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Creating Online Meetings and Lectures in MS Teams

Creating Online Meetings and Lectures in MS Teams

In Teams, with the normal staff-license it is possible to create online meetings with up to 300 participants and record them. If you have an audience that is between 300 – 1000 students, you should consider requesting the Advanced Communications License (ACL) or organizing a Teams Webinar. If your audience is bigger than 1000 students you should consider a Teams Live event. Read the Compare Online Meeting Tools-page for an overview.

Teams Online Meeting doesn’t comply with your needs?  Have a look at and compare other online meeting tools.

There is still a minor outstanding issue with the implementation of Teams: When creating a meeting in a Channel in Teams, it will not appear in your Outlook calendar.

For Educational Purposes the TU Delft has limited amount of Advances Communication Licences (ACL). With this licence it is possible have up to 1000 participants in an online meeting with the same functionality. Attendees 1001 until 10000 will be added as view only users. They can listen and see what’s happening, but cannot participate.

Only the organiser of the meeting needs the ACL.
Breakout rooms can only be created in meetings that have fewer than 300 attendees. Creating breakout rooms in a meeting automatically limits the number of meeting attendees to 300.

Check the Compare Online Meeting Tools-page for an overview of functionalities per tool.

Request the Advanced Communication Licence

Before the Meeting

There are several options to schedule a meeting and invite attendees:

Before you start you first need to Create a Team and invite students to that team.
  1. Go to the Teams-menu on the navigation bar on the left and select the Class Team and the Channel where you want to meet in.
  2. Click on the Arrow next to Meet(1) on the top-left and choose Schedule a meeting(2).

  3. Add a Title and
    We recommend using your course code and the number or subject of your lecture (e.g. AB1234 – Week 1 – Entrepreneurship).
  4. Set the Date and Time and optionally set the meeting to Repeat.
  5. Click on Send on the top-right. All members of the channel will receive an email with an invite to the meeting.
    If a channel member replies to the invitation in the email, the reply will go to all members of the channel. You can turn this off, for which you can get in touch through the Self-Service Portal.
  6. Set the Meeting policies
  7. Let your students know when and where you meet.
    Tip: include the link to the Channel in your message. To get the link: click on the three dots(1) behind the Channel you want to meet in, select Get link to channel(2) and click on Copy to get the link.
  8. To start the meeting, go to the Channel, click on the meeting and click Join on the top-left
  9. When the meeting is started students can click the Join button in the Channel.

To schedule a meeting without a Team, follow these steps:

    1. Go to the Calendar-menu on the vertical navigation bar on the left.
    2. Click on New Meeting on the top right.
    3. Add a Title
      We recommend using your course code and the number or subject of your lecture (e.g. AB1234 – Week 1 – Entrepreneurship).
    4. Add Required attendees one by one.
    5. Set the Date and Time and optionally set the meeting to Repeat.
    6. Optionally set the meeting to Repeat and set other settings.
    7. Click on Save.
    8. The students will get an invite via e-mail and can accept or decline.
    9. Set the Meeting policies

You can schedule a Teams meeting either in Teams or in Outlook.

With these methods anyone that has the link can join.

Schedule the meeting in Teams

  1. Go to your Calendar-menu on the vertical navigation bar.
  2. Click on New meeting on the top-right.
  3. Add a Title.
    We recommend using your course code and the number or subject of your lecture (e.g AB1234 – Week 1 – Entrepreneurship).
  4. Add at least one person as Required attendee.
  5. Set the Date and Time and optionally set the meeting to Repeat.
  6. Click on Save and open the meeting again.
  7. Click on Meeting options at the top-left, Set the options according to your wish and click on Save.
  8. Back in Teams, Right-Click on the link Join Microsoft Teams Meeting in the Text-field at the bottom and click on Copy Link
  9. Communicate the Date, Time and the Link to students.

