Teams Meetings in Canvas

This article is for Canvas teachers interested in hosting Microsoft Teams Meetings within their Canvas courses.

The new Canvas Microsoft Education LTI combines previously separate tool integrations and makes using Teams Meetings easier than the previous LTI version. Tools included in the Microsoft Education LTI:

• OneDrive
• Class Notebook
• Teams Meetings
• Teams

Microsoft Education Resources:

• Microsoft 365 LTI Preview blog
• Microsoft 365 LTI Deployment docs
• Sign up for email updates from Microsoft 
• Microsoft Edu support
• Classic Teams LTI deprecation FAQ
• Microsoft LTI Office Hours
  • 1st & 3rd Thursday of each month
  • 11AM EST @ https://aka.ms/LTIOfficeHours 

In This Article

• First Time Use
• Create a Teams Meeting
• Meeting Details
• Edit the Meeting
• Delete a Meeting
• Prepare to Join a Meeting
• Join a Meeting
• Meeting Recordings
• Transcripts

First Time Use

1. In your Canvas course, select Microsoft Education from the left menu.

2. Click Sign in, if necessary, and complete your login to MS Teams.

3. At the Welcome to Microsoft Education screen, click the Continue button.
   
   

4. Select the tools you'd like to make available to your class, then click Done.
    

   
    
5. Click the Teams Meeting tool and note the tabs at the top to navigate previous, current and future meetings as well as recordings and attendance.
   
   
    

Create a Teams Meeting

1. In your Canvas course, select Microsoft Education from the left menu.

2. Click Sign in, if necessary, and complete your login to MS Teams.
    

   

3. Click New Meeting.

4. Fill in the title, date, and time.

5. Choose recurrence if needed.

6. Click Save.

7. Once saved, the meeting link will appear in Canvas.

8. Students can join directly through Canvas from the Microsoft Education tool.

Meetings made with the old Microsoft Teams Meetings tool remain in Teams but won’t show up in Canvas. To make them visible in Canvas, re-create them in the new Microsoft Education tool.

Meeting Details

1. To automatically add all rostered students, click the Add entire class link. 
   
   
   Note that if students are rostered to the Canvas class after you create the meeting, they will not be added to the meeting automatically.  You will need to click the "Add entire class" link again once students have added/dropped to be sure the list of invited students is accurate.  See the section on editing a meeting, below.
   
   It is your preference whether you want to make day by day meetings until the drop/add period is over, or if you want to continue editing course meetings and using the Add Entire Class button.  Students get an email each time you click that button. Only the appointment title is included.  The course name will only appear in the invite email of you manually type it into the meeting title.
   
   The new Microsoft Education LTI  offers improved functionality by adding a check box labeled,  "Allow anyone in the course to join". Checking the box causes the meeting to display for all users of the Canvas course.  If a user joined the course after the meeting was created, they will not have the meeting in their Outlook or Teams calendars, but they can join the meeting through the Microsoft Education Teams Meeting Tool.
    
2. Complete the rest of the meeting details.  Note the opportunity to repeat the meeting.
3. Guests aren't added to the meeting automatically.  Type guest email addresses into the attendee field.  Notes about guests:
   1. includes teachers/students/guests who are using Canvas with an email address other than svsu.edu
   2. includes students/teachers with an svsu.edu email address who are not members of the Canvas course
   3. includes guest speakers who don't have access to Canvas
   4. guests will be emailed the link to the meeting
4. Click the Save button.
   
   
    
5. Each meeting, including all occurrences of a reoccurring appointment, will appear in:
   1. The Canvas Microsoft Education Teams Meeting tool
   2. Your Teams app calendar
   3. Your Outlook calendar
   4. These meetings DO NOT appear in the Canvas Calendar

Edit the Meeting

As noted above, if students are rostered to the Canvas class after you originally create the meeting, they will not be added to the meeting automatically.  You will need to click the "Add entire class" link again once students have added/dropped to be sure the list of invited students is accurate. 

1. To make changes to the title, attendee list, date, time, location or meeting details, find the meeting in the Teams Meetings list.
2. Select Edit.  
3. Choose if you would like to edit just the current occurrence, or, if this is a repeating meeting, to edit the entire series.
   
