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Microsoft Teams

You can use Microsoft Teams for interactive web conferences. The students can answer to a quiz or survey during a web conference. With Microsoft Teams you can conduct web conferences and get the opportunity to interactively involve your students during a web conference by means of surveys. You can learn more about Microsoft Teams in the webinar "Microsoft Teams as a web conferencing tool".

First steps

Features during a webconference

First steps

How can I log in to Microsoft Teams?

You can log in to Microsoft Teams with your WU Account (WU E-Mail Address firstname.surname@wu.ac.at & WU Accountpassword).

How do students register in Microsoft Teams?

Students have to activate their WU student account for Microsoft Teams.

  1. Therefore they visit WU's Controlpanel application.
  2. Then they click on "My email" and "Configure Office365".
  3. There they should read the Office365-disclaimer and click on the checkbox next to "I have read the Office365-disclaimer and accept" and submit it.
  4. Then they have to choose "Full functionality (E-Mail, Skype4Business, Teams, Sharepoint, Yammer, Onedrive) and submit it again.*

* Students notice the missing activation when they want to log in at Teams and a message like the following appears: "You’re missing out! Ask your admin to enable Microsoft Teams for Wirtschaftsuniversität Wien" (or in German: “Bleiben Sie nicht zurück! Bitten Sie Ihren Administrator, Microsoft Teams für Wirtschaftsuniversität Wien zu aktivieren”).

The activation can last up to 24 hours. After 24 hours after the activation students can login to Microsoft Teams with their WU account.

  1. Therefore they visit the page teams.microsoft.com.
  2. Then they fill in their hStudent-ID@s.wu.ac.at. They will be forwarded to WU's login page.
  3. There they can login with their hStudent-ID or hStudent-ID@s.wu.ac.at (not with hStudent-ID@wu.ac.at) and their WU account password.
How can I download the Desktop App to my computer?

To use the web conference feature, you have to download the desktop app of Microsoft Teams. In case you want to use Teams with a web browser, it will only work in Google Chrome and Microsoft Edge.

If you are using a working laptop of WU , please follow the steps below:

  1. Click on the magnifying glass in the Windows taskbar at the bottom of your screen.
  2. Search for „Software Center“.
  3. Teams should be displayed at the first place. Click on "Teams".
  4. Click "Install". The download can take some time.
  5. After the download you will be asked to restart your laptop. Please restart your laptop.

After your laptop is started up again, you have successfully downloaded and installed the Desktop App Microsoft Teams. It will now appear at your desktop.

If you use your own, private PC or Laptop, please download the desktop app via the following Link: https://products.office.com/en/microsoft-teams/download-app. Follow the steps of the installation programme at your private PC.

How do I prepare a web conference with Microsoft Teams?

If you are registered at MS Teams, you can use it for holding a web conference with max. 250 members. You can create a web conference in different ways:

  • via the calender in MS Teams
  • via the calender in Outlook
  • via team in Microsoft Teams

It is recommendet to create your web conference via the calender in Outlook:

  1. Open the calender in outlook and create an appointment.
  2. Fill in the fields and change, if necessary, the date and time of your appointment.
  3. Now click on "Teams-Besprechung". Automatically your appointment will change to a Microsoft Teams Meeting and you will get the participation link.
  4. If you want to repeat the appointment, you can click on "Serientyp". So you will have several Microsoft Teams Meeting but only one participation link.
  5. The field "An" can be left empty.
  6. To save your Microsoft Teams web conference, click on "Senden".

You can see your web conference now in your calender in Outlook and in Microsoft Teams.

How can students participate in my web conference?

After having copied the participation link, you can put it into your course in MyLEARN as an announcement or calender entry or send it via e-mail to all participants.

For doing so, you can use the e-mail feature in MyLEARN:

  1. Register in MyLEARN with your WU-Account.
  2. Go to your course in MyLEARN.
  3. Click at the left side menu on „Administrate“.
  4. Click the link "Compose bulk mail".
  5. Paste the meeting-link and short information.
  6. Click at "Preview". 
  7. Don’t forget to click "Send".

The students will receive your e-mail via their students e-mail address and can participate in the web conference with a click on the link.

How do I start the web conference with Microsoft Teams?


At the day of your web conference, you can start it via the calendar event in Microsoft Teams.

  1. Click at „calendar“ in the left side menu.
  2. Click at the scheduled event.
  3. In the desktop app, click at the right side on the top on “Join”.

Activate camera and microphone and click on „Join now”.

Features during a webconference

How can I change the view of my webconference?

