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Microsoft Teams & Zoom

Microsoft Teams and Zoom in the course rooms enables students who are not present physically to participate in the class online. Doing so, both you and the students can transmit sound and camera images. Students can ask questions via a chat, as well.

NOTE!

Contributions from students or presentations from students in the classroom are not transmitted via livestream.

Microsoft Teams

In every room there is a quickguide for the usage of Microsoft Teams in the course room:

Zoom (the quickguide will follow soon)

Guidance material for the functions of Microsoft Teams and Zoom can be found under teaching tools.

What do I need for a Microsoft Teams / Zoom meeting in the lecture room?
  • WU Account
    Do not forget your WU account (firstname.lastname@wu.ac.at) and your password.
  • Microphone
    For each lecture room, there is an own, pre-configured microphone (Sennheiser HS2-1 neckband microphone). It ensures optimal audio quality both in the classroom and in Microsoft Teams / Zoom meetings. The microphones are handed out at the IT Service Desk on the ground floor of the Teaching Center (TC).
  • Webcam
    If you want to be visible during the meeting, you also need a webcam. As there is only a limited number of cameras available, please use the webcam (Logitech C920) which you already got for your workplace from IT Services. If you do not have a webcam, you can borrow a webcam with USB connection at the IT Service Desk in the TC building. Please note that you also need a webcam in those lecture halls that are equipped with a lecturecast system. The camera of the Lecturecast system, which is installed permanently in the classroom, does not work with Microsoft Teams and Zoom.
Where can Microsoft Teams / Zoom be used?

Microsoft Teams / Zoom can be used in each course room at the WU via the presenter PC.

NOTE!

It is not possible to use Microsoft Teams / Zoom via your own laptops as the sound output is done with microphones specified for the room.

How do I prepare a Microsoft Teams / Zoom Meeting?

Microsoft Teams

If you have less than 300 online students you can use the meeting option in Microsoft Teams. How you can create a meeting in Microsoft teams and how students can participate is explained at How do I prepare a web conference with Microsoft Teams?

If you have more than 300 online students you can use the live event in Microsoft Teams. Maximum 10.000 online attendees can join a live event. How to create a live event is explained here.

Zoom

If you are expecting less than 300 students online, you can organise the meeting with your zoom licence. For information on how to create a meeting in Zoom and how students can participate in it, see "How do I prepare a web conference with Zoom?"

If you are expecting more than 300 students online, you can apply for a Zoom licence with up to 1.000 participants. Please send an e-mail to digitalteaching@wu.ac.at providing the following information:

  • Title of the course
  • Expected number of participants
  • Date of the scheduled course
How do I start a meeting in Microsoft Teams / Zoom in the course room?

Before you start the meeting in Microsoft Teams / Zoom, connect the microphone and, if applicable, the webcam:

  1. Start the system in the course room with a click on "ON".
  2. Set up the microphone and clip the sender to your clothing.
  3. If applicable, plug the webcam into the USB slot and attach it to the center of the upper edge of the monitor.

Microsoft Teams

  1. Click on the Microsoft Teams Icon at the desktop.
  2. Log in with your WU Microsoft Tteams account.
  3. Click on "Join" at the top right of the screen to join the scheduled appointment.
  4. Activate the microphone and, if applicable, the camera and click on "Join now".
  5. Make sure the correct microphone is selected by clicking on the three dots in the appointment and on "Device settings". Select at "audio devices" and "Microphone": Lexicon Alpha In/Out (USB-Audiogerät)" or "Microphone (Realtek(R) Audio)".

Zoom

You can start Zoom either through the desktop app or via MyLEARN.

From the Desktop App:

  1. Click on the Zoom icon on the desktop.
  2. Log in with your WU account.
  3. Click "Start" for the scheduled date in the calendar.
  4. Turn on your microphone and if applicable, your camera and click on "Join with computer audio".
  5. Check, that the correct microphone is selected by clicking the arrow next to the microphone icon on the toolbar and then "Audio settings..." Select "Lexicon Alpha In/Out (USB audio device)" or "Microphone (Realtek(R) Audio)".

