set up a ms teams online meeting from mybeckett

a. In the Content area menu at the top of the content menu, select the + symbol.

b. Select Tool Link

c. To add a new Microsoft Teams link. Name it Microsoft Teams meeting. Select Microsoft Teams from the dropdown menu. Make it available to users and submit.

d. Click Sign in.

e. Click Create meeting link.

f. Type a name for your online meeting, the date and time then select the start and end date and time using the drop down arrows. Make sure that this is correct, as the link will become available for students at the date and time you choose.

g. Click Create. 

h. Highlight and copy the join meeting information before clicking the Copy button which prompts a pop up box and then stops you from copying the joining instructions.

i. To return to your module, click the module name at the top left, see example below (avoid hitting the back button in your browser as this cancels the meeting creation).

j. Navigate to the content area in your module where you would like students to join.

k. Create a Content Item and paste the copied joining instructions into the text box using the keyboard shortcut Ctrl+V (to paste using Windows) Cmd+V (to paste using Mac).

l. Fill in the title name of the meeting details include the day/date/time - so it is descriptive for students.  Add any extra information for joining the meeting as needed.

m. Click Submit and the content item with joining link will be created (it will be at the bottom of the page and can be moved as needed).

n. Occasionally the meeting link will be created in the first content area in your module menu under Welcome link (or the first landing page in your module). Please check that the link has not been created and if it has please delete the link via the drop down menu.

This is an example of how the link looks if it has created one.

o. As the creator of the meeting you are able to enter the meeting to change any settings straight away.

*Students can only join the meeting one hour before your online meeting is due to start but you can advise them to join up to 15 minutes before the session or use Adaptive Release to appear before it starts.

Change the settings to open in a new tab, it will avoid your students seeing an external URL message when they click your meeting link as it looks like it is a broken link.

Follow these steps to change how the link opens

a. Hover over the meeting link and click the action link that appears to the right.

b. Click Edit.

c. Scroll down until you find the Web Link Options section, then select Open in New Window: Yes.

d. Click Submit.

You may wish to add some more detail to the meeting description in the Content Item, such as instructions for your students.

a. Hover over the meeting link and click the action link that appears to the right. 

b. Click Edit. 

c. Scroll down to the Description section, then type your instructions.

d. Click Submit.

You can also join the meeting to edit the meeting settings at any point after creation, such as preventing students joining automatically and set up a Lobby Waiting Area, that gives you control who and when can join the meeting.

If you want to move your meeting link into a different content area within your module, you can do this in the same way as other content items. Just make sure it is easy for your students to find.

a.Hover over the meeting link and click the action link that appears to the right. 

b. Click Move.

c. Click the Browse button next to Destination folder.

d. Choose the content area that you want to move the meeting link into. This list will look different for every module, depending on the content areas you have added to your module menu.

e. Click Submit.

If you need to cancel a meeting, you can delete it. Make sure you also inform your students as they won't get a notification about this.

a. Hover over the meeting link and click the action link that appears to the right. 

b. Click Delete.

Start a meeting as normal, the meeting organiser will now have access to the breakout rooms button on the meeting control bar.

Please Note: Difference of the breakout room icon on Windows/Mac

How do I make sure I can start using breakout rooms?

• Make sure that the new meeting experience is enabled go to Teams -> Settings -> General -> Check “Turn on new meeting experience” (IT Services can support you with this task)

• Check and make sure you have the latest Teams updates (Update Microsoft Teams - Office Support)

  

a. Create Breakout rooms

Select Breakout rooms icon and choose how many rooms you would like. Select whether to automatically or manually assign your participants then select Create Rooms. To give each room a name, select the 3 dots ... next to each room, and select Rename room.

b. Assign Participants manually

Expand the list under assign participants then select participants by ticking the checkbox on each name (hover your mouse over each name). Select the 3 dots ... and choose a room from the list. Repeat until all participants are assigned.

c. Start breakout rooms

Select the 3 dots ... next to a room name, then Open room or select Open rooms to open all rooms at once Each room will change from closed to open status.

d. Breakout rooms in progress

To Join a breakout room, select the 3 dots ... next to the room, then Join. To return to the main meeting select Return.

e. Send an announcement - to all breakout rooms

Select the 3 dots ... at the top of the breakout rooms menu, then Make an announcement.

f. Closing breakout rooms

To close a breakout room, select the 3 dots ... next to its' name, then Close room.

To close all rooms at once, select Close rooms.

g. Further information...

• You can have a maximum of 50 breakout rooms.

• Within breakout rooms, every participant can share content.

• Separate meeting chats are kept for each breakout room.

• The meeting organiser can interact with all chats.

• If a breakout room participant wants to get the attention of the meeting organiser, they can tag them in the chat using an @mention.

• If any recordings are made they will only be available to participants of the breakout room where they were recorded.

• Microsoft have promised that in future it will be possible to set more than one meeting organiser, to allow for greater control.

• Meeting organisers use the desktop client version of Teams, whereas participants can use either the desktop or mobile client, or even the web browser version.

h. Minimum Version Info...

• Minimum desktop app version: 1.3.00.24755 (released Sep 20)
• Minimum iOS build: 1.0.77.2020100603
• Minimum Android build: 1.0.0.2020091301