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Using Microsoft Teams for Educational Supervision meetings

Guide overview

  1. Log in to your Hull York Medical School Office 365 email account and access Microsoft Teams
  2. Locate your personal Teams calendar and create a scheduled meeting
  3. Start / attend the meeting
  4. Share screen content during the meeting
  5. Further guidance

Log in to your Hull York Medical School Office 365 email account and access Microsoft Teams

Step 1: Log in to your Hull York Medical School Office 365 email account

Access your HYMS Office 365 email account at the following link: https://www.office.com

Office 365 log in page

If this is the first time you’ve visited this URL you will have to enter your username in the format hy123@hyms.ac.uk and then you’ll be redirected to the HYMS Outlook page where you will enter your HYMS password.

Please use your HYMS account to access Office 365 / Teams and not another account that gives you access (such as some NHS accounts). This will ensure easier access to any HYMS Teams resources and full functionality.  If you have forgotten your password, please see our help page; change / reset your password.

Office 365 log in

 

 

 

 

 

 

 

You may experience issues with using Internet Explorer or Safari web browser when using Office 365 and Teams. We recommend using another browser, such as Google Chrome or Edge, and ideally downloading the Teams desktop app (as explained below).

Step 2: access Microsoft Teams

Microsoft Teams iconLocate and click on the Teams icon on the Office 365 homepage.

Office 365 inbox menu icon and Microsoft Teams iconIf you are already viewing your Office 365 email inbox, you can also access Teams by clicking on the menu in the top left-hand corner of the inbox view.

Once you click on Teams, you may be prompted to download the desktop app. It is advisable to use the desktop app for better video call quality and access to all features / functionality.Microsoft Teams download prompt message

IfMicrosoft Teams drop-down settings menu and desktop download option you are not prompted or you have any issues logging into the desktop app upon download, navigate to your name in the top right-hand corner on the Teams homepage online, and from the drop-down menu choose to download the desktop app, (again or for the first time).

 

 

LTeams calendar icon on Teams menu panelocate your personal Teams calendar and create a scheduled meeting

  1. Navigate to the personal calendar icon on the left-hand panel in Teams.Teams new meeting option from personal calendar view
  2. Select new meeting in the top right-hand corner.
  3. Start to enter the name of the student in the required attendees field. They should appear in the drop-down list of suggested HYMS contacts. Select the correct student.  You can choose to make the meeting a recurring event if required, and add a description. The student will receive an email invitation and will be able to accept the request.

New meeting fields in Teams

Start / attend the meeting

Join option for Teams meetingJust before the meeting is due to start, double click on it in your calendar. In the top right-hand corner select join.

Settings options before joining Teams meetingYou can now check your video and audio is on, click on PC Mic and Speakers to check the correct mic and speakers are selected and to do a test call, blur your background if required, and then select to join the meeting (join now).

If your video / audio is not working correctly or at all on a Teams video call, in the first instance, please try the following:

  • If you are using Teams in a browser, try downloading the desktop app. The video call experience is much better from the app.  If you do not want to download the app, also try from a different browser (Edge and Chrome are recommended).
  • Check your webcam is turned on / there is not a shutter covering the camera.
  • Check in the device settings that the correct video source is selected.
  • Check you have not accidentally turned off your video from the call menu bar. Try turning it on and off / joining the meeting again.
  • Check your device privacy permissions settings have the Teams app / browser you are using listed as being allowed to access your camera.
  • You may also want to check if your device is due any webcam updates.
  • Check for updates in the Teams app (go to your profile image and select check for updates from the drop-down menu).
  • Try closing down Teams and signing in again. You can also try reinstalling the desktop app.

Please contact help@hyms.ac.uk for further assistance.

Additional features

image of chat iconClick on the chat icon on the call menu bar to start a messaging chat during the meeting. You can access any meeting conversation content after the meeting.

image of live captions option in Teams video call Frimage of more actions iconom the more actions icon on the call menu bar, you can also choose to enable live captions for a live meeting (only available from the app view). With live captions, Teams can detect what’s said in a meeting and present real-time captions.

 

 

Share screen content during the meeting

screenshot of share screen option in Microsoft Teams1.When in the video call meeting, click on the screen share icon on the call menu bar to share content.

From a browser only Google Chrome or the latest version of Microsoft Edge will allow sharing. Mac users may be prompted to change privacy settings to screen share, and window sharing isn’t available for Linux users. As explained above, we advise using the desktop app for the best access to all functionality and for better call quality.

screenshot of share screen option in Microsoft Teams2.Choose from the listed options to share:

  • your desktop (useful if you want to share views of multiple items you are accessing – browser windows, your desktop, and files etc,.)
  • a browser window only (useful for sharing a view on one item you are accessing – a browser window, a file you have open etc,.)
  • a PowerPoint file only (shared in Teams already, open on your device or one you want to upload and share)
  • a Whiteboard (the Windows Microsoft Whiteboard app or Freehand by InVision). This is useful for collaborating with others in real time and allows users to all ‘write’ on a whiteboard canvas
  • additionally share your system audio if you have a Windows device (useful to play a video or audio clip as part of a presentation)

3.To stop sharing, navigate back to the meeting tool bar and select stop sharing.screenshot of stop sharing screen option in Microsoft Teams

Further guidance

Please contact help@hyms.ac.uk if you require further assistance.