Schedule the meeting in Outlook

  1. Go to the Calender in Outlook.
  2. Click on New Appointment
  3. Click on Teams Meeting on the ribbon at the top.
  4. Add yourself to the to-field.
  5. Add a Subject.
    We recommend using your course code and the number or subject of your lecture (e.g AB1234 – Week 1 – Entrepreneurship).
  6. Set the Date and Time and optionally set the meeting to Repeat.
  7. Hold Ctrl and click on Meeting options in the content field below, this will open your browser.
  8. Set the options according to your wish, click on Save and Close the browser.
  9. Back in Outlook, right-click on Join Microsoft Teams Meeting(1) and select Copy Hyperlink(2).
  10. Communicate the Date, Time and the Link to students.

In meetings with registration, the organiser and presenters have more control than in a regular meeting. By default, attendees:

  • Wait in the lobby until the organiser or a presenter lets them into the meeting.
  • Are muted and their video is turned off.

To set-up a meeting with registration, follow these steps:

  1. Go to your Calendar-menu on the vertical navigation bar.
  2. Click on New meeting on the top-right.
  3. Change Require registration to For people in your org.

  4. Click on view registration form if you wish edit the registration form.
  5. Go back to the meeting set-up.
  6. Add a Title.
  7. If you want to, you can add a required presenter.
  8. Set the Date and Time.
  9. Click on Send and open the meeting again.
  10. Click on Meeting options at the top-left, Set the options according to your wish and click on Save.
  11. Back in Teams, click on the Copy registration link button.
  12. Everyone opening the link will be asked to register for the event.
  1. Go to the Meeting in the Channel or the Calendar.
  2. Click on Meeting options on the top-right. This will open in your browser.
  3. Set the setting for the Lobby, Announcements for joiners and Leavers and Who can Present and disable or enable the chat.
    You can always make people the presenter in the meeting.

    Tip: Select that only you can bypass the lobby. This gives you the chance to prepare your lecture and accept all participants (at the same time) once you are ready to start.

    Tip: The meeting organizer can turn off the mics so that attendees can’t unmute themselves during the meeting. All attendees (but not presenters) will be muted when they join the meeting. Visit this page for more info.

  4. Click on Save.
  5. Close the Tab

More about Meeting options

There are several ways to Join a meeting, 3 of the most used are:

  •  Via the Teams (Calendar):
    When creating a meeting in a Channel in Teams, it will not appear in your calendar. In this case go to the Channel to Joint the meeting (see instructions below).
    1. Go to the Calendar-menu on the vertical navigation bar.
    2. Open the meeting.
    3. Click on Join on the top-left.
  • Via a Teams (Channel):
    1. Go to the Team-menu on the vertical navigation bar.
    2. Open Channel where you scheduled the meeting.
    3. Open the meeting.
    4. Click on Join on the top-left.
  • Via Outlook: Open the meeting in the Outlook Calendar and click Join Teams Meeting. 

You can also join a meeting with a link, or -when the functionality works- via a channel in the Class Team. Read more about how to Join a meeting in Teams.
The MS Teams meeting dial in option is not available at TU Delft.

During your meeting

If you set yourself to Do not disturb, you will not get pop-ups from Teams. Clicking on your Profile on the top right to change your status and select Do not disturb.

In the Participant view you can Admit, Invite and Remove Participants, Mute them and change them to Presenter. The meeting organiser is able to download an Attendance List.

Click on the Participant-icon to go to the Participant view.

Admit people from Lobby

To Admit people that are in the Lobby: click on the Accept-icon.

You can change who can bypass the lobby in the Meeting options

Lock a meeting for additional joins

You can lock the meeting for new participants while in the meeting. To do so, click on the three dots next to Participants and select Lock the meeting.

Invite participants to meeting

To ask someone who was invited to join the meeting, select their name > More options > Ask to join .
You can also type a person’s name or phone number in the search box to add someone who was not previously invited.

Disable/Enable incoming video

The organizers are able to disable/enable incoming videos. You cannot turn on their camera. However, you determine whether the attendee is able to turn on the camera or not. Even if their camera is on, but you have selected the option to Turn off incoming video, you will not be able to see the participant. The participant will in this case be able to see himself.

