Online Meetings

How to create, run, and follow up on board meetings using Microsoft Teams.

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Getting Started

1. Go to https://teams.microsoft.com or open the Teams desktop/mobile app.

2. Sign in with your CRC-SC account.

3. Click Calendar in the left sidebar — this is where you’ll create and join all board meetings.

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Creating a Meeting

1. In the Calendar view, click + New meeting.

2. Add a title (e.g., “CRC-SC Board Meeting — March 2026”).

3. Set the date and time.

4. In the Add attendees field, type each board member’s email address.

   • Board members use guest accounts. Make sure to invite them using the email address associated with their guest account — they will receive a calendar invite with a join link.

5. Click Send.

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Starting the Meeting and Admitting Attendees

As the organizer

1. When it’s time, open your Calendar and click Join on the meeting.

2. Choose your audio and video settings, then click Join now.

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Admitting people from the lobby

Since board members are guest accounts, they will appear in the lobby when they try to join.

• You’ll see a notification at the top of the meeting window: “Someone is waiting in the lobby”.

• Click View lobby to see who is waiting.

• Click Admit next to each person, or click Admit all to let everyone in at once.

Only the meeting organizer (or a co-organizer) can admit people from the lobby. Make sure you’ve joined the meeting before the scheduled start time so attendees aren’t kept waiting.

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During the Meeting

Basic controls

Control                    How to use it                                                                         

Mute / Unmute      Click the microphone icon in the meeting toolbar

Camera on / off      Click the camera icon

Share screen           Click the Share button (↑) and select your screen or a specific window

Raise hand               Click the Raise hand button to signal you’d like to speak

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Starting a transcript

1. Click ⋯ (More) in the meeting toolbar.

2. Select Record and transcribe → Start transcription.

3. The transcript runs in real time and captures who said what.

You can also start a recording from the same menu if you want a video replay in addition to the transcript.

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After the Meeting

Finding the transcript

Once the meeting ends, the transcript is available in two places:

• In the meeting chat in Teams.

• In the meeting details on your Calendar (click the meeting → scroll down).

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Getting a summary and follow-up tasks

Paste the transcript into Copilot (in Teams, if available) or ChatGPT and ask for:

• A summary of what was discussed.

• A list of follow-up tasks with who is responsible.

This is a quick way to produce meeting minutes and action items for the board.

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