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Introduction

Microsoft Teams (MS Teams) is a digital hub that brings conversations, content, and apps together in one place. Educators can create collaborative classrooms, connect in professional learning communities, and communicate with school staff.

It also combines persistent workplace chat, video meetings, file storage (including collaboration on files), and application integration. The service integrates with Office 365 office suite and features extensions that can integrate with non-Microsoft products.

How to Get Started with Microsoft Teams

Spring – Summer 2020 have already been created. Log into MS Teams and look for your class.

If you require a class created, you can request a Microsoft Teams Class by contacting Telfer IT Support:

  1. Fill in a request via our Web Form.
  2. Provide a Short Description (ex: Teams Class creation, MS Teams Class, etc.)
  3. In the Detailed Description field, provide:
    • Course Code
    • E-mail addresses of your student list, if available (uoAccess ID or uOttawa E-mail)

The Desktop application offers the most compatibility. (See Hardware Requirements)

Note: All active faculty, staff and students have access to MS Teams with their UOAccess ID.

Telfer IT only supports and enforces the use of the Desktop Application.

Private Channels in Microsoft Teams create focused spaces for collaboration within your teams.

You should create your groups in Brightspace and use the groups’ list to create a channel for each group.

To create a Private channel for a team/group:

  1. Go to the Class team you want to create the private channel for and choose More options ••• > Add channel.
  1. Enter a name and description for your channel.
  1. Under Privacy, select the down arrow on the right, and then select the desired privacy.
    1. Private – Accessible only to a specific group of people within the team. Click Next to search and add the members.
    2. Standard – Accessible to everyone on the team.
  1. Click Add when satisfied with your settings.
  1. Type a uoAccess ID in the search to add new Students (or Teachers).
  1. Select the appropriate user and Click on Add.
  1. Click Close when done adding new students or teachers
  1. This will add a private channel to the Team.

Note: A Private Channel can be observed with the lock icon.

Channel management

  1. Each channel can be separately managed.
  1. Use the Members and Settings tabs to add or remove members and assign roles.

Schedule a meeting in Teams:

  • Go to Calendar on the left side of the app and select New meeting in the top right corner.
  • You can also select a range of time in the calendar. A scheduling form will pop open.
  • The scheduling form is where you will give your meeting a title, invite your class members, and add meeting details.
  • Use General (all your class members) where it says Add channel (under the time and date fields) to invite all your students to a meeting.
  • Once you are done filling out the details, select Save or Send. This will close the scheduling form and send an invite to everyone in your class.

Schedule a Teams meeting using Microsoft Outlook 365

  • To schedule a meeting, open Outlook.
  • Switch to the calendar view.
  • Click New Teams Meeting at the top of the view.

Note: Older version of Outlook may not have the Microsoft Teams Meeting extension. Please make sure Office 365 is installed on your computer.

  • Add your invitees to the Required and/or Optional field. Add your meeting subject, location, start time, and end time.
  • Then click Send.

Start an instant meeting

Go to Teams on the left side of the app. Choose the channel you want to meet in from the list.

  • In the Posts tab, go to where you type new messages (at the very bottom of the app) and select Meet now   .
  • Give your meeting a title and choose whether you want to include video.
  • When you’re ready, select Meet now.

Invite people to a meeting

Watch the “Meet in a channel” video (01:15 min)

See all your meetings

Watch the “Manage meetings” video (01:33 min)

  • In a Teams meeting invite, select Join Microsoft Teams Meeting. Or in your MS Teams Calendar, click Join.

or

  • Then, Choose the audio and Video settings you want
  • Select Join Now to enter the meeting.

Watch the “Join a Team meeting” video (01:31 min)

Record a meeting

  • Start or join the meeting.
  • To start recording, go to the meeting controls and select More options   > Start recording.

