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Teams: Remote Lectures for Instructors

This guide outlines the basic setup required to use Microsoft Teams as a remote lecture delivery tool.

While there are many additional features and tools available within Microsoft Teams – the steps below will focus on creating your class team, creating an invitation code to invite students to your class team, scheduling online meetings for remote lecture, as well as how to present within an online meeting.

Create your Class Team

If you do not already have the Microsoft Teams application installed on your computer, please see this guide for download and installation instructions.

  1. Open the Microsoft Teams application, select “Teams” from the sidebar, then select the “Join or create team” button in the upper-right corner. If you do not see this button – proceed to step 2.
  2. Click the “Create team” button.
  3. Select the “Class” team template.
  4. Enter a name for your class team. We recommend using the name format of “COURSE-Section NAME SEMESTER YEAR” to make the class easier to find for you and your students. You can also enter a brief description for your class if you’d like. When you’re ready to create the team, click the “Next” button.
  5. You can add students to your class by using your class roster to enter the name of each student into the “Search for students” field and clicking the “Add student” button. This method of adding students works well for smaller class sizes, but if you have a large class and would like to avoid adding each student individually you can skip this step for now as we will cover using invitation codes to add students in the next portion of this guide. You can also use the “Teachers” tab to add another instructor or TAs to your class.
  6. You’ve successfully created your class team. Note that there are many features available in Microsoft Teams, however, they are out of the scope of this guide. We will continue to create documentation that outlines these additional features at a later time.

    Please move on to the “Invite Students to your Class Team” section of this tutorial.

Invite Students to your Class Team

If you’ve already added students to your class, move on to the “Schedule an Online Meeting for Lecture” portion of this guide.

If you opted to skip adding students to your class manually when you created it – the steps below will outline how to create an “Invitation code” which can be posted as an announcement within your Blackboard course. Your students can then join your course by using the Invitation code and following the steps in this guide.

  1. Click the Teams More optionsMore options button menu to the right of your class team’s name. From the menu that appears, select Settings button Manage Team

  2. Select the “Settings” tab, expand the “Team code” section, then click the “Generate” button.
  3. Copy the code to your clipboard. In the next step we’ll login to Blackboard and post the code as an announcement to your students.
  4. Login to bb.uvm.edu and select the class that corresponds with the class team you just created. Make sure that “Edit Mode” is toggled on, then click the “Create Announcement” button.
  5. When drafting your announcement, be sure to PASTE your team invitation code from step 3 somewhere in the message.

    You must also link to the https://go.uvm.edu/teams4students guide – it is extremely important that your students have the information they need to join your class team, and attend lectures!



    After you’ve sent your announcement, your students will be able to use the code to join your class.

    • If your students have trouble joining your class – double check that you’ve provided them with the correct code.

Schedule an Online Meeting for Lecture

In this example we’ll be using the built in calendar functionality of MS Teams to schedule an online meeting that will be used to host our lecture. When scheduling the meeting, we’ll invite our class team which will provide the following benefits:

  • All students who have joined the team will receive a calendar invite for the online meeting.
  • All chat history within the online meeting will be available within your class team – allowing you and your students to review at a later date.
  • Optionally, online meetings can be recorded and captioned – when the recording finishes processing, it will appear within your class team so it can be reviewed later. This is a huge advantage for students who may no longer be able to participate at the usual lecture time.
  1.  Select the “Calendar” tab from the sidebar, then click the “New Meeting” button.
  2.  When scheduling online meetings for remote lecture, do the following:
    • Enter a title for your meeting – it is best to use your class team name.
    • Select the date and time that corresponds to your lecture.
    • Use the “Add channel” field to select your class team and the “General” channel. This will invite your students to the meeting.
    • Enter a brief description for the meeting. When you’re ready, click the “Send” button in the upper right corner to send the invite.
  3. After sending the meeting invite, navigate to the “Teams” area on your sidebar and select your class team. You should see the meeting appear as a recent post within the “General” channel of your class. Select the More optionsMore options button menu of the meeting invite, then choose “View meeting details”.
  4. From the meeting details window, click the More optionsMore options buttonmenu of the meeting, then select “Meeting Options“.
  5. You’ll be redirected to a webpage. If you’re asked to sign in – enter your netid@uvm.edu email address, this will redirect you to a familiar UVM login window. After logging in, you’ll be able to adjust settings for who can present during the meeting.
    • RECOMMENDED: change the “Who can present?” setting to “Only Me” – this will prevent students from being able to share their screens or take over presenting during the meeting. Students will still be able to use their webcam and microphones to participate in the meeting.
    • If your lecture will involve asking students to share their screen, or to take over presenting for a portion of the lecture – use the “People in my organization” setting instead.

You’ve successfully created your Teams online meeting and adjusted the meeting options to fit your needs. Please continue on to the Tips for Presenting in an Online Meeting portion of this tutorial.

Tips for Presenting through an Online Meeting

You must practice with presenting in online meetings prior to your lecture. You can create a practice online meeting with a colleague and walk through the process below. The steps below will guide you through the basic functionality and best practices for hosting an online meeting.