Please also see our additional help pages for Office 365 and Microsoft Teams; Office 365 help pages and the below further guidance on aspects such as screen sharing, Whiteboard and Invision, giving control of your screen and recording meetings.

Sharing PowerPoint slides – further guidance

PowerPoint slides you can share:

  • The PowerPoint section lists the most recent files you’ve opened or edited in your team SharePoint site or your OneDrive. If you select one of these files to present, all meeting participants will be able to view the slides during the meeting. Their access permissions to the file outside of the meeting won’t change.
  • If you select browse and choose a PowerPoint file that hasn’t been uploaded to Teams before, it will get uploaded as part of the meeting. If you’re presenting in a channel meeting, the file is uploaded to the Files tab in the channel, where all team members will have access to it. If you’re presenting in a private meeting (such as a private chat call), the file is uploaded to your OneDrive, where only the meeting participants will be able to access it *not applicable to guest members.
  • You can also view PowerPoint slides by choosing to share your desktop view of PowerPoint slides open on your desktop.
Whiteboard – further guidance

All users can contribute content to Microsoft Whiteboard or Freehand by Invision. Please access the following links to the Microsoft support pages for further guidance on using Freehand by Invision: Freehand by Invision and the Microsoft Whiteboard: use Whiteboard in Microsoft Teams. Invision also have their own useful help-page at the following link: enable Freehand in Microsoft Teams.

Include system audio – further guidance

screenshot of include system audio in Microsoft TeamsSharing your system audio lets you stream your computer audio to meeting participants through Teams (useful for playing a video or audio clip) *only supported on Windows devices. When you share, all your system audio, including notifications, will be included in the meeting. Please access the following link for further guidance from the Microsoft support page: share system audio in a Teams meeting.

Taking or giving control of the screen
Control of a PowerPoint file in Teams

This is not currently available if using Linux.

screenshot of presentation slide share options in Microsoft TeamsIf you share a PowerPoint file in Teams, participants can:

  • move through slides at their own pace
  • sync their view back to the presenter’s view by clicking on presenter + slide number
  • click on take control to take over presenting

screenshot of presentation slide share options in Microsoft TeamsUsers can switch who is presenting by clicking on take control. Whoever is currently presenting will end the presentation by clicking on stop presenting. Clicking on the eye symbol prevents users going through slides at their own pace.

Control of a window

screenshot of desktop share options in Microsoft TeamsIf you share a single window and then allow users to take control, they will not be able to modify content outside of the selected Window / navigate away from the window. Hover to the top of your shared screen view to see the tool bar and give control.Navigate back to this tool bar to take back control.

Control of a desktop

screenshot of desktop share options in Microsoft TeamsIf you share your desktop view in a meeting and allow users to take control, they will take over your desktop.  They will be able to modify content, launch applications and navigate between content. Hover to the top of your shared screen view to see the tool bar and give control. Navigate back to this tool bar to take back control.

Giving and taking control of the desktop is subject to user permissions and if the device used supports this.

Zooming in on shared content
  • Click and drag to see different areas.
  • To zoom in or out; pinch in or out on your trackpad or use the keyboard shortcuts :control plus sign and control minus sign. Hold the control key and scroll with your mouse
screenshot of start recording option in Microsoft TeamsRecording meetings and shared content

Meetings can be recorded by selecting the start recording option from the meeting tool bar. Any shared content will also be recorded. Recorded content will be shared with users after the meeting in the channel / Team the meeting occurred in.

 

Microsoft made some changes on the 20th August which means Teams meetings that are recorded are no longer uploaded to Stream automatically. These recordings will be available in Teams channels or Meeting chats (shortly after the meeting ends) for 21 days. After 21 days, the meeting recordings will be deleted. Meetings recorded before August 20th, 2020, will not be affected by this change. If you wish to keep a recording for longer than 21 days, the content will have to be manually downloaded and uploaded to Stream. Guidance on how to upload a video to Microsoft Stream can be found on the Microsoft website: https://docs.microsoft.com/en-us/stream/portal-upload-teams-meeting-recording

When a meeting recording starts, Teams shows a notification to all participants on the Teams desktop, web, and mobile apps, as well as to people who joined via phone. Shared meeting notes and Whiteboard / Freehand  will not be recorded and guests cannot record content.

Updated on 09/14/2020

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