Podium guide

As part of your lecture, you might have a guest speaker joining your face-to-face session online. This page will provide instructions of how to set up Teams on the Pod so that your guest speaker can be viewed and heard by students in the learning space. You will need your own laptop and webcam to facilitate this.

To ensure security during Microsoft Teams meetings, you have the option to restrict to @city.ac.uk members only. However, you may choose to have a guest speaker who would need to join your meeting. This guide provides instructions on changing Teams settings to continue to ensure teaching sessions are secure, whilst allowing guest speakers to join and enrich the teaching experience.

The settings outlined below mean that the guest speaker and students who log in with their personal Teams accounts will be redirected to a Lobby Room, and the organiser will have to approve each member to enter/access the meeting room.

First, you will need to change the settings when creating the meeting via Microsoft Teams desktop.

1. Select the settings icon (the cog) in the left-hand corner.
2. Select the Security option and change the Who can bypass the lobby? to People in my org.
3. Those outside the City organisation will remain in the lobby, before joining the meeting. This includes the guest speaker and any students who log in with their personal Microsoft accounts and will need to be transferred by the organiser or co-organiser.

4. Select the Engagement option (on the left-hand screen) and change the Who can present an option to Specific people.

Microsoft Teams works seamlessly using a laptop that is connected to the pod via a HDMI cable.

1. Turn the Crestron Panel on by touching the screen and activating the system.
2. Connect your laptop to the pod via the HDMI cable, then select the Laptop output on the Crestron panel.
3. Your laptop screen should now be shown on the pod PC and the projector screen(s). However, if you don’t want the student to see your laptop screen on the projector screen, make sure to select the Hide Image option on the Creston panel.
4. Start your Teams meeting on your laptop through the Teams app.
5. Once your Teams call starts, make sure to test the camera, speaker and microphone to check they work as required.
   To do this, select the downwards arrow next to the camera icon and Microphone icon. Features to change the speaker output, the volume, test the microphone and change the input of the microphone are available.

• Facilitate Teams Meetings