Introduction
MS Teams has a number of special functions and capabilities focused on moderating a meeting. Here is how to activate and utilize these functions.
Table of Contents:
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Duplicate an event to another calendar
- Open the calendar invite that you want to provide access to.
- Click the “more actions” icon (it looks like an ellipsis) in the toolbar for a set of drop-down menu options.
- Select “Duplicate event” from the drop-down menu, a duplicate of the event will be created and pop-up on your screen.
- Click the chevron next to the name of your calendar, select the name of the calendar that you want to assign this event to.
- The event should now be listed under the new calendar, and the color coding of the invitation should reflect that calendar.
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Set presenter and moderation preferences in “Meeting Options”
A person who schedules the meeting has the role of meeting “Organizer.” Only the Organizer can configure/edit these settings.
To configure this setting, the organizer must:
- Open the meeting invitation within Outlook or MS Teams.
- Select the "Meeting options” link in the meeting invitation, it appears below the "Click here to join meeting" link, and a new tab will open in your internet browser.
- Adjust the settings for the following options:
- Who can bypass the lobby? (default is "Everyone"): anyone attending the meeting, other than the organizer, can be sent to a virtual lobby until the Organizer (or a designated presenter) lets them into the meeting. The lobby can be disabled so all participants can go straight to the meeting room.
- Always let callers bypass the lobby: create a lobby, pre-meeting space for participants entering with a dial-in number.
- Announce when callers join or leave (default is "No"): all participants will see a notification in the chat when others enter or exit the meeting.
- Who can present? (default is "Everyone"): designate how participants enter a meeting, as a presenter or attendee. Options include:
- Everyone: all participants, regardless of how they accessed the meeting invitation will come in with presenter access by default.
- People in my organization and guests: participants with a SUNY Empire username and guests signed in with their own MS Teams account/license will come in with presenter access; all other guests will come in as an attendee.
- Specific people: allows the organizer to specify someone (besides themselves ) to be a presenter.
- Please note: The “Specific people” option only allows Organizers to select individuals have been sent an invitation to the meeting already. Someone who has not been sent an invitation yet cannot be selected/added in the drop-down box.
- Only me: allows the Organizer to designate themselves as the only presenter. All other participants will be designated as attendees when first entering the meeting; the organizer can designate additional presenters during the meeting.
- Allow mic for attendees (default is "Yes"): disable microphones for all attendees before they enter the meeting. They will not be muted (which allows them to turn on their mic eventually); they can't turn it on at all unless the Organizer or presenters allow them to turn it on specifically during the meeting.
- Allow camera for attendees (default is "Yes"): disable camera for all attendees before they enter the meeting. They can't turn it on at all unless the Organizer or presenters allow them to turn it on specifically during the meeting.
- Record automatically (default is "No"): a recording will automatically start when the first participant (regardless of role) enters the meeting room. The Organizer will "own" the recording.
- Allow reactions (default is "Yes"): allow for hand raising and emoticons to display. The icon will be removed from the toolbar entirely when set to "No."
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Set presenters and attendees during a meeting
The “Meeting options” can be set prior to a meeting, there are options under “Who can present?” for “Only me” [the organizer] or “Specific people” [that can be set to the organizer and anyone who was initially invited to the meeting]. Those participants with a presenter role may designate additional participants as either a presenter or attendee once the meeting has started (see “Set presenters and attendees in Meeting Options” to configure this option).
To see the role of an attendee.
- Click on the “show participants” icon in the meeting.
- Hover your mouse cursor over the name of someone in the meeting. The “more options” icon will appear (it looks like an ellipsis).
- Click on the "more actions" icon and select “Make a presenter” from the drop-down options.
Please note: If someone is designated a presenter and needs to be re-designated, you can “Make an attendee” following the same steps. The meeting organizer cannot be designated as an attendee.
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Add a new participant during a meeting
- Click on the “show participants” icon in the meeting. A “People” window will appear on the right-hand side of the screen.
- Enter the name of the person and/or email address of the person you wish to add in the textbox that notes “Invite someone.”
- Click on their name when it appears from your contact list and they will be invited to join the meeting.
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Download attendance during a meeting
Organizers of a meeting have the ability to down an excel spreadsheet with attendance data during and after a meeting. Please note: Organizers are the user who created the original calendar invite for the meeting. This role cannot be switched or changed after the meeting has been created.
- Click on the “show participants” icon during the meeting. A “People” window will appear on the right-hand side of the screen.
- Click on the "more actions" icon that appears at the top of the "People" window (it looks like an ellipsis). A drop-down menu will appear.
- Select "Download attendance list." An excel spreadsheet will be downloaded to your device (depending on your web browser, it will either go directly to the "Download" folder or where you have set as the default
- Open the spreadsheet, the names of all users will be listed in the spreadsheet and the times that they arrived to the meeting will appear.
Please Note: if attendees arrived prior to the meeting Organizer, their start time will reflect the time that the organizer arrived.
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Find attendance report after a meeting
Organizers of a meeting have the ability to view the attendance information after a meeting or download an excel spreadsheet. Please note: Organizers are the user who created the original calendar invite for the meeting. This role cannot be switched or changed after the meeting has been created.