  1. In your meeting select More Options.
  2. Here you are able to Turn off/on incoming video for the participants.

Mute all attendees

The organizer and presenters can disable the microphone for all attendees. The attendee can then only unmute when the presenter has allowed the microphone again. To disable all participants’ microphone:

  1. Click on More options next to Participants
  2. Select Disable mic for attendees

Disable camera for all attendees

The organizer and presenters can disable the camera for all attendees. The attendee can only enable the camera when the presenter has allowed the camera again. To disable all participants’ camera:

  1. Click on More options next to Participants
  2. Select Disable camera for attendees.

Mute a single attendee

To mute a single attendee, take the following steps:

  1. Click on the More options button next to the name of the attendee.
  2. Select Mute Participant.

 Disable camera for single attendee

To disable the camera for a single attendee, take the following steps:

  1. Click on the More options button next to the name of the attendee.
  2. Select Disable camera.

For more information about muting and unmuting attendees visit this website.

Download an Attendance List

The meeting organizer is able to download a list with all participants of the meeting. The Attendance List can be downloaded both during the meeting and after the meeting. After the meeting, it might take up to five minutes for the tile named Attendance Report to pop into the chat.

Read how to download the Attendance List

Attendees raising hands

Attendees are able to raise their hands. This allows them to bring attention upon them. However, as an organizer you are able to lower all the hands at the same time.

  1. Click on the 3 dots.
  2. Select Lower all hands.
It is not allowed to process Sensitive Personal data, Special categories of personal data and data pertaining to criminal matters. Please read more about this, here.
  1.  Click on the 3-dots(1) (more options) on the menu-bar at the top of the meeting and Click Start recording (2).
  2. A red recording dot will appear on the bar and everybody in the meeting will get a Notification that the recording is started.
  3. Audio, Video, Chat and Screen share is recorded.
    The Whiteboard and Shared Notes will not be recorded. Also, only the video of the speaker is shown, videos of others will not be shown.
  4. To stop the recording hover click on the 3-dots on the menu-bar again and click Stop recording.

A recorded meeting is available for everyone after the meeting, with the person who recorded the meeting being the owner of the recording. Only the owner can download and/or delete the recording. After downloading the video file one can always manually upload and share the file, for instance in your team or somewhere external such as Brightspace.

To enable live captions in a meeting, navigate to More options (the three vertically aligned dots), and click on Turn on Live Captions.

Currently, captions are only available in English. So you can speak in several languages, but it is only translated to English. When using Live Events more languages are available.
  1. Go to More actions at the top of the screen
  2. Click on Start transcriptionTo change the spoken (and transcript) language, take the following steps:
    1. In the transcription pane, click the More Actions icon ()
    2. Select the language of preference

With the Share button in Teams you can Share a PowerPoint Presentation, your screen, a collaborative Whiteboard (this will not be recorded) and more. If you share your screen or a window that you have open, you can choose to include system audio to share the audio of your computer.
Here you can also choose a Presenter mode that allows you to include your camera and the shared content in one view. Note that this does shrink the effective size of the shared content to accommodate the camera being included. Clicking on Customize allows you to choose a different background from a selection.

To change the Presenter mode during a meeting you can navigate to the navigation bar at the top of the screen and change the mode there, using the same icons as the icons in the Share content menu.

Learn more about Sharing content
Learn more about Using a Whiteboard in Teams
Learn more about Using a Powerpoint presentation in Teams

Spotlighting a video is like pinning it for everyone in the meeting. If you’re an organizer or a presenter, you can choose anyone’s video (including your own) to be the main video people see. You can spotlight up to 7 users simultaneously, including yourself.

Spotlight someone else’s video

There are a couple of different ways to do it:

  • Right-click on the person’s video itself and select Spotlight from the menu.
  • Alternatively, you can select Show participants to see a list of everyone in the meeting. Find the name of the person whose video you want to highlight in the list, right-click on their name, and select Spotlight.

When you’re ready to end the spotlight, right-click again and choose Stop spotlighting.

Spotlight your own video

  1. Select Show participants.
  2. Under Participants, right-click on your name and select Spotlight.
  3. Right-click again and choose Stop spotlighting to exit.

To share content in a meeting, select Share content in your meeting controls. Then, choose to present your entire desktop, a window, a PowerPoint file, or a whiteboard.