Via MyLEARN:

  1. Log in to MyLEARN.
  2. Navigate to your course and click "Web conference" in the side menu.
  3. Click on "Open Zoom" and then on "Start" for the scheduled date in the calendar.
  4. Click on "Open link" in the pop-up window.
  5. Turn on your microphone and if applicable, your camera and click on "Join with computer audio".
  6. Check, that the correct microphone is selected by clicking the arrow next to the microphone icon on the toolbar and then "Audio settings..." Select "Lexicon Alpha In/Out (USB audio device)" or "Microphone (Realtek(R) Audio)".
What can be broadcast via Microsoft Teams / Zoom in the course room?

Audio

Via the microphone (Sennheiser HS2-1 neckband microphone) everything you say is transferred in optimal audio quality. However, questions and comments of the students in the course room are not transferred via Microsoft Teams / Zoom. Therefore, please repeat what the students say.

NOTE!

All other microphones, like the integrated microphone of the webcam, do not provide sufficient audio quality and are not recommended.

Camera image

Via the webcam, participants can see you in Microsoft Teams / Zoom during the course. If the camera is positioned at the top of the monitor, it is recording the area around the presenter's computer. You are therefore shown either in portrait format or in full-body format.

How can I share my presentation via Microsoft Teams / Zoom?

It is recommended to share the presentation in advance with the students, so they can open it during the course. However, you also have the option to share your presentation during the course via Microsoft Teams / Zoom. In the course room, it is recommended to share the entire screen (desktop). Doing so, your annotations with the attached pen on the monitor will be transferred, as well.

Microsoft Teams

  1. In a meeting, click on the symbol "Share" in the controlpanel.
  2. Put a check mark next to "Include system audio" if you want to play videos or audio files. If the check mark is not put, the sound will not be broadcast for the students in Microsoft Teams.
  3. At Desktop, select the entire screen.

Zoom

  1. In a meeting, click on the symbol "Share screen" in the controlpanel.
  2. Put a check mark next to "Share computer sound" if you want to play videos or audio files. If the check mark is not put, the sound will not be broadcast for the students in Zoom.
  3. At Desktop, select the entire screen.

Sharing the whole screen enables transmission of the digital whiteboard SMART Notebook, embedded videos in presentations as well as you annotations with the attached pen.

NOTE!

Please note that transmission of the entire screen makes the meeting chat and raising of hands (via Microsoft Teams) invisible for you. Therefore, it is recommended to interrupt the presentation in regular intervals and to check the chat.

How can I play a video during my course?

If you want to play a locally stored video or a video from the internet it is important that you have selected "Include system audio" (Microsoft Teams) / "Share computer sound" (Zoom). Otherwise, the sound is not shared with the students participating via Microsoft Teams / Zoom.

Microsoft Teams

  1. In a meeting, click on the control panel the symbol "Share".
  2. Put a check mark next to "Include system audio".
  3. At desktop, select the entire screen.

Zoom

  1. In a meeting, click on the control panel the symbol "Share".
  2. Put a check mark next to "Share computer sound".
  3. At desktop, select the entire screen.
Which additional functions can I use in Microsoft Teams in the course room?

Microsoft Teams

How you can use the Microsoft Whiteboard, the chat, polls and further features in Microsoft Teams, is described at Which additional features can I use during the web conference? If you use the additional features, make sure that the students in the course room also participate in the Microsoft Teams meeting, so they can also use the features.

Zoom

For information on how to use the whiteboard, chat, polls, breakout rooms and other features in Zoom, see "What additional features can I use during the web conference?" If you use additional features in Zoom, make sure that students that are present in the classroom join the Zoom meeting as well so that they can use the features.

How do I end a Microsoft Teams / Zoom meeting in the course room?

Microsoft Teams

  1. In the control panel, click on the red symbol for "Hang up".
  2. Sign out via your profile in Microsoft Teams. To do so, click on your profile icon in the right upper corner and then on "Sign out".
  3. Click on the logout icon at the desktop. This will automatically log you out of all programs.

Zoom

  1. Click on the red button for "End" and subsequently on "End the meeting for all".
  2. Log out via your profile in Zoom. To do this, click on your avatar in the top right-hand corner and then on "Log out".
  3. Click the logout symbol on your desktop. You will be automatically logged out of all programmes.
How do I run a Microsoft Teams live event?

