Microsoft Teams

Microsoft Teams combines chat, file sharing, video conferencing, and real-time collaboration all into one tool. All staff, students, and faculty at LWTech have access to Microsoft Teams as part of their Microsoft 365 account.

Microsoft Teams Meetings Guides

Microsoft Teams Meetings allows you to get together virtually—anytime and anywhere—with an online meeting. In the following tabs, you will find resources to use Microsoft Teams Meetings.

Staff

Learn how to start using Teams meetings and review the main features available as a staff member at LWTech.

Take a quick look at some of the online meeting features to help you get started using Teams right away. 

Getting Started How-to Guides for Staff

Video Guide

Getting Started Basic Troubleshooting and Frequently Asked Questions for Staff

Teams is ever evolving and constantly updating. It is possible that your instance of Teams is no longer up-to-date.

If you are using a computer on campus or one provided to you by the school, you can update to the latest version of Teams using Software Center. Using the search bar on your computer, search for "Software Center." Here you will find all of the applications provided by the college. Within Software Center, you can search for "Teams" and initiate an update. If there are no updates available, uninstalling and reinstalling Teams may also solve this issue. If you are not comfortable with installing software please submit an IT Help Desk ticket for assistance.  

If you are using a personal device, you can download Teams directly from the Microsoft website.

Zoom and Teams Meetings are both videoconferencing tools that combine real-time video with collaboration tools, such as chat and content sharing. While they have similar functionality, how they are accessed and used is different. Please review the guides for directions on how to use Microsoft Teams Meetings.

Below is a chart outlining the similarities and differences between the two platforms:

Feature  Zoom  Teams Meetings  
Schedule Meetings Yes Yes
Allow for Alternative Hosts (Zoom)/Co-Organizers (MS Teams) Yes Yes
Waiting Room Yes Yes
Cloud recordings Yes Yes (recordings are stored in the meeting organizer's OneDrive account)
Meeting Captions Yes Yes
Transcripts for Recorded Meetings Yes Yes
Breakout Rooms Yes  Yes (with different functionality)
Meeting Chat Yes Yes
Private Chat in Meeting Yes No (can chat through your individual chat channel with recipient)
Polling  Yes Yes (with app download)
Raise Hand/Reactions Yes Yes
Whiteboard Yes Yes
Meeting Notes No Yes
Attendance Report Yes Yes
Virtual Backgrounds Yes Yes
Screen Sharing Yes Yes 
Screen Sharing for Participants Yes Yes (when enabled by the organizer of the meeting)
 
Desktop Version

If you are using a LWTech computer it should already be downloaded. To access, type "Teams" into the search bar and select the Microsoft Teams icon to launch the application.

Outlook Calendar

To access a specific Teams meeting, simply click on the calendar invitation and select "Join." You will then have the option to download Teams or continue on the web version ("Continue on this browser").

Download

If you are using a personal device and Teams is not downloaded, you can download it directly from the Microsoft website. Or you may be promoted before joining a meeting to download the desktop version. 

More detailed directions can be found in the "Accessing Teams at LWTech" video above. 

On a Mac, you will need to download Teams from Microsoft. For iOS devices, the Teams App can be downloaded through the App Store. 

Learn how to schedule a meeting, send invitations, and change meeting options prior to or during a meeting. 

Scheduling Meetings How-to Guides for Staff

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Scheduling Meetings Basic Troubleshooting and Frequently Asked Questions for Staff

In Teams, select the calendar icon from the left side menu. Then select "Meet now" from the menu at the top. Enter a meeting name and click on "Start meeting". Once started, you will have the opportunity to add participants or share the meeting link.

Or you can start a video call within a specific chat thread by clicking on the video icon from the upper menu. 

Watch the video "Start an Instant Meeting" for more detailed instructions. 

Below are the default meeting options for any Teams Meetings at LWTech. Unless changed, each Teams meeting scheduled will have these settings. Meeting settings must be changed for each meeting. Changed meeting settings for one meeting will not apply to another meeting. 

Screenshot of LWTech Teams Meetings Default Meeting Options

Change Options Before a Meeting

In Teams, click on the calendar icon from the left-side menu. Then click on the specific meeting you want to edit. From the pop-up, select "Edit." At the top of the meeting invite, in the second row, select "Meeting Options." Depending on your screen size, you may need to select if from the three-dot menu.

Meeting option selection location

These options will open in a web browser for you to review.

The most common options to adjust are: 

  • Who can bypass the lobby?
  • Who can present?
  • Choose co-organizers?

Once all options have been set, click on "Save" at the bottom of the page. 

More detailed instructions are available in "Adjust meeting options before a meeting" video located above. 

Change Options During a Meeting

You can change the meeting options at any point during the meeting. From the toolbar, click on "More" (three-dot menu) to access the menu. From the menu, click on "Meeting Options." The meeting options will appear in the sidebar. Review and adjust your options. The most common options to adjust are:

  • Who can bypass the lobby?
  • Who can present?
  • Choose co-organizers

Once finished, scroll down on the sidebar and click "Save." 

More detailed instruction are available in "Adjust meeting options during a meeting" video located above. 

Yes, a co-organizer can help you manage a meeting by admitting people from the lobby, changing the roles of other participants, managing breakout rooms, starting/stopping recording, and more. In Zoom, this was called an Alternative Host. You can add up to 10 co-organizers to your meeting.