View attendance list directly in Teams:
- Open the meeting's invitation in the "Calendar" on MS Teams (report not available from Outlook).
- Click on the "Attendance" tab that appears at the top of the meeting invitation, and the list will display below the tab.
Download a final attendance report from the chat:
- Open the meeting's chat from the navigation bar on the left-hand side of the Teams app.
- Click the "Download attendance report" file that generates a few minutes after the meeting has ended.
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Mute all mics
To mute the microphones of all participants:
- Click on the“show participants” icon in the meeting’s toolbar. A window will open on the right-hand side of the screen with a list of all participants currently in the meeting.
- Select the "Mute all" option in the top right-hand corner of the participant list. This will mute the microphone of everyone but you.
Organizers and Presenters during a meeting can set it so that Attendees will be unable to unmute their mic:
- Click on the "show participants" icon in the meeting's toolbar. A window will on the right-hand side of the screen with a list of participants currently in the meeting.
- Click on the "more actions" icon at the top of the side menu (it looks like an ellipsis), and a drop-down menu will appear.
- Select the "Don't allow attendees to unmute" option. Repeat steps if feature needs to be disabled.
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Mute a single participant’s mic
There are two methods to mute the microphone of a single participant:
Method 1:
- Hover your cursor next to the name of the participant in the meeting’s main view and the “more actions” icon will appear on screen (it looks like an ellipsis).
- Right-click on the icon and select “Mute” from the drop-down menu options.
Method 2:
- Click on the “Show participants” icon in the meeting toolbar to open the “People” window.”
- Hover your cursor next to the participant’s name in the “People” window.
- Click on the “more actions” icon next to their name (it looks like an ellipsis).
- Select “Mute participant” from the drop-down menu options.
Please note: All participants have access to the “mute all” option by default. To disable this access for attendees, so only presenters have this function, see the “Set presenters and attendees” section.
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Turn live caption on
- Select the “more actions” icon in the toolbar of the meeting (it looks like an ellipsis), a menu appears.
- Click the “Turn on live captions (preview)” option.
- Captioning will start to appear at the bottom of the meeting (it takes a few seconds to start appearing).
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Start and stop transcription
Things to know before using transcription:
- Teams must be downloaded to the user's desktop to display and to turn start/stop settings.
- English needs to be the spoken language for the transcription to display accurately.
- Only available during scheduled meetings; not "Meet now" calls.
- A .txt file of the transcript is available for download from the "Recordings & Transcripts" section of the meeting chat after it has ended.
To get started:
- Select the “more actions” icon in the toolbar of the meeting (it looks like an ellipsis), a menu appears.
- Click the “Start transcription” option.
- A transcript will start to appear in a pop-up box within the meeting (it takes a few seconds to start appearing) for all participants to view.
- Return to the "more actions" icon and select "Stop transcription" when you no longer want a transcription of the meeting. Transcription will also automatically end when all users have left the meeting.
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Start and end a recording
Please note: guests of the university cannot be sent a share link from OneDrive or SharePoint to a meeting recording. Closed captioning is also not available through OneDrive or SharePoint files (this is a known issue with Microsoft). It’s recommended that recording files are downloaded by the recording's owners and uploaded to LEARNscape to share with guests. For more information about how to upload and share a recording to LEARNscape, see the articles "Adding Media" and "Sharing Media." Users can also book an appointment with an EdTech for technical assistance.
- Select the “more options” icon in the toolbar of the meeting (it looks like an ellipsis), a menu appears.
- Click the “Start recording” option. The recording will start and all participants will be notified that they are being recorded and of Microsoft’s privacy policy.
- Repeat step 1 when you’re ready to end the recording.
- Select the “End recording” option. All participants will be notified that the recording is completed and the recording will render for you (this can take some time depending on the length of the recording).
- Find a link to the recording in the meeting chat. The file will be saved in a different location based on the following scenarios:
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- Meeting: the file will be saved to the OneDrive of the person who clicked the "Start recording" option. A "Recordings" folder will auto-generate the first time you record a meeting; it doesn't need to be created in advance.
- Guests of the university cannot be sent a share link from OneDrive to the recording. The recording can be downloaded by the recording's owners and uploaded to LEARNscape to share that way. For more information about how to upload and share a recording to LEARNscape, see the articles "Adding Media" and "Sharing Media."
- The link in the meeting chat will still work if the owner renames or moves the file within their OneDrive. Th link will break if the recording is deleted or copied outside of OneDrive (eg. to a SharePoint a site).
- The person who started the recording is given ownership and editing privileges to the recording (eg. to download it and upload a copy for themselves).
- The Organizer, Presenters and Attendees who were directly sent an invitation to the meeting (eg. they were not forwarded a link outside of the original invitation) with a university account will have view-only access to the recording from the "Shared" section of their OneDrive.
- Meeting within a team channel: the file will save to the "Files" section of the team in a folder labeled "Recordings." The folder will auto-generate the first time a member of the team starts a recording; it doesn't need to be created in advance.
