Creating Online Meetings and Lectures in MS Teams

Creating Online Meetings and Lectures in Teams

In Teams it is possible to create online meetings with up to 350 participants and record them. If you have an audience that is bigger than 350 participants, you could consider a Teams Live event.

Does Teams Online Meeting not comply with your needs?  Have a look at and compare other online meeting tools.
There is still a minor outstanding issue with the implementation of Teams: When creating a meeting in a Channel in Teams, it will not appear in your Outlook calendar.

Before the Lecture

There are several options to schedule a meeting and invite attendees:

Before you start you first need to Create a Team and invite students to that team.
  1. Go to the Teams-menu on the navigation bar on the left and select the Class Team and the Channel where you want to meet in.
  2. Click on the Arrow next to Meet(1) on the top-left and choose Schedule a meeting(2).

  3. Add a Title and
    We recommend using your course code and the number or subject of your lecture (e.g. AB1234 – Week 1 – Entrepreneurship).
  4. Set the Date and Time and optionally set the meeting to Repeat.
  5. Click on Send on the top-right.
    The meeting will not appear in your calendar.
  6. Set the Meeting policies
  7. Let your students know when and where you meet.
    Tip: include the link to the Channel in your message. To get the link: click on the three dots(1) behind the Channel you want to meet in, select Get link to channel(2) and click on Copy to get the link.
  8. To start the meeting, go to the Channel, click on the meeting and click Join on the top-left
  9. When the meeting is started students can click the Join button in the Channel.

No Team needed.

    1. Go to the Calendar-menu on the vertical navigation bar on the left.
    2. Set the Date and Time and optionally set the meeting to Repeat.
    3. Add a Title
      We recommend using your course code and the number or subject of your lecture (e.g. AB1234 – Week 1 – Entrepreneurship).
    4. Add Required attendees one by one.
    5. Optionally set the meeting to Repeat and set other settings.
    6. Click on Save
    7. The students will get an invite via e-mail and can accept or decline.
    8. Set the Meeting policies

You can schedule a Teams meeting either in Teams or in Outlook.

With these methods anyone that has the link can join.

Schedule the meeting in Teams

  1. Go to your Calendar-menu on the vertical navigation bar.
  2. Click on New meeting on the top-right.
  3. Add a Title.
    We recommend using your course code and the number or subject of your lecture (e.g AB1234 – Week 1 – Entrepreneurship).
  4. Add at least one person as Required attendee.
  5. Set the Date and Time and optionally set the meeting to Repeat.
  6. Click on Save and open the meeting again.
  7. Click on Meeting options at the top-left, Set the options according to your wish and click on Save.
  8. Back in Teams, Right-Click on the link Join Microsoft Teams Meeting in the Text-field at the bottom and click on Copy Link
  9. Communicate the Date, Time and the Link to students.

Schedule the meeting in Outlook

  1. Go to the Calender in Outlook.
  2. Click on New Appointment
  3. Click on Teams Meeting on the ribbon at the top.
  4. Add yourself to the to-field.
  5. Add a Subject.
    We recommend using your course code and the number or subject of your lecture (e.g AB1234 – Week 1 – Entrepreneurship).
  6. Set the Date and Time and optionally set the meeting to Repeat.
  7. Hold Ctrl and click on Meeting options in the content field below, this will open your browser.
  8. Set the options according to your wish, click on Save and Close the browser.
  9. Back in Outlook, right-click on Join Microsoft Teams Meeting(1) and select Copy Hyperlink(2).
  10. Communicate the Date, Time and the Link to students.
  1. Go to the Meeting in the Channel or the Calendar.
  2. Click on Meeting options on the top-left. This will open in your browser.
  3. Set the setting for the Lobby, Announcements for joiners and Leavers and Who can Present.
    You can always make people the presenter in the meeting.

    Tip: Select that only you  can bypass the lobby. This gives you the chance to prepare your lecture and accept all participants (at the same time) once you are ready to start.

    Tip: The meeting organizer can turn off the mics so that attendees can’t unmute themselves during the meeting. All attendees (but not presenters) will be muted when they join the meeting. Visit this page for more info.

  4. Click on Save.
  5. Close the Tab

More about Meeting options

There are several ways to Join a meeting, 3 of the most used are:

  1.  Teams (Calendar):
    When creating a meeting in a Channel in Teams, it will not appear in your calendar. In this case go to the Channel to Joint the meeting (see instructions below).
    1. Go to the Calendar-menu on the vertical navigation bar.
    2. Open the meeting.
    3. Click on Join on the top-left.
  2. Teams (Channel):
    1. Go to the Team-menu on the vertical navigation bar.
    2. Open Channel where you scheduled the meeting.
    3. Open the meeting.
    4. Click on Join on the top-left.
  3. Outlook: Open the meeting in the Outlook Calendar and click Join Teams Meeting. 

