Creating, attending, and running meetings while using Teams for distance learning

Creating, attending, and running meetings while using Teams for distance learning

Creating, attending, and running meetings is a core task when you're using a distance learning platform. Depending on who you are and what scenario you are trying to do, below are a set of guidelines and information for running meetings with Microsoft Teams. 
 

Note: Teams supports meetings of up to 300 attendees.

Switching to online learning can present a new set of challenges for your classroom. Microsoft Teams can help you create and run meetings for your virtual classroom. Check out the various topics or see our distance learning center for more assistance. 

There are two ways you can schedule a meeting in Microsoft Teams: Use the calendar, or use the Meet Now option. 

To schedule a meeting using the calendar, follow these steps. 

  1. Go to Calendar on the left side of the app and select New meeting in the top right corner.

  2. Select a range of time in the calendar. A scheduling form will pop open.

  3. The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone.

  4. Once you're done filling out the details, select Save. This will close the scheduling form and send an invite to everyone's Outlook inbox.

If you'd like to use the Meet now functionality, see Create Instant Meetings with Meet now

You can give each meeting participant a role that affects what they can see and do when joining a meeting. For example, an attendee can use their microphone and video camera and view content shared by others, but they cannot share their own content or add or remove attendees. For more information on the different roles you can assign to participants, see Roles in a Teams meeting

To change a participant's role:

  1. Open the meeting from your calendar, and then select Meeting Options.

  2. Use the Who can present dropdown to choose who you want to give presenter permissions to.

If you have an existing channel for your virtual classroom, you can create your meeting within the channel. Select the Meet dropdown in the upper right corner of the channel window and then choose Schedule a meeting.  

For more information, see Meet in a channel.

Tip: If you want to have a breakout group or groups within a specific class, you can use a private channel. Create a private channel for each project group so you can easily meet with each project group individually and quickly. For more information on creating a private channel, see Standard and Private Channels.  

It can be helpful to send information about how meetings work, expected behavior, and rules before the meeting starts. 

As a best practice, use the same set of instructions and the same settings for all meetings with students. This will help the students know what to expect. 

For example, you can include the following instructions in your meeting invitation. 

To join your online lesson:

  1. Click the Join Using Microsoft Teams link below to enter your virtual classroom.

  2. Mute your microphone and keep your video turned off when joining.

  3. Select the Join button to join the meeting.

  4. To open the chat side panel, click the Chat icon.

  5. To raise your hand during a lesson, type Hand Up in the chat panel.

  6. When the teacher is ready to hear your question, they will turn on your microphone so you can ask your question or contribute to the conversation.

    Remember: Please respect other students' rights to learn without interruptions. All school and classroom rules apply online as well as they do at school. 

If you're new to running and attending online meetings, this printable guide will help you master the basics quickly. 

How to adjust your view in a meeting

Teams tries to anticipate what you’ll want to see in a meeting. When someone starts speaking, we show them. When someone shares content, we show that.

But when you'd rather see something else, there are a few ways to tell Teams.

  • Switch between people and content  When someone's sharing a presentation, you can switch between viewing the content and the people in the room by clicking on the video or PowerPoint presentation you're interested in.

  • Pin a video  Right-click a video within the meeting and select Pin. The video will be shown regardless of who's currently speaking. You can pin multiple videos or right-click any pinned video and select Unpin at any time.

  • Reframe a video  Teams may crop your video to better fit the screen. If you want to change this, right-click the video and select Fit to frame to view the entire video. To see a closer, cropped view, right-click the video and select Fill frame.

Online classes may be new to you. To increase the effectiveness of your online classroom experience, you can consider the following: 

  • How will you start the meeting with students? Do you have a set of guidelines? Do you want to allow video or not? Do you encourage students to chat with one another to answer questions or should the chat be only for direct questions between the students and teacher? Have you implemented a hand raising system?

  • Do the students understand the online class etiquette rules? For example, you can provide them with a list such as:

    • No separate face-timing.

    • Students who don't follow the rules may be removed from the online class.

    • If video is allowed, should students blur their backgrounds?

  • How can you encourage participation?

  • Do you have a method in place to check in with students after the class session? Consider an exit survey or exercises the students can do outside of the online class to ensure lessons were properly understood.

    • If you'd like to create an exit ticket for students as they leave the online class, try creating a quiz with Microsoft Forms.

