Microsoft Teams has replaced Zoom for teaching, learning and other online meetings. Users continue to have access to the free version of Zoom, which allows the meeting to be up to forty minutes long and the meeting recording to be saved onto a local drive. The free version of Zoom is not accessible in Canvas courses. Please direct Zoom licensing questions to ITS (firstname.lastname@example.org).
Microsoft Teams is a real-time messaging system that includes a variety of communication and collaboration apps, of which Teams Meetings is an integral part. With Microsoft Teams, users can make voice and video calls, send messages, share files and hold online meetings (video conferences).
Teams Chat and Teams Calls allow RMC users to reach other community members using the recipient's RMC email address instead of a cell phone number.
Teams Meetings allows remote and hybrid teaching and other online meetings. The instructor can record Teams meetings for students to review. RMC users enjoy unlimited storage space, and online meetings can host a large number of participants for an extended meeting length.
Navigate to Teaching Toolkit Homepage
Users can initiate Teams calls, meetings and chats through one of the following methods:
When prompted, sign into Microsoft Teams using your RMC username and password.
NOTE: Users do not need RMC login credentials to join Teams meetings; learn how.
Overview of Team and Channels (in Text and Video)
2) The "General" channel is included in a Team. It is accessible by all team members. Learn more about Channels.
Notes about channel Privacy setting:
Custom channels can be deleted or hidden. Deleting a channel will delete posts and access to the content (e.g. files and recordings) in that channel.
RMC users can call and message other community members using the recipient's RMC email address instead of a phone number. However, organizing chats and calls in one's Teams account can be tricky when there are a lot of them. Deleting a chat only removes it from the user's own Teams account; it remains in other participant's Teams chat. We recommend using chat and video- or voice-calls for one-time conversations. For an on-going group project or conversation with consistent group members, we recommend creating a Team and custom channel for the group instead of making group calls or group chat.
This feature is convenient for calling someone in the RMC community. You can also call someone outside of RMC who uses Teams. No phone number is needed for making the call.
The laptop or mobile device must have audio and video input capability (e.g. microphone and webcam) and speaker connected or built in for making and receiving calls.
Learn more about using Teams Calls (in Text).
Pre-scheduling is not required for holding Microsoft Teams meetings; read the instructions for starting an instant meeting in Teams.
For planning and communication, you may want to schedule meetings in advance by using your Outlook Calendar or your Teams Calendar. Your Outlook Calendar and Teams Calendar are connected. Meetings you have scheduled or been invited to will be updated in both of your calendars. However, the two calendars offer different access levels to the meeting content.
Use the Outlook Calendar to schedule an event that tends to have many attendees who may or may not be members of an organization or team.
Follow these steps:
Learn more about how to schedule a Teams meeting in Outlook and add participants.
Teams Calendar is part of Teams, and works with Teams and channels seamlessly.
Scheduling events in Teams Calendar works similarly to scheduling in Outlook (see information in the above section, "Outlook Calendar"). This section focuses on the unique features of Teams Calendar.
To take advantage of Teams Calendar, we recommend you first create a Team, add Team members and create standard channel(s). Then in Teams Calendar, fill out the information as you would in Outlook, but pay special attention to the following:
Learn more about how to schedule a meeting in Teams Calendar.
Join a Teams Channel Meeting Scheduled in Teams Calendar
Members can JOIN the meeting
"Meeting options" is accessible when the organizer is scheduling the meeting in Outlook (screenshot below, left) or in Teams Calendar (screenshot below on the right).
"Meeting options" is also accessible in the meeting room, from "More" on the toolbar (A screenshot of the toolbar is in the next section of this page.)
In the "Meeting options" window, the organizer can choose co-organizers. Note that the co-organizers must have been invited during Outlook scheduling, or added as Team members during Teams Calendar scheduling; refer to Scheduling and Joining Teams Meeting.
The organizer and co-organizers have control over Meeting Options. See the screenshot for suggested selections.
Microsoft Resources on Meeting Options.
The meeting organizer can see a toolbar near the top of the screen, similar to this screenshot.
Next to the "Leave" button is Share. This function is only available to the meeting organizer and co-organizer unless the organizer selects "Everyone" for who can present; see "Meeting Options" in the previous section of this page.
Learn how to Share screen or window in a Teams meeting.
The organizer may want to end a Teams meeting by clicking "Leave" and select "End meeting". Other participants can simply click the Leave button.
The Meeting Organizer/Team Owner can access and manage the meeting files
For a (standard) channel meeting:
Team memebers can access "Files" & "Posts" for meeting recordings, transcripts, and attachments.
The above files are saved in SharePoint.
For a meeting scheduled through Outlook:
In MS Teams, the scheduled meeting is listed in the attendee’s Chat.
Through the meeting’s “Chat” tab, the attendees can access recordings, transcripts, and attachments.
The above files are saved in the organizer’s OneDrive >> "My files" >> “Recordings” or “Microsoft Teams Chat Files” folder.
In MS Teams, create a Team for the course.
Create channels for specific tasks, collaboration groups, or topics. We recommend you create at least one custom channel and use it for online teaching and/or office hours. Refer to Scheduling and Joining Teams Meeting -- scroll to Teams Calendar.
Use Teams Call instead of calling one's phone number as emergency contact; see how to make voice or video calls.
Using Teams meeting/video conferencing:
Schedule the meeting in advance and communicate how to join the meeting.
Orient students with the toolbar in the meeting room.
Share screen and presentation.
Annotate on a shared whiteboard.
Polling students to check their understanding; see details.
Create breakout rooms and assign participants to rooms before or during the meeting; see details.
Manage the Attendance Report; see details.
The instructor can use Teams Meeting for lecture capture
Refer to this slide deck for more information.