To add a co-organizer during a meeting, click on "More" from the toolbar and select "Meeting Options." The meeting options will appear in the sidebar. Navigate to "Choose co-organizers" and type the name of your chosen co-organizer into the box labeled "Search for participants." Note: To add a co-organizer, they must first be invited to the meeting. 

You can also add a co-organizer before a meeting. Follow the directions above for "Change Meeting Options Before a Meeting" located in the basic troubleshooting guide, "What are the Teams meeting default options at LWTech? Do I have to change them every time?"

Review this helpful Roles in a Teams Meeting Microsoft guide for further information. 

A LWTech Teams member would need to invite the guest to the meeting. The guest will receive an email invitation. Then the guest would need to set up a free account in Teams if they don't have one yet. Or, depending on how the meeting was set up, they may be able to still join the meeting even if they don't want to make a Team's account. The guest would then sign into Teams to attend the meeting. 

Join a Teams meeting and customize your setup for a smooth meeting experience. 

Joining Meetings How-to Guides for Staff

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Joining Meetings Basic Troubleshooting and Frequently Asked Questions for Staff

Microphone

If others can't hear you in a Teams Meeting, you might have a problem with your microphone. Try some of the steps below to correct the issue. 

  1. Double check to see if you are muted or not by clicking on "Mic" in the upper toolbar.  
  2. Check that the correct microphone is selected. 
    1. Select "More" from the upper toolbar. 
    2. Then select "Device settings" from the drop-down list. 
    3. Under "Audio Settings" confirm that the correct microphone and speaker is selected. 
  3. Close all other apps that might be using the microphone (like Skype or FaceTime).
  4. If you're using an external microphone, try unplugging it and plugging it back in. 
  5. Try restarting your device. 
  6. Make sure you have the latest version of Teams installed. 
    1. To check for updates in Teams, go to your profile picture in the upper-right of the teams app and select "Check for updates." 
  7. More in depth troubleshooting tips can be found in the Microsoft Guide My Microphone isn't Working in Teams.
Camera/Video

If you are having trouble with your camera in a Teams Meeting, there are some steps below to troubleshoot the issue. 

  1. Confirm that your camera is turned on by clicking on "Camera" in the upper toolbar.  
  2. Check that the correct camera is selected.
    1. Select "More" from the upper toolbar. 
    2. Then select "Device settings" from the drop-down list. 
    3.  Under "Video Settings" confirm that the correct camera is selected from the drop down list. 
  3. Close all other apps that might be using the camera (like Skype or FaceTime).
  4. If you're using an external camera, try unplugging it and plugging it back in. 
  5. Try restarting your device. 
  6. Make sure you have the latest version of Teams installed. 
  7. More in depth troubleshooting tips can be found in the Microsoft Guide My Camera isn't Working in Teams.

After a recent Teams update, some user have experienced this issue on unsupported Microsoft devices. Microsoft is still working on a fix/resolution. In the meantime there are a couple of steps you can try to resolve the issue or use a workaround.

  • Try restarting your device.
  • Reinstall Teams and make sure you have the latest version installed. 
  • Try using the web version of Teams with Chrome or Edge as your browser. 
  • If you don't have to speak often in the meeting, go to device settings in the Teams meeting, and switch your mic to "PC/laptop" and mute. In order to talk through the headset, you will have to switch the mic back.

Or consider using a Microsoft supported device

Capture audio, video, and content by recording the meeting to share with those who couldn't attend or to reference later. 

Recording Meetings How-to Guides for Staff

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Recording Meetings Basic Troubleshooting and Frequently Asked Questions for Staff

All meeting attendees can access the meeting recording through the Microsoft Teams chat. In Teams, click on the chat icon from the left side menu. Then find the title of the meeting/chat thread to view the meeting recording. Watch the video "Play and Share a Meeting Recording" for more detailed instructions. 

You need to have the role of Organizer, Co-Organizer, or Presenter to start or stop a meeting recording. Either ask someone in the meeting, who has one of those roles, to start the meeting recording (you will still have access to the meeting recording after the meeting in the Teams chat) or ask the Organizer or Co-Organizer to change your role. 

A red "recording" dot will appear next to the elapsed meeting time. This record icon indicates your meeting is being recorded. Also, everyone in the meeting will be notified that recording and transcription have started. 

Show your desktop, a specific window, a whiteboard, or a presentation during a meeting. 

Screen Sharing How-to Guides for Staff

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Note: Whiteboard is not captured in Teams meeting recordings.

Screen Sharing Basic Troubleshooting and Frequently Asked Questions for Staff

To quickly give one individual sharing ability during a meeting, select the "People" icon from the menu bar. In the sidebar, hover your cursor over the attendee and click on the three-dot ("More") menu. From the drop-down list select, "Make a presenter." Click on the "Change" button to confirm. Now the attendee will have the ability to share their screen using the "Share" icon in the menu bar and it will no longer be greyed out. 

First, stop sharing your current screen and click on the "Share" button from the menu bar to reshare. Before selecting a screen or window to share, toggle "Include computer sound" to on. 

Include computer sound toggle switch

Click the "Share" icon from the upper menu. Then select "Window" instead of clicking on "Screen." This will allow you to choose a specific window to share, versus sharing your whole screen. 

