IT ServicesStaff

Microsoft Teams

Microsoft Teams

Available through your Loughborough University Office 365 account, Microsoft Teams is an online collaboration space.

Teams is designed to be the 'place where you do your work’. Everyone in a team can access, edit, and co-author the files. You can also add members external to the University to join and collaborate. 

 Teams include:
  • Text chat: for short, asynchronous messages
  • Files: to create, store, and share documents with others
  • Video and audio conferencing: for meetings

Note: The following guidance is for users creating and using a team outside of teaching delivery. Teams are automatically created for teaching purposes. For more information, please visit the 2020 Teaching and Learning web pages.

General

Menu explained

 

Displays a timeline of your messages, notifications and mentions. This becomes especially useful when you have lots of discussions within Teams
  A space for one-to-one or group chat. However, for a chat within a Team you should use the Teams menu and hold the group chat in a channel using the 'new conversation' button.
An overview of all your Teams that you are part of and allows you to drill down into each Channel within the Teams. This is also where you can create Teams.
Create or join meetings. Syncs with Outlook. Meetings that are created in this space will automatically contain a Teams meeting link.
Call anyone within the university (add more here)
Within Files you can quickly find and view files across OneNote, OneDrive and within Teams (stored in their own SharePoint sites). There’s also a very helpful ‘Recent’ tab so you can quickly access the latest documents you were working on, as well as a shortcut to your Downloads.

Responsibilities of a team owner

 

Maintain membership of the Team 

Adding or removing members to the group can be done within Teams from the  'more options' (...) for each team.  

Ensuring appropriate access is granted based on the classification of the data contained within the group as per Information Governance Policy 3 - Information categories and controls

Handling and processing of information

Team owners should store, handle and process information in accordance with the Information Categories and Controls Policy ensuring that the appropriate level of security is applied to it which includes managing team membership, sharing information and reviewing Team access activities.  

Regularly review external/guest access 

To ensure your University data remains secure, regularly review any guest access, removing any access that is no longer required.

Act as a local point of contact for IT Services 

Clear out old files regularly 

Team owners are required to maintain the contents of the teams they manage. If content is no longer of use, it should be deleted. If inappropriate files are found (eg personal files, etc) the team owner(s) will contact the person concerned and remove such files. 

This is particularly important for Teams used by students who may only be transient users of the Team. 

Channels

Channels are where the work actually gets done—where text, audio, and video conversations open to the whole team happen, where files are shared. 

Create a channel

Teams are made up of channels, which are the conversations you have with your teammates. Each channel is built around a topic like "Team Events," a department name, etc. 

There are two types of channels;

 

  • Standard channels - where everyone on the team can see them as well as view and participate in conversations, share files, and more. 
  • Private channel -  members of a team must be specifically added to it to participate, see content, and to see the channel appear in their list of channels.

 

Instructions

By default, every team gets a General channel, which is a good channel to use for announcements and information the whole team needs.

To add more channels:

  1. Select  More options More options button next to the team name.

  2. Select 'Add channel'.

  3. Enter a name and description for your channel.

    You can build a channel around a topic, project, department name, or whatever you like.

  4. Select Automatically show this channel in everyone's channel list if you want this channel to be automatically visible in everyone's channel list.

  5. Select Add. 

Microsoft video: Overview of teams and channels

Managing notifications and alerts

You can manage notifications settings include how, when, and where your notifications appear and create custom settings for channels and chat, appearance and sounds, turning off specific messages.

To manage your notifications, select your profile picture in the top right of Teams, then select Settings button Settings > Activity button Notifications.

To show only certain types of messages such as unread messages, @mentions, replies, and likes. Use the feed options to select team or individual activity.

Notification sounds can be on or off

To choose if a sound plays with each new notification, select your profile picture at the top right corner of Teams, select Settings Notifications > toggle off/on.

Image of notification sound settings in Teams

 

How to set notifications per channel

When you get added to a team, this will automatically show the three most active channels in that team.