Joining and starting your meeting

  1. A few minutes before your meeting is scheduled to start, open the Teams application on your computer and navigate to your class team by clicking “Teams” from the sidebar and selecting your class team.
  2. The meeting will appear in “Posts” area of your class team. Select the More optionsMore options button menu of the meeting invite, then choose “View meeting details”.
  3. From the “meeting details” window, select the “Join” button in the upper-right corner.
  4. Before joining the meeting, you’ll have a chance to check your webcam and microphone settings. Click the “Custom Settings” button to view your connected devices. Use the dropdown menus to select your speaker and microphone, then select your webcam. You can then test your setup by clicking the “Make a test call” button.
  5. When you’re ready, click the button to enter the meeting.
  6. After joining the meeting, you’ll see an “action bar” which enables you to do the following:
    • Enabled/disable your webcam or microphone
    • Share your screen, a particular application, or PowerPoint slides.
    • Browse addition options, such as recording your meeting, and turning on live captioning.
    • Viewing the text chat of the meeting
    • Viewing the current participants of the meeting.
    • Leave the meeting.
  7. OPTIONAL: If you’d like to record your meeting so the video will automatically be published to your class team, select the More optionsMore options button button from the “actions bar” then select “Start recording“. A notification will appear at the top of the screen to indicate that the recording has started. The recording will stop automatically when you leave the meeting by clicking the “Hang up” button.

    SAS Captioning Accommodations

    NOTE: If you’ve received a Letter of Accommodation from SAS stating that all media in your course must be captioned, you can get help from them. Submit the captioning request(s) to SAS.

    1. If you chose to record your meeting, you should also enable “Live Captions” for the meeting. The video will be captioned when posted to your class team. To turn on “Live Captions”

You’ve successfully setup your webcam and microphone and joined the meeting. You also optionally started recording the lecture. Move on to the “Sharing your screen or PowerPoint portion of the guide

Sharing your screen or PowerPoint

  1. Now that you’ve joined your meeting, you can begin presenting. There are a few ways to share content with your students. To see which options are available to you, click the “Share” button from the action bar.
  2. Several sharing options are available:
    • Share your entire desktop – if you have more than one screen you can choose which screen to share.
    • Share the window of a specific application that you have open on your computer (web browser, etc).
    • Share a PowerPoint presentation.
    • Browse your computer for a file to share (Word, Excel, PowerPoints, etc).
    • Use the build in Whiteboard.
  3. By default, sharing a PowerPoint will allow each participant to jump forward or backward in the presentation at their own pace. This is useful for students who need to jump back to the previous slide to grab a few more notes – however, you can disable this feature so participants can’t move through your shared presentation on their own.
    • Use the arrows to move forward or backward in your presentation.
    • Click the “Private Viewing” toggle option to turn it on of off.
  4. When you’ve finished with your lecture, leave the meeting by clicking the “hang up” button.

Hand-raising alternative

Microsoft has noted that a “Raise Hand” feature will be added to Teams meetings in the near future, but currently it is not available. In the meantime, it can be difficult to manage questions from students using only audio, as this can lead to interruptions/accidentally talking over other students.

Currently, we suggest instructors ask their students to use the chat feature in meetings to indicate they have a question. Then, the instructor can address the students in order to have them ask their questions on mic OR if preferred, through chat.

When using this approach, make sure to have the chat sidebar open during your lecture so you can keep an eye out for questions. You can do this by clicking the chat icon in the action bar at the bottom of the window.

Recording and Sharing a Recorded Meeting

Record a Meeting

  1. If you’d like to record your meeting so the video will automatically be published to your class team, select the More optionsMore options button button from the “actions bar” then select “Start recording“. A notification will appear at the top of the screen to indicate that the recording has started. The recording will stop automatically when you leave the meeting by clicking the “Hang up” button.

    SAS Captioning Accommodations

    NOTE: If you’ve received a Letter of Accommodation from SAS stating that all media in your course must be captioned, you can get help from them. Submit the captioning request(s) to SAS.

    1. If you chose to record your meeting, you should also enable “Live Captions” for the meeting. The video will be captioned when posted to your class team. To turn on “Live Captions”

Share a Recoded Meeting

When your meeting is over, all chat history within the online meeting will be available within your class team – allowing you and your students to review. Optionally, if you chose to record your online meeting it will appear within your class team so it can be watched later. Note that it does take time for video recording to process before appearing in your channel.

  1. To view a recorded meeting video, navigate to your class team. After the video has processed (will take about an hour or two) it will appear within the “Posts” tab of your channel. Click on the recording to view it.
  2. If you’d like to share a link to the meeting recording through an announcement on Blackboard, click the More Options More options button menu, then select “Get link“.
  3. Click the “Copy” button to copy the link to your clipboard.
  4. Login to bb.uvm.edu, select your course, create an announcement and paste the link into the body of the message. Finally, send the announcement.
  5. If you would like to share your recording beyond your class Team (or if you recorded a meeting outside of your Team), you will need to set permissions for others to view your recording
    • Sign in at https://office.com (use the netid@uvm.edu format of your email address to prompt the UVM authentication process).
    • Then search the apps for “Stream.”
    • From Stream, click on “My Content” at the top of the screen and choose Videos.
    • Open the desired video.
    • Underneath the video, click the 3 dots and choose “Update video details.”
    • Then choose the permission settings that make the most sense – either allow anyone at UVM (“in your company”) to view the video or choose a person or specific set of people.

 

Updated on April 13, 2020

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