- The link in the meeting chat will not work if the file is renamed or moved to another folder within the Files area.
- Breakout room: the person who clicked "Start recording" is the owner of the recording. The Organizer of the overall meeting will not be given editing privileges (unless they are the person who started the recording), and only members of that breakout room are are given view-only access to the recording from the "Shared" section of their OneDrive.
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Screen sharing and accessing the Whiteboard
Meeting Organizers and Presenters do have the ability to share their screen and activate the Whiteboard.
- Select the “Screen sharing” icon (an arrow facing upward in a box) in the meeting toolbar. Additional menu options will appear as a pop-up box below the meeting toolbar.
- Double-click on the options available under the "Desktop," "Window," "PowerPoint," or "Whiteboard" headers that you wish to share from the following options:
- Desktop: select which screen connected to your device that you would like other participants to view. Everything you see on your screen is what the other participants will see. This is good if you need to move between multiple windows/apps, but privacy may be a concern.
- Window: select which window/app you currently have open on your device. You do need to have the file, window, or app open on your device before selecting the "Screen sharing" icon to have it available as an option.Please Note: If you need to display a second window, file, or app, you need to restart the screen sharing process from the beginning. While you'll be able to see that second window on your device, the other participants won't see it.
- PowerPoint: select a previously used PowerPoint on your MS Teams app or select "Browse" to upload a new PowerPoint to this meeting using a file picker.
- Whiteboard: an app that allows all meeting participants to develop a shared document/workspace.
- Based on the selection, a red box will appear around the Desktop or Window option that was selected, the PowerPoint will upload into the video display area of the meeting, or the Whiteboard will launch in the video display area.
- Re-click the "Screen sharing" icon to end sharing.
- Please Note: If you are sharing a video or any audio from your computer, you need to check the “Include system audio” checkbox for the other participants to hear any sound from the device you’re sharing. Be careful, any notification sounds that would otherwise be muted in MS Teams will be audible.
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Pin participants in a meeting
There are two ways of pinning a participant so that you see them throughout the meeting, no matter who is speaking. The MS Teams app will rotate whose icon/camera is prominently featured based on who last spoke without a “Pin.”
Please Note: the "pin" feature only impacts your display of the meeting.
Method 1:
- Hover your cursor next to the name of the participant in the meeting’s main view and the three dots icon for “more options” will appear on screen.
- Right-click on the icon and select “Pin” from the drop-down menu options.
Method 2:
- Open the “People” window by clicking the “Show participants” icon in the meeting toolbar.
- Hover over that participant’s name in the “People” window and the three dots icon for “more options” will appear and right-click on the three dots icon next to their name.
- Select “Pin” from the drop-down menu options.
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Spotlight a participant in a meeting
There are two ways of spotlighting a participant so that they are the main camera being displayed/spotlighted for all users in the meeting, no matter who is speaking.
Method 1:
- Hover your cursor next to the name of the participant in the meeting’s main view and the three dots icon for “more options” will appear on screen.
- Right-click on the icon and select “Spotlight” from the drop-down menu options.
Method 2:
- Open the “People” window by clicking the “Show participants” icon in the meeting toolbar.
- Hover over that participant’s name in the “People” window and the three dots icon for “more options” will appear and right-click on the three dots icon next to their name.
- Select “Spotlight” from the drop-down menu options.
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Disable an attendee's camera or microphone
Organizers and presenters in a meeting have the ability to disable an attendee's camera from displaying to all users and/or their access to their microphone.
Please Note: disabling a microphone removes a user's ability to turn their microphone back until the end of the meeting and/or the organizer/presenter re-enables it. If you need to silence a microphone briefly, mute the mic so the attendee can turn it back on later.
- Open the “People” window by clicking the “Show participants” icon in the meeting toolbar.
- Hover over that participant’s name in the “People” window and the three dots icon for “more options” will appear and right-click on the three dots icon next to their name.
- Select “Disable camera” or "Disable microphone" from the drop-down menu options; the attendee will receive a notification that the camera and/or microphone has been disabled. The icon in their toolbar will be greyed out with a stop icon.
- To re-enable the attendee's ability to turn their camera and/or microphone on, repeat steps 1-2.
- Select “Allow camera” or "Allow microphone" from the drop-down menu options; the attendee will receive a notification that their camera and/or microphone has been re-enabled. The icon in their toolbar will return to its normal settings from their view.
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Camera Display Options: Gallery & Together Mode
There are two ways of allowing your camera to display: "Gallery" & "Together mode." The Gallery displays each camera turned on in a tile format, you can select the standard "Gallery" display of up to nine participants appearing at once or "Large gallery" which allows ten or more participants' cameras to be displayed at once. "Together mode" displays each participant in a cut out form, side by side, in a shared virtual room/space. The camera display will always start with the mode that was used in your prior meeting, and the following steps would need to be taken to change the display:
- Select the “more options” icon in the toolbar of the meeting (it looks like an ellipsis), a drop-down menu appears.
- Click "Gallery," "Large gallery," or "Together mode" to select the camera display.
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