These channels will send you notifications when someone @mentions the channel.

To also get notified for all new conversations and replies, select More options More options buttonChannel notifications, or go to notification settings, and under Shown channels select Edit.

Manage channel settings

Hide or show a channel

From within the channel, Select More options More options button > Hide.

If you want to unhide the channel, select hidden channels > Show.

Customise channel notifications

  1. Select More options More options button > Channel notifications.

  2. Choose the settings you want such as new post notifications or channel mentions.

  3. Select Save.

Notifications appear based on your preferred settings.

Conversations in channels

Start a new conversation in a channel

In the General channel enter your message in the Start a new conversation box and press Enter. Your message can be seen by all team members when they log in.

For more editing options when creating your message, select the edit icon to expand the text box:

Get someone's attention in the channel

  • If you want the message to be visible to all, but one or more people to pay particular attention, type Select to start an "at mention." in front of a team member’s name while you're creating a message to include them in the conversation. The person will receive an @mention notice. You can also @mention a team or channel.

For a private message, only visible to one person

Click the chat icon on the left. Then click the new chat icon. In the To box at the top type the name of the recipient, and type the message below.

Send email to a channel

If you need to communicate by email, send it to everyone in a channel.

Get and copy a channel's email

  1. Select More options More options button Get email address.

  2. Select Copy.

  3. Paste the copied email address into a new email.

  4. Select Send.

Forward an email to a channel

  1. Open the email you'd like to forward.

  2. Paste the copied email address into the To line of your email.

  3. Select Send.

Microsoft video: Send email to a channel 

Create or join a meeting in a channel

If you need to hold an open meeting in your team, create a meeting in a channel.

Microsoft video: Meet in a channel

Create a meeting in a channel

  1. Select Meetings > + New meeting.

  2. Under Select a channel to meet in, select the arrow and choose a channel.

  3. Copy and paste the channel info in Location.

  4. Add a description and select Schedule.

    Now the meeting's visible to everyone in the team.

Join a meeting in a channel

  1. To join an ongoing channel meeting, select the camera icon Camera icon next to channel meeting next to the channel name.

  2. Select Join > Join now.

    The meeting appears on the Conversations tab along with any notes or files shared.

File storage and sharing

Teams makes it easy to share files and work on them together. If working in Word, Excel or PowerPoint files your colleagues can view, edit, and collaborate on them, right within Teams.

File storage in Teams

Sharing files in a channel

Files that you share in a channel are stored in your team's SharePoint folder. Which can be found in the Files tab at the top of each channel.

Sharing files in chat

Files that you share in a private or group chat are stored in your Microsoft Teams Chat Files folder and are only shared with the people in that conversation. These will be found in the Files tab at the top of a chat.

Note: The OneDrive files you see in Teams are OneDrive for Business files associated with your Office 365 account—not your personal OneDrive. 

Creating a new document

  1. Browse to the Team and channel you require
  2. Select the Files tab 
  3. At the top Click New,   then choose to create a Word doc, Excel spreadsheet or PowerPoint presentation.
  4. Type in an appropriate name for the document and click Create
  5. Your new document will open right within Teams. As you write the document, everything you do is immediately autosaved back to Teams, as you type. The document is accessible to everyone who is a member of the same Team, not just you.
  6. Within Teams, you have access to cut-down versions of Word, Excel and PowerPoint which are fine for everyday purposes. The full desktop versions have more formatting options. Click Open in Desktop app if you want to use the full version. Changes are still autosaved back to Teams.

Tip: Not ready to share your early draft with others in the Team? You can create the first version in OneDrive, and then move it into Teams when you are ready to share it.

Microsoft video: How to Upload files and share files.

Collaborate and co-author on a file

Working in Microsoft Teams lets you work on files together at the same time. Also, messages about the document stay with it and will show up in your team conversations.