Yes, when you click the "Share" button, you are given the option to not only select which screen/window is displayed, but also various presenter modes. Be sure to select one of the presenter modes that will still display you as presenter, alongside your shared material. Watch the video "Presenter Modes" for more detailed instructions. 

Create breakout rooms to allow participants to gather in small groups for lively conversations and brainstorming sessions. 

Breakout Rooms How-to Guides for Staff

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Breakout Rooms Basic Troubleshooting and Frequently Asked Questions for Staff

By default, participants do not have the option to leave their breakout rooms and return to the original meeting. To allow participants to return to the main meeting on their own, in meeting controls, select "Breakout Rooms." Then select "Room Settings." Switch the "Let people return to the main meeting" toggle on. Select the back button to save your changes.

By default, participants are automatically moved into breakout rooms when they're opened. When you turn off this options, participants will receive a message asking them to join a breakout room. To change this, go to meeting controls and select "Breakout rooms." Then select "Room settings." Switch the "Automatically move people to rooms" toggle off. Then select the back button to save your changes. 

Typically, this issue occurs when your instance of Teams is no longer up-to-date. Only the meeting owner and those in the breakout room can access that specific chat. 

If you are using a computer on campus or one provided to you by the school, you can update to the latest version of Teams using Software Center. Using the search bar on your computer, search for "Software Center." Here you will find all of the applications provided by the college. Within Software Center, you can search for "Teams" and initiate an update. If there are no updates available, uninstalling and reinstalling Teams may also solve this issue. If you are not comfortable with installing software please submit an IT Help Desk ticket for assistance.  

If you are using a personal device, you can download Teams directly from the Microsoft website.

No, selecting "End meeting" will just close the main meeting. To close breakout rooms, select "Close rooms" from "Breakout rooms." You'll know rooms have successfully closed when their status changes to Closed. 

To see "Breakout rooms" in your meeting controls, you must be a meeting organizer of a scheduled private meeting, a "Meet Now" meeting, a scheduled channel meeting, or a channel Meet Now meeting. Also, you need to join the meeting from a supported Teams client for Windows or macOS. 

Linux, web, iOS, iPadOS, Android (including Chromebook), PSTN, and VDI clients are currently enabled for breakout room attendees, which means participants joining from these clients can be moved to breakout rooms but cannot manage breakout rooms.  

You will not see "Breakout Rooms" if you are not a meeting organizer or were not set as a breakout room manager or you joined from an unsupported client. 

If you need access, ask the organizer to appoint you as a breakout room manager. 

Faculty

Below you'll find resources to use Teams Meetings for Canvas. Content is geared towards Faculty members using Teams Meetings for Canvas to teach online.

Teaching online with Teams Meetings this term? Follow the steps below to ensure you're ready to teach using Teams.

Start of Term How-to Guides for Faculty

Teams Meetings for Canvas allows for students and instructors to meet in real time over video conferencing through Canvas. Teams Meetings integrates into Canvas through the Rich Content Editor. This tool allows meeting organizers and participants to share content, create collaborative whiteboards, participate in breakout rooms, and chat with each other in a public chat. Using the Teams Meetings for Canvas integration also allows for students to join class meetings directly from their Canvas Course.

Video Guide

If you have not already, download the Teams Desktop App and install it. If you are using an LWTech device, Teams should already be installed. Then sign in using your LWTech credentials.

Video Guide

Download Microsoft Teams

In any Canvas tool (Pages, Announcements, Discussions, etc.) that uses the Rich Content Editor (RCE), you can create a Teams meeting Link that allows for your whole class to join.

This guide will review how to create a Teams Meeting page in Canvas. 

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  1. Create a new Page in your Canvas course.
    Add page button
  2. Add a descriptive Page Title that lets students know this is where they will find the Teams Meetings Link for the course (example: DIGA 101 Class Meeting Link --- CLICK HERE!!!).
    Page title with Teams Meeting Link Description
  3. From the Rich Content Editor toolbar on your new Page, click on the Teams Meetings logo. You may need to select the three-dot menu to expand your options, if you don't see the Teams icon available for selection.
    Teams icon and three-dot menu
  4. You may be prompted to Sign In to your school Office 365 account using your LWTech credentials.
    LWTech credentials login prompt
  5. After you sign in, select Create meeting link.
    create meeting link
  6. Add a title for your meeting. Then select Create.
    meeting creation link
    1. Note: We are creating one meeting link that students will use all quarter. Timing does not matter and it does not sync to your Outlook calendar. You as the instructor will be starting and ending the same meeting.
  7. Once the meeting is created, select Meeting options. This link will open in a new browser tab. Do not select Copy yet.
    meeting options hyperlink
  8. On the Meeting options page, you'll be able to customize the settings for this one meeting. Once the settings of your meeting are confirmed, click Save.
    Meeting Options
  9. Click back over to your Canvas tab in your browser. Then, select Copy from the pop-up. This will copy the meeting link into the Rich Content Editor. You may want to add additional context for students (example: Please click on the link below to join class each Monday and Wednesday at 5:00 pm).
    Copy button
    Class meeting link with descriptive text for students
  10. Click Save & Publish on your Canvas Page.
    save and publish button
  11. Add the page to your Getting Started Module or create a Teams Meeting section.
    add a page screen
    Getting Started or Teams Meeting Modules
  12. Students will now have access to one Teams Meetings class link for the full term. 