You can also join a meeting with a link, by calling in, or -when the functionality works- via a channel in the Class Team. Read more about how to Join a meeting in Teams.

During your meeting

If you set yourself to Do not disturb, you will not get pop-ups from Teams. Clicking on your Profile on the top right to change your status and select Do not disturb.

In het Participant view you can Admit, invite and Remove Participant, Mute them and change them to Presenter. The meeting organiser is able to download an Attendance List.

Click on the Participant-icon to go to the Participant view.

Admit people from Lobby

To Admit people that are in the Lobby: click on the Accept-icon.

You can change who can bypass the lobby in the Meeting options

Invite participants to meeting

To ask someone who was invited to join the meeting, select their name > More options > Ask to join .
You can also type a person’s name or phone number in the search box to add someone who was not previously invited.

Mute all participants

To mute all participant: click on Mute all in the top-right.

Note: The mute all option does not prevent users to unmute themselves again.

Hard mute all participants

The organizer and presenters can prevent attendees from unmuting at any time during the meeting.

  1. Click on More options  next to Participants.
  2. Select Don’t allow attendees to unmute.

Alternatively, you can mute all the mics without preventing unmuting by selecting Mute all participants under Participants.

For more information about muting and unmuting attendees visit this website.

Download an Attendance List

The meeting organizer is able to download an Attendance list. The Attendance List can only be downloaded while in a meeting. When a meeting is finished downloading the Attendance List is not possible any longer.

Read how to download the Attendance List

  1.  Click on the 3-dots(1) (more options) on the menu-bar at the top of the meeting and Click Start recording (2).
  2. A red recording dot will appear on the bar and everybody in the meeting will get a Notification that the recording is started.
  3. Audio, Video, Chat and Screen share is recorded.
    The Whiteboard and Shared Notes will not be recorded. Also, only the video of the speaker is shown, videos of others will not be shown.
  4. To stop the recording hover click on the 3-dots on the menu-bar again and click Stop recording.

A recorded meeting is available for everyone after the meeting, with the person who recorded the meeting being the owner of the recording. Only the owner can download and/or delete the recording. After downloading the video file one can always manually upload and share the file, for instance in your team or somewhere external such as Brightspace.

With the Share button in Teams you can Share a PowerPoint Presentation your screen a collaborative Whiteboard (this not recorded) your screen and more. If you share your screen or a window that you have open, you can choose to include system audio to share the audio of your computer.

Learn more about Sharing content
Learn more about Using a Whiteboard in Teams

Spotlighting a video is like pinning it for everyone in the meeting. If you’re an organizer or a presenter, you can choose anyone’s video (including your own) to be the main video people see. You can set yourself in the spotlight, or someone else.

Spotlight someone else’s video

There are a couple of different ways to do it:

  • Right-click on the person’s video itself and select Spotlight from the menu.
  • Alternatively, you can select Show participants to see a list of everyone in the meeting. Find the name of the person whose video you want to highlight in the list, right-click on their name, and select Spotlight.

When you’re ready to end the spotlight, right-click again and choose Stop spotlighting.

Spotlight your own video

  1. Select Show participants.
  2. Under Participants, right-click on your name and select Spotlight.
  3. Right-click again and choose Stop spotlighting to exit.

To share content in a meeting, select Share content in your meeting controls. Then, choose to present your entire desktop, a window, a PowerPoint file, or a whiteboard.

If you’re using Teams on the web, you’ll only be able to share your screen if you’re using Google Chrome or the latest version of Microsoft Edge.
If you’re using a Mac, you’ll need to grant permission to Teams to record your computer’s screen before you can share.

Share PowerPoint slides in a meeting

To share a PowerPoint presentation in a meeting, select Share content and select or upload the PowerPoint presentation you would like to use.
If you choose to share a PowerPoint file in a meeting, participants will get some special capabilities:

  • They’ll be able to move around to different slides without interrupting the main presentation.
  • They can sync their view back to the presenter’s view with one click.
If you don’t want people to be able to independently navigate through a PowerPoint file you’re sharing, select  (it’s next to Stop presenting) to prevent it.

Learn about other content sharing options in Teams in Teams Meetings

Before you start you first need to Create a Team and invite students to that team.

Setting up breakout rooms during your online lectures allows for small group discussions, evaluations, and collaboration. You can drop into the breakout rooms to offer support and answer questions. Set out a clear plan, time frame, and instructions for the students before initiating the breakout rooms.

2 Breakout room options

There are 2 options for creating Breakout rooms: the conventional way and the workaround. The main difference is that Breakout rooms is a function within a meeting that can only be set up when a meeting is live. These cannot be made upfront. The workaround Breakout rooms can be made upfront as they are or different channels or different meetings within one channel.