Courses with more than 300 participants online can use the live event in Microsoft Teams. In a live event, participants can post questions via a "Questions & Answers (Q&A)" area. All further options for interaction (microphone, camera picture, screen sharing) are not allowed for participants. You can find more information about the live event in Microsoft Teams here.

When using the live event, please note the following:

  • If you want to transfer your camera pciture, you can borrow a webcam. However, it is necessary to stay in front of the camera, so the students participating online can see you. If you want to move freely in the course room, it is recommended that you only broadcast your screen and audio.
  • The use of the whiteboard or of the blackboard is not transmitted. Therefore, use the SMART Notebook software and the provided pen at the presenter PC. More information about the SMART Notebook Software can be found here.
  • For the live event, at least two persons are required as organizers: a producer and a presenter. Therefore, you need support by a tutor or e-learning staff.
  • At the live event, expect a transmission delay of up to 1 minute. It is important to keep this in mind when you ask the students to interact.

To prepare the live event, proceed as described below:

  1. Schedule a live event in Microsoft Teams for each course unit, which should be streamed.
  2. Add yourself as presenter and the person who will support you as producer.
  3. At the options for the live event, select "Q&A". Doing so, you activate the questions & Answers (Q&A) area.
  4. Make the invitation link available for your students via MyLEARN. You can do this by creating a content page in Learning Activities or a news announcement.

On the day of the course, you can borrow a microphone, and, if necessary, a webcam at the IT service desk. More information is available at "Borrowing and returning of equipment". To start the live event, follow these steps:

  1. Sign in to Microsoft Teams at the presenter's PC.
  2. Start the live event via the calendar in Microsoft Teams.
  3. Start sharing your screen. Make sure that you share your entire screen (desktop), so that annotations on the presenter's PC can also be transmitted.
  4. Put on the microphone and deactivate the muting.
  5. If you use a webcam, connect it to the presenter's PC via the USB port.
  6. The person, who was entered as a producer in the live event, can start the event via her / his own PC or Laptop.
  7. The producer selects as content your screen sharing and clicks on "Send Live".
  8. With a click on "Start", the producer starts the live event.

Make sure if you or the person who supports you is in charge for the Questions & Answers area. It is recommended to have a look at the Q&A area after each thematic block.

After the end of the course, the live event can be ended. Additionally, make sure that you sign out of Microsoft Teams and of the presenter's PC and bring back the equipment to the IT service desk.

Troubleshooting - Questions & Answers

The students in Microsoft Teams / Zoom don't hear me.

You can check the following:

  • Make sure that the correct microphone was selected in the settings of Microsoft Teams / Zoom. More information can be found here.
  • Make sure that the microphone of the clipped sender is not set on "mute".
  • Make sure that the microphone in Microsoft Teams / Zoom is not set on "mute".
The students in Microsoft Teams / Zoom don't see me.

Make sure that the camera in Microsoft Teams / Zoom is activated.

The students in Microsoft Teams / Zoom have problems with the sound (audio feedback).

Make sure that the students in the course room have deactivated the loudspeakers on their laptop. If students in the course room join the meeting and activate the microphone, audio feedback can occur. Students in the course room should deactivate / mute their microphone and the loudspeakers and you will repeat student's comments for everyone.

The students don't see my annotations in the presentation.

Make sure that you transmit your entire screen when sharing the screen. Only then, students can also see your annotations during the course. Transmitting annotations does not work if you only share a single file or a specific program.

I have technical problems during the course.

In case there are problems during a transmission with Microsoft Teams / Zoom, you can contact the IT assistants (AV-Hotline: 01 31336 3003).

IT-Assistants can help you on site solving the following problems:

  • Microphone and sound (the microphone does not work; the sound in the course room does not work; the audio in Microsoft Teams / Zoom does not work)
  • Microsoft Teams / Zoom cannot be started or it does not react.

If you have suggestions, comments or feedback regarding the use of educational technologies in the course room, please send an e-mail to distanzlehre@wu.ac.at.

Webinars are offered for the use of Microsoft Teams and Zoom. You can find them at Qualification and Services.