The student support module is designed to be imported directly  into your course and offers student guides on using Teams Meetings for Canvas.

Written Guides

Setting up your Polling tab can save you time during your first class. 

Written Guide
  1. From your Canvas course, click on your Teams Meeting link to launch your meeting. When prompted, choose Open Microsoft Teams or Join on the Teams App.
    Open Microsoft Teams and Join on the Teams App button
  2. Once in the meeting, select the App tab to add in the Polls app.
    adding the polls app
  3. From the pop up, select Save.
    Save button on the polls app download

You can use your Teams Meeting link in your Canvas course to launch the meeting and practice sharing different screens.

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  1. Open your Teams Desktop App. If prompted, log in with your LWTech credentials. Leave your Teams Desktop App open for the duration of the meeting.
  2. In your Canvas course, click on your Teams Meeting link to start your meeting. When prompted, choose Open Microsoft Teams or Join on the Teams App. You will be joining the meeting using the Teams Desktop App.
    Open Microsoft Teams or Join on the Teams App buttons

You are now ready to start your class meeting!

Start of Term Basic Troubleshooting and Frequently Asked Questions for Faculty

Zoom and Teams Meetings for Canvas are both videoconferencing tools that combine real-time video with collaboration tools, such as chat and content sharing.

At LWTech, Zoom and Teams Meetings for Canvas are integrated differently into Canvas. Review the chart below to see what features are available in Zoom and Teams Meetings for Canvas.

Remember, how Teams Meetings are scheduled in Canvas is different than scheduling a regular Teams Meeting. Refer to Step 2: Create your Teams Meeting Link to learn how to schedule a Teams Meeting in Canvas.

Comparison Chart
Feature
Zoom
Teams Meetings for Canvas
Scheduling Meetings
Zoom
Teams Meetings for Canvas
Schedule Meetings from Canvs Yes, through Zoom tab in Course Navigation Yes, through Rich Content Editor
Syncs to Outlook Calendar Yes No
Allow for Alternative Hosts (Zoom)/Co-Organizers (MS Teams) Yes Yes
Meeting Security
Zoom
Teams Meetings for Canvas
Waiting Room Yes Yes, must be set through Meeting Options before the meeting begins
Accessing Meeting outside of Canvas Yes, with invitation passcode Yes, with invitation or Meeting ID
Meeting Recordings
Zoom
Teams Meetings for Canvas
Cloud Recordings Yes, with recordings available within the Zoom tool if the meetings were scheduled from a Canvas Course Yes, with recordings stored in the meeting organizer's One Drive account. Note: For class meetings, the recording will need to be posted in Canvas
Local Recordings Yes Not available
Panopto Integration Yes No
Meeting Accessibility
Zoom
Teams Meetings for Canvas
Meeting Captions Yes  Yes, with additional options for Live Captioning
Transcripts for Recorded Meetings Yes Yes
In Meeting and Engagement Features
Zoom
Teams Meetings for Canvas
Breakout Rooms Yes Yes (with differences in functionality)
Meeting Chat Yes Yes
Private Chat in Meeting Yes No, available outside the Teams Meeting through the desktop or web app
Polling Yes Yes (must add the Polling app)
Raise Hand/Reactions Yes  Yes
Whiteboard Yes Yes
Meeting Notes No Yes
Attendance Report Yes, available to meeting hosts Yes, available to meeting organizers
Virtual Backgrounds Yes Yes
Screen Sharing Yes Yes
Screen Sharing for Participants Yes Yes, when enabled by the organizer of the meeting
Annotation Yes Must be done through the Whiteboard at  this time, as the Annotation feature is forthcoming

 

We suggest pinning your classroom meeting(s) in your chat so they are easy to find at the top.

  1. In Teams, locate the recurring classroom meeting in the chat.
    Classroom chat located in the sidebar menu
  2. Next to the conversation/meeting, select More (3-dot menu). Select Pin from the drop-down list. 
    Three dot menu with pin available for selection
  3. Now your classroom meeting chat will be under the Pinned section at the top of your chat sidebar menu.
    Example of a chat pinned at the top of the sidebar

You probably accidentally logged into the web application of Teams, not the desktop version. This can cause you to not have all of the available control panel options, such as breakout rooms. Make sure when you login, you select "Join on the Teams app" not "Continue on this browser."
Button to join on desktop app

Meeting Settings How-to Guides for Faculty

Learn how to adjust basic meeting settings before or during a Teams meeting. 

The Teams Meeting window allows you to see meeting participants, any shared screens, launch and view results of polls, monitor the meeting chat, and share a reaction. 

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When you start a Teams Meeting, you'll be directed to the Teams Meeting window, which is divided into three different sections.