Microsoft Teams offer three views during a webconference:

  • Gallery (3x3 grid)
  • Large Gallery (7x7 grid)
  • Together mode

You can change the view during a webconference:

  1. Click on the 3 dots in the webconference.
  2. Then choose one of the three views.
How can I work on documents together with my students during a web conference?

You can work on Office-documents together with your students during a web conference in Microsoft Teams. This is only possible with Word-, PowerPoint- and Excel-files.

  1. Upload a file into the chat of your web conference in Microsoft Teams via drag and drop.
  2. All the participants in the web conference can now edit the file together. To do this, click on the 3 points next to the file and then "Edit in Teams".
  3. All changes will be saved automatically. When you finished working together on the file, your participants and you can simply click on "Close".

With this option you can for example

  • use Word-files to work on a specific topic.
  • use PowerPoint-files to do a brainstorming during the web conference.
  • use Excel-files to document the attendance or for contact tracing.
How can I share my screen?

During a web conference in Microsoft Teams you can share your desktop, your presentation slides, a file or a certain app.

If you want to share your whole screen you have to agree to the terms of use in the controlpanel first:
  1. Open the control panel and register with your WU account.
  2. There, click on Microsoft Teams and teams functions.
  3. Agree to the terms of use.

The activation can take som hours after that you can share your whole screen during your webconference:

  1. At the control panel, choose the symbol "share".
  2. Now, you can choose what you want to share.
  3. Choose "Stop sharing" to end showing your screen / presentation.

NOTE:

You can change the status of individual members to "presenter" so they can share their screen too. Only the organisator of the meeting can change the meeting settings.

You can choose who is allowed to share their screen.

  1. Open your meeting in Microsoft Teams and click on the link "Meeting options" below the participation link "Join Microsoft Teams Meeting".
  2. Go to the setting "Who can present?" and choose:
    a) "Only me": Only you can share your screen. If anyone else should share their screen you can always change it during a web conference.
    b) "Specific people": You can assign other participants as presenters who can share their screen. Therefore you can add other people.
  3. Confirm your settings by clicking "Save".
How can I see the participants list during the webconference?
  1. Click the symbol "show participants" in the control panel.
    You see a list of all participants who are joining the web conference.
  2. If you have more than 3 participants, you can mute all participants. For doing so, use the link "Mute all" on the top of the list of participants to mute the microphones of all people who joined the meeting.
  3. During the web conference in Microsoft Teams, you can add further participants. Add the student ID of your students or the name of a colleague.

NOTE:

Please keep in mind, that via Microsoft Teams you can only find members of WU.

How can I chat with my students?
  1. In the control panel choose the symbol "Chat".
    You can communicate the chat with your students and collect questions of them.
  2. Make the students evaluate messages by asking them to add reactions. To add a reaction hover with the mouse over a message until the window with the emoticons appears.
How can I share files with my students?

During a web conference you can activate the chat and upload a file or ask students to upload files.
 

NOTE:

Please keep in mind that too much data traffic (uploads and downloads) can influence the quality of the web conference (interruptions in voice transmission etc.).

How can I work on a whiteboard together with my students?
  1. In the control panel choose the symbol "share". In the options which pop up, choose "Whiteboard".
  2. Now you can write, draw, calculate together with your students.
  3. You can export the whiteboard as a picture. For doing so, click on the gear-icon and then on "export image".
How can I record my web conference?
The recording and saving of pictures, Audio- and Videomaterial as well as of text content (e.g. from the comment function) is processing of personal data relevant to data protection law. Therefore, an agreement with the works council
regarding Microsoft Teams was made. It can only be activated by agreeing to the terms of use:
  1. Open the control panel and register with your WU account.
  2. There, click on Microsoft Teams and teams functions.
  3. Agree to the terms of use.

The activation can take some hours after that you can record your webconference:

  1. Click at the three dots in the control panel. A window with more options will open.
  2. There, choose "Start recording" to start the recording of your web conference.
  3. To stop the recording click on the three dots and then "Stop recording".
  • The recording will be uploaded on Microsoft OneDrive.
  • The recording will be shown in the chat of a webconference too.

NOTE:

At the moment it is not possible yet to record the whiteboard during a web conference. You can, however, export it as an image.

How can I create breakout rooms.

During a web conference in Microsoft Teams you can set up breakout rooms and assign the participants to these breakout rooms manually or automatically.

  1. After you as the organisator have startet the meeting, the symbol for breakout rooms is shown. Click on the symbol.
  2. Determine, how many breakout rooms you want to create. You can create up to 50 breakout rooms.
  3. Select, whether you want to assign the participants automatically or manually to the breakout rooms. You can change this setting later on.
  4. In the right side menu, you get a list of all the breakout rooms. There, you can start all the rooms at the same time.
    If participants are assigned automatically, they will get the notification that they have been assigned to a breakout room and will be transferred there in a few seconds.
    If participants are assigned manually, participants are asked if they want to join the breakout room assigned to them.
  5. As soon as the breakout rooms have been started, you can enter them, rename them or close them (by clicking on the 3 dots next to the breakout rooms).
  6. If participants use the chat in the breakout room, click on "chat" in the left side menu of the second Microsoft Teams windows to see the chat messages of the respective breakoutrooms.
  7. As soon as you close the breakout rooms, participants get the notification that their breakout rooms are closed automatically in 10 seconds. Participants are automatically led back to the main meeting.
How can I create a poll in my web conference?

You can create a poll in your web conference to quickly gather feedback from your participants.

You can prepare a poll for your meeting in Microsoft Teams or create it during your meeting.

Follow these steps if you want to prepare your poll before your meeting starts:

  1. Create a meeting in Microsoft Teams.
  2. Click on the meeting in your calendar and click on Edit.
  3. Click in the meeting on the plus sign to add a new tab.
  4. Choose Forms and click on Add.
  5. In this tab you can now create new polls and publish them later during your meeting.

Follow these steps if you want to create a poll during your meeting. The result from your survey will be displayed as a bar chart in your web conference chat.

  1. During a web conference open the chat and click on the symbol with 3 dots.
  2. A list with suggested applications will open. If "Forms" is not one of the suggested application, click on the right button "More Apps".
  3. Click on "Messaging" and choose "Forms".
  4. Create your poll by writing your question and possible answers. If participants should be able to choose more than one answer, enable the "Multiple Answers" button.
  5. Click on "Next". You will get a preview of your poll and you can edit or send it.
  6. Click on "Send" to publish your poll in the chat of your web conference.

Your participants can vote now and the result will be displayed as a bar chart.

As the creator of the survey you have access to more information about it than the participants. To receive more information, log in with your WU account to this website https://portal.office.com. This is the overview page of all Office365 apps.

  1. Click on "Forms".
  2. Choose the survey you want.
  3. Click on the tab "Responses".

There you will receive a more detailed overview from your poll. You can open your poll in Excel. If you click on "More Details" you will get a table with all the participants of this survey and their answers.

Who can I add in Microsoft Teams?

In Microsoft Teams, you can find members of WU.

For a web conference, it is not necessary to add participants manually. For web conferencing, send the participation link to all participants via e-mail (see also: How can students participate in my web conference?)

How can I download an attendance list?

You can download an attendance list during a webconference. The list shows you the email address of the participants and when they joined or leaved the meeting. 

NOTE!

Please inform your students about the attendance list and the data that it collects.

  1. You can click on the symbol "Show participants" during the webconference. A list of participants appear.
  2. There you can click on the 3 dots and then "download attendance list".
  3. You can find the attendance list in files and "Downloads" in the left side menu of Microsoft Teams.

The attendance list is a CSV file that can be openened for example with Excel.

How do I change the participant settings for a web conference?

As the creator of the web conference you can change some settings for your web conference.

  1. Open your meeting in Microsoft Teams and click on the link "Meeting options" below the participation link "Join Microsoft Teams Meeting".
  2. This link will redirect you to the meeting options for your web conference. These are the options:
  • Who can bypass the lobby?
    With this setting you can decide who tets into your web conference directly, and who should wait in the lobby for someone to let them in.
  • Always let callers bypass the lobby
    Participants, who call in by phone, will join the web conference without having to wait for someone to let them in.
  • Announce when callers join or leave
    If you enable this setting, you will receive a notification everytime when someone, who is calling in by phone, joins or leaves your web conference.
  • Who can present?
    You can choose who is allowed to share their screens. You can find more information here.

NOTE

You can also change your meeting options during a web conference.

Can I do a phone conversation (entering a phone number) via Microsoft Teams?

No. The licence of WU does not include phone conversations in Microsoft Teams via entering a phone number.

How can I add guests or external users to my web conference?

You can add guests or external users to your web conference, who do not own a Microsoft Teams account.    

  1. Copy the participation link from your web conference.
  2. Share the link by e-mail to your guests. Tell them to open the link with Google Chrome or Microsoft Edge.
  3. By clicking on the link, your guests will be redirected to the website.
  4. There, your guests can choose to either join on the web or using the desktop app.
  5. The guests have to click on the link "Participate as a guest" and will be asked to enter a name to join the meeting as a guest.

What is the live event in Microsoft Teams?

You can use the live event in Microsoft Teams if you plan a web conference in a frontal format with more than 250 students.

Please note that in a live event, participants (= attendees) can only watch and listen and hardly have the option to interact with the lecturer:

  • Attendees can post questions only via a “Questions & Answers (Q&A)” area. They can do so anonymously or not anonymously.
  • All further options for interaction (use of mircophone, camera, share screen) are not allowed for attendees.

NOTE

In the “Questions & Answers (Q & A)” area, all questions of participants are selected. The producers and speakers can control the collection of questions and decide whether questions are published or not and whether they are answered.

The live event has options for 4 roles:

  • Organiser: sets up the live event.
  • Producer: controls the live event and / or facilitates the Q&A area. The roles organiser and producer can be taken on by one person.
  • Presenter: presents audio, video and / or screen or moderates the the Q&A area.
  • Attendee: attends the live event and can post questions via a Q&A area.

A live event can be public or only accessible for a determined audience:

  • Persons and groups: Here, you have to add the persons manually. Only the specified people can follow the live event and click on the participation link.
  • For the organisation: All WU employees and WU students can take part in the live event via a participation link. Registration with the WU Teams account is required.
  • Public: Everyone can participate via a participation link. For this, a registration or an account is not required.

To set up a live event, request the license designated for this via e-mail to notbetrieb_lehre@wu.ac.at with the subject: Live event in MS Teams.

How do I set up a live event?

After having requested and received the license for the live event in Microsoft Teams via notbetrieb_lehre@wu.ac.at, you can set up your live event. For doing so, follow the instructions below:

  1. In Microsoft Teams, on the left side, click on calendar.
  2. At “New meeting”, click on the arrow pointing down.
  3. Choose “live event”.
  4. Fill the open fields and add further producers or presenters as requested.
  5. Click on “Next”.
  6. Choose if the live event shall be public or only accessible to a certain group of persons.
  7. Click on “Schedule” to save your settings.

To edit the created live event, click on the live event, and then on the button “edit”.

How do I get the invitation link for a live event?

After having created a live event, you can click on the live event (in MS Teams). There, you get the invitation link:

You can send this link to attendees. Pay attention which type of authorization you have chosen for the live event.

How do I start a live event?

To start a live event, click on the live event and then on the button “Join”.

As a producer

As a producer, you get the following screen when starting a live event:

NOTE

If this view appears “cropped” on your screen, try to zoom out with “Ctrl” and the “-“ key in order to get the complete view.

Watch the video of Microsoft to learn what meanings the individual windows and symbols have for the producers: https://support.office.com/en-us/article/video-produce-a-live-event-34c89e79-ffd4-4a6a-baf6-77055e0709cb 

As a presenter

As a presenter, your screen looks different from the one of a producer. You can share your audio, your camera image and your screen with the attendees. You also have access to the Q&A area and can publish and reply to questions of the attendees or dismiss them.

NOTE

When you present your presentation as a speaker, you only see the presentation. Therefore it is necessary to entrust a further person with handling and moderating the Q&A area. This task can be done by the producer or other presenters.

As an attendee

As an attendee, you have the option to attend a live event and to ask questions via a Q&A area (if enabled). The presenters can decide whether they want to publish and answer your questions or not. If questions are published, you can add a Like to them, e.g. if you wanted to ask the same question.

How can I add persons with no WU Account as presenters?

If you create a live event you can add persons as presenters or producers. Therefore you can typ the e-mail adress into the field "Invite people to your event group" and click on "Invite [e-mail adress] to the meeting".

How can I create a team for microsoft teams?

Since 1st of March, 2021 you can create teams for Microsoft Teams only in the Controlpanel application.

  1. Therefore visit WU's Controlpanel application and login with your WU account.
  2. Click on "My teams" and "Overview".
  3. To create a team click on the button "Add".
  4. Fill out the form and save your entries with a click on "Save".
How can I add several members to a team?

The following feature is only possible when you create a team with the "LV-template".

In the Controlpanel application you can add several members via a csv- or txt-file to a team.

  1. Therefore visit WU's Controlpanel application and login with your WU account.
  2. Click on "My teams" and "Overview". You will get an overview of all your teams you created there.
  3. Click next to a team on the button "Upload memberlist"
  4. Click on "Durchsuchen..." and select a file to upload.
  5. Then click on "Save".
  6. The person in your list are all added as members in your team now (not owners).

NOTE

All members who were already in the team will be overwritten.