Moving to Microsoft Teams

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We are trying to get you the most up-to-date information we can. Experiences may differ slightly from these instructions based on whether you are using a PC or a Mac device. Need help or want to practice? Just drop in to Faculty Live Support, M-F, 11 AM – 3 PM.

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Getting Started

Moving forward, Microsoft Teams will be our primary platform for virtual meetings and remote instruction.

Scheduling a Microsoft Teams Meeting

We recommend using Microsoft Education in Canvas to schedule your Teams meeting.

Follow these steps:

  1. In Canvas, enable Microsoft Education in your Course Navigation on the left-hand side of your Canvas course. If you don’t see it listed there, choose Settings > Navigation, then enable Microsoft Education and choose Save.
  2. Choose Microsoft Education in the Course Navigation on the left-hand side of your Canvas course. Follow any prompts to login. 
  3. Choose Continue setup.
  4. Choose the Microsoft apps you want available inside of Canvas. Make sure that Meetings and Teams are enabled by toggling them on. 
  5. Choose Done.
  6. Once the setup is complete, you’ll be on the Microsoft Education home screen.
  7. From the Microsoft Education home screen, choose Meetings.
  8. Choose New Meeting. A meeting scheduler will pop up.
  9. Title: Give your meeting a meaningful title, as this will become the Teams chat title as well. Suggestion: SCUBA101 Fall 2026 Class Meetings.
  10. Enable Keep class in sync; this ensures that students who join your class after setting up the meeting schedule can access the meetings and recordings.
  11. Time: Choose the scheduled course time.
  12. If you are scheduling a series of class meetings across the quarter, choose Make Reoccurring and select the days of the week your class meets. Set the until date for the end of the quarter.
  13. Description: If helpful, add a meeting description.
  14. Choose Save in the upper right-hand corner of the screen.

Note

Once you schedule the meeting, you’ll see a separate join link for each class meeting in the Meetings tab. 

Inform students that they can find the class meeting join link in the Meetings tab of Microsoft Education. Alternatively, you can choose the three dots in the meeting schedule in Microsoft Education and choose Copy meeting link, and then post this link in your Syllabus, on your course Home Page, or in Modules.

Scheduling Office Hours in Teams

It is important to remember that Microsoft Teams meeting chat may be viewable to many students in the course. For this reason, we recommend disabling chat for office hour meetings. If you need to send a document to a student or otherwise chat with them while in your office hours, please open a separate chat directly with the student. 

If you plan to use the same office hours link for multiple sections, use the Teams option listed below instead of the Microsoft Education option. 

Via Microsoft Education

To schedule office hours using Microsoft Education, please follow the instructions in the section above. Once the office hours series has been created, follow the instructions below to disable chat. 

  1. Start the meeting in Teams once before your first week of office hours.
  2. Choose Controls (shield icon).
  3. Choose View more options.
  4. Choose Participation. 
  5. Select Off in the Meeting Chat dropdown menu.
  6. Choose Apply at the bottom of the screen.

Inform students that they can find the class meeting join link in the Meetings tab of Microsoft Education. Alternatively, you can choose the three dots in the meeting schedule in Microsoft Education and choose Copy meeting link, and then post this link in your syllabus, on your course homepage, or in Modules.

Via Microsoft Teams 

Use this option if you plan to offer a single office hour link to multiple sections that you teach. 

  1. Login to your Microsoft 365 calendar or into the Teams calendar.
  2. Select a timeslot on the calendar or select New. 
  3. Add meeting details. If you want to meet at the same time each week, be sure to set up a reoccurring meeting.  
  4. You can leave the attendees field blank. 
  5. Turn on the Teams meeting toggle. 
  6. Select Save. 
  7. Locate the now scheduled meeting on your calendar.
  8. Right click on the office hour meeting.
  9. Select Copy meeting link.
  10. Paste this link in your syllabus, on your Canvas homepage, and anywhere else you think students will easily find it.

Essential Guides

You’ll find your scheduled meetings on your Microsoft Outlook calendar or on your Microsoft Teams calendar. You can join your meeting from either location. 

If you scheduled your meetings via Microsoft Education, you will find your meeting join links in Canvas > Microsoft Education > Meetings.

There are many ways to set up your Microsoft Teams meeting experience for you and your participants. Many of these options are available from the Microsoft Teams meeting toolbar located on the top of the meeting screen.

Please refer to the Use meeting controls in Microsoft Teams meetings support article.

You can create breakout rooms before starting a meeting, or once inside an active meeting. Breakout rooms can be created only in scheduled meetings. 

