Microsoft Teams and Teams Meetings - Main Page

Overview

Microsoft Teams is a collaboration platform included in our Microsoft 365 subscription.

Key Features:

  • Organized instant messaging (chat)
  • File sharing
  • Video/audio meetings
  • Integration with Microsoft and third-party apps

Teams is useful for department collaboration, campus-wide communication and online class meetings.

Important Note: Students can create Teams Meetings and access all Teams features, but only faculty/staff can create a Team (the collaborative workspace). Faculty advisors can create a Team for RSOs or projects and transfer ownership to a student.

👉 Watch an MS Teams for Education Webinar

In this Article

Accessing Microsoft Teams

You can use Teams via:

  • Web Browser
  • MS Teams Desktop Version (preferred)

5 Ways to Create and Host a MS Teams Meeting

  1. Within a Canvas Course
  2. Via Outlook Calendar
  3. Via the Teams App
  4. Meet Now
  5. Dial-In via Phone (requires Conference Call ability to be applied to your account)

Canvas integration is best for class sessions. Use Outlook or Teams app for meetings outside of class.

Meeting Options and Roles

👉 MS Support page on how to set Meeting Options

Access Meeting Options from the invite or meeting window to:

Change participant roles during a meeting:

  1. Click Show Participants

  2. Hover over a name > More options (...) > Select Make a presenter or Make an attendee

Breakout Rooms

  • Enable and manage breakout rooms for group activities

  • Pre-assign participants before the meeting

  • Assign during meeting manually

  • External browser-based users = "Unknown User"

Support Resources:

Recordings and Storage

👉  MS Support page on how to manage and share recordings.

  • OneDrive for private or non-channel meetings. Recordings count towards the 1Tb Office 365 quota.

  • SharePoint for channel-based meetings

  • Edit Meeting Options to enable auto-record

  • Recordings are available to all invitees (attendance not required).

  • Recordings stored on the OneDrive of the user who starts the recording. The Meeting Organizer has download access to the recording.

  • Stored recordings expire after 120 days.  Adjust OneDrive options, to extend expiration date.

  • Download the recording, then use ClipChamp to edit videos

To extend or remove expiration:

Adjust settings in OneDrive

FACULTY: USE ECHOVIDEO 
- Long-term storage
- Video editing (trim, split, combine, add an image thumbnail)
- Interactive media and view student analytics

To auto-copy Teams recordings to your Library see "EchoVideo: Sync Your Videos on OneDrive."

Accessing Recordings

Launch from Canvas

See article: Microsoft Teams Meetings Integration in Canvas

Launch a Recording from Teams

  1. Open the Teams app > Navigate to meeting chat
  2. Click Recap tab 

View more about Meeting Recap in Teams at this Microsoft Support Page.

Open the Teams app. Navigate to the chat for the Team meeting. Click the Recap tab. 

Launch from Outlook Calendar

  1. Open Outlook Calendar > Select the meeting
  2. View the Meeting Recording, listed in the Recap tile of the Meeting window

View more about Meeting Recap in Outlook at this Microsoft Support Page.

Open the Outlook Calendar. Navigate to the meeting event. Click on the meeting. Choose View Recap Find the Meeting Recording listed in the Recap tile of the Meeting window.

Captions and Transcripts

FACULTY: ECHOVIDEO IS ACCESSIBLE

Automatic Speech Recognition is available for all media in stored in your Library. Features include searchable transcripts, closed caption capabilities, alt text for polls, and more.

The transcript editor in EchoVideo allows you edit the transcript for accuracy, you may give others permissions to help edit the transcript when you share media via Collections. Learn more about using the transcript editor.

COMING SOON: 
Live Captions will be available when you Live Stream your Classes in Fall 2025.

Live Captions:

Transcriptions:

Polls and Engagement Tools

Use the Polls app (Microsoft Forms integration) to ask questions during meetings.

FACULTY: ENGAGE STUDENTS WITH POLLS IN ECHOVIDEO
You can use embedded polling features in EchoVideo and push points to the Gradebook in Canvas.
- Embed polls into a Presentation
- Embed polls into a Video

External and Guest Users

  1. Create a Teams meeting using Teams or your Outlook Calendar.
  2. Add the external users as attendees to the meeting.

Browser-based unverified users (no login):

  • Can join meetings via link
  • Show as "Unknown User"
    Uploaded Image (Thumbnail)
  • Can: Chat, use audio/video, share screen, join Breakout Rooms, use Whiteboard, participate in PPT Live
  • Cannot: Start recordings

    Uploaded Image (Thumbnail)
    Uploaded Image (Thumbnail)

Logged-in users with free Microsoft accounts:

  • Appear as "External"
  • Cannot be assigned to Breakout Rooms
  • Can: Chat, share screen, use Whiteboard
  • Cannot: Participate in PPT Live, start recordings

    Uploaded Image (Thumbnail)

Best practice: Encourage external users to join via browser without logging in for full compatibility.

Test your Audio and Video

Before a meeting:

Manage Notifications

Microsoft Teams Support

Getting Started in Teams

Print Article

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