Managing Microsoft Teams meetings

1. In Microsoft Education, select New Meeting and add a descriptive title including your course name and section. For example: “ENGL 1130-001 Wednesday evening class”

2. Invite attendees individually or click Add entire class. You can also invite other Douglas College users outside of the class by typing in their name.

3. Add a date and time for the meeting. Select Make recurring if applicable.

4. Add details to the meeting and click Save.

5. Attendees will be notified by email of the meeting.

Important:

• Students will not know which course the meeting originated from, so it’s important to add those details in the meeting title.

• If you select Allow anyone to join, students cannot access the meeting recording from the Recordings and files tab even if they join the meeting.

• Students have the ability to create meetings with their instructors, classmates, and other users in Douglas College. Instructors and administrators are not able to view, edit, or delete these meetings.

You can alter default meeting settings after creating the meeting. To change these settings, click Edit to the right of the meeting and select Meeting Options on the top right.

Key features:

• Meeting access: Decide who can bypass the lobby and admit participants.

• Roles:

  • Co-organizers: Choose one or more participants to be co-organizers if applicable. Co-organizers cannot edit meetings, but can present content, manage breakout rooms, change participant roles, etc.

  • Presenting: By default, everyone in the meeting is a presenter. Presenters can share content, mute other participants, start/stop recordings, and remove members.

We recommend that you change the default of who can present to Only organizers and co-organizers.

• Participation: By default, participants can use their mics, cameras and react during meetings. Meeting chat is on by default during and after the meeting. If you don’t want students to have the ability to chat after the meeting, change this to In-meeting only.

• Recording & transcription: By default, recordings have to be turned on manually during the meeting. Toggle this option on to have meetings automatically recorded.

More information:

• Meeting options in Microsoft Teams

• Roles in Microsoft Teams meetings

• Add co-organizers to a meeting in Microsoft Teams

There are three main ways to join Teams meetings:

1. If you are invited to meetings, you will receive an email notification. Join the meeting by clicking the Join the meeting now link in the email.

2. You can join the meeting within Blackboard by selecting Microsoft Education in the Content Market on the Content page, selecting the Join icon to the right of the meeting you wish to join.

3. Meetings created in Blackboard will appear in your Microsoft 365 calendar. Select the meeting, then choose Join.

• When joining meetings, it is best to use the Teams app. Instructors can only create breakout rooms in the Teams app.

• Students must be logged into the Teams app or the browser before joining meetings. Otherwise, the instructor will have to admit the student to the meeting as a guest.

We recommend that you set up Microsoft Bookings for weekly office hours. This allows students to book 1-1 meetings during designated times for specific lengths (i.e., 30 minutes).

Alternatively, students can book 1-1 Teams meetings directly in the Microsoft Education dashboard. However, they might book a time where you are already scheduled with another student.

More information: Microsoft Bookings

1. In your meeting list, select the three dots to the right of the meeting name and choose Copy join link from the dropdown menu.

2. Send the link to the external guest.

3. If the guest is joining from a desktop device, they do not need to have the Teams app. If they join via their mobile, they will be prompted to get the Mobile app.

4. The guest can either sign in to Teams and use an existing account, or join without signing in and using a nickname.

Email notifications are sent when:

• You are invited to a meeting

• Meetings are cancelled

• Meeting invites are forwarded to users outside of the class

• Someone is requesting to access a Teams meeting recording

Email notifications are not sent to attendees when Anyone can join is checked off when creating a meeting.

You can manually start and stop recording and transcribing meetings from the More actions button (…) in the meeting controls. Once the recording is finished, you can locate it in your OneDrive, in the Teams meeting channel, or in the Recordings and files tab in your Microsoft Education dashboard.

Recordings are stored in Stream for 210 days before they expire. However, you can extend or remove the expiration.

More information: Record a meeting in Microsoft Teams

1. OneDrive: Students can access the meeting recording in their OneDrive if they were invited to the Teams meeting.

2. Recordings and files tab: Students can access the meeting recording in Microsoft Education > Meetings > Recordings and files tab as long as they were invited to the meeting. Students that did not attend the meeting, can access the recording at a later time as long as they were invited. If Allow anyone to join was selected, students will not have access to the recording even if they joined the meeting.

3. Teams meeting channel: Students who were invited to meetings or joined without being invited can view the recording in the Teams meeting chat.

Basic attendance can be found in the Attendance tab the Microsoft Education dashboard. There is a detailed attendance report in the Teams meeting Attendance tab in the Teams app or browser.

More information: Manage meeting attendance reports in Microsoft Teams

To create Breakout rooms in Teams meetings in Blackboard, you must join the meeting via the Teams app, not the browser.

More information: Manage breakout rooms in Microsoft Teams

• Students that are not yet enrolled in a course can still be invited to Teams meetings created within Blackboard. Start typing their name and their Microsoft account name will show up.

• Students who enroll late can be added to recurring meetings that were created before they joined the class. Select Edit to the right of the meeting and add them to the list of participants.

• Students cannot access recordings for meetings they were not invited to. To share a recording:

  • Navigate to Recordings and files.

  • On the right of the meeting title, there are two icons. Select the icon on the right with a share icon and the date of the meeting, which will open Sharepoint.

  • 

  • Click on Share on the top right and choose Copy link.

  • Email the student the SharePoint link. You will be notified by email when the student tries to access the recording as you will have to formally accept their request.

Even when the instructor has granted the student access to the recording, the recording will not appear in the student’s Recordings and files tab in the Microsoft Education dashboard.