COMMUNICATION

I. Modes of Communication

The following applications will be used by the DPCO team as modes of

communication:

A. Mobile Phone
B. Microsoft Office 365- Email
C. Viber
D. Microsoft Teams

II. Functions

Functions
Application Video
Instant Message Call Group Call
Conference

Mobile Phone Yes Yes Yes

Microsoft
Office 365- Yes
Email

Viber Yes Yes Yes Yes

Microsoft
Yes Yes Yes Yes
Teams

A. All announcements will be disseminated through Viber and Microsoft

Office 365- Email.
B. Viber will be the main application that will be used by the DPCO for group
discussions and updates.
 C. Microsoft Teams will be the main application that will be used for video
conferences.
III. Video Conference Meetings
A. All video conference meetings will be conducted through the Microsoft
Teams App.
B. Teams meeting invitation will be sent to the participants three days prior to
the scheduled meeting. The invitation will contain the date, time,
attendees, and agenda of the meeting.
C. A Word file or PowerPoint presentation containing the agenda of the
meeting will be sent to the chat box of the Teams group for the meeting.
D. All video conference meetings will be recorded for documentation
purposes. A notice that the meeting will be recorded will be sent to the
attendees before the meeting starts.
E. Below is a guide in using the Teams App
(Source:https://support.office.com/)
Joining a Video Conference Meeting
1. Join from Link
 a. All you need to join a Teams meeting is a link.

b. Select Join Microsoft Teams Meeting in your meeting invite to be taken

to a page where you can choose to either join on the web or download the
desktop app. If you already have the Teams app, the meeting will open
there automatically.

c. If you don’t have a Teams account and the organizer has allowed it, you
may have the option to enter your name to join the meeting as a guest. If
you do have a Teams account, select Sign in to join with access to the
meeting chat and more. Then, depending on the organizer’s settings, you
may join the meeting right away or go to the lobby where people in the
meeting can admit you.

2. Join from calendar

a. Select Calendar   on the left side of the app to see your meetings.
b. Find the meeting you want, and then select Join.
 c. Or, if someone starts the meeting, you'll get a notification you can use to
join.

3. Join from chat

a. If the meeting has already begun, it appears in your recent chat list. Select
the meeting in your chat list.
b. Select Join at the top of the chat.

Sharing Screen

a. To share your screen in a meeting, select Share   in your meeting controls.

b. Choose to present your entire desktop, a window, a PowerPoint file, or a
whiteboard.
When you're done sharing, go to your meeting controls and select Stop sharing.  

1. Include system audio 

Sharing your system audio lets you stream your computer audio to meeting participants
through Teams. You can use it to play a video or audio clip as part of a presentation.

a. To share your system audio, select Share      in your meeting controls

and then 
b. Include system audio.
2. Share PowerPoint slides in a meeting 

a. Select Share   in your meeting controls.

b. In the PowerPoint section, select the file you want.
c. Select Browse to find a different file.
3. Give and take control of shared content
a. On the sharing toolbar, select Give control.
b. Select the name of the person you want to give control to.
c. Teams sends a notification to that person to let them know you’re sharing
control. While you’re sharing control, they can make selections, edits, and
other modifications to the shared screen.
d. To take control back, select Take back control.
Take meeting notes in Teams

1. Before the meeting

a. To take notes before a meeting, go to Calendar   ,

b. Select the meeting, and the Chat with participants.
c. Select the Meeting Notes tab, then Start taking meeting notes.
2. During the meeting

a. More options   

b. Show meeting notes   in your meeting controls.

c. If you have not taken any notes yet, select Start taking meeting notes.

Whiteboard in a Teams meeting

Whiteboard integration in Microsoft Teams meetings is powered by Whiteboard for the
web, which lets participants of Teams meetings draw, sketch, and write together on a
shared digital canvas.
1. After joining a Teams meeting, click the Share icon in the share tray of that
meeting.
2. In the Whiteboard section, select Microsoft Whiteboard.
Record a meeting or a group call

1. Start or join the meeting.

2. To start recording, go to the meeting controls and select More options   > 

3. Start recording.

4. Everyone in the meeting is notified that recording has started.

5. The recording is then processed (which could take a while) and saved to
Microsoft Stream, and then it's ready to play.

6. The person who started the recording receives an email from Microsoft Stream
when the recording is available. It also shows up in the meeting chat—or in the channel,
if you’re meeting in a channel.

Shortcuts

1. General

To do this In the Desktop app, In the Web app, press

press
Show keyboard shortcuts Ctrl+Period (.) Ctrl+Period (.)
Go to Search Ctrl+E Ctrl+E
Show commands Ctrl+Slash (/) Ctrl+Slash (/)
Goto Ctrl+G Ctrl+Shift+G
Start a new chat Ctrl+N Left Alt+N
Open Settings Ctrl+Comma (,) Ctrl+Comma (,)
Open Help F1 Ctrl+F1
Close Esc Esc
Zoom in Ctrl+Equals sign (=) No shortcut
Zoom out Ctrl+Minus sign (-) No shortcut

2. Navigation

To do this In the Desktop app, press In the Web app, press

Open Activity Ctrl+1 Ctrl+Shift+1
Open Chat Ctrl+2 Ctrl+Shift+2
 To do this In the Desktop app, press In the Web app, press
Open Teams Ctrl+3 Ctrl+Shift+3
Open Calendar Ctrl+4 Ctrl+Shift+4
Open Calls Ctrl+5 Ctrl+Shift+5
Open Files Ctrl+6 Ctrl+Shift+6
Go to previous list item Left Alt+Up arrow key Left Alt+Up arrow key
Go to next list item Left Alt+Down arrow key Left Alt+Down arrow key
Move selected team up Ctrl+Shift+Up arrow key No shortcut
Move selected team Ctrl+Shift+Down arrow key No shortcut
down
Go to previous section Ctrl+Shift+F6 Ctrl+Shift+F6
Go to next section Ctrl+F6 Ctrl+F6

3. Messaging

To do this In the Desktop app, press In the Web app, press

Go to compose box C C
Expand compose box Ctrl+Shift+X Ctrl+Shift+X
Send (expanded compose Ctrl+Enter Ctrl+Enter
box)
Attach file Ctrl+O Ctrl+Shift+O
Start new line Shift+Enter Shift+Enter
To do this In the Desktop app, In the Web app,
Reply topress
thread R press R
Mark as important
Accept video call Ctrl+Shift+A Ctrl+Shift+I
Ctrl+Shift+A Ctrl+Shift+I

Accept audio call Ctrl+Shift+S Ctrl+Shift+S

Decline call Ctrl+Shift+D Ctrl+Shift+D
4. Meetings and Calls
Start audio call Ctrl+Shift+C Ctrl+Shift+C
Start video call Ctrl+Shift+U Ctrl+Shift+U
Toggle mute Ctrl+Shift+M Ctrl+Shift+M
Toggle video Ctrl+Shift+O No shortcut
Toggle fullscreen Ctrl+Shift+F Ctrl+Shift+F
Go to sharing Ctrl+Shift+Space Ctrl+Shift+Spac
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