Play and share a meeting recording

  • Whiteboards and shared notes are not currently captured in meeting recordings.
  • Microsoft Stream is not available at uOttawa. An Error “Failed to upload to Steam” will display.
  • Please be sure to download the recording from the meetings Chat panel after the meeting.  
  • The recording will expire and will be automatically deleted after 20 days.

Share your screen

  • To share your screen in a meeting, select Share   in your meeting controls.
  • Then, choose to present your entire desktop, a window or the whiteboard.

Note: If you are using Teams on the web, you will only be able to share your screen if you are using Google Chrome or the latest version of Microsoft Edge.

  • When you are done sharing, go to your meeting controls and select Stop sharing button.
  • When done with your meeting, press the Hang Up button to drop from the meeting.

Note: Meeting organizers can End the Meeting for everyone by selecting More options••• > End meeting.

Watch the “Show your Screen during a meeting” video (00:47 min)

Change or Blur your Background

Adjust your view in a Teams meeting

Multitasking in a meeting

Watch the “Move around during a Teams meeting” video (00:51 min)

Manage audio settings

Change participant settings

Whiteboard

Share system audio

  • To share your system audio, select Share    in your meeting controls and then Include system audio.
  • When you share, all your system audio, including notifications, will be included in the meeting.

Keyboard shortcuts for Teams meetings

Protecting your Teams meetings

Teams meeting join links and audioconferencing dial-in information should not be shared on social media or made publicly available. Meeting join links should be sent directly to specific participants or published in a secured area or within your Microsoft Team.

You can hold participants in a meeting lobby to control the admittance of external or anonymous participants by setting up “Who can bypass the lobby?” in your meeting options. To handle this for larger meetings, you may want to appoint a trusted user to a presenter role to facilitate participant access to the meeting.

Prevent users from taking control of the meeting by limiting the presenter role to the organizer and/or assigning the presenter role to specific people prior to the meeting.

You can limit the screen sharing options by assigning the presenter role to the organizer and/or specific people to remove the possibility of participants from taking over the meeting and sharing unwanted content.

While there is no ability to disable chat in a Teams meeting, you can limit access to chat by making your meeting a channel meeting. In doing so, any user who is not a member of the team, can still join the meeting, but will not be able to participate in the meeting chat and will be limited to participating through video and audio.

Best Practices and Troubleshooting

In the meeting controls toolbar, check to see if you are muted.

Muted

Unmuted

  • Position the camera as close to eye level as possible. For best picture quality, do not have a bright light source or window as your background.
  • If possible, use a wired internet connection. If you use a wireless connection, ensure you are close to your router to maximize signal strength.
  • If you experience freezing video or audio dropouts during a call, there are a few settings that you can change that could improve your conference performance:

Turning your camera off:

Bring up the meeting controls toolbar, click on the camera icon to turn it off.

Turning off all incoming video:

  • Bring up the meeting controls toolbar, click on More actions (…)
  • Select Turn off incoming video.

Important Notes

  • Students accounts are considered “Members” if they log in using their UOAccess ID. A member account can be set as an Owner. This is useful for inviting a TA to present, host and assist in a Team Class environment.
  • All External Accounts are considered “Guests” and cannot be elevated to Members or Owners.
  • Due to current Web client browser limitation, and the complexity of troubleshooting various browsers and versions, Telfer IT recommends and will only offer supports for the desktop clients. If students or users wish to use the Web Client, more information on the web limitations is available on the Microsoft Teams website.
  • The features within MS Teams Assignments website have not been fully tested and it’s possible that some functions have not been enabled by uOttawa Central IT department. The main supported software for Class assignments is the Brightspace Platform.
    • Support for Brightspace is available via the web or by contacting our Instructional Designer Abdul H. Kane or reaching out to Brightspace Technical Support number at 1-866-811-3201.
  • While there are many other web conferencing software available on the internet, the University of Ottawa (uOttawa) currently only offers supports with Adobe Connect and Microsoft Teams.
  • Teams meetings are currently limited to 250 participants in a single meeting session.

Other Useful Links:

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