Teams meetings window

  1. Toolbar - Using the toolbar, you can turn your camera and microphone on and off, view the participants in a meeting, and share a reaction.
    Teams toolbar with a people, chat, reactions, rooms, polls, apps, more, camera, mic and share icon available for selection
    1. When you select the People icon on the Teams Meeting toolbar, you'll see all participants of the meeting in the sidebar.
    2. Selecting the Chat icon will let you see the meeting chat in the sidebar.
    3. To raise your hand or send another reaction, select the Reaction icon in the toolbar.
    4. Select the Rooms icon to create and launch breakout rooms.
    5. To add an app to your meeting, such as polling, select the Apps icon.
      1. Note: Once you have added an App to a Teams Meeting, you will not need to add it again when you restart the meeting.
    6. To change your device or meeting settings, select the three dots labeled More to access these options.
    7. You can turn your camera and microphone on and off by selecting the Camera and Microphone icons.
    8. To share your whole screen, an active window, or a presentation, select the Share icon and select the correct option from the menu.
    9. To leave the meeting, select the Leave icon. To end the meeting for all participants, select the End Meeting (2) option from the Leave (1) menu.
      Leave and end meeting for all button
  2. Sidebar - The sidebar will show the meeting chat or participants when selected from the toolbar. You can collapse the sidebar by selecting the X in the top right corner of the window.
  3. Main Meeting Window - In the main meeting window, you will see the video from those participating in the meeting or any shared whiteboard and documents.

In a Teams Meeting, you can change the meeting options at any point during the meeting. This means you can change who can present and who can bypass the lobby from the original meeting settings.

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Accessing Meeting Options
  1. From the Teams toolbar, select More (three -dots) to access the menu.
    More Actions icon on the Teams Toolbar
  2. From the menu, select Meeting options.
    More options available for selection on the More icon
  3. The Meeting Options will appear in the sidebar.
    More Options Sidebar
Changing the Lobby
  1. From the Meeting Options sidebar, select the caret to access the menu below Who can bypass the lobby?
  2. Select which group you would like to bypass the lobby.
    Who can bypass the lobby? options
  3. Once finished, scroll down on the sidebar and select Save.
    Sidebar save button on the bottom
Changing who Can Present
  1. From the Meeting Options sidebar, select the caret to access the menu below Who can present?
  2. Select which group you would like to enable to present.
    Who can present? options available for selection
  3. Once finished, scroll down on the sidebar and select Save.
    Sidebar save button on the bottom
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  1. Select the People icon on the Teams Meeting toolbar. The Participant sidebar will open. From the sidebar, you can view the roles of those in the meeting, including the Presenters (1) and Attendees (2).
    Participants sidebar with presenters and attendees
  2. Use your mouse to highlight the participant (1) whose role you want to change. Click on the three dots (2) that appear. From the menu, select Make a Presenter (3).
    Three dot menu to make a participant the presenter
  3. Select Change on the pop-up that appears to confirm that you want to change the participant's role.
    Participant role confirmation page with change button
  4. You can now view the participant's updated role from the Participant sidebar.
    Updated participant role in sidebar

Meeting Settings Basic Troubleshooting and Frequently Asked Questions for Faculty

Using Teams Meetings for Canvas, you can invite a guest speaker or additional instructor to your class meeting. You will need to first invite the guest speaker or additional instructor, then change their role in the meeting if you would like them to present or have a role similar to the Organizer of the meeting.

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  1. From your course, select your Teams Meeting for Canvas link to start your meeting.
    Teams meeting link
  2. Select Open Microsoft Teams or Open your Teams app (either 1 or 2) to join meeting using the Teams Desktop App.
    Options to join the desktop Teams Meeting app
  3. From the new window, select Join now to start the meeting.
    Join now button
  4. From the Teams toolbar, select the People icon. A list of meeting participants will show up on the Participants sidebar.
    Participants tab on the toolbar
    Participants side window
  5. Select Share invite.
    Share invite button
  6. From the new pop-up, select Copy meeting link.
    Copy meeting link
  7. You can now send the link via email.
    Teams Meeting link copied in an email
  8. The guest can now join the meeting by clicking on the link. Once in the meeting, you may want to change their role to Presenter, instead of Attendee. See Changing a Participant's Role During a Teams Meeting for detailed instructions. 

Sharing How-to Guides for Faculty

To increase engagement with your students, you can share a screen, use a whiteboard, present a PowerPoint, or view files from inside a meeting in Teams.

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  1. In your Teams meeting, select Share from the top toolbar.
    teams toolbar share
  2. You'll be given the option to share either your Screen (1) or a specific Window (2). You can also collaborate on a Whiteboard (3), present a PowerPoint using PowerPoint Live (4), or upload a PowerPoint from OneDrive or your computer to share (5).
    Sharing options including screen, window, whiteboard, PowerPoint live or computer upload or OneDrive
  3. To stop sharing, select Share again on the toolbar in your meeting.
    stop share button
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Sharing Basic Troubleshooting and Frequently Asked Questions for Faculty

When sharing your screen or window, be sure to toggle on the switch to Include computer sound
Include computer sounds toggle switch

Engagement How-to Guides for Faculty

Help boost student engagement with these easy-to-use Teams features.

Create Breakout Rooms Before a Teams Meeting

Using the Teams desktop app and Teams Meetings for Canvas, you can create breakout rooms before a class meeting.

Note: The option to create breakout rooms before a class meeting is not available from the Teams web app. This method works for those using Teams Meetings for Canvas.

