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. You can invite attendees individually by typing their name, clicking Add entire class, or clicking Allow anyone to join via Attendee settings.

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 if they were added to the invite field list.

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:

  • Bypassing lobby: Decide who can bypass the lobby and admit participants. Choosing People in my org means students who did not use their Douglas College credentials would have to be manually admitted. If you don’t want any students in the meeting before you, choose Only Organizers and Co-organizers.

• 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.

• 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.

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

Organizers, Co-organizers, and presenters can share content in Teams meetings. Attendees are not able share content in the main room, but are able to share content in breakout rooms.

By default, everyone in the meeting is a “presenter” unless their role is changed in your Blackboard Teams meetings. To change this, go to your meeting and click on Meeting options. We recommend that you choose Only organizers and co-organizers.

If a specific student would like to share screen in the main room, but is an attendee in the meeting, click on the three dots next to their name and select Make a presenter.

Method 1 (recommended when not recording):

Organizers, Co-organizers, and Presenters can use Whiteboards in Teams meetings via the Share tool and clicking on Microsoft Whiteboard. We recommend this method if you are not recording your Team meeting.

The Whiteboard can be accesed after the meeting via the Meeting Whiteboard tab in the meeting channel.

Method 2 (recommended when recording):

1. In your meeting, select the Share tool and choose Microsoft Whiteboard. Choose a template or start with a blank Whiteboard and if your students will collaborate on the Whiteboard with you.

   

2. Select Open in browser in the top right corner.

3. Share the Microsoft Whiteboard link: Click on Share > gear icon > select Only people with existing access > Apply.

4. Select Copy link and share the link in the chat.

5. Instruct students to enter the whiteboard via the link.

6. Select the Share tool again and select Screen, window, or tab. This step will allow you to record the Whiteboard.

7. Choose if you want to share the Whiteboard by sharing the entire screen, window, or tab. Select Share at the bottom of the pop-up. Students do not need to follow what you are showing on the screen as they will have direct acces to the whiteboard.

8. Select the three dots in the tools bar > Record and transcribe > Start recording.

9. The Whiteboard can be accesed after the meeting via the Meeting Whiteboard tab in the meeting channel.

   

More information:

• Share a whiteboard in Microsoft Teams

• Use Whiteboard in a Teams meeting

You can manually start and stop recording and transcribing meetings from the More actions button (…) in the meeting controls.

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 or attended.

2. Recordings tab: If students were invited to the Teams meeting, they will see the meeting recording in the Recordings tab within Microsoft Education. However, if you only chose Allow anyone to join, instructors must click Share with class via the three dots to have the recording available in the Recordings tab. All enrolled students will then be able to see the recording.

Note: You must turn on OneDrive in Microsoft Education in order to access Share with class. You can turn it on in Course Settings in Microsoft Education by clicking on your profile image. In General settings, toggle on OneDrive.

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 for your meeting.

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.

Students must login to their Teams account before joining the meeting. If they join the meeting with their personal email (ie: Gmail), they cannot be added to breakout rooms.

More information: Manage breakout rooms in Microsoft Teams

Late enroll students will see future meetings and recordings in Microsoft Education without any action by the instructor if Keep clas in sync is toggled on, or anyone in the class is allowed to join (via Attendee settings drop down).