  1. In a team conversation or in the Files tab, select More options More options button next to the file.

  2. Choose if you want to edit the file in Teams, on your desktop, or online.

  3. Edit the file. Coloured flags show who else is working on it with you.

  4. Select Start conversation to add a message about the file.

  5. Type your message or @mention someone and select Send.

Microsoft video: Work on a file 

How to find and filter files

Filter files to find recent documents, ones that have been created or edited in your channels, or downloaded to your computer.

Select the Files icon from the left navigation bar ‌and choose to filter by:

  • Recent: Recent files you've viewed or edited.
  • Microsoft Teams: Files created or edited across your channels.
  • Downloads: Files you've downloaded from Teams. Select Open Downloads Folder to find them.

OneDrive is connected by default.

Microsoft video: How to find and filter files

Sync files to work offline

How to access and work on files without an internet connection 

You can sync your Teams files to a folder on your computer. This lets you work directly in File Explorer and access files even when you're offline. And when you go back online, any changes made to those files will sync automatically.

 Files from a single channel

1. Go to the Team and channel you wish to sync and select the Files tab

2. Select the Sync. (You only need to do this once. After you set up syncing, the files sync automatically on your computer).

 

3. The files then sync to a folder on your PC under 'Loughborough University. This folder is automatically added to the left pane in File Explorer. You can’t select to sync to a different location.

 

Recycle Bin: Recover deleted items

The Recycle Bin provides a safety net when users delete files, versions of files, list items, libraries, lists, and folders from a site. When users delete any of these items from a site, the items are placed in the Recycle Bin.

  1. Open the channel's Files tab and select Open in SharePoint at the top of the page.

  2. In SharePoint, select Recycle bin on the left side of the page. 
    This will show a list of all files deleted from every channel in the team.

     

  3. Select the file (or files) you want to recover and then select Restore at the top of the page.

     

Deleted files are held in the Recycle Bin for 93 days by default. 

For Second-stage recycle bin, please refer to the FAQ section.

Chat and conversations

Chat is at the centre of whatever you do in Teams. Sometimes you’ll want to talk one-on-one with someone. Other times, you’ll want to have a small group chat. In Chat, you can do either.

One-on-one or group chat

Chat function

 

In the chat section, you can start one-on-one and group chats by selecting New chat Chat icon in Teams. at the top of your chat list. Once in a chat, you’ll be able to send messages that include files, links, emojis, stickers, and GIFs—whatever you need to get your point across! 

 

One-on-one chat

Once you’ve selected New chat Chat icon in Teams. and entered the person’s name, compose your message in the box and select Send Send a message icon. . This starts the chat.

Send a message to someone in Teams

 

Group chat

Use a group chat when you need to talk to a small group of people. Start one the same way you start a one-on-one chat: select New chat New chat button in Teams at the top of your chat list. Select the down arrow to the far right of the To field and type a name for the chat in the Group name field. Next, type the names of the people you’d like to add in the To field.

Name a group chat in Teams

 

Once the chat has begun (whether group or one-on-one), just click it in the chat list to dip back into it and send more messages.

Name your group chat so you can find it.

In addition to ad-hoc one-to-one and group chats, conversations can happen within a team channel. See Conversations in channels 

 

Meetings & calendars

Meetings in Teams include audio, video, and screen sharing. You can schedule a Teams audio/video meeting with someone in advance from the Calendar icon on the left-hand side menu.

View meeting / Schedule a meeting

View, schedule, and manage appointments and meetings in Microsoft Teams to keep your team on track.

Microsoft video: Manage meetings

View meetings

  • Select Calendar to view your appointments and meetings for the day or work week.

    These appointments stay synchronised with your Outlook calendar.

  • Select a meeting invite to see what the meeting's about, who's attending, and to respond to the meeting.

Schedule a meeting

  1. Select New meeting.

  2. Type in a meeting title and enter a location.

    An online meeting is created by default.

  3. Choose a start and end time, and add details if needed.

  4. Enter names in the Invite people box to add them to the meeting.

    Note: To invite someone outside of Loughborough, type in their email address and they'll get an invite to join as a guest — even if they don't have Microsoft Teams.