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  1. Open the Microsoft Teams desktop app.
  2. Navigate to the meeting chat (1) for your class meeting (2).
    Meeting chat for your class meeting
  3. From the top of the meeting chat, select the Breakout rooms tab.
    Breakout rooms tab
  4. On the new page, select Create rooms.Create rooms button

  5. From the pop-up, first select how many rooms you want to create from the drop-down menu (1). Then select Add rooms (2).
    Room selection dropdown and add rooms button
  6. Add students to your breakout rooms by selecting Assign participants.
    Assign participants button
  7. Then, choose how you want to assign participants to rooms. Once you've chosen how you want to participants, select Next (3).
    1. If you choose to assign participants Automatically (1), Teams will place an equal number of participants in each room at random.
    2. If you choose to assign participants Manually (2), you’ll be prompted to assign each participant.
       Assign participants to breakout rooms automatically or manually
  8. If you choose to manually assign participants to a breakout room, you can assign each participant individually by selecting the drop-down menu next to the participant's name.
    Assign participants individually
    1. You can also choose to batch assign participants by first selecting the box (1) next the participant's name, then choosing their assignments from the Assign (2) menu.
      Batch assign participants
  9. Once finished, you can view each participant's (1) room assignment (2).
    View a participants room assignment
Changing Room Options

Once you have assigned participants to rooms, you can change the room options of each breakout room to allow for students to share. It is recommended to change these settings before opening the breakout rooms in class.

Written Guide
  1. To change the Room Options, first select the three dots (1) from the top right corner of the breakout room tile. Then, select Room options (2).
    Three dot menu with Room Options available for selection
  2. The room options will open in a browser window. When creating breakout rooms for class, it is recommended to change the options to Who can bypass the Lobby (1) and Who can present? (2) from Only Me and Co-Organizers to Everyone. It is recommended to keep the Meeting Chat Enabled (3).
    Breakout Room Options Page
  3. Once you have finished changing these settings, select Save (4).
Change Breakout Room Settings

You can also change the breakout room settings from the Breakout room tab. 

Written Directions
  1. To change these settings, select the gear icon in the top right hand corner of the breakout room section.
    Gear icon to change room settings
  2. From the pop-up, you can assign presenters to manage rooms (1), Set a time limit (2) for the breakout rooms, choose to Automatically move people to rooms (3) when they open, and Let people return to the main room (4).
    Breakout Room Settings available for selection.
  3. Once you have the settings you would like, select Save (5).

Your breakout rooms are now ready to be used in your next class meeting!

Using the Teams Desktop App and Teams Meetings for Canvas, you can create polls before your next class meeting and launch them during class. 

Video Guide

Written Guide
  1. From the Teams Desktop App, navigate to the Meeting Chat for your Teams Meeting.
    Classroom Meeting Chat
  2. From the top, select the Polls tab. You may need to select the More dropdown to locate Polls.
    Polls option available for selection under the More tab
    1. Note: If you have not added the Polls tab you can select the plus sign (+) to add this tab/app.
      Plus button to add an app
      Polls app available for download
  3. On the polls page, select New Poll.
    new poll button
  4. You'll have the option to create a Multiple Choice (1)Word Cloud (2)Ranking (3)Quiz (4), or a Rating (5) poll.
    Poll options available for selection
  5. Once you've created a poll question (1), click Save as draft (2).
    An example of a poll question
  6. You can now view all of your saved drafts in the Polls tab.
    Polls drafts in Polls tab
  7. Once in your meeting, you can access your saved drafts of polls by click on the Poll icon in the toolbar.
    Polls icon on the toolbar in a Teams meeting
  8. Your saved drafts will appear in the Polls sidebar (1). Click Launch (2) to start your Poll.
    Polls sidebar in a Teams meeting
    For meeting participants, the poll will appear in the middle of the Teams window, with the option to submit an answer.
    Participant view of a poll
Video Guide

Written Guide

Engage your audience by using PowerPoint Live! PowerPoint Live gives both you the presenter and your audience a better viewing experience. 

  • Students can:
    • Navigate back to review previous slides.
    • Send live reactions to the presenter.
    • Zoom in to see the slides more clearly.
    • Read live subtitles in their preferred language while you speak.
  • Presenters can:
    • Use a variety of annotation tools. 
    • View your speaker notes while presenting.
    • See and manage the chat.
    • View audience reactions and raised hands in real-time.
Video Guide

Written Guide
  1. Once in your meeting, select the Share button from the upper toolbar.
    Share button in the upper toolbar
  2. Scroll down to find the PowerPoint Live section.
    PowerPoint Live section of the Share menu
  3. A list of your most recently accessed PowerPoint presentations will display. Select the presentation you would like to share or if it does not appear in the list, scroll down and select Browse OneDrive or Browse my computer to open the appropriate file. 
    1. Note: PowerPoint presentations which are uploaded to Canvas will NOT display in the list of PowerPoint options. You will need to upload it to OneDrive or upload it from your computer. 
      Additional upload options on the bottom of the Share menu
  4.  Once the PowerPoint is selected, it will launch in your meeting. The red border around your slide displays what your audience can see.
    Preparing PowerPoint Live slides message Red box showing what is being displayed to the audience
  5. When you want to stop presenting the PowerPoint, select Stop Sharing from the upper toolbar.
    Stop sharing button

Engagement Basic Troubleshooting and Frequently Asked Questions for Faculty

Yes. You can either log into your classroom Teams meeting early and create any polls that you would like to launch during the class session. Be sure to save them as a draft instead of launching them.

Or you can go into the Teams desktop app and find the classroom chat. Select the Polls tab at the top. You may have to select the More tab to find the Polls tab option. If you have not downloaded the Polls app yet, select the plus button to download it. Select the New Poll plus button to create any polls that you would like to later launch during the class. More detailed directions can be found above in the Polls section. 