To set up breakout rooms before a class meeting, follow these steps:

  1. Inside your Canvas course, choose Microsoft Education in Course Navigation. If you don’t see Microsoft Education in your Course Navigation, you will need to enable it from Settings > Navigation.
  2. Choose Meetings from the Microsoft Education home screen.
  3. Find the meeting occurrence (date) where you would like to enable the breakout rooms.
  4. Choose Chat.
  5. Choose Open Microsoft Teams from the pop-up. 
  6. Teams Chat will open either in the Teams desktop app or in Teams 365.
  7. You should see Breakout rooms in the menus at the top of the screen (E.g., Chat, Shared, Recap,…). If you don’t see the Breakout rooms menu, expand the hidden menus (+ number).
  8. Follow the prompts to create the breakout rooms.
  9. Choose the gear icon in the upper right of your screen to control breakout rooms settings. You can assign presenters to manage rooms, set a time limit, automatically move people to rooms, let people choose their own rooms, and let people return to the main meeting. 
  10. Choose Assign participants now or after the meeting starts.

To set up breakout rooms during a class meeting (available on the Teams desktop app) 

  1. Choose the Rooms icon from the meeting controls options.
  2. Follow the prompts to create the breakout rooms. 

For more information, refer to the Manage breakout rooms in Microsoft Teams support article.

Both the presenter and attendees are able to annotate a shared screen during a presentation. You can learn how to control these settings and access the annotation tool at this Use annotation while sharing your screen in Microsoft Teams support article. 

How do I record a Teams meeting?

Whether you are recording a class meeting or creating an asynchronous lecture video, you can record directly in Teams. 

  1. Start the Microsoft Teams meeting.
  2. Select the three dots (More).
  3. Select Record and transcribe and choose Start recording. This will create a video recording and a transcription.
  4. When you are finished recording, select the three dots again and choose Stop recording.
  5. Be sure to choose End meeting (not Leave). This step is required to start processing the recording.

Per Title II of the Americans with Disabilities Act, pre-recorded videos must contain accurate captions. Accurate captions are edited for spelling, accuracy, speaker identification, and identification of relevant sounds. After each class meeting that is recorded, double check the accuracy of the captions. 

There are a few ways to access the Teams meeting video player where you can edit your captions. 

Best choice: Choose Microsoft Education from your Course Navigation 

  1. Choose Meetings 
  2. Choose Recordings 
  3. Click on the curved arrow in the bottom right corner of the video thumbnail. This will open the video in SharePoint. 

Second choice: Open ClipChamp via the waffle inside Microsoft 365. 

  1. Locate your recording via the list of all saved recordings. 
  2. Select the recording to open. 
  3. This will open the video in SharePoint. 

Third choice: Open OneDrive via the waffle inside Microsoft 365 

  1. Choose my files in the left-hand navigation. 
  2. Find your recordings folder. 
  3. Locate the recording you would like to edit (we suggest paying attention to recording dates since names will be similar). 
  4. Select to open the recording. 
  5. This will open the video in SharePoint. 

Once you have accessed the video inside of the video player, hover over the section of the transcript you need to edit, then choose edit. Make the edit and choose save. 

If you prefer to make your edits outside of the video player: 

  1. Download the transcript and make your edits in a text editor.  
  2. Once the transcript is accurate, choose video settings inside the video player. 
  3. Expand the transcript and captions section. 
  4. Select upload, choose your language, and select your accurate transcript (.vtt file). 
  5. Choose done. 

Follow these steps:

  1. Choose Edit on any announcement, page, assignment, or discussion. 
  2. Locate and select the Microsoft Education icon (rainbow floating circular ribbon) in the Rich Content Editor tool bar. 
  3. In the popup window for Microsoft Education, select Add meeting recording.
  4. Videos recorded within that class instance will be organized by meeting series.  
  5. Locate and select the video you would like to embed. 
  6. Select the Embed button at the lower right of the popup window. 
  7. The load screen may take a moment to complete its upload process. 
  8. Complete as many additional content details as you would like (Title, due date, etc) 
  9. Save the Canvas item. 

By default, any participant in a Teams meeting will have immediate access to a meeting recording in Teams chat.

If you have scheduled the meeting using Microsoft Education, then students who were not able to attend the meeting will still have access to that recording.

Therefore, if you want all students in your course to have access to all meeting recordings, we recommend using Microsoft Education to set up the meeting schedule.

If you use Microsoft Education to schedule the meeting, students who enroll in the course after the initial meeting series is scheduled will also be added to the Team site and gain access to meeting chats and videos.

You can view Teams recordings analytics in Microsoft Teams.

Please refer to the Analytics for videos in Microsoft 365 support article.

The default expiration on Teams recordings is 90 days. If you would like to maintain your recording for longer than 90 days, you can either download the mp4 and upload it to Panopto, or change the expiration date on your Teams recording. 

Please note, for FERPA reasons, do not save class meeting recordings in one quarter to share with students in the next quarter. 

For information on how to change the expiration date, refer to the Change expiration date on recordings Microsoft support article. 

You may need to allow an ASL interpreter access for your Teams meeting. If an ASL interpreter is required, it is important that the person/s requiring the interpretation has the appropriate meeting controls.  

Please refer to this Use Sign Language mode in Microsoft Teams meeting support article. 

You may need to allow live captioning services, known as CART, in your Microsoft Teams meeting.  

Please refer to this Use CART captions in a Microsoft Teams meeting support article.