Microsoft Teams - How Does it Work PDF

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Microsoft Teams How to Guide

Microsoft Teams allows users to host online meetings (such as classes) for up to 250 people (including non-uOttawa people) and livestream up to 10 000 people. All uOttawa students*, staff and faculty have access for free to Microsoft Teams, as part of their Office 365 subscription. (*even if students are still on Google Apps for emails.) Note to Students You can access Teams with your Student credentials used to connect to uO Campus, Brightspace, Google Apps, etc. Please note that some features are not available to Student accounts, notably tools accessible from Teams Calendar (as your calendar is on Google Apps). Students who also have an Employee account (i.e. you’re a research assistant, teaching assistant, or you’re receive a research bursary) can take advantage of all the options by connecting with their Employee credentials.

Table of Contents Microsoft Teams .......................................................................................................................................... 1 How to Guide ............................................................................................................................................... 1 How to get Microsoft Teams ....................................................................................................................... 3 How to start a Teams Meeting .................................................................................................................... 3 Instant 1-on-1 Meeting ............................................................................................................................ 3 Instant Meeting with 1 to 250 people ..................................................................................................... 3 Schedule a Meeting with 1 to 250 people ............................................................................................... 4 How to join a Teams Meeting ...................................................................................................................... 4 When in a Teams Meeting ........................................................................................................................... 4 Conversation ............................................................................................................................................ 4 Muting participants ................................................................................................................................. 5 Live caption .............................................................................................................................................. 5 Record a meeting ..................................................................................................................................... 5 Share screen and other content .............................................................................................................. 6 Whiteboard .............................................................................................................................................. 7 Meeting notes .......................................................................................................................................... 7 Privacy...................................................................................................................................................... 7 How to Use Teams for Self Recording ......................................................................................................... 7 Keyboard Shortcuts ..................................................................................................................................... 8 Online Training ............................................................................................................................................ 8

How to get Microsoft Teams You can download the Microsoft Teams app for desktop, tablet or mobile devices. Alternatively, a web-based version is also available through https://teams.microsoft.com To log in, please use your uOttawa email and password.

How to start a Teams Meeting You do NOT need to own a “Team” to start a group meeting. Use the options available under the “Chat” or “Calendar” tabs as explained below.

Instant 1-on-1 Meeting In Microsoft Teams, 1. 2. 3. 4.

Go in “Chat” on the left side of Teams Search for your colleague, student or classmate who you want to contact Click on the camera button “Video call”, or the phone button “Audio Call” You’re connected

To add up to 250 people to the conversation, 5. Click on the “Show the participants” button in the call options bar, 6. Start typing the name of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they'll get a call right away.

Instant Meeting with 1 to 250 people This option is only available to Employee accounts. However, students can start a 1-on-1 meeting and add other students. In Microsoft Teams, 1. Go in “Calendar” on the left side of Teams, 2. Click on the “Meet now” button in the upper right corner, 3. Give a title to your meeting, choose whether you want to use video, and pick your preferred audio source,

4. Click on “Join Now” Your meeting is live, and you can now invite people to join. •

External users or group invite: Click on the link button “Copy join info”. Create an email and click on “Paste”. A link to the meeting and a how to join will be added.

•

uOttawa users: Start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they'll get a call right away.

Schedule a Meeting with 1 to 250 people This option is only available to Employee accounts. However, students can start a 1-on-1 meeting and add other students. You can schedule a meeting with one person or your class or research team (up to 250 people, including external people) by sending a calendar invitation. In Microsoft Outlook: 1. Create a meeting invitation as usual (e.g. with all your students), or open an existing meeting 2. Click on the big “Teams Meeting” button. When you have sent your invitation, Outlook will add all the details for your invitees to join the meeting. In Microsoft Teams: 1. Go in “Calendar”on the left side of Teams, 2. Click on the “New meeting” button in the upper right corner, 3. Enter the key information. When you “Save” your meeting, Teams will send a calendar invitation with all the details for your invitees to join the meeting.

How to join a Teams Meeting People can join a meeting in Teams through a “Join” link sent by email or calendar invitation (joining though their Teams app or the web-based version), or calling the Teams phone number (when available). External people can also join a Teams’ meeting. They will be able to join through a link on their browser, or through the App should they have a Teams account, or by phone.

When in a Teams Meeting Conversation All participants can access a conversation panel to chat during the meeting. To open the conversation panel:

•

Click on the “Show conversation” button on your meeting controls bar.

If you have more than 5 people in the meeting, it is recommended to require people to “raise hand.” You can ask them to wave their hand in the meeting conversation: •

Type “(wave)” in the conversation or select the “

” emoji.

Muting participants Invite participants to mute their mics during the meeting. The host can mute people: 1. Click on the "Show participants" button on your meeting controls bar, 2. Click on: 1. “Mute all” (or “Unmute all”), or 2. on the name of the specific participant to have the option to mute/unmute them. If someone has been muted, they'll get a notification letting them know. They'll be able to unmute themselves if they need to be heard.