  5. See everyone's availability in the Attendees list and, if needed, choose a suggested time or select Scheduling assistant to see more available times in a calendar view.

  6. Under Select a channel to meet in, select the drop-down arrow to manage your meeting's privacy settings:

    • Select None to keep your meeting private.

    • Select a channel to open the meeting to team members.

      If your meeting gets posted in a channel, it'll appear under the Posts tab. Team members can set agendas, share files, or add comments.

       

Setting meeting presentation options

Presenter options

The organiser can change the roles of the meeting attendees if they need to share their screen, for example.

If you want to give all the attendees the presenter role or you are scheduling a meeting on behalf of someone else, you will need to change the 'Who can present' options to include the people running the meeting. 

1. Create the meeting invitation in Outlook and make it a Microsoft Teams meeting.

 

2. Click the 'Meeting Options' which are under the 'Join Microsoft Teams meeting' link.  

  

 

3. To change the 'Who can present' option, select the drop-down menu and choose which participants can share their screens during the meeting or specific people if you are organising on behalf of another colleague.   

 

Settings can also be changed when you are in a meeting. You do this through the three dots menu and selection “Meeting options”.

Manage participant options

Manage participant options (meeting security)

(NB you will be able to turn off chat when a participant leaves a meeting – so people who attend for part of the meeting cannot see the chat after they leave – this prevents them from accessing documents that are shared in the chat after they have left the meeting.

Coming soon – additional options to ensure that only people invited directly to the meeting can bypass the meeting lobby.

Etiquette in meetings

Meetings and calls are better on the desktop app. The web version of Teams is great, but not as feature-rich as the desktop app. 

When participating in video calls, especially calls with a large number of people, there are a few tips you can follow to help the call go smoothly:

  • Ensure that you join the meeting on or ahead of the scheduled start time
  • Ensure your microphone is muted unless you are talking – this reduces background noise and feedback
  • Meeting recording. Make sure everyone on the call is aware and there is agreement. Request that participants turn off their camera if they don’t want to appear on a recording.
  • If there are a lot of people on the call and you are not speaking, consider turning off your video
  • Think about the background. You may want to blur the background of your video image. To do this within Microsoft Teams, select the more actions icon (three dots) select ‘Show background effects’ and select from options listed
  • If you have a question or comment, use the raise hand icon and also consider using the chat function to bring this to the speaker’s attention.

Teams recordings

Changes to Microsoft recordings

Changes to Microsoft recordings

On Wednesday 11th August, IT Services will be rolling out the new version of Stream. The new version of Microsoft Stream (built on SharePoint) will replace the current Stream (Classic) application and will provide users with improved functionality for Microsoft recordings including those in MS Teams.

Following the upgrade, users will be able to create, share, discover, and manage video just as they would any other file.

Microsoft Teams recordings will be saved in either Teams Channel Files (built on SharePoint) or OneDrive, depending on whether they are a channel meeting or any other type of meeting.

MS Teams channel

  • If the meeting takes place in a standard* MS Teams channel, the recording will be stored in a folder named ‘Recordings’ in the Files tab for the channel.

All other recordings

  • Recordings such as scheduled meetings, will be stored in the OneDrive of the person who started the recording. A folder named ‘Recordings’ will be automatically created when the first recording is made. A link to the recording will appear in the meeting chat and the meeting details view within MS Teams.

N.B. Due to different types of Microsoft licenses, the recordings that some people make may not be automatically saved in OneDrive or Teams Channel files. When this happens, there will be prompt in the Teams meeting chat to manually download the recording within 21 days. It can then be viewed / saved to the appropriate folder. If it is not downloaded within 21 days, it will be automatically deleted by Microsoft.

Staff can remove access to recording by changing the ‘share options’  - see instructions for How to stop sharing a video recorded in a Teams Channel

*If the meeting takes place in a private channel, the recording will be stored in a folder named ‘Recordings’ in the SharePoint site for the private channel.

Microsoft videos:

Record a meeting in Teams 

Play and share a meeting recording in teams 

Delete a recording

‌Automatically import Teams recordings into ReView/Panopto

The Panopto app in Teams once setup will automatically copy any recordings in Teams into a specified folder within ReVIEW/Panopto. For example, it can copy recordings from a Module Team into a Panopto module folder so that it will automatically be avaliable for students in the ReVIEW block on Learn. It is quick and easy to setup and then will continue to run in the background.

Please be aware this is optional, if you prefer to download and upload videos manually you are free to do this.

Adding the Panopto app to Teams

  1. Click on the Apps icon on the Teams sidebar (See point 1 in the image above).
  2. Select the Panopto app (Point 2) or search for ‘Panopto’ in the ‘Search all apps’ if you cannot see it on the main page.
  3. A popup will appear, click Add.
  4. This will install the Panopto app plugin, the icon will appear in the Teams sidebar.

    TIP: Right click on the Panopto icon in the side bar and select pin. This will it keep it avaliable for you to access later.

Setting up the Panopto app

  1. Select the Panopto app.
  2. Make sure Learn is selected and click sign in.
  3. This will open a new window. Click ‘Login in via SSO here’ and proceed to log in.

    If you get a permissions error message during this stage, please contact Review@lboro.ac.uk
  4. Click authenticate. This will setup an initial link between Teams and Panopto.
  5. Panopto will then create a meeting recordings folder within your My folder on Panopto.

Mapping your Modules

You will now see a list of your modules on the left-hand side and Panopto settings on the right.

Please only map modules where you are the Module Leader (or have the permission for the Module Leader to setup the link).

  1. Select the module that you wish to map from the left-hand side.
  2. Select authenticate.
  3. The Panopto app by default will select your Meetings Recording folder. This is a folder that will be automatically created within your My folder on Panopto. To change this to another location click the edit button, or if you are happy with the location jump to the next section.
  4. Select the drop-down menu and navigate to the folder you want the videos to be copied over to. (e.g., The corresponding module folder).
  5. Click save.

Any recording now recorded in the Module Team above will now automatically be copied over to the specified folder in Panopto. If you have selected a module, it will automatically publish the recording to the students, and they can access this via the ReVIEW block on the Module Learn page. You can repeat the process for other modules. 

Considerations

  1. There is a wait of up to 30 minutes before the recording will be copied over.
  2. Only one person can map a module to a folder in Panopto. If the mapping has already been setup, you will receive a message stating that “MODULENAME has already been authenticated by learn21\USERNAME to Panopto.”
  3. The recordings will still be available in Teams

FAQs

Frequently Asked Questions and Troubleshooting.

Clearing MS Teams Cache

If you are having issues with Teams, you can try clearing the cache on your device, which may help solve some issues you may be experiencing.

Managed Windows Desktop Service 

On the Windows Desktop Service you can clear the MS Teams cache by going into Software Center.

To access the Software Center, type in 'Sofware Center' in Windows menu search bar on your PC or laptop and select ‘Microsoft Teams Maintenance – Clear_Teams_Cache’ and follow the on-screen prompts.

Video - How to clear cache on a macOS

macOS

1. Quit MS Teams

2. To access the hidden Library folder, open Finder, hold down the Option key and open the Go menu, which will now display an entry for Library

3. From the Library folder browse to ~/Library/Application Support/Microsoft/Teams/

4. Delete the following folders:

“~/Library/Application Support/Microsoft/Teams/Application Cache/Cache”

“~/Library/Application Support/Microsoft/Teams/blob_storage”

“~/Library/Application Support/Microsoft/Teams/Cache”

“~/Library/Application Support/Microsoft/Teams/databases”

“~/Library/Application Support/Microsoft/Teams/GPUCache”

“~/Library/Application Support/Microsoft/Teams/IndexedDB”

“~/Library/Application Support/Microsoft/Teams/Local Storage”

“~/Library/Application Support/Microsoft/Teams/tmp”

5. Restart MS Teams

Expiry of inactive teams

Three years after a Microsoft team is created it will automatically be deleted if it has not been actively used during that period.

To see the date a team will expire or renew a team follow this short guide: https://support.microsoft.com/en-us/office/renew-a-team-20a9f69d-f336-42bc-8665-c8860a58f716

Note: For Module Teams created automatically based on LUSI a data feed it is anticipated a separate process will exist to archive them alongside Learn rollover that takes place each summer.

When a team is about to expire, team owners will receive reminder emails 30, 15 and 1 day prior to expiry.  Using the Renew now button when the reminders first appear will immediately extend the date by 3 years and prevent future reminders. 

If the team owners fail to do this, the expiry mechanism checks whether there has been any team activity and if there has, the team is automatically renewed.

If the team owners don't manually renew the team and the expiry mechanism determines that there has been no team activity the team and all its contents are deleted.

If the team owners have all left the University, the same process will occur, except that there will be no owners to receive the notifications. For this reason, it is recommended that each team has multiple owners.

For further information, please see Microsoft support pages Team expiration and renewal in Microsoft Teams.

Teams Service Status

Reporting: Office365 Service Health

https://reporting.lboro.ac.uk/reports/office365/service-health.php?filter=teams (If off-campus, a VPN connection is required to view this link)

 

External links

https://twitter.com/MSFT365Status

https://status.office365.com/

Archive or Restore a Team

Once a team is no longer active but needs to be kept around for reference or reactivation in the future, Team Owners should archive the team.  The conversations and files in the team become read-only once you archive it. You’ll still be able to search through it for stuff you need—you can even keep it as a favourite. Only team owners can archive and restore teams.

Please note that archived teams are still subject to expiry and will need to be renewed by Team Owners periodically. Please see ‘Expiry of inactive teams’ FAQ.

Information on how to archive and restore a team: https://support.microsoft.com/en-us/office/archive-or-restore-a-team-dc161cfd-b328-440f-974b-5da5bd98b5a7.

Delete teams that are no longer needed

Team Owners should archive any data that needs to be retained and delete teams that are no longer required or inactively used. Advice on archiving research data can be found at http://www.lboro.ac.uk/research/scholcomms/researchdata/dataarchiving/ 

In order to keep the service clear of stale or inactive content, it is planned to routinely expire and remove inactive teams and their contents. 

Changes to Microsoft Stream: What will happen to existing recordings?

Nothing will happen to existing recordings. You will still be able to go to Stream (classic) and find your old recordings. If you have moved them to a folder in Teams channel, they will still be there.

See Sharing Teams recordings page https://www.lboro.ac.uk/services/it/staff/microsoft-teams/stream/ 

How to open multiple Teams accounts on the same device

Sign into multiple O365 accounts at the same time through a web browser.

  1. Open the Chrome browser.
  2. Open the menu (click on the 3 dots which are at the top right of the window)
  3. Select ‘open new incognito window’ – 3rd option down on the menu
  4. This will open a ‘dark mode’ window
  5. Now log into the Office 365 account; so do a quick google search for Microsoft O365 login, then log into the account when prompted.
  6. Now the O365 page will appear; on the left hand side there is a ‘Teams’ icon. Click on this and the Teams app window will open.

How to switch to organisations in Teams

Desktop or web instructions.

  1. If you have been added as a guest into another organisations Team, then a list of those organisations will appear when you click on your 'picture' in the top right-hand corner of the Teams client.
  2. Select the organisation you wish to switch to; this will log you in to see the Teams within the organisation you have been added to. Please note you may be required to log in the first time you switch to the organisation.
  3. Carry out the same process to switch back to Loughborough University organisation.

 

Please refer to the Teams ' How to'  guide for step by step instructions on: 

  • Setting up Teams for the first time
  • Logging into your personal account
  • Logging into your LU account
  • Logging in to the LU council team through your primary business account
  • Joining a Team using a link
  • Accessing files when following a link
  • Accessing files through the Teams instructions
  • Accessing files through the Teams web client
  • Troubleshooting