Teams Virtual Meeting Guide

Microsoft Teams vs. Kumospace: Optimizing Virtual Meetings

By Rad Aswani

Need to host teams virtual meetings? Learn how to leverage Microsoft Teams for discussions, scheduling, and collaborations. This guide provides the know-how for using Teams to boost meeting effectiveness in today’s digital workplace.

Key takeaways

  • Microsoft Teams offers virtual meeting capabilities with features like screen sharing, whiteboards, and breakout rooms, supporting participants for free meetings and integrating with Office 365.
  • Teams enables customization of the virtual meeting experience with options such as background effects, layouts, live captions, and translations.
  • Security is an aspect of the application for Teams, which provides end-to-end encryption, multi-factor authentication, and controls for access and permissions to ensure the privacy and protection of sensitive information in meetings.
  • While Teams offers adequate services and features, Kumospace offers a more comprehensive inventory of services to better serve users.

Mastering Microsoft Teams virtual meetings

Microsoft Teams Virtual Meetings

In the wake of the digital revolution, virtual meetings have become an integral part of our everyday work routine. One of the many options for virtual meeting software is Microsoft Teams. With collaboration features and a useable interface, Teams provides a platform that helps assist remote and hybrid work environments. Teams also offers accessibility features that help users navigate, however, Kumospace offers a much wider range of accessibility options to help facilitate seamless collaboration across time zones.
Teams provides functionalities that host meetings, in addition to features comparable to other competitors such as screen sharing, whiteboards, and breakout rooms. The maximum participant capacity for a complimentary Teams meeting stands at 100, a figure on par with Zoom, ensuring that no team member is left out of the important conversations. Kumospace, on the other hand, does not have a limit to the number of participants in any given office.

Scheduling and joining Teams meetings

It’s manageable to schedule and join Teams meetings. Meetings can be scheduled through chat or using your Outlook calendar, making Teams an adequate option for online meetings. The process is straightforward, and there are multiple ways to join a meeting, including:

  • Joining by link
  • Joining from your calendar
  • Joining from chat
  • Joining through a channel
  • Joining by dialing in from a phone.

Teams does not require a Microsoft Teams account or a specific plan to join meetings. All you need is a meeting link and you can join as a guest. You have the flexibility to join a meeting via the Windows application or through the web interface, making users able to connect from any device. While this is a convenient feature, it is quite common across virtual meeting software. Users don’t even need the app for Kumospace, just an internet browser!

Enhancing collaboration with screen sharing and whiteboard

Teams fosters collaboration and enhances interactive discussions. The platform offers screen sharing and whiteboard features, allowing for collaboration during virtual meetings. This functionality is similar, yet not up to par, to Kumospace, which also provides advanced screen-sharing features, including remote control capabilities.


Kumospace's online whiteboard is a powerful collaborative tool that enhances virtual interactions and facilitates creative brainstorming. Users can leverage the virtual whiteboard to sketch ideas, illustrate concepts, and annotate documents in real-time, fostering a dynamic and visually engaging environment for team collaboration. The online whiteboard is fully customizable, allowing users to create and modify content seamlessly, making it an ideal platform for interactive presentations, workshops, and collaborative problem-solving sessions. With features such as easy access, real-time updates, and intuitive controls, Kumospace's online whiteboard contributes to a seamless and efficient collaborative experience, bridging the gap between remote team members and promoting a shared space for visual collaboration.


The Microsoft Whiteboard, a collaborative tool within Teams, helps harbor an interactive environment. It enables team members to engage in real-time drawing, writing, and visual idea sharing.

Managing participants and breakout rooms

Participant management is an aspect of virtual meetings. Teams provides participant management features, including breakout rooms, allowing for group discussions.
Access to breakout rooms is included in the Microsoft 365 Business Basic and Microsoft 365 Business Standard subscriptions, making it a modest feature for most organizations. The process of assigning participants to breakout rooms is user-friendly and a single Teams virtual meeting can accommodate up to 300 participants.
If you are averse to breakout rooms, Kumospace's innovative spatial design eliminates the need for a traditional breakout room feature. Unlike conventional virtual meeting platforms, Kumospace provides users with customizable virtual spaces where they can dynamically navigate and interact. This spatial flexibility allows teams to naturally break into smaller groups within the same virtual environment, fostering impromptu discussions or collaborative sessions without the need for a dedicated breakout room feature. This unique approach ensures that teams can seamlessly collaborate in smaller groups while maintaining a sense of connection to the overall virtual environment. Kumospace's spatial design not only simplifies the collaborative process but also enhances the fluidity of interactions, making it an efficient and intuitive solution for teams seeking dynamic collaboration without the constraints of traditional breakout rooms.

