Canvas (Instructors): Microsoft Teams Meetings

• Microsoft Teams Meetings allows instructors to create online meetings outside or within a Canvas course and record the meetings.
• With Microsoft Teams Meetings, instructors can create virtual class space for meetings with students as well as set up student group meeting spaces.
• Instructors may also use this tool to set up a "meeting of one" for themselves to record a video of their own developed course content to be set in RCE areas of Canvas.

Creating a Meeting using Outlook Calendar

With this option you would create a meeting (or reoccurring meeting) on your Outlook calendar, copy the meeting link and paste it in your course content.

Creating a Meeting using Canvas Rich Content Editor

With this option for best results you and your students would have the latest version of MS Teams downloaded to your local devices. Further, you may find creating an MS Teams team for your class necessary for full functionality of the tools using the Rich Content Editor link.

1. In the courses' Rich Content Editor area, select the plug-shaped apps button. 
2. In the drop down menu, select Microsoft Teams Meetings.
3. A pop-up opens and you are prompted to sign in. Another pop-up appears where you sign in using your UWRF email address and your Falcon Account password.
4. Once signed in, select Create Meeting Link. Note: The meeting will be scheduled and hosted in the Microsoft Teams Meetings application.
5. Enter the meeting details and then select Create.
6. You see a confirmation page on the screen that the meeting has been created. You have the option to copy the meeting link.
7. The meeting link appears in the area where it was added to Canvas. Students are able to join the meeting with the link that was created.
8. Be sure to set the due date of the Assignment/Discussion to the time and date of the meeting.

Joining the Meeting

1. Select the meeting link 
2. Follow the prompts to log in and allow Teams access to your mic and camera
3. Once you have set up the meeting as you would like it to appear, select Join Now

Breakout Rooms

1. From the Control Panel, select the breakout room icon.
2. In the dropdown, add the number of rooms.
3. Assign participants to the rooms.

           Microsoft guide: Create and manage breakout rooms during class meetings

Recording a Meeting 

1. When the meeting begins, select the options icon and select Start recording and Start transcription.  
2. When the meeting has ended, you can stop the recording and the transcription.This generates video and transcription files in your OneDrive. The files in a folder titled Recordings can be shared as needed.

Note: Attendees are not able to record the meeting. Only the meeting organizer or presenters are able to record.

Live Captions

Anyone attending a meeting can Turn on live captions during the meeting.

Using the Chat Feature

1. The chat feature can be used by selecting the square message/chat icon on the tool bar in MS Teams.
2. All chats sent during the meeting are stored in a chat channel. To access this channel after the meeting select open Microsoft Teams and select Chat.

3. Choose the chat from the meeting and scroll to read the chats

Closed Captioning for Videos Recorded after 5/25/21

After the recording of the video is complete, the video will store to your One Drive and will include its closed captioning.

Enabling Closed Captioning for Videos Recorded before 5/25/21

1. Use the video link in the email or from the chat history.
2. At the Microsoft Stream Website, select the My Content down arrow and select Videos.

3. At the top right of the video, select the pencil icon.

4. On the next page, select your Video Language.

5. Then to the right on the same page, turn Comments on and select the Captions box. Check the Autogenerate a caption file box and then select Apply.

6. An "Audio transcripts aren't quite ready yet. Check back soon." message appears.

7. The transcript generates (response time varies). When your transcripts are ready, select the file to download the transcript.
8. Select your language and Upload a subtitle file (the downloaded transcript file). Select OK.

Using the Microsoft Teams Whiteboard

1. After the meeting has started, select the Share icon.
2. Select Whiteboard, then Microsoft Whiteboard.
3. To write on the board, select the pen icon. To type on the board, select the Note or Text icon and begin to type.

If the meeting is being recorded, anything written on the whiteboard will NOT be recorded. To access the board after the meeting has ended, select the meeting chat and select the tab Whiteboard or view it in the Board Gallery within the Teams app.

Sharing Video with Students and Others

In the Microsoft Stream website, to the right of the saved video:

1. Select the dots (options) to open a dropdown.
2. Select the Share icon. This will open a window with the video link.
3. Select Copy to make a copy of the link associated with the video.
4. Paste the copied link into course content, an email message, etc.

Student Help

There is also a helpful Microsoft Teams in Canvas article for Students. Please share this with your students.

Other Helpful Links

• Quick start guide
• First time users
• Teams and channels
• Managing files
• Training videos
• UW System guide to the Microsoft Teams integration with Canvas