In this tutