Teams Meetings in Canvas

This article is for Canvas teachers interested in hosting Microsoft Teams Meetings within their Canvas courses.
The Canvas Microsoft Education LTI combines previously separate tool integrations and makes using Teams Meetings easier.  Tools included in the Microsoft Education LTI: OneDrive, Class Notebook, Teams Meetings, Teams

Microsoft Education Tool

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

The Canvas Microsoft Education LTI combines previously separate tool integrations and makes using Teams Meetings easier.  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

On This Page

• First Time Use
• Create a Teams Meeting
• Adding Participants
• Edit a 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 Global Navigation 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 course:

   1. OneDrive
   2. Class Notebook
   3. Meetings
   4. Teams
   5. Insights
       
5. Click Done.
6. Click Teams to access the Teams page.  Note the following tabs to access Teams information:
   1. Upcoming
   2. My meetings
   3. Previous
   4. Attendance
   5. Recordings and files
      
      

Create a Teams Meeting

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

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

   

3. Click New Meeting.

4. Fill in the title (include the course name), date, and time.

5. Add participants to the meeting.  See the Adding Participants section for more information.   

6. Choose recurrence if needed.

7. Click Save.

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

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

Adding Participants

Adding Rostered Students

1. To automatically add all rostered students, click the Add entire class link. 
   Notes:
   1. If students rostered into the Canvas course after you create the meeting, they will not be added to the meeting automatically.  To add those students to the meeting, you'll need to click the Add entire class link again. 
   2. Students receive an email each time you click the Add entire class link, so you may want to wait until the official Add/Drop period is over before you create all your meetings for the semester.
   3. Emails only include the appointment title, not the course name, so include the course name in the title.
   4. There is also an option to Allow anyone in the course to join.  Checking this will display the meeting to all users in the Microsoft Education tool, but anyone who joined the course after the meeting was created won't have the meeting in their Outlook or Teams calendars.  They would need to join the meeting through the Microsoft Education tool in Canvas.  

Meetings will appear in the following places:

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

Adding Guests

Guests may include any of the following:

• Anyone in the Canvas course with a non-SVSU email address
• Anyone with an SVSU email that is not a member of the Canvas course.
• Guest speakers who don't have access to Canvas.

Guests aren't added to the meeting automatically.  To add guests to the meeting:

1. Type the guest's email address into the attendee field.
2. Click the Save button.

Guests will be emailed a link to the meeting.

Edit a Meeting

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. 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. 
   2. Guests and other additional attendees will need to be re-added to the attendee field.
5. 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 use 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

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.cloud.microsoft
   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 MS Support article on managing meeting transcripts.