Recording a meeting can be a valuable resource for students and parents and help facilitate students' understanding and retention of the material presented. When you record a meeting, a searchable transcript and closed captions are automatically created. 

To record a meeting, once the meeting has started, go to More options > Start recording. You can stop the recording using More options as well. 

Use the meetings controls to manage settings and chat.

After the meeting is over, you'll receive an email with a link to the recording and the recording will be available in the chat or the channel for seven days.

When the online class is over, you can leave the meeting by hanging up.

Online learning can be both challenging and exciting for students and instructors alike. Using Microsoft Teams, your educators can hold virtual lectures, presentations, and even discussion groups. 

Check out the various topics on this page to help you start using Microsoft Teams in your virtual classrooms. 

Want an overview of how Microsoft Teams works? Check out this video!

Your browser does not support video.

You'll receive an email invitation to an online class meeting from your instructor or school administrator. To accept it, just click the green check-mark in the invitation. 

There are several ways you can join your online class when it starts. 

  • If you have Teams open, once your instructor begins the meeting, you'll see a pop-up notification at the bottom right corner of your screen announcing the start of the meeting. Select Join to join the meeting.

  • You can also go to your Teams calendar. All of your online meetings are listed there. To join a meeting, double-click the meeting, and then select Join in the upper right corner.

  • Right-click the meeting in your calendar and select Join online.

Depending on how the meeting has been set up, you might need to wait to be admitted to the online class. If so, you'll see a message letting you know that you're currently in the meeting lobby. Your instructor will admit you shortly. 

Your instructor will likely send a set of guidelines and class rules to you before your first online class. 

Here are a few common rules that will help your online class proceed smoothly. 

  1. When you join the meeting, turn your video camera and microphone off unless your instructor has instructed you otherwise. To do this, click the microphone and video camera sliders so they are both set to off. You can always turn them on in the meeting if the instructor requests it.

  2. If your instructor does want you to turn your video camera on, blur your background. This creates the best learning experience for all of your peers. You won't have to worry about something behind you distracting another student or being potentially offensive. To blur your background, click the middle slider when you join your meeting. This will open a panel on the right side of the screen with several background options. Pick Blur to obscure details of everything behind you.

  3. Use the meeting chat to ask questions. Your instructor will likely have guidance for the best way to raise your hand, but a common way is to click the Chat icon in the meeting, then type Hand up or Raising hand. Then wait for the instructor to call on you.

When you join your online class, you'll see several controls that will help you interact and participate with your instructor and other students (when allowed). 

  • To use the online class chat, click the Chat icon.

  • You can type your message in the chat box, insert text or emoji, and send your message. Be sure to follow your instructor's rules for what types of messages are appropriate for your online class. 

    You can use the chat feature during your online class.

Teams tries to anticipate what you’ll want to see in a meeting. When someone starts speaking, we show them. When someone shares content, we show that.

But when you'd rather see something else, there are a few ways to tell Teams.

  • Switch between people and content  When someone's sharing a presentation, you can switch between viewing the content and the people in the room by clicking on the video or PowerPoint presentation you're interested in.

  • Pin a video  Right-click a video within the meeting and select Pin. The video will be shown regardless of who's currently speaking. You can pin multiple videos or right-click any pinned video and select Unpin at any time.

  • Reframe a video  Teams may crop your video to better fit the screen. If you want to change this, right-click the video and select Fitto frame to view the entire video. To see a closer, cropped view, right-click the video and select Fillframe.

As an administrator, there are settings you can manage for students and teachers alike. You can set meeting policies for your entire organization as well as specific settings that will apply to all meetings within your organization. 

Meeting policies are used to control what features are available to meeting participants and organizers alike. Some of the policies that you can set include:

  • Whether or not to allow cloud recording

  • Turning IP video on or off

  • Turning screen sharing mode on or off

  • Turning the whiteboard feature on or off

  • Turning the shared note feature on or off

For more information on how to set meeting policies, see Manage meeting policies

There are several meeting settings you can set for your entire organization. These include:

  • Whether or not to allow anonymous users to join meetings

  • Creating customized meeting invitations. Custom meeting invitations could be designed to include classroom rules that apply to all online classes, for example.

To learn more about changing meeting settings for your organization, see Manage meeting settings in Microsoft Teams

Need more help?

Expand your Office skills
Explore training
Get new features first
Join Office Insiders

Was this information helpful?

Thank you for your feedback!

Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents.

×