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INSTRUCTOR GUIDE DIGITAL LEARNING, INNOVATIVE EDUCATION

6/15/2021

TEACHING WITH TEAMS: ESSENTIALS CREATING A TEAMS MEETING SESSION Creating Teams sessions can be done from Teams, Outlook, and Canvas, but the method you use depends on your purpose and where you want it to be seen by your students or colleagues. All three options will be covered in detail, however, here are the recommendations:

• Create a meeting through a Course Team: Use this method to hold scheduled synchronous class sessions

• Create a meeting through Calendar Event Invitation (Outlook or Teams): Use this method for scheduling one-on-one or small group meetings with colleagues

• Create a meeting from inside of Canvas: Use this method to create a quick meeting that will not create a calendar invitation

Creating a Meeting from Inside a Course Team This is the recommended method to create a Teams session for a class. All classes in Canvas have a corresponding Course Team created automatically. Using this method provides the most flexibility with allowing students permissions to view course materials. The following steps will explain how to set up a meeting within the General Channel of the Course Team.

To access the Course Team, click on Teams from the top left side of the Teams App. Select the Team that is named the same as your class.

Once in the Class Team, make sure the General Channel is selected.

At the top of your screen is a menu ribbon, choose the drop-down arrow next to the camera icon, and then choose Schedule a meeting.

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Give the meeting a title, set the dates, provide a description, and select Send. You can either make a one-time meeting or set the meeting to repeat throughout the semester. To make a meeting that repeats throughout semester, choose the Does not repeat dropdown and select Custom.

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Using this method of meeting creation, you will not need to Add required attendees as everyone in the group will have access. If you’d like to add a guest to the session, you must add them to the Course Team itself.

By default, repeat meetings do not have an end date. Selecting Custom allows you to put in an end date. Otherwise, unless adjusted, meeting times will populate in your calendar in perpetuity.

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The meeting is now scheduled. You and your students will have access to the meeting through either the General Channel for the Course Team or in the calendar (Outlook and Teams). Join the session by clicking on the meeting title.

Creating a Meeting Through the Calendar (Outlook and Teams) This method of meeting creation is typically used to schedule a meeting with fellow colleagues. The meeting will go to all invited attendees’ Outlook and Teams calendars. Whether the meeting is created in Outlook or the Teams calendar both areas will be populated. This tutorial will explain both processes. Outlook Set Up

Open your Outlook calendar and right-click on the date of your Teams meeting. Choose New Meeting in the dropdown that appears.

A meeting dialog box will open. Fill in the information. Select the +Invite icon to add your attendees. Then select the Teams Meeting icon.

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Due to changes in Teams permissions, it is not recommended to use this method for making class sessions. However, it still remains the recommended option for small groups and meetings with colleagues.

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After the Teams Meeting icon is selected, you see a line appear that states, “Teams meeting details will be added after you send the invitation”. The meeting will be created and embedded in the calendar invitation.

Send the invitation. You and those invited will receive the meeting invitation in both the Outlook and the Teams Calendar. Clicking on the calendar invitation will provide an option to Join the meeting.

The Teams Meeting button is only available after someone is invited. If you would like the option to create a meeting and add attendees later, you can put in your own email address and invite just yourself to the meeting.

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Teams Setup This method allows you to create a Teams meeting within Teams, which will populate to both your Teams and Outlook calendars.

Open your Teams app and select the Calendar. When the calendar opens, select + New meeting. Or you can double-click on a date.

Fill in the details on the screen that opens. Add a title, at least one Required Attendee, dates, and meeting details and select Send.

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NOTE!

Access to the meeting is not restricted to only those who were invited. Anyone with the meeting link can join. Double-clicking on the invitation will display the meeting link that can be copied and pasted to others. If including the call-in number, make sure to include the Conference ID. Attendees outside of USF will be considered guests and sent to a lobby before entering.


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The meeting will populate in your Teams and Outlook Calendars. People you set as attendees will receive the meeting invitation as well. Clicking on the calendar invitation will provide an option to Join the meeting.

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A Teams meeting cannot be created until a least one Required Attendee is added. If you would like the option to create a meeting and add attendees later, you can put in your own email address and invite just yourself to the meeting.

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Setting Meeting Options in Outlook or Teams By default, anyone that joins a meeting made through Outlook or Teams will have the ability to present. If you would like to have more control, you can make changes to the Meetings Options area. These settings allow you to control who can present, who are just attendees, and how guests from outside USF can access the meeting.

Meeting Options can be accessed from the text body of a meeting invitation. It can be found in both Outlook and Teams underneath the meeting link and Conference ID number.

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Access to the Meeting Options area is available in a couple of different places throughout Outlook and the Teams App. The two places described above are just the most common places to find the link.

NOTE!

Access to the meeting is not restricted to only those who were invited. Anyone with the meeting link can join. Double-clicking on the invitation will display the meeting link that can be copied and pasted to others. If including the call-in number, make sure to include the Conference ID. Attendees outside of USF will be considered guests and sent to a lobby before entering.

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This opens the Options dialog box. We recommend keeping the lobby settings at default. This makes your meeting more secure. Guests will go into a lobby area and will be accepted into the meeting. By default, anyone in the meeting can present. You can change the Who can present? setting to Only me.

Creating a Meeting from the Canvas Rich Content Editor

To access the Rich Content Editor, click Edit from the top right on any page, announcement, discussion or assignment.

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This method allows you to create a Teams meeting (and link) anywhere that you can access the Rich Content Editor in Canvas, so this means on a Page, Announcement, Discussion, Assignment, or even Quiz. The meeting link will be embedded on the page created.

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Due to changes in Teams permissions, it is not recommended to use this method for making class sessions. This method is best suited for creating quick one-time small group or office hour meetings.

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It is important to remember that setting up a meeting from the Canvas Rich Content Editor does not create a calendar event. The link generated is the only way to access the meeting.

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In the Rich Content Editor, choose the 3 dots to the right of the icon bar, if necessary, and then choose the plug-in icon.

From the dropdown menu, choose Microsoft Teams Meetings. You must click directly on the line with the icon.

You may get a Sign in message. Proceed with your USF sign in.

Otherwise, choose the Create meeting link button.

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Fill in the Title, Dates, and Times for the meeting and choose Create.

Once created, this message will appear. If you wish to place the link to this meeting in other places, you can choose Copy for later pasting.

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NOTE!

Wait to click the Copy button. If you would like to change meeting settings, it must be done here. The Meeting Options button is only available on this screen and during the live meeting.


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The link to the meeting will appear within the text field of the Rich Content Editor. Choose Save when you’ve finished adding any other information to the field.

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See the section Canvas Best Practice at the end of this guide to discover the best way to display your meeting links in Canvas for student easy access.

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Remember, this method does not place the meeting on the Canvas, Outlook, or Teams calendars.


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Canvas Best Practice If you would like to add your Teams links to Canvas you can do so anywhere where you can paste into Canvas. All you need to do is copy the hyperlink from Teams and paste it into the Canvas page. The following are suggested places to put the hyperlink for students to easily access.

Make an announcement with the link to Teams included. Copy and paste the link into the Rich Content Editor in Canvas and include appropriate instructions.

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If you will be using these links for class meetings, it not recommended to embed a Teams meeting directly into the page. Instead make the meetings through the Course Team method and then copy and paste the link into Canvas.

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Add this page to your modules page. You can either create a module especially for Teams meetings or add the page within another module.

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