If you’re using Teams on the web, you’ll only be able to share your screen if you’re using Google Chrome or the latest version of Microsoft Edge.
If you’re using a Mac, you’ll need to grant permission to Teams to record your computer’s screen before you can share.

Share PowerPoint slides in a meeting

To share a PowerPoint presentation in a meeting, select Share content and select or upload the PowerPoint presentation you would like to use. After uploading a PowerPoint presentation you can use a multi-coloured laserpointer, pen, highlighter, or the regular cursor to add notes or point to specific parts of the presentation. To the right of the presentation you will see any speaker’s notes added and below the presentation you will see the slides coming up next.

If you choose to share a PowerPoint file in a meeting, participants will get some special capabilities:

  • They’ll be able to move around to different slides without interrupting the main presentation.
  • They can sync their view back to the presenter’s view with one click.
If you don’t want people to be able to independently navigate through a PowerPoint file you’re sharing, select  (it’s next to Stop presenting) to prevent it.

Learn about other content sharing options in Teams in Teams Meetings

Setting up breakout rooms during your online lectures allows for small group discussions, evaluations, and collaboration. You can drop into the breakout rooms to offer support and answer questions. Set out a clear plan, time frame, and instructions for the students before initiating the breakout rooms.

2 Breakout room options

There are 2 options for creating Breakout rooms: the conventional way and the workaround. The main difference is that Breakout rooms is a function within a meeting that can only be set up when a meeting is live. These cannot be made upfront. The workaround Breakout rooms can be made upfront as they are or different channels or different meetings within one channel. Another difference is that only one person (the organizer) can hop between breakout rooms in the conventional way, with the workaround everyone can do so.

Create Breakout rooms (the conventional way)

To be able to create Breakout rooms, you are required to be the organiser of the meeting. If someone else organises the meeting, creating Breakout rooms is not possible for you. When the meeting has started, you will see in the top right the option to create Breakout rooms.

Follow the following instructions to create the Breakout rooms:

  1. Click the Breakout rooms-icon shown in the picture above.
  2. You will see the following menu: 
  3. Select the amount of Rooms you would like to create.
  4. Choose to assign students to the Rooms Automatically or Manually and click on Create Rooms. The rooms will then be created but not yet opened.
    1. If you chose Automatically, the rooms will be created and you will see the sidebar titled Breakout rooms.
    2. If you chose Manually, you will be presented with the following screen that lists all participants, their room and their status. You can select multiple participants and assign them to a room by clicking the Unassigned dropdown menu. Click Assign once you have assigned all participants. This will prompt you with a window that asks for confirmation about the upcoming move of participants.
      The rooms will not be opened automatically for either option.
  5. The settings can be accessed by clicking on the Gear icon in the sidebar. In the settings menu, you can Set a time limit, choose to Automatically move participants to rooms and/or allow Participants to return to the main meeting.
    It is not possible to delete or recreate rooms while they are open, nor can you change the settings for the rooms such as time limits and moving ability.
  6. If you want to change how you assigned the participants, click Assign participants. This will also list the unassigned participants.
  7. After finalising the settings and participant assignment, click Open in the sidebar to open the rooms. The sidebar will then look as follows:
  8. You can generate additional rooms by clicking on the + button or create announcements to all the rooms with the Speaker button.
  9. During the Breakout room session, the organiser is able to access all the Rooms in the chat menu with all the Rooms materials. Here, you can see what is discussed in the chat, but also all the announcements that were made. Next to that, the Files, Meeting Notes, and Whiteboard can be reviewed.
    Students are only able to see the content shared within the Breakout room they are assigned to.
  10. When the time is up, you can close the rooms by clicking on Close rooms. The students will see the following announcement: ‘This room will close in 10 seconds. You will be automatically moved back to the main meeting’.

Find more information (for example about Joining room, adding later joined students and Sending an announcement to the all Breakout rooms) in the link below.

Read more about using Breakout rooms

You can also Watch this video where Breakout Rooms are explained

Create Breakout rooms (workaround)

Before you start you first need to Create a Team and invite students to that team.

