Teams Meetings staff guide

Teams recordings will be stored on OneDrive/SharePoint from July 2022.

1. If your Teams Meeting is associated with a Teams channel, then all members of the channel can access the recording.
2. If your Teams Meeting is organised via Outlook and not associated with a Teams channel, then only students who were invited to or attended the meeting get automatic access to the meeting recording.

LEaD recommend that you map your OneDrive/SharePoint recordings to Echo360 to ensure that students can access the relevant recordings. Mapping your OneDrive/SharePoint recordings to Echo360 has many benefits.

1.  All online lecture recordings and Lecture Capture recordings are consolidated in one link on a Moodle module. 
2. The Echo player has better accessibility options than the Microsoft player, including:
   • a searchable transcript,
   • options to customise the position of captions,
   • ability to correct the transcript and captions.
3. Study features are built into the Echo player​. Students can take notes and bookmark as they review the recording. They can revisit these bookmarks and notes.
4. Teams meetings recordings will be managed in line with the Echo360 retention policy.

Due to Microsoft licence restrictions for Visiting Lecturers (VLs), recordings of Teams meetings made by VLs have a very limited retention period and will be deleted 21 days after the recording is completed. To ensure that recordings of teaching sessions can be accessed by students during the academic year, VLs are advised to map their OneDrive/SharePoint recordings to Echo360 in order to provide access to students.

Teams Meetings recordings are saved to OneDrive>Recordings of the meeting organiser or Presenter who selects record. 

Prior to making any recordings that you want to share with students you will need to set up folders on OneDrive, map to Echo360 and connect Echo to Moodle. These tasks need to be completed once for each module.

Set up folders on OneDrive

1. To help automate the display of Teams Meetings recordings, create a top-level (root) folder in OneDrive for each module you are facilitating using Teams meetings. Title the folder with the name of the module followed by recordings e.g. EDM116 recordings.
   • If different lecturers are facilitating occurrences of this Teams Meeting, you can share the folder with each member of the teaching team who is responsible for recording the meeting.

Map to Echo360

Set up Echo mapping prior to any recordings taking place for the module. The mapping must be set up by the member of staff who plans to record the Teams meetings.

1. Login to Echo360.org.uk
2. Select the cog icon from the top-right of the screen.
3. Select Account Settings.
4. Select OneDrive from the menu on the left of the screen.
5. Select Add OneDrive Subscription. You may be prompted to login again.
6. An overlay window will open. This will list your options to map from including your OneDrive files and Teams for teaching sites.
7. Select My files.
8. Select Next.
9. Select the module folder that you created in OneDrive.
10. Select the Save button.
11. Select the relevant Echo section from the Echo360 Section drop-down menu. The section will correspond to Module name and lecture series e.g. 2023/24 PRD1 - Autumn Term lectures. 
12. Select Save Section Settings button.

Complete this mapping for each module you are teaching online using Teams Meetings organised via Outlook. 

Connect Lecture Capture to Moodle 

1. To ensure that students can view the recordings you need to connect Lecture Capture to Moodle. If you are using Lecture Capture to record your face-to-face teaching you may have already completed this step. 

Connect Lecture Capture to Moodle for each module you are teaching online using Teams Meetings organised via Outlook.

After the Teams meeting

The step below needs to be completed after each Teams meeting recording has finished processing.

Teams Meeting recordings will be saved to OneDrive>Recordings folder of the person who selects to record the meeting. 

1. Move any recordings for the module from OneDrive>Recordings to the folder titled module name recordings. 

How students access recordings 

1. Any students who attended the meeting or students who were invited to the meeting can access the recording via the link to the recording in the meeting chat. 

2. Any recording moved to the module name recordings folder will become available to students via the Lecture Capture link in the relevant Moodle module.

Flowchart for personal Teams meetings

Teams Meetings recordings that are associated with a channel are stored in the SharePoint for the Team and can be accessed via the Teams channel. 

Prior to recording any Teams Meetings associated with a channel you will need to map the Teams channel to Echo360 and connect Lecture Capture to Moodle. You will only need to do this once for each module and then recordings will automatically display to students via the link to Lecture Capture in Moodle.

Map the Teams channel to Echo360

Set up Echo mapping prior to any recordings taking place for the module.

1. Login to Echo360.org.uk
2. Select the cog icon from the top-right of the screen.
3. Select Account Settings.
4. Select OneDrive from the menu on the left of the screen.
5. Select Add OneDrive Subscription. You may be prompted to login again.
6. An overlay window will open. This will list all the Teams of which you are an owner or where you have permission to add content.
7. Select the relevant Team from the list.
8. Select Next.
9. Select the channel associated with the Teams Meetings.
10. Select the Save button.
11. Select the relevant Echo section from the Echo360 section drop-down menu. The section will correspond to the name of the Moodle module where you want students to access the Teams recordings. 
12. Select Save Section Settings button.

Complete this mapping for each module you are teaching online where recordings are associated with a Teams channel.

Connect Lecture Capture to Moodle 

1. To ensure that students can view the recordings you need to connect Lecture Capture to Moodle. If you are using Lecture Capture to record your face-to-face lectures you may have already completed this step. 

Connect Lecture Capture to Moodle for each module you are teaching online using Teams Meetings associated with a channel.

How students access recordings 

1. Any students who are members of the channel can view the recordings in the following locations:
   • Teams channel chat area. 
   • Recordings folder within the Files tab of the channel. 

2. Lecture Capture link in relevant Moodle module. 

Flowchart for personal Teams meetings

Teams Meeting recordings can be accessed and downloaded in Microsoft Stream by the Meeting organiser or the Presenter who started the recording. Other attendees who were invited to the meeting or attended the meeting can view the recording, but cannot download it.

This means that if you have not invited your students to the meeting, for example if you scheduled your meeting via Outlook and didn't invite your students to the meeting invitation, they will not all be able to view the stream recording if they did not attend the meeting.