Teams and Zoom
Video meetings should be simple: click a link, talk, and leave. But between muted mics, frozen cameras, and mystery meeting codes, they rarely feel that way. This guide covers the everyday basics of Microsoft Teams and Zoom on each platform so you can get into meetings and actually be seen and heard.
Joining a meeting
From a link: Click the meeting link in your email or calendar. Your browser will ask if you want to open Teams or Zoom. Click Open to launch the app, or choose Join from your browser if you do not have it installed.
From the calendar: Open Teams or Zoom and click the Calendar tab on the left. Find your meeting and click Join.
With a meeting code (Zoom): Open Zoom, click Join, and enter the Meeting ID and passcode from your invite.
Screen sharing
Teams: During a meeting, click the Share button (up arrow icon) in the meeting toolbar. Choose to share your entire screen, a specific window, or a PowerPoint file. Click Stop sharing when done.
Zoom: Click the Share Screen button (green icon) in the bottom toolbar. Pick a screen or window. Check Share sound at the bottom-left if you are sharing a video. Click Stop Share (red bar at the top) when done.
Audio and video troubleshooting
If your mic or camera is not working:
- Check that you are not muted. The mic icon in the toolbar shows a line through it when muted
- Click the arrow next to the mic/camera icon (Teams) or the up arrow next to Mute/Video (Zoom) to pick a different device
- Open System Settings > Privacy & Security > Microphone and make sure Teams or Zoom has permission. Do the same for Camera
- If audio still does not work, leave the meeting and rejoin. This resets the audio connection
- For persistent problems, see Microphone not working and Camera not working
Virtual backgrounds
Teams: On the pre-join screen, click Background filters (person icon). During a meeting, click More (three dots) then Video effects. Pick a background or click Add new to upload your own.
Zoom: Before or during a meeting, click the up arrow next to Video and select Choose Virtual Background. Pick one from the list or click the + button to add an image.
Basic controls
| Action | Teams | Zoom | |---|---|---| | Mute/unmute | Cmd + Shift + M or mic button | Cmd + Shift + A or mic button | | Camera on/off | Cmd + Shift + O or camera button | Cmd + Shift + V or camera button | | Raise hand | Cmd + Shift + K or reactions toolbar | Option + Y or Reactions > Raise Hand | | Open chat | Cmd + Shift + C or chat button | Chat button in toolbar | | Reactions | Click Reactions in the toolbar | Click Reactions in the toolbar | | Record | Click More (three dots) then Start recording | Click Record in the toolbar | | Leave | Click Leave (red button) | Click End (red button) |
Recording meetings
Teams: Click More (three dots) in the toolbar and select Start recording. A banner notifies all participants. The recording saves to OneDrive or SharePoint and a link appears in the meeting chat afterward.
Zoom: Click the Record button in the toolbar. Choose Record on this Computer for a local file or Record to the Cloud if your account supports it. Click Stop Recording or end the meeting to save it. Local recordings are saved to your Documents/Zoom folder.
Frequently Asked Questions
Do I need to install Teams or Zoom to join a meeting?▾
No. Both support joining from a web browser. Click the meeting link and look for "Join from your browser" or a similar option. The browser version has most features but may lack virtual backgrounds or advanced settings.
Why can nobody hear me in the meeting?▾
First check that you are not muted (look for the line through the mic icon). Then click the arrow next to the mic button and make sure the correct microphone is selected. If that does not help, check your operating system's privacy settings to confirm the app has microphone permission. As a last resort, leave and rejoin the meeting.
Can I use Teams and Zoom at the same time?▾
Technically yes, but it is not recommended. Both apps will compete for your microphone and camera, which can cause audio and video to stop working in one or both. If you need to be in two meetings, mute your mic and camera in the one you are not actively participating in.
How do I know if I am being recorded?▾
Both Teams and Zoom display a visible recording indicator when someone starts recording. In Teams, a red dot and "Recording" banner appear at the top. In Zoom, a red "Recording" label appears in the top-left corner. You will also hear an audio notification in Zoom when recording starts.
Why does my virtual background look glitchy?▾
Virtual backgrounds work best with a solid, evenly lit wall behind you and a reasonably powerful computer. If your background flickers or cuts off parts of your face, try improving your lighting, sitting farther from the background, or using a simpler image. Older hardware may struggle with this feature entirely.