Create Breakout rooms (the conventional way)

To be able to create Breakout rooms, you are required to be the organiser of the meeting. If someone else organises the meeting, creating Breakout rooms is not possible for you. When the meeting has started, you will see in the top right the option to create Breakout rooms.

Follow the following instructions to create the Breakout rooms:

  1. Click the Breakout rooms-icon shown in the picture above.
  2. You will see the following menu: 
  3. Select the amount of Rooms you would like to create.
  4. Choose to assign students to the Rooms Automatically or Manually.
  5. Click on Create Rooms.
  6. Now, the amount of Rooms chosen is created and you are able to Add Rooms.
  7. In the top right, when you click on the Three dots, you are able to Recreate room and go to Rooms settings.
  8. When all the students have been assigned to Breakout rooms, you can Start rooms. The students will be asked to join the room they are assigned to.
  9. During the Breakout room session, the organiser is able to access all the Rooms in the chat menu with all the Rooms materials. Here, you can see what is discussed in the chat, but also all the announcements that were made. Next to that, the Files, Meeting Notes, and Whiteboard can be reviewed.
    Students are only able to see the content shared within the Breakout room they are assigned to.
  10. When the time is up, you can close the rooms by clicking on Close rooms. The students will see the following announcement: ‘This room will close in 10 seconds. You will be automatically moved back to the main meeting’.

Find more information (for example about Joining room a room, adding later joined students and Sending an announcement to the all Breakout rooms) in the link below.

Read more about using Breakout rooms

You can also Watch this video where Breakout Rooms are explained

Create Breakout rooms (workaround)

The workaround to work in smaller groups in Teams is simply to create several normal Meetings. There are 2 options: either you create several meetings in one Channel or you create a Channel for every Group. The latter one has the following advantages:

  • Materials are easy to share – all team members have access to materials, even if they are guests.
  • You don’t need to share meeting URLs – students can join in directly via channel.
  • Chat is always available for everyone.

Follow the instructions below to create break-out rooms:

  1. Go to the Teams-menu on the vertical navigation bar on the left and select the Class Team.
  2. Optionally Create a Channel for every Breakout room.
    • You can choose make the Channels either Private or Public.
      When a Channel is set to Public: all users will be able to see the Channel automatically (the Channel can be made to show up first in the Channel list by selecting “Automatically show this channel in everyone’s channel list”. All meetings in Public Channels can be recorded.
      When a Channel is set to Private: users will only be able to see the Channel when added by the owner, see point 3. Do note that meetings in Private Channels cannot be recorded. Also students will have to use the meet now options to start a meeting, it is not possible to start a meeting upfront.
    • Make sure that you set the correct privacy right away; you cannot change the privacy-settings afterwards.
    • If have a Private Channel for every break-out room; click on the 3 dots next to the Channel and select Add Member to add all students one-by-one.
  1. Schedule the Main lecture and the Breakout rooms as separate meetings. For each meeting:
    1. Go to the Channel where you want to schedule the meeting.
    2. Click on the Camera-icon at the bottom.
    3. Type a Subject
    4. Click on Schedule a meeting
    5. Add a Title and optional details and click on Send on the top-right.
    6. Open the meeting again and click on Meeting options and set who may present.
  1. When you want to start, simply open the meeting and click on Join on the top-right. Students can also open meetings. In private channels students should use the meet now button at the top-right.
  2. When the meeting is open, student see the following:
  3. When you want the Breakout session to start, simply ask students to go to the correct Channel and Meeting.
    Tip: Instruct students stay in the main meeting join when they  join the breakout meeting. The main meeting will automatically put on hold. When they end the breakout meeting, they return to the main meeting automatically.

Tips & Tricks

  • Before: Prepare a Word-document or OneNote with prewritten text you can copy-paste to Teams chats and conversations. You can use different styles (colours for example) for different main topics like: general event info, schedule posts and important reminders.
  • Before: Upload documents to the Breakout Channels.
    For reference or for students to work on simultaneously.
  • During: Ask the students to turn on ‘Do not disturb’-mode.
    The less notifications they get during the event the better they can focus.
  • During: Activate the chat for the Breakout meetings. Instruct students to get in touch with you in the meeting chat if they have issues using an @-mention.
  • During: Visit different rooms when starting the breakout part so you can help students who have issues.
  • During: Let students know that the main meeting chat is used for the support, so they can re-join if they have issues.

After your meeting

After the Meeting, the chat stays available. The whiteboard and Notes are not Saved, so if you want to save them, you must do that before the meeting ends. A recorded meeting is available for everyone after the meeting, with the person who recorded the meeting being the owner of the recording. Only the owner can download and/or delete the recording. After downloading the video file one can always manually upload and share the file, for instance in your team or somewhere external such as Brightspace.

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