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7.9. Facilitating Teams Meetings

Details

This Document will provide details on how to facilitate a Teams meeting.

Instructors and meeting organizers: Follow these tips to effectively lead your online class sessions or meetings.

Before the meeting

• If a student, meeting attendee or guest speaker contacts you about how to join your Teams meeting, see how to copy and send the "Join Microsoft Teams meeting" link and details.
• If you are sharing documents during the online class session/meeting, have slideshows, web pages and other files readily available — such as in a clearly named folder on your desktop.
• Make a Microsoft Teams test call to confirm that your mic, speaker and camera are working before joining the meeting.
• Instructors: For pre-recorded audio or video, the Department of Digital Learning recommends that you share these files in advance as links via D2L, Teams channel conversation or email.

Join and start the meeting

• See the steps for joining a Microsoft Teams meeting.
• Turn on your camera so participants can see you. Upon joining the meeting, Teams offers a blur-your-background setting and image backgrounds for privacy. If you do not see background settings, make sure you are using the desktop application and not a web browser.
• Click or tap for steps to change your video background while in the meeting
• If you use the Mute all function, let participants know. Muting all participants quiets side-talking so all can focus. Mute all also can quickly silence loud background noises from a participant.
• By default, attendees can unmute themselves after the instructor or meeting organizer mutes all. See how to prevent unmuting by attendees as the instructor or meeting organizer.
• Remind students to use the Raise Hand icon and watch for raise hand notifications on screen.
• If needed, start recording the meeting.

Share content during the meeting

• Note that you can use the meeting chat to share file attachments, links and polls.
• When you screen share a PowerPoint, the recent PowerPoints list might not show the slideshow you need. Select Browse > Upload from my Computer to navigate to your PowerPoint.
• When presenting a shared PowerPoint, you can prevent others from skipping ahead. Click or tap the eye icon at the top of the meeting window to keep students and participants from moving through the shared presentation on their own.

Leave the meeting

• If you are presenting shared content, click or tap stop presenting.
• If you are recording the meeting, be sure to stop recording. Click or tap the three-dots icon. From the menu, select "Stop Recording." You will be asked to confirm. Click or tap Stop Recording.
• From the meeting controls, click or tap Leave meeting.

After the meeting

• If needed, download an attendance report.
• If you recorded the meeting, Microsoft Stream will notify you via email when it's ready. Access the meeting recording and spot check the video for any playback issues. Instructors can get a link to share the Microsoft Stream video on D2L.

Questions?

Please contact the IT Services Help Desk for questions about Microsoft Teams.