Teams Meetings staff guide

Students are not typically invited to Teams Meetings scheduled via an Outlook meeting. Ensure that you make the link available to students via Moodle and that as a programme team that you provide access to the links in a consistent location.

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.

The automatic meeting recording feature is available. Meeting organisers can set this from their Meeting options/settings. 

The first person to join the meeting will automatically start the recording if they are from the organisation hosting the meeting. They become the owner of the recording in OneDrive/SharePoint.

Where you want to automatically record the meeting in an Outlook scheduled meeting, ensure you set up a lobby so that you will own full rights to the recordings.

1. Open Outlook. From your calendar, select New Teams Meeting to set up your Virtual Classroom.
2. Give the meeting a meaningful title e.g. module name lectures Term 1 or module name Seminar Group 1 or 2 or 3.
3. Add co-facilitators to the invite. You can add these staff as co-organisers from the Meeting options once you have saved the meeting and they can help you manage and facilitate the Teams Meeting.
4. Set the time and date for the meeting.
5. Set up a recurrence so that the Teams Meeting link is available to lecturers and co-facilitators at the right date and time each week. Select Recurrence. Select to Repeat every 1 week and set end date for corresponding day of the week in last week of teaching.
6. You can activate the lobby and set the presenters prior to sending the invitation. Select Settings from the Outlook toolbar. Choose Meeting options. Set up your lobby options and presenters. The lecturers should be presenters. This means that students will be attendees and will have fewer permissions within a meeting.
7. Send the meeting invitation.

1. Open the first occurrence of the meeting on Outlook. Select The entire series.
2. Select Meeting options. You may need to right click and select Open hyperlink to open the link.
3. 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.
4. 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.
   • People dialing in can bypass the lobby option means that when someone joins a Microsoft Teams meeting by phone, they will automatically join the meeting without having to wait in the virtual lobby for the meeting organizer to admit them; essentially, they can directly access the meeting when they dial in. To ensure a secure meeting, disable this option.
   • 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.

5. To restrict who can share their screen and record the meeting you can select Specific people or Only organisers and co-organisers from the Who can present menu. Anyone who has been invited to the meeting will appear via search to select as a Presenter.

6. You can restrict mic and camera from this menu.
7. If you enable the Record and transcribe automatically setting, the first person to join the meeting will automatically start the recording if they are from the organisation hosting the meeting. They become the owner of the recording stored in OneDrive. Where you want to automatically record the meeting, ensure you set up a lobby so that the organiser or co-organiser own full rights to the recordings. In the meetings for Who can bypass the lobby? Select Only organisers and co-organisers.

8. You can decide how you want to use Chat. By default it is On, but you can change this to Off or limit Chat to In meeting only.
9. If you switch Chat Off, you might want to enable Q&A to allow students to ask questions. Once you join the meeting you can enable moderation for Q&A.
10. Allow reactions allows you to disable/enable reactions.
11. Allow attendance report should remain checked so you can monitor student attendance.
12. Select Save to save any changes you make to Meeting options.

Related guidance

If you enable Q&A within the Meeting options, you might find it useful to switch on moderation. This option is available via the Meeting controls so you must join the meeting.

1. Select Q&A in the meeting controls.
2. In the Q&A pane, select Q&A settings button.

   

3. Turn on the Moderate questions toggle.
4. Turn on the Allow private replies to unpublished questions toggle to allow moderators to privately respond to questions under review. Attendees can view their questions and respond to private replies in their My questions feed. Private replies will be deleted if the question is posted.
5. Select Save.

You may need to go back to your meeting series and delete occurrences of the meeting e.g. Reading week or update dates and times due to changes in timetabling.

Cancel

1. Open the relevant meeting occurrence. Select Just this one and select OK.
2. Select Cancel Meeting.
3. Select Delete this occurrence in the pop-up window. Select OK.
4. Select Send cancellation.

Update

1. Open the relevant meeting occurrence. Select Just this one and select OK.
2. Change the date and or/time of this occurrence.
3. Select Send update.

We recommend adding a link to the meeting to Moodle and that as a programme team you make these links available to students in a consistent location.

1. Open the first occurrence of the meeting in Outlook.
2. Copy the Join Microsoft Teams Meeting link (Right click and Copy hyperlink).

   

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

Related guidance

If you want the meetings to be populated into students'  Outlook and Teams calendar you can add the students to the meeting invite.

1. Open the relevant meeting invitation.
2. Select to open The entire series for recurring meetings.
3. Add the relevant students to the invitation.
4. Select Send update.
5. Select Send updates only to added or deleted attendees. Select OK. The meeting invitations will now be available for students in their outlook calendar and via their Teams calendar.

Student email addresses

You can retrieve students' email address from Moodle by downloading a class list. 

If your invite is only relevant to a group of students (e.g. tutorial group) and that group is set up on Moodle, you can filter by group from the enrolment page to download the email addresses of relevant students only.

Related guidance