How to use Microsoft Teams to take part in remote research

Microsoft Teams is a popular tool used in our online research sessions. Whether you’re new to Microsoft Teams or want to check a certain step, here is your complete guide for using Microsoft Teams in your next research session.

💻 For laptop and desktop users

Download Microsoft Teams

To use Microsoft Teams on a laptop or PC you will need the following:

• A webcam
• A speaker
• A microphone

The best way to use Microsoft Teams in your research session is to download the app to your laptop or desktop.

1. Go to Microsoft Teams in your web browser.
2. Click ‘Download app for desktop’.
3. Select the download option for ‘Teams for home’. Depending on what internet browser you are using, Teams installer (MSTeamsSetUp) will appear in the ‘downloads’ section of your browser.
4. Download the app. Click on the Teams installer and then Microsoft Teams will download onto your laptop or PC.

Want to check that your operating system is compatible with Teams? Click here.

Log in to Microsoft Teams 

Once you have downloaded the app, log in with your Microsoft 365 username and password. Microsoft Teams is part of Microsoft 365. So in order to use it, you will need a Microsoft 365 account.

Don’t have a Microsoft 365 account? Click here to find out how to start using Microsoft Teams.

How to use Microsoft Teams on a web browser

The instructions below are for using the browser version. Keep scrolling if you’re using the mobile app for alternative instructions!

1. Log onto Microsoft Teams at least 10 minutes before your session.
2. Click on the meeting invite link you available on the email sent by one of our team members.
3. Enter the virtual meeting. The meeting with automatically open in the Microsoft Teams app.
4. Make sure your camera and microphone are turned on. If there is a cross through the camera and microphone icon on the top bar then these will be turned off. Click on the icons to change this (see image below).
5. Wait for the research to join and start the session.

How to share your screen on Microsoft Teams

In some research sessions, you will be testing a website or a prototype on your laptop or desktop. In this instance, the researcher will ask you to share your screen via Microsoft Teams. Follow these steps to do so.

1. Click ‘Share content’ on the panel at the top of your screen (see image below).
2. Choose the sharing option. A section will open with multiple options for sharing your screen. The main ones are:

• Screen – this will show you all the current applications you have open on your laptop/computer. This is best to use if you’re changing between different websites or apps during the session, so the researcher can see more than one window open.
• Window – this will record only the window (e.g. your web browser) that you select. This is best if you’re testing inside one app/web browser – it helps to keep the view clutter-free for the researcher, if this view is all that’s required.

Compatibility requirements (laptop or desktop)

To be able to download Microsoft Teams, your device needs to have a certain operating system. If your device’s operation system is not one of the following, then you won’t be able to use Microsoft Teams in your research session.

Windows:

• Windows 11
• Windows 10
• Windows 8.1
• Windows Server 2019
• Windows Server 2016
• Windows Server 2012 R2

Mac:
If you have a Mac, your operating system needs to be one of the three most recent versions of macOS. You can find out which is the most recent Mac operating system here.

📱 For mobile app users (app version)

Download Microsoft Teams app

Want to check that your phone is compatible with the Microsoft Teams app? Click here.

1. Download the app. The first step is to download the Microsoft Teams app. You can do this in either the App Store (iOS) or Google Play Store (Android).
2. Log in to Google Meet. Click on the app and sign in with your Microsoft 365 account.
3. Click on the app and sign in with your Microsoft 365 account. Don’t have a Microsoft 365 account? Click here.

How to join your research session on the app

1. Log onto Microsoft Team at least 10 minutes before your session.
2. Click on the meeting invite link available on the email sent by one of our team members.
3. Enter the virtual meeting. The meeting with automatically open in the Microsoft Teams app.
4. Make sure your camera and microphone are turned on.

How to share your screen on the Microsoft Teams app

In some research sessions, you will be testing a website, prototype or app on your phone. In this instance, the researcher will ask you to share your screen via Microsoft Teams. To do this:

1. Select the ‘…’ button on the bottom panel in the Microsoft Teams app next to the audio button (see image below).
2. This will display a new menu (see image below). Pease select the button called ‘Share’.
3. You will be shown a few different sharing options – please select ‘Share screen’, unless otherwise instructed. This will allow the researcher to see your phone screen and the actions you take on your phone (e.g. testing a specific app). Follow any further instructions from there.

Compatibility requirements (mobile app)

• iPhone: your operating system needs to be on of the two most recent versions of iOS.
• Android: your operating system needs to be one of the four most recent versions.

For the best user experience, we recommend using the latest operating system for your Android or iOS phone.

How to use Microsoft Teams if you do not have a Microsoft 365 account

If you don’t have a Microsoft 365 account, you can still join your Microsoft Teams session with no trouble! Here’s how:

1. Click on the meeting invite link you received from PFR via email at least 10 minutes before your session start time. Not received it? Please check your spam/junk and if you still cannot find it, get in touch.
2. This will open a web page where you will be presented with two choices: Continue on this browser OR Join on the Teams app. You do not need to install the Teams app in order to join your research session.
3. If you join the session on your browser (Microsoft Edge, Google Chrome etc) your browser may ask you if it is okay for Microsoft Teams to use your device’s microphone and webcam. Select ‘Allow’.
4. Next, select ‘Join now’.
5. Wait for the researcher to join and start the session.

Having problems?

Taking part in remote research using Microsoft Teams should be a quick and easy experience! If you have any issues at all, please contact the project manager who invited you to the study and they will be able to assist you with more instructions. Alternatively, you can email support@peopleforresearch.co.uk.

For urgent assistance before your session, you can also ring our team at 0117 921 0008.

If you have a non-urgent technical problem that’s not been covered above, you can find more info here – Teams Support Centre.