Live caption This is still an option in development, and only available for English. To turn on live caption during your meeting: 1. Click on the “...” button on your meeting controls bar, 2. Click on “Turn on live captions” To turn off the live captions before the end of the meeting: 1. Click on the “...” button on your meeting controls bar, 2. Click on “Turn off live captions”

Record a meeting You can record a meeting to capture audio, video, and screen sharing activity. You will be able to download the recording(s) from the conversation. To start a recording: 1. Click on the “...” button on your meeting controls bar, 2. Click on “Start recording” To turn off the recording before the end of the meeting:

3. Click on the “...” button on your meeting controls bar, 4. Click on “Stop recording”

Share screen and other content You can share your screen, some windows, your slides, etc. during the Meeting. Please consult the “Share content in a meeting in Teams” help page for more details, and watch the Video: Show your screen during a meeting. •

If other participants need to share content (e.g. students to present their work), you can give them temporary rights to do so. Please consult the “Roles in a Teams meeting” help page for more details.

To share your powerpoint: 1. Click on the “Share” button on your meeting controls bar, 2. In the PowerPoint section, select one the available presentation (recently used), or click on Browse to find a different file on your computer. To share a screen or a window: 1. Click on the “Share” button on your meeting controls bar, 2. Select your current screen, another screen, or a specific window. To share a powerpoint or screen from another device, you can add a “companion device”: 1. Open Teams with the same account on another device (your phone, your tablet, …), 2. You'll see a message at the top of your mobile screen with an option to join the ongoing meeting: tap “Join” to add your companion device, 3. Click on “Share” (or one the three dots, and then “Share”), 4. Choose what you want to share with the meeting: 1. Share Powerpoint 1. Select your file, 2. Click on “Start presenting” 2. Share photo 1. Select your file, 2. Click on “Start presenting” 3. Share video 1. Click on “Start presenting” on the next screen. 4. Share screen

1. Start the recording, 2. Switch to the app you want to use.

Whiteboard You can have a Whiteboard in Microsoft Teams which lets participants of Teams meetings draw, sketch, and write together on a shared digital canvas. To open and share a Whiteboard: 1. Click on the “Share” button on your meeting controls bar, 2. In the Whiteboard section, select Microsoft Whiteboard.

Meeting notes You can also take meeting notes. Meeting notes are a great place to capture and share notes before, during, and after a Teams meeting. To take meeting notes: 1. Click on the “...” button on your meeting controls bar, 2. Click on “Show meeting notes”. 3. If nobody has started to take notes, click on “Start taking meeting notes”

Privacy You can blur the background of your video call. You’ll appear nice and clear while everything behind you is subtly concealed.

How to Use Teams for Self Recording This option is only available to Employee accounts. In Microsoft Teams, 1. Go in “Calendar” on the left side of Teams, 2. Click on the “Meet now” button in the upper right corner, 3. Give a title to you meeting (e.g. name of the lecture), choose whether you want to use video, and pick your preferred audio source, 4. Click on “Join Now”, 5. If you have slides: Share your Powerpoint presentation, or your browser window displaying your Google Slides or Prezi (see above). 6. When you’re ready: Start a meeting recording (see above). You will be able to download the recording(s) on your computer. You can then share it through If you have a Microsoft Stream account, you can play and share a recorded meeting. There are also some transcripts capabilities, and you can edit a recording transcript after your meeting

Keyboard Shortcuts There are multiple keyboard shortcuts, too many to list within this document. Within the application click on the application button in the top ribbon and select ‘Keyboards Shortcuts’. It will list shortcuts available on your current platform.

Online Training For additional training please consult the following courses available to us via LinkedIn Learn

Microsoft Teams Essential Training (1h56m) https://www.linkedin.com/learninglogin/share?forceAccount=false&redirect=https%3A%2F%2Fwww.linkedin.com%2Flearning%2Fmic rosoft-teams-essential-training-5%3Ftrk%3Dshare_ent_url&account=56981505

Microsoft Teams Tips and Tricks (1h1m) https://www.linkedin.com/learninglogin/share?forceAccount=false&redirect=https%3A%2F%2Fwww.linkedin.com%2Flearning%2Fmic rosoft-teams-tips-and-tricks%3Ftrk%3Dshare_ent_url&account=56981505

Microsoft Teams Quick Tips (24m) https://www.linkedin.com/learninglogin/share?forceAccount=false&redirect=https%3A%2F%2Fwww.linkedin.com%2Flearning%2Fmic rosoft-teams-quick-tips%3Ftrk%3Dshare_ent_url&account=56981505

This document is based on documentation prepared by Dr. Florian Martin-Bariteau, Assistant Professor, Common Law Section available here...