   
    
4. Make the needed changes.
   1. Updating currently rostered students:
      1. While editing the entire series of a Teams Meeting, note that some students who have recently added the class will not appear in the attendee list and students who have dropped will still appear in the attendee list.  Click the Add entire class link. To ensure all students can join the meeting, please consider using the "Allow anyone in the course to join" checkbox as explained in the Create a Meeting section, above.
          

5.  Note that all students now appear in the attendee list.

6.  Click Send update.

Delete a Meeting

1. Find the meeting in the Teams Meetings list, then select the Menu button (...).  
2. Click Delete then select Delete Occurrence or Delete Series.
   
   

If a meeting is needed for most weeks of the semester, but not all, it is a good idea to set the meeting up as a recurring meeting for the entire semester, and then go back through and  Delete Occurrence for the meetings you will not be holding.  When you delete an occurrence, the appointment is removed from the Outlook and Teams calendars.  Students also get an email for each occurrence that is canceled. And those messages are in your Sent Items so you can see what was sent.
 

Prepare to Join a Meeting

Video on how to log in to Teams Online to avoid being placed in the meeting as a guest.

1. It is preferred that you use the Teams Desktop Version or, if on mobile device, use the Mobile App - download and install MS Teams.
   1. If you are not able to use the Teams Desktop Version or Mobile App, you will use the online Teams interface by following these instructions:
      1. If using the online Teams interface, open a web browser.
      2. Go to the address teams.microsoft.com .
      3. Log in and authenticate.
         
         
          

Join a Meeting

1. After you have logged in to Teams Desktop Version, Mobile App or the online version, keep the Teams app open (it can be minimized).
2. Open a new tab in a web browser, then log in to Canvas.
3. Open the Course.
4. Click the Microsoft Education Teams Meeting tool. Alternatively you can find the appointment in your Outlook Calendar and click the Join button there.
5. Click the Join button, in the tile, for the wanted class meeting.
   
   
    
6. A new browser tab will open with an overlay asking to Open Microsoft Teams.  It is recommended to continue by clicking the Open Microsoft Teams button. Note that some Teams features, like Breakout Rooms, Transcripts and Remote Control are only available in the Desktop Version.
7. If you can't use Teams Desktop Version, and have opened Canvas into a web browser, choose the Continue on this browser button to open the meeting.
   
   
    
8. Be sure to ALLOW the mic and camera if prompted.
9. UPON JOINING the meeting, please mute your microphone until it is your turn to speak.  This will help reduce audio interruptions.
10. Click the Join Now button.
    
    
     

Meeting Recordings

Note that meeting recordings count towards the total 1 Tb of storage space available per user.

You will know a video is going to expire because:

• Everyone with view access will see a notification about the expiration date in the recording chiclet in the Teams chat window.
• Everyone with view access will see a red icon next to the file in your OneDrive folder 14 days before the file expires.
• The file owner will receive an email notification when the recording expires and will be directed to the recycle bin to recover it if needed.

Start/Stop the Recording

1. After joining the meeting, select the More actions (...) button and choose Start recording.
   1. This will start both the recording and the transcription.
   2. Anything that is said during the meeting will automatically be transcribed.
   3. To stop the transcription while the meeting is being recorded:
      1. Select the More actions button and choose Stop transcription. 
      2. Note that the transcription stops automatically when the recording is stopped.
         
         
          
2. To stop the recording and transcription:
   1. Leave the meeting.
      or
   2. Select the More actions button and choose Stop recording.

Viewing the Recording

Note that it could take a while to process the recording.  A one hour meeting recording may take 1/2 hour or more to process and will not be available until processing has completed.  Recordings are stored in the OneDrive->Recordings folder.  The person who started the recording owns the recording.  If someone other than the instructor starts the recording, the video will be stored in their OneDrive, not the instructor's.  To prevent this, please see instructions on setting Meeting Options so that only the instructor is a Presenter in the meeting.

1. Open the Microsoft Education Teams Meeting tool.
2. Click the Recordings and files tab to display a list of Past meeting recordings.
   
   
    

Transcripts

View this MS Support article on managing meeting transcripts.

View the Related Articles list for more Knowledge Articles on how to use MS Teams.