Integrating Microsoft Teams with other tools

Microsoft Teams Tools

Teams can integrate with other tools. This enables users to utilize multiple platforms within one software. Teams integrates with Office 365, allowing users to:

  • Access and collaborate on documents within the platform
  • Integrate with third-party platforms like Zoom and Kumospace
  • Have a versatile platform for all their virtual meeting needs.

Seamless integration with Office 365

Teams integrates seamlessly with Office 365, enabling users to:

  • Access documents within the platform
  • Manage their work from a single platform
  • Integrate with Office 365 applications, including Outlook and Microsoft 365 App

This integration provides a way for users to work within Teams.

The real-time document collaboration feature in Teams is pragmatic for remote and hybrid teams. Multiple users can work together on a spreadsheet or document during a Teams call. Sharing an Office 365 document during a Teams meeting is facile.

Connecting with Zoom and Kumospace

Teams integrates with Kumospace, a versatile platform in the realm of virtual collaboration. Kumospace allows for seamless transitions between different tools like Zoom VR meetings and standard video conferencing of Zoom or Teams. Moreover, Kumospace can also eliminate the need for Teams altogether. Coworkers can meet virtually, share screens, use team chat features, and share documents all on Kumospace.

Customizing your Teams virtual meeting experience

Customizing Teams Virtual Meeting

Teams users can customize the virtual meeting space. Some of the features include:

Teams offers features to make your meetings your own.

These customization features make it accessible for participants with varying language abilities or hearing impairments to participate effectively in a Zoom meeting.

Background effects and layouts

You can personalize your Teams meeting by customizing the background effects and layouts. Teams offers pre-installed images, or you can upload your own image to match your meeting’s theme. These backgrounds can help in creating a visually appealing meeting environment.
In that same vein, Kumospace offers customizable background options and personalized avatars, allowing users to create a unique and immersive virtual environment. With the ability to customize backgrounds, teams can brand their virtual spaces, while personalized avatars add a fun and expressive element to virtual interactions, fostering a sense of individuality and connection within the virtual workspace.
The layout options in Teams offer some views like the Gallery view, Large gallery view, and Together Mode. You can select the layout that best suits your meeting type and content-sharing needs.

Live captions and translations

Teams’ live captions and translations are features that foster accessibility and communication in meetings. Teams offers live captions in 28 languages, making it a usable tool for international teams.

To activate live captions in Teams, click on the More Actions button and select Turn on live captions. This feature provides real-time captioning of spoken words, making your meetings more inclusive for participants with hearing impairments or varying language abilities.

If you prefer to use Kumospace, you can also enable live captions. To add live captions to your video chat experience in Kumospace, you'll need to use Google Chrome on a laptop or desktop computer: Click the three dots button in the top right corner of your Chrome browser, and go to Settings. Click Advanced on the sidebar and select Accessibility. Toggle on Live Captions.

Additionally, Teams offers live translation for captions in more than 40 spoken languages, ensuring effective communication within diverse groups.

Ensuring security and privacy in Teams virtual meetings

Security And Privacy-1

Teams is conscious of security and privacy in virtual meetings. Teams implements security measures such as data encryption and multi-factor authentication to protect information and ensure a virtual meeting environment.

Teams also gives you control over access and permissions in your meetings, allowing you to regulate participant permissions and safeguard your organization’s information. 

On the other hand, Kumospace takes security to a whole new level by going above and beyond and is the only virtual office platform that is compliant with GDPR, SOC 2, and HIPAA.

Data encryption and multi-factor authentication

Teams implements end-to-end encryption for data security, protecting messages, calls, and shared files. This encryption is applied to data both at rest and in transit, safeguarding your sensitive information during virtual meetings.

Multi-factor authentication is another security feature in Teams. It requires users to provide multiple forms of verification before accessing the platform, reducing the risk of unauthorized access and enhancing the overall security of the virtual meeting environment.

Controlling access and permissions

Teams offers useable controls for access and permissions in meetings. From managing attendee audio and video permissions to assigning roles such as co-organizer, presenter, or attendee, Teams provides controls to ensure a secure and orderly meeting experience.