PowerPoint presentations stored in Canvas will not appear as an option for selection under PowerPoint Live. You will first need to upload it to OneDrive or download it to your computer. 

To do this, during your Teams Meeting, select the Share button from the upper toolbar. Then scroll to the bottom of the menu and select Browse OneDrive or Browse my computer. Upload the PowerPoint you would like to share using PowerPoint Live.
Share button and additional upload options for PowerPoint Live

Recording How-to Guides for Faculty

With Teams Meetings for Canvas, you can record your class meeting for students to view later. If a student arrives late or missed class, they'll be able to view the class meeting recording through the Meeting Chat or through a link posted in Canvas (recommended).

Video Guide

Written Guide
  1. From the toolbar in your Teams Meeting, click on the three dots labeled More.
    Teams toolbar three dot menu
  2. From the menu, first select Turn on live captions (1). This will enable live captions for your meeting, which students are able to turn on or off. Then, select Start recording (2).
    Live captions and start recording option
  3. banner (1) will appear at the top of your meeting to confirm that you are recording. Be sure to let your class know the recording has begun. You will also be able to keep track of the recording length (2) and if captioning is enabled (3).
    Recording alert banner
  4. Once you are ready to stop recording the meeting, select the three dots labeled More in the toolbar. From the menu, click Stop recording.
    Stop recording option
  5. A pop-up will appear to confirm that you would like to stop recording. Select Stop recording.
    Confirm stop recording pop-up window
  6. At the top of your meeting, a banner will appear to confirm that the recording has ended and is being saved.
    Confirmation banner that the recording has ended and been saved
    The recording will be available for everyone in the Meeting Chat.
    Rcording link in the meeting chat
    1. In the Files (1) section of the Meeting Chat, the recording (2) will also be available for everyone.
      Teams files section
    2. The recording will also be available in the Recordings folder of the meeting organizer's LWTech OneDrive.
      Recordings folder in One Drive
      Recordings folder

Organizers (hosts) of Teams Meetings have the ability to record the meeting. The organizer then controls the permissions for the meeting recording. The recording of a Teams Meeting is available to all who attended the meeting in the Meeting Chat and Meeting Files section on the desktop app. For the organizer of the meeting, the recording can be found in the organizer's OneDrive. 

Written Guide
  1. Once you have finished recording a Teams meeting, the recording will be available for everyone in the Meeting Chat on the Teams Desktop App.
    Teams Meeting Recording located in the Meeting Chat
  2. In the Files (1) section of the Meeting Chat on the Teams desktop app, the recording (2) will also be available for everyone.
    Meeting recording available in files section
  3. For the Meeting Organizer: The recording will also be available in the Recordings folder of the meeting organizer's LWTech OneDrive. From here, you can modify the sharing permissions for the recording.
    Recordings folder in One Drive
    Recordings available in One Drive Folder

If you have recorded a class meeting, you can share the link to the recording with your students. This guide shows you how to share your class recording by posting it as a link in a Canvas page.

Written Guide
  1. In your Teams Meeting chat, select the three dots (1) at the top of the recording. Select Get link (2) from the menu that appears.
    Teams Meeting recording link loacted in Teams chat
  2. Select Copy from the pop-up that appears.
    Copy button to get the Teams Meeting Link
  3. In your Canvas course, create a new page to hold the meeting recording. Label the page with a unique identifier, such as the week of the class recording (1). You can also add an introduction or instructions before the recording (2).
    Adding recording link to Canas page
  4. From the toolbar of the Rich Content Editor, select the icon to insert links (1). From the menu, select External links (2).
    Icon to insert external link
  5. In the popup, rename the link by typing into the Text (1) box. In the Link (2) box, paste the link to the video. When completed, select Done (3).
    Insert Link pop-up box
  6. The link will now appear on your Canvas page. Select Save & Publish on your Canvas page to let students access the recording. When students select the link, it will open in a new browser tab.
    Example of link to class recording

You can change the access of a recording to allow for someone who was unable to attend a meeting to view the recording. All recordings of a Teams Meeting are stored in the Recordings folder on your OneDrive, as well as the Meeting Chat and the Files section of the Teams Meeting. To change the permissions of the recording, you need to access the permissions through your OneDrive.

Written Guide
  1. Open your OneDrive. This can be easily access through the app launcher in your Webmail or from the OneDrive/SharePoint link on LWTech’s website.
    OneDrive/Sharepoint on LWTech website
  2. In your OneDrive, select the Recordings folder.
    Recordings folder in OneDrive
  3. Highlight the title of the class recording, then select the Share option.
    Share recording option in OneDrive
  4. From the pop-up, select the link to edit the level of access of the recording.
    Edit Level of Access Link
  5. Select the level of access (1). For posting a class meeting in Canvas, it is suggested to choose the option of sharing with People in the Lake Washington Institute of Technology Organization. You can also view More settings ( 2) and Block download (3) of the video, which is recommended. Once you have chosen the level of access, select Apply (4).
    Sharing settings in OneDrive
  6. In the new pop-up, you can choose to either Send link (1) via email or Copy link (2) to share.
    Option to send the link or copy it
    1. If you've selected to send a link via email,  type in the recipient's email address (1). You can also include a more detailed Message (2). Once you have added a recipient and optional message, select Send (3).
      Enter recipients email and optional message
      1. You will receive a confirmation once your video has been shared.
        Confirmation page of video sharing
    2. If you want to copy the link, select Copy.
      copy link button
      1. A new pop-up will appear to confirm the link has been copied to your clipboard. From there, you can paste the link into an email or chat. Instructors: Please post this modified link in your Canvas courses so students are able to access the recordings!
        Copy Link Button in OneDrive

Recording Basic Troubleshooting and Frequently Asked Questions for Faculty

No. If you started the recording before sending students to breakout rooms, only the main room will continue to be recorded. 

