Teams Meetings staff guide

If you are using a Teams for teaching you can schedule a Teams Meeting via the Teams calendar. You must add the meeting links to the relevant Moodle module so that these are available in a consistent location for students across a programme. 

In Teams Meetings, by default all attendees in a meeting have permission to present, which can cause issues with the lecturer maintaining control of the audio and screen-sharing. For teaching sessions, it’s best to change this so that only specific people such as the lecturer and co-facilitators can present.

1. From Teams, select Calendar.
2. Select +New meeting.
3. Add a meaningful Title and select date and time.
4. Add required attendees - this could include staff who are helping to co-facilitate the session.
5. To set a weekly recurrence of the Virtual Classroom with an end date, open the Does not repeat drop-down menu.
6. Select Custom.

6. Set your repeat pattern from Repeat every menus.
7. Select an end date.
8. Select Save.

9. From Add channel, select the relevant Team, expand using arrow and select the relevant channel.
10. Add a description and select Schedule.
11. Now the meeting is populated to the Teams calendar for everyone who is a current member of the Team.

1. Select the meeting from your Teams Calendar.
2. Select Edit and then Edit series.
3. Select the Meeting options tab.
4. Select your co-organisers to help you manage your meeting. Start typing their names into the Choose co-organiser field. Review Microsoft guidance for  information on permissions available to co-organisers.
5. If you want to ensure that only students accessing with their @city.ac.uk credentials can immediately join the meeting, you can select People in my organization from the Who can bypass the lobby options.
   • If you want to place all students into the lobby and admit them individually, you can select Only me and co-organisers from the Who can bypass the lobby drop-down menu.

4. To restrict who can share their screen and record the meeting you can select Specific people or Only me or Only me and co-organisers from the Who can present menu. Specific people that you can select to present are staff members that you invited from Add required attendees.
5. You can also restrict mic, camera and reactions in the meeting from this setting.
6. You have the option of recording automatically. Please note that the person who starts the meeting will become the owner of the recording in SharePoint.
7. Select Save.

Related guidance

You must add a link to the meeting to Moodle so that this is available to students in a consistent location.

1. Select the meeting from the Teams calendar.
2. Select Edit and Edit series.
3. Select the Copy link icon from the top-left of the meeting. This copies the meeting invite link to your clipboard.

   

4. Close the meeting.
5. Paste the link into a URL, Label, Page or Calendar event in Moodle. Provide a meaningful title for the meeting link.

Related guidance