In addition to these controls, Teams also offers features to protect information such as:

  • Data loss prevention
  • Secure guest access
  • Compliance controls
  • Option for end-to-end encryption in one-on-one meetings

These measures safeguard organizational information, prevent unauthorized access, and ensure the security of sensitive data.

Kumospace: the safest virtual office software

Kumospace is the ultimate solution for worry-free security, standing out as the only virtual office platform compliant with GDPR, SOC 2, and HIPAA standards. The platform's SOC 2 certification highlights its dedication to robust data protection practices, ensuring advanced security measures for users across diverse sectors. Founded by a former Google and Oscar Healthcare software engineer, Kumospace prioritizes enterprise-grade security and data protection, utilizing WebRTC for secure communication with proven encryption technologies. The platform's exclusive SOC 2 certification and full GDPR compliance underscore its commitment to the highest security and data standards, making Kumospace a trusted and benchmark-setting virtual office solution, particularly for healthcare and biotech enterprises within its Enterprise plans.

Optimizing Microsoft Teams for remote work and hybrid environments

Remote Work And Hybrid Environments

Teams is fine for remote work and hybrid environments. It offers features such as video conferencing and chat that not only support international teams but also ensure that you stay connected, no matter where you are.
Teams is suitable for large meetings with a participant capacity of up to 100 for a free video conference. This is perfect for internal communications specifically tailored to remote and hybrid teams.
Conversely, Kumospace is perfect for hybrid or remote work, seamlessly blending virtual and physical collaboration. With its immersive spatial design and customizable meeting rooms, the platform accommodates diverse collaboration needs for teams. Features like online whiteboards and spatial audio facilitate real-time creative collaboration, making Kumospace an essential tool for organizations navigating the demands of modern work environments.

Staying connected with video conferencing and chat

Staying connected is crucial, whether you’re working with a local team or collaborating with colleagues worldwide. With Teams, you can stay in touch with colleagues and clients through video conferencing and chat features.

The team chat in Teams, also known as group chat, offers the following features:

  • Available for up to 300 participants, enabling broad communication and collaboration
  • Facilitates communication with individuals both within and outside the organization
  • Allows the creation of workspaces spanning across teams or companies
  • Enables members to engage in chat, meetings, file sharing, co-authoring, and efficient collaboration

Supporting international teams with language features

Teams supports teams across different geographical locations and language backgrounds. It offers live translation in over 40 languages.

Teams also offers features such as message translation and an extensive array of language interpretation services for meetings, encompassing a broad spectrum of languages. This ensures clear communication and understanding across diverse groups, making Teams a truly global platform.


In conclusion, Microsoft Teams presents a suitable solution for virtual meetings, offering collaboration features, seamless integration with other tools, and extensive customization options. Whether you’re working remotely or in a hybrid environment, Teams provides you with the tools you need to stay connected, collaborate effectively, and ensure security and privacy in your virtual meetings. On the other hand, the clear software to use for seamless virtual team meetings is Kumospace, the #1 virtual software on the market.

Frequently Asked Questions

How do I use Microsoft Teams virtual meeting?

To use Microsoft Teams virtual meeting, go to Teams, select your meeting from the Calendar, join the meeting, adjust your camera and microphone, and then click "Join now" when you're ready to start.

Do I need to download Microsoft Teams to join a meeting?

No, you don't need to download Microsoft Teams to join a meeting. You can simply click on the meeting link and join via your web browser as a guest.

Are Teams meetings free?

Yes, Microsoft Teams meetings are free and users can create meetings of up to 100 participants for up to 60 minutes, with an extended limit to 24 hours during COVID-19.

What alternatives are there for Teams?

One of the best alternatives for Microsoft Teams is Kumospace, an immersive virtual office platform.

How can I schedule and join Teams meetings?

To schedule Teams meetings, you can use chat or Outlook calendar. To join a meeting, there are various options like joining by link, from your calendar, chat, channel, or by dialing in from a phone. It provides flexibility for scheduling and joining meetings.

Transform the way your team works from anywhere.

A virtual office in Kumospace lets teams thrive together by doing their best work no matter where they are geographically.

Headshot for Rad Aswani
Rad Aswani

Rad has over 7 years of experience in Marketing. Currently, she is the fun Digital Marketer at Kumospace. She leads initiatives such as influencer marketing, SEO management, and social media to name a few. Outside of work, Rad enjoys traveling, working out, and spending time with her family and friends.

Transform the way your team works.