The FAQs below result from the TEL teams conversations with staff around the University, particularly relating to learning and teaching.

Further guidance can be found on the University of Bath – Learning Pathways site

For technical queries contact DD&T (Computing Services) via their helpdesk.

Also read more generic Microsoft Teams FAQs here

Initial Setup

Teams can run on any desktop via the browser: go to teams.microsoft.com and there are also desktop Teams clients for Windows/Mac.

The mobile client is available for Android and iOS.

All students and staff have a login via their abc123@bath.ac.uk login.

There are problems with Safari and the in-browser version. Use the full desktop version of Teams or try another browser such as Google Chrome. 

Yes, students and staff have the same access to Teams login via their abc123@bath.ac.uk login. This lets anybody set up a Team, meetings (video), share files.

This can be useful for student group work, societies or other uses.

Yes, externals can join meetings and join Teams. They can either:

If you are holding a live meeting where you will be speaking, a headset is important to limit noise and feedback for others.

These are available through the IT shop in the Library.

If you do get stuck without a proper headset, a hands-free kit (as you get with new mobile phones) can work (depending on your computer port) or even just a pair of earphones. These can also limit computer noise and feedback for the caller.

You can check your microphone, webcam and audio are working before going into a meeting with a test call. Have everything plugged in and then select your profile picture, then Settings Devices. You can review and change the selected devices here or just Make a test call to see if everything is setup.

While there are many options for meeting and working online, only Microsoft Teams and Zoom are supported by the University. Also please consider data protection and GDPR legislation if using a third party solution (Data Protection at the University).

Standard staff and student users at the University of Bath are not licensed to create Microsoft Teams Live Events. 

Microsoft Teams Live Event may be more suitable if you are holding an event such as a conference or public lecture. In this case, contact the AV department to discuss your requirements.

Communicating and collaborating in a Team

Moodle should be the main platform for learning materials such as assignments, course documentation, learning materials and links to LOIL and IPT recordings. Any recorded video and audio content should be hosted on Re:View (Panopto). However, we are aware that some features of Teams allows staff and students to communicate and collaborate and staff will wish to create Teams to complement their Moodle page.

There are several ways to do this.
1) Contact DD&T (Computing Services) for a set of instructions which explain how to upload a spreadsheet of names. Contact DD&T through TopDesk for further information.

Or:
1) First, create a Class Team
Once you’ve created the Team you have a couple of options.
2) Click on the … next to the Team name and choose ‘Get link to Team’. This will generate a URL which you can email to students or post on Moodle. They click it and a request is sent for team owners to approve each new member.
3) In ‘Manage settings’ turn on a joining code. Send the code to students and they can join by entering the code
Again, for a class team a request is sent to team owners to approve each new member.

Other types of team such as ‘PLC’ or ‘Other’ do not require approval once the joining link has been clicked or the code entered. These types of teams are more suitable for project work, planning with colleagues or research groups.

This page explains the different Teams choices. 

They are broadly similar but the Class Team and Staff Team have hierarchical structures. The general advice is to use a Class Team for teaching with students and use a PLC or Other team when collaborating with colleagues.

The CLT have created an overview page on the use of non-supported tools.

When using tools such as those linked to Microsoft Teams, it’s important to read the terms & conditions, especially regarding privacy of data. The way that Microsoft Teams presents third-party apps can be confusing – it looks like all of the apps are included in the University’s package, but many of these are add-ons which require additional signing up to, often with some data being passed to third-parties.

Setting up Meetings in Moodle

Microsoft Teams meetings can be created from within any Moodle text editor by those with editing rights on a Moodle page (usually those with a Teacher role). This creates an instant meeting link that can be accessed from the Moodle page.

  • The meeting does not appear in the associated Outlook or Moodle calendars (although it can be created directly in the Moodle calendar) and no additional presenters can be set.
  • We recommend that when setting up meetings with students, you change the default meeting option for ‘Who can present?’ to ‘Only me.’ This will prevent students from being able to share their screen or record the meeting (unless they are changed into  a presenter during the meeting).
  • We also suggest that the meeting organiser attends the meeting as no others attendees will be able to amend the presenting rights during the meeting or share their screens (unless the default is left on and everyone can present).

This video demonstrates how to set up a Microsoft Teams meeting from within Moodle using the Moodle text editor.

This video demonstrates how to change the meeting options for a meeting that you have created in Moodle.

Please note that only the meeting organiser can be change the meeting options . To change the meeting option, the previous meeting must be deleted and a new person must create a new meeting, therefore taking the role as organiser of the new meeting.

This video demonstrates how to open a Microsoft Teams meeting that has been set up in Moodle (and therefore does not generate an Outlook calendar meeting).

Setting up Meetings directly in Teams or Outlook

Note: The following guidance was created in March 2020. The guidance is the same but some screenshots may differ due to Microsoft updating the software.

Watch our step by step guidance video or follow the instructions below:

  • Open Outlook desktop client, and open up your calendar
  • Select “New Teams Meeting”
  • Fill in all the details (title, date, description).
  • You can either manually invite participants, but this may be time-consuming for large groups, so the alternative is to forward a meeting URL by email to participants using the course email list, or pasting the URL into the relevant Moodle course. Participants can join by the meeting by clicking on the URL. Students can join the meeting via the web, the Teams desktop client or on the phones with the Teams App.
  • To get the URL, right click on the “Join Microsoft Teams Meeting” link.

No, if you email a link to a participant or group of participants then they will need to manually add the meeting to their calendar.

  • It is recommended to use the following options when creating a meeting in Microsoft Teams. This will give you control over who is able to present during a meeting. This is especially useful in large meetings where there are many participants and also for data protection purposes.
  • Select “Meeting Options”
  • Screen shot of Teams Invite configuration screen with arrow pointing to "Meetings Options"
  • Set the options as follows: Who can bypass the lobby? “People in my organisation” Who can present? “Only me.”
  • Screenshot to demonstrate recommended options in Teams
  • Once the meeting is running, click on the icon to show participant details if you need.
  • Screenshot to demonstrate how to edit participant options in Teams
  • This gives you options to mute participants microphones and make attendees into presenters (this gives them the ability to share their screens and present)
  • Screenshot to demonstrate how to make an attendee a presenter in Teams

You can have 300 people in total per meeting. 

The meeting start time +8 hours.

There are different ways to initiate a Teams meeting: the methods are covered in our guidance video.

For a large cohort of students already registered on a unit, the simplest method is to create a Teams meeting and forward the meeting link to the cohort (see University of Bath unit lists). NOTE: You cannot add the cohort as attendees. You must email them the meeting link. This will NOT appear in their Outlook calendars automatically.

You can use the Scheduling Assistant tab in Outlook or Teams.

Note that everyone has just one calendar that is synced between Outlook and Teams (Teams meetings give the additional option to “Join Now” for video chat and share files).

Teams in Microsoft Teams are spaces with a dedicated group of participants who have common access to communication and collaboration tools (shared documents). Creating a Meeting in an existing Channel in a Team means that all existing members of the Team can attend (you don’t have to invite participants) and will have access to any Teams files. This is not appropriate for inviting members who aren’t part of that Team.

On the other hand if you are creating a meeting outside of a Team, then this is a standalone discussion and any documents/text chat will only be visible to those participants.

By default everyone can present during a Meeting (initiate a share screen). It is possible to limit this to Only you/Specific People/People from our Organisation (see guidance on how to change this).

Even as non-presenters, participants are still able to text chat on the side and also unmute their microphone (the presenter can also mute participants).

When you have a meeting in a channel, everyone in the team will be able to see it and join it in that channel.

If you wish to restrict meetings to only certain people, then it is advisable to hold a meeting outside of a Team.

Once you’ve created a meeting you, invited someone AND saved it: there will be a footer on the event description with ‘Meeting Options’

Screen shot of Teams Invite configuration screen with arrow pointing to "Meetings Options"

The lobby settings can be viewed on this Microsoft Teams help page.

Running Meetings

The meeting and participants will still be there but not the presenter.  Any content that the presenter is sharing also won’t be available.

For presenters it is especially important that they have a reliable signal and fast connection.

The image below shows the main meeting controls. Note: Microsoft regularly update Teams, therefore the image below may not be the most up-to-date version (but many of the icons are the same).

Screenshot showing a participant inside a Teams meeting with key controls highlighted.

To edit/delete your message in a Teams chat, hover over the top right of the message you want to change > Select the Three Dots (…) > Edit/Delete.

If you have it saved in Teams/your University OneDrive you can share it with the Present > Powerpoint option.

Likewise, you can upload direct from your computer.

Otherwise you can share a window/your whole screen, which also works for things that aren’t Powerpoint presentations (other documets, simulations, etc)

Breakout rooms (breaking up a main meeting into smaller group meetings) has been rolled out by Microsoft for Teams meetings.

Please see the University of Bath – Learning Pathways site for more information about breakout rooms.

View an at-a-glance comparison of Microsoft Teams and Zoom breakout room functionality.

Breakout rooms icon in Teams

Breakout rooms options in Teams

The main drawbacks are: only the host can manage breakout rooms and students cannot currently be pre-assigned to them. 

Firstly, before the meeting try to pre-empt possible issues. Common problems include:

  • Losing internet connection (Try to use a wired connection instead of Wi-Fi)
  • Participant technical issues (Ask participants to arrive up to 10 minutes before the start time to iron out any problems. You will not be able to solve everything during the session!).
  • Too many questions from participants whilst presenting (Use the chat function. Ask a colleague to help monitor the chat so that you can focus on presenting. Make it clear that questions will be covered in a suitable break or at the end).
  • Screen/document sharing (Don’t have too many windows open at once, just what you need for the session. Can you also host the documents elsewhere such as Moodle so participants can view them if there is an issue with Teams? Do you have access to a second monitor so that you can display the meeting on one monitor and documents on another?)
  • I’ve never done this before! (Have a test meeting first with a colleague to give you confidence before the session)

This document outlines top tips for running a webinar.

For meeting with more than 5 people, new participants join muted by default.

It is always possible for a presenter to mute select or all participants (if ‘who can present’ option is enabled).

It is also possible for a participant to unmute their microphone and start talking (this is the same as in lectures where it is only social norms that prevent this!), but can allow for questions.

We recommend to use asynchronous activities (pre-recorded material/share documents, Moodle forums etc) rather than run entire Meetings live where possible. This limits the need for a fast and stable internet connection at peak times and mitigates problems if people drop out (additionally this is more convenient for many).

Microsoft have some useful guidance and tips on how to Use Teams for schoolwork when bandwidth is low

It’s also worth considering what contingency there if connection completely drops: is there someone to step in for a facilitator, can the outputs be shared/recorded, use of text chat, etc? 

Microsoft Teams meetings have a maximum of 9 visible attendees at any one time. It is possible to enable Large Gallery mode to see up to 49 user videos. The attendees must have their webcams switched on (but be aware that this will increase bandwidth and may not be suitable for users with a variable internet connection). 

When sharing your screen, e.g. to play a YouTube video, ensure that you enable the option to ‘Include computer sound’ when sharing your screen. This option is not available for Mac users.

Screenshot to demonstrate the share computer sound icon

For more information see the Microsoft support pages.

Yes, but this can only be done DURING a meeting by the meeting organiser. For more information see the Microsoft support pages.

During a meeting participants can turn on live captions to follow what others are saying. This can make meetings more inclusive for attendees. For more information see the Microsoft support pages.

The meeting organiser can end a meeting for all attendees by clicking on ‘…’ and then ‘End meeting.’ This ensures that everyone leaves the meeting, rather than just ‘hanging up’ where the meeting continues for those that haven’t hung up. For more information see the Microsoft support pages.

Attendees can pin a presenter so that one person takes up the full screen (as opposed to up to 9 people sharing their webcams on the screen at once). For more information see the Microsoft support pages.

If you have a weak internet connection, it is advisable to stop viewing other attendee’s webcams and just listen to their audio. During a meeting you can choose to ‘Turn off incoming video.’ This short video explains how to turn off incoming video.

Collaborating in Meetings

Screen sharing or sharing a certain widow is useful for sharing applications that aren’t Powerpoint or if you want your cursor to be visible. Some users may find screen sharing uses lots of bandwidth, so there may be a delay to the audio/video.

Advantages of using the Powerpoint “Share” feature in a Teams meeting are that:

  • It uses hosting from Microsoft so is much less reliant on the Presenter’s internet connection
  • Users can navigate through the Powerpoint at their own pace.
  • Users can click on hyperlinks whilst the PowerPoint is being shared which they cannot do if the desktop is being share.

Sharing content in Microsoft Teams meetings – help guidance from Microsoft

Yes, with Microsoft365 you can collaborate on documents together from numerous spaces – the files area of a Team, the meeting assets, or in Teams chats.

Collaborate on files in Microsoft Teams – guidance from Microsoft

During a meeting you can share a collaborative whiteboard that everybody can ink onto. This function works best if you have a touchscreen device.

The whiteboard does not get recorded in a Teams meeting. There is a workaround which involves sharing a window in a meeting, and opening the whiteboard directly from Microsoft Office so that it is being shared from your browser window.

Likewise, it is possible to use Whiteboard outside of Teams. Open it directly from Microsoft Office and send the link to others to collaborate with them.

During a meeting you can use the meeting chat to run a quick multiple choice poll using Microsoft Forms. This must be run from the Teams application chat, not the meeting chat. Click the three dots to access Forms.

Screenshot to show how to open a Forms poll by clicking three dots in the meeting chat

Some staff have previously used an application called Polly to do this but this is now limited to 25 responses on the free subscription.

Other polling options include creating a Microsoft Form prior to the session and pasting the link into the chat. Or using TurningPoint polling software which is supported by the University.

Pedagogical support

We recommend that staff use Moodle or other familiar platforms for the majority of their teaching delivery during this period. There is guidance here about teaching online at this time.

If you do wish to use Microsoft Teams for this, then use it in conjunction with Moodle or Microsoft Forms (create a form and send the link to students so they can fill it in online). You could distribute the questions electronically and give students some time to answer (remember that students may be ill or in different time zones). Then set up a Teams webinar if you wish to discuss as a small group and follow up on the answers/misconceptions and field any questions the students have (this could also be done in a Moodle forum).

Our general guidance promotes asynchronous discussions (for example Moodle forums or Microsoft Form questionnaires) to initially gather questions. This can have the added benefit of learners being able to think and generate questions and also takes the pressure of a live presentation (both in terms of gathering and responding to questions and also presenter/participant connection issues).

Asynchronous learning can also be supported by a recording of a stimulus (e.g. recording a Powerpoint presentation with a voiceover – see our Drop-in material and recording). 

If you plan to run some element of live meeting, please consider:

Recording Meetings

We currently do not recommend recording learning & teaching sessions using Microsoft Teams for the reasons explained here.

Meetings can be recorded pressing the More Options button () and then Start Recording (see screenshot). This will record the audio and video channels (including screen shares and webcams) from the presentation. 

screenshot showing a Teams meeting with the more call options and the start recording highlighted

Please remember to inform participants that the meeting is being recorded and Stop the recording when you finish.

By default any participant at the University (staff/student) can begin recording in a Meeting (external guests cannot).

To restrict who can start recording then you need to designate Who Can Present (Just me/people in my organisation/specific people) in the Meeting Options.

Screen shot of Teams Invite configuration screen with arrow pointing to "Meetings Options"

Unfortunately there does not seem to be an easy way to do this. When you finish a meeting the chat remains in the ‘Chat’ section of Teams (you can see it on the left hand side of Teams). It is possible to manually copy and paste this into a text editor like Microsoft Word. For longer chats it is advisable to do this in several shorter chunks.