How to organise or join meetings and share content with all attendees.
Schedule your meetings using Outlook or via Microsoft Teams from a web browser, PC or mobile device.
Introducing Meetings
Meetings in Teams include audio and video capabilities, and allow for face to face meetings at any time. You can share your screen, files, meeting notes and chat with meeting participants.
Live event meetings in Teams haven't been fully rolled-out yet but this is being worked on. Live events in Teams will allow the University up to 15 concurrent broadcast events with audience sizes of up to 10,000 people. Find out more about Teams Live Events.
Breakout Rooms are rolling out at the university, they may appear on some accounts and devices before others. Please note Breakout Rooms features are changing frequently as Microsoft add new functionality.
The guidance on how to manage breakout rooms during meetings is available for staff and students can learn how to join a breakout room. Breakout Rooms include random or manual assignment of students, moving students from one room to another, presenters joining or sending announcements to each breakout group, and bringing students back all at once to the main class when they are ready.
There is no requirement or expectation for staff to use Breakout Rooms for teaching or other purposes. If you choose to use Breakout Rooms, consider the following when you are planning your sessions:
Breakout Rooms must be created in the Teams for Education Desktop App. Attendees can now join via the desktop or mobile app.
Breakout Rooms must be created by the meeting organiser.
The meeting must be scheduled using the Moodle, Teams or Outlook calendar.
Breakout Rooms can be created and named at any time prior to the meeting start time. If the organiser leaves and returns, the rooms are still there.
Assignment of external participants to a room may not be possible, students should join using their @gre.ac.uk account and the main room should be left open as a fall-back for attendees.
Participants can be automatically assigned to Breakout Rooms, or assigned manually. Consider the number of attendees when deciding to manually assign rooms.
Be clear with yourself and your participants why you are getting them to break out, provide clear instructions and set time limits and expectations around outputs/reporting back to the main group.
Further training is available on Breakout Rooms from Microsoft, including:
You can schedule your Microsoft Teams meetings in Outlook, via the desktop app or the browser version. Attendees can also view, accept, and/or join meetings via Outlook. This is particularly useful if you are only inviting certain people to the meeting rather than a whole Channel.
Outlook (PC)
Step-by-step
Open the Outlook app and switch to calendar view.
Click New Teams Meeting at the top of the view
Add the details of your meeting and click Send
The calendar event will now contain a Join Teams meeting link that you and all participants can click to join the meeting
Outlook (MacOS)
Step-by-Step
Open the Outlook app and switch to calendar view
Click "Meeting" from the top bar
Add the details of your meeting
Click "Teams meeting" from the top bar
Click Send
The calendar event will now contain a Join Teams meeting link that you and all participants can click to join the meeting
Outlook on a Web Browser
Open the Outlook Calendar within Office 365
Click "New event" to create a new meeting
To the right of the "Search for a room or location" box is "Add online meeting". Click this and select "Teams meeting"
Add the details of your meeting
Click Send
The calendar event will now contain a Join Teams meeting link that you and all participants can click to join the meeting
How to schedule your meeting within Teams
Meetings can also be scheduled within Teams. You need to schedule the meeting within Teams if you want the meeting to be in a Channel.
Select the Calendar icon from the navigation bar
Click "New meeting"
Add the details of your meeting (date/time, attendees, title)
If you want the meeting to be in a Channel, type your Team name in the "Add channel" box, then click the Channel.
Click "Send"
The meeting will now show in your calendar in Teams and Outlook, and a meeting invite will be sent to attendees with a Join Teams meeting link.
How to create a Teams meeting in Outlook on a Windows device
The "Meet Now" feature
For impromptu ad-hoc meetings, use the " Meet Now" feature of Teams:
Navigate to the relevant Channel that you want the meeting to be in
At the bottom of the Teams window, click the video camera icon ("Meet Now") to start a new meeting. A box will open.
At the top of the box, click in the "Want to add a subject?" text and write your meeting title.
Click "meet now" to begin your meeting
Joining a Meeting
Calendar in Outlook
The person who set up the Teams meeting can invite you via a meeting invite in Outlook.
This invite will include a link to allow you to join the meeting online (as show in the image across).
When your meeting is due to begin click this link.
Alternatively, you can join via Teams after being sent a meeting invite in Outlook.
Just before the meeting starts you will receive a notification in Teams asking you to join the meeting that you can click to join.
You may be prompted to sign into Teams if you are not already, use your University log-in details to do so.
How to join a Microsoft Teams meeting
Calendar in Teams
All meetings to which you are invited will appear in your Calendar in Teams.
Access your calendar using the Calendar icon on the navigation bar just before your meeting is due to begin
Click the meeting
Click the "Join" button in the top right of the Teams window to join the meeting
Teams Channel
If a meeting has been set up in a Teams Channel that you are a member of, you can join the meeting from that Channel.
Navigate to the post in which the meeting was created and click the "Join" button.
Chat space
You can also join meetings from your chat space if the meeting has begun.
Click, the meeting in your recent Chat list
Click the "Join" button in the top right of the Teams window to join
Screen sharing during a Meeting
Share your screen
During your meeting:
Click the "Share" icon (an icon with a rectangle and an arrow) located on the bar underneath your profile picture
Next, you may be prompted to select "Screenshare"
Then, select if you want to share your whole screen, a specific web browser tab, or choose which screen to share if you use multiple screens
To stop sharing your screen click the "Stop Sharing" button
Share PowerPoint
During your meeting:
Click the "Share" icon (an icon with a rectangle and an arrow) located on the bar underneath your profile picture
Next, click "Browse" located to the right of "PowerPoint"
Select your PowerPoint file either through Teams (if you have already uploaded it to Teams) or from your computer to share it
To stop sharing your PowerPoint click "Stop Presenting"
Share a Microsoft Whiteboard
During your meeting:
Click the "Share" icon (an icon with a rectangle and an arrow) located on the bar underneath your profile picture
Next, click the blue button underneath the Whiteboard heading to share it.