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Delaware Department of
Technology & Information


Delaware Department of Technology & Information



Guide to Electronic Meetings and Conference Calls


 

Look below for some procedures and best practices for electronic conferencing. Whenever feasible, it is preferable to use State of Delaware service Microsoft Teams for electronic meetings rather than other options. If you need more guidance, please review the wealth of learning resources located at Delaware’s Microsoft 365 Learning Pathways website.

 

MS Teams Meetings

MS Teams is a cloud-based service for conference calls and online meetings. Both participants internal and external to the State of Delaware may join a Teams Meeting. A Teams Meeting is best for holding team or department meetings of under 1,000 people.

MS Teams allows meeting presenter(s) to share their desktop to show PowerPoint presentations, other visuals, create meeting notes, present surveys, as well as share and collaborate on documents together. The meeting invitations can be sent through Outlook Calendar by choosing “New Teams Meeting” from the menu bar or create the meeting directly within the Teams Calendar. The calendar invitation provides the meeting participants with all the information required to join the meeting.

External attendees (NON-@delaware.gov email) can attend a Teams meeting. They would connect via the link provided in the invitation.

Generally speaking, an audio dial-in phone # is not necessary to attend a Teams meeting when access to a device equipped with audio, microphone, camera (optional), and reliable internet service.  However, there are situations where computers/devices are not equipped with these features. If you regularly schedule meetings and know your audience will need to join by telephone, you can request a Teams Audio Dial-In # by contacting your agency Service/Help Desk.

Service Request: Microsoft Teams is a service already enabled for all state agencies. Training materials are available at Delaware’s Microsoft 365 Learning Pathways website.

MS Teams Live Event

Microsoft Teams Live Event is an extension of a MS Teams meeting. Live Event enables meeting organizers to broadcast video and meeting content to a large online audience, up to 10,000 attendees, for as long as 4 hours. The setup for a Teams Live Event is a little different from a regular Teams meeting. View the five videos in the “Microsoft Teams Live Events” playlist, located on our Microsoft 365 Learning Pathways site.

Service Request: Microsoft Teams is a service already enabled for all state agencies.


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