- Log in to your Hull York Medical School Office 365 email account and access Microsoft Teams
- Locate your personal Teams calendar and create a scheduled meeting
- Start / attend the meeting
- Share screen content during the meeting
- 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
If this is the first time you’ve visited this URL you will have to enter your username in the format email@example.com and then you’ll be redirected to the HYMS Outlook page where you will enter your HYMS password.
Step 2: access Microsoft Teams
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.
If 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).
Locate your personal Teams calendar and create a scheduled meeting
- Navigate to the personal calendar icon on the left-hand panel in Teams.
- Select new meeting in the top right-hand corner.
- 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.
Start / attend the meeting
Just before the meeting is due to start, double click on it in your calendar. In the top right-hand corner select join.
You 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).
From 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
1.When in the video call meeting, click on the screen share icon on the call menu bar to share content.
2.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)
Please contact firstname.lastname@example.org 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
Sharing 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
If 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
Users 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
If 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
If 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.
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
Recording 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.