All recordings for your meeting are available in the chat in the Teams desktop app.  We also suggest adding a link to the recording in your Canvas course. 

See the directions above Modifying Access to a Teams Meeting Recording for instructions on how to change recording permissions. 
Whoever starts the meeting recording is the owner of that recording. Anyone with a  Co-organizer or Presenter role has permission to start the recording. Currently at LWTech, students (Attendees) do not have the ability to start recording unless their role has been changed to Organizer, Co-organizer, or Presenter. Learn more about Roles in Microsoft Teams meetings. It is best practice to always have the main Instructor start the classroom recording so they can later modify permissions and sharing if needed.
When you start recording a class meeting, transcription will also start automatically. You can access the transcription after the meeting in the Teams chat. 
We do not suggest recording automatically unless all students are aware that they are being recorded. It is best practice to turn on and off the recording so students receive an alert that recording has begun. 

You will need to change the video permissions in your Microsoft OneDrive or in Microsoft Stream.

Written Guide
Microsoft OneDrive 
  1. Open your OneDrive. This can be easily access through the app launcher in your Webmail or from the OneDrive/SharePoint link on LWTech’s website.
    OneDrive/Sharepoint on LWTech website
  2. In your OneDrive, select the Recordings folder.
    Recordings folder in OneDrive
  3. Highlight the title of the class recording, then select the Share option.
    Share option
  4. Select the gear icon at the top of the newly appeared pop-up box.Gear icon to change sharing persmissions
  5. On the Sharing Settings page, confirm who the link is shared with. At the bottom, toggle the switch next to Block download to Off. Select the Apply button to save changes.
    Block download toggle switch
Microsoft Stream
  1. In your Teams Meeting chat, click on the three dots at the top of the recording. Select Open in Stream from the menu that appears.
    Open in Stream option
  2. In Stream, select the Share button. Then select Manage access from the menu that appears. 
    Manage Access selection available from the Share button
  3. On the Manage Access page, select the Links tab if you have shared the video with your students through a link. If not, select the appropriate option. 
    Links tab on the Manage Access Page
  4. Select the gear icon next to the link to open more options. 
    Gear icon to open more options
  5. Under the link Settings, make sure it is set to Can view
    Can view only option
  6. At the bottom, confirm that Block download is toggled to On
    Block download toggle switch
  7. Select Apply to save your settings.
    Apply button

End of Term How-to Guides for Faculty

After the term has ended, follow the steps below to close out any Teams Meetings you have hosted during the term. 

It is recommended to download all meeting attendance reports and save them for your records.

Written Guide
  1. In Teams, locate the recurring classroom meeting in the Chat.
    Teams Classroom Chat
  2. Select the Attendance tab at the top.
    1. Depending on your screen size, you may need to select the More to locate the Attendance tab.
      More tab to add attendance report option
  3. Select the Download button on the right-hand side to download a copy of your attendance report.
    Attendance Report download button in Chat

Note: For recurring meetings, you'll receive a unique attendance report after each occurrence.

Detailed Written Guide

If you have not already, remove any guest speakers who joined your Teams Meeting during the term from the meeting chat.

Written Guide
  1. From the class meeting chat in the Teams Desktop App, select View Participants in the top-right corner.
    view participants in chat
  2. Select the X next to the user you wish to remove.
    X to remove participant
  3. Select Remove to confirm you want to remove the user.
    Confirmation page to remove the user

Please note: The option to remove a guest speaker (user) from the chat is only available to specific roles and chats with more than three users. 

Once the term is over, you may want to consider muting, unpinning, and hiding your Teams Meeting chat. This will ensure you don't receive notifications from the meeting chat (but can still participate), and the chat is hidden from view.

Written Guide
Mute a Meeting Chat
  1. In Teams, locate the recurring classroom meeting in the Chat.
    Teams Classroom Chat
  2. Next to the conversation/meeting, select More (3-dot menu).
    More options selection
  3. Select Mute from the drop-down list.
    Mute option from drop-down list
Unpin a Meeting Chat
  1. In Teams, locate the recurring classroom meeting in the Chat.
    Teams Classroom Chat
  2. Next to the conversation/meeting, select More (3-dot menu).
    More options selection
  3. Select Unpin from the drop-down list.
    unpin-drop-down-option
Hide a Meeting Chat
  1. In Teams, locate the recurring classroom meeting in the Chat.
    Teams Classroom Chat
  2. Next to the conversation/meeting, select More (3-dot menu).
    More or three-dot menu
  3. Select Hide from the drop-down list.
    Hide available as an option from the drop-down menu
Detailed Written Guide

Additional Microsoft Teams Guides, Tutorials, and Trainings