The workaround to work in smaller groups in Teams is simply to create several normal Meetings. There are 2 options: either you create several meetings in one Channel or you create a Channel for every Group. The latter one has the following advantages:

  • Materials are easy to share – all team members have access to materials, even if they are guests.
  • You don’t need to share meeting URLs – students can join in directly via channel.
  • The chat is always available for everyone.

Follow the instructions below to create break-out rooms:

  1. Go to the Teams-menu on the vertical navigation bar on the left and select the Class Team.
  2. Optionally Create a Channel for every Breakout room.
    • You can choose to make the Channels either Private or Public.
      When a Channel is set to Public: all users will be able to see the Channel automatically (the Channel can be made to show up first in the Channel list by selecting “Automatically show this channel in everyone’s channel list”. All meetings in Public Channels can be recorded.
      When a Channel is set to Private: users will only be able to see the Channel when added by the owner, see point 3. Do note that meetings in Private Channels cannot be recorded. Also, students will have to use the meet now options to start a meeting, it is not possible to start a meeting upfront.
    • Make sure that you set the correct privacy right away; you cannot change the privacy-settings afterwards.
    • If  you have a Private Channel for every break-out room; click on the 3 dots next to the Channel and select Add Member to add all students one-by-one.
  1. Schedule the Main lecture and the Breakout rooms as separate meetings. For each meeting:
    1. Go to the Channel where you want to schedule the meeting.
    2. Click on the Camera-icon at the bottom.
    3. Type a Subject
    4. Click on Schedule a meeting
    5. Add a Title and optional details and click on Send on the top-right.
    6. Open the meeting again and click on Meeting options and set who may present.
  1. When you want to start, simply open the meeting and click on Join on the top-right. Students can also open meetings. In private channels students should use the meet now button at the top-right.
  2. When the meeting is open, student see the following:
  3. When you want the Breakout session to start, simply ask students to go to the correct Channel and Meeting.
    Tip: Instruct students stay in the main meeting join when they  join the breakout meeting. The main meeting will automatically put on hold. When they end the breakout meeting, they return to the main meeting automatically.

Tips & Tricks

  • Before: Prepare a Word-document or OneNote with prewritten text you can copy-paste to Teams chats and conversations. You can use different styles (colours for example) for different main topics like: general event info, schedule posts and important reminders.
  • Before: Upload documents to the Breakout Channels.
    For reference or for students to work on simultaneously.
  • During: Ask the students to turn on ‘Do not disturb’-mode.
    The less notifications they get during the event the better they can focus.
  • During: Activate the chat for the Breakout meetings. Instruct students to get in touch with you in the meeting chat if they have issues using an @-mention.
  • During: Visit different rooms when starting the breakout part so you can help students who have issues.
  • During: Let students know that the main meeting chat is used for the support, so they can re-join if they have issues.

Forms is the functionality for Teams that allows you to create polls within a meeting. Follow the following instructions to understand how polls are created:

  1. Go to the Channel or Chat in which you want to include a poll.
  2. At the bottom of your Teams window, click on the 3 dots  and select Forms.
  3. Add your questions together with possible answers.
  4. To add more possible options/answers, click Add option.
  5. If you want to allow students to select multiple answers, click the toggle next to Multiple answers.
  6. Select whether you want to Share results automatically after voting and/or Keep responses anonymous.
  7. Click Save.
  8. Now you are able to preview your poll. If you still want to make changes click Edit, or click Send if you’re ready to post the poll.

When students answer the poll, you will see the results in real time in the group conversation. If you selected Share results automatically after voting, the students will also see the responses.

After your meeting

After the Meeting, the chat stays available. The Whiteboard is not saved, so if you want to save that, you must do that before the meeting ends. The Meeting Notes are saved and are being posted in the channel  automatically after the end of the meeting.

When the meeting was recorded, a recording is available for everyone after the meeting is scheduled to end. If the meeting was held in a channel, everyone in the channel can download the recording. After downloading the video file, one can always manually upload and share the file, for instance in your team or somewhere external such as Brightspace.

Previously the organizer of the meeting was able to save a record of who attended the meeting. Due to privacy concerns, this feature has been turned off in the integration of the TU Delft.

FAQ

Unfortunately, it is currently not possible to integrate MyTimetables with Teams.

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