How to Use In-meeting Collaboration with VisPlan in Microsoft Teams

VisPlan now supports Microsoft’s In-meeting app experience, which allows apps to run directly inside a Teams meeting. Instead of relying on screen sharing, participants can interact with the plan in real time, making meetings more productive and reducing follow-up work.

What is an In-meeting app?

Microsoft describes In-meeting apps as tools that “enable collaboration, partnership, informed communication, and shared feedback during meetings.” These apps can be added before, during, or after a meeting and provide a dedicated space for interaction beyond simple screen sharing. Learn more about In-meeting apps on Microsoft Learn.

Why In-meeting Collaboration Improves Meetings

Traditional screen sharing limits interaction. With VisPlan in the meeting stage:

• Participants can navigate and update the plan themselves.
• Changes are visible instantly to everyone.
• Decisions and edits happen during the meeting, not afterward.

Who Can Add VisPlan?

The meeting organizer can always add VisPlan. Some organizations allow participants to add apps as well, check your Teams permissions or ask the organizer if you’re unsure.

Steps to Add VisPlan

For Organizers

1. Schedule your Teams meeting in the Calendar.
2. Open the meeting details from the Calendar view.
3. Select the Apps icon (or More → Add an app).
4. Search for VisPlan and click Add.
5. Search for the plan you want to use in the meeting, select it, then click Finish.
6. Click Save to confirm.

For Participants

If your organization allows participants to add apps, follow the same steps. If not, request the organizer to add VisPlan for everyone.

Collaboration Modes Explained

• Presenter Mode: One person controls navigation while others follow – ideal for breifings, demos or walk throughs.
• Collaboration Mode: Everyone can edit simultaneously. Optional cursor sharing helps identify where others are working.

Access Requirements

VisPlan uses data stored in the team where the plan resides. To see the plan during the meeting:

• You must be a member of that team.
• If you are not part of the team, the VisPlan app will open but display nothing.
• Ask the organizer or team owner to invite you before the meeting.

Tip: Confirm your team membership early to avoid delays.

Best Practices

• Use Presenter Mode for structured presentations.
• Switch to Collaboration Mode for planning and brainstorming.
• Ensure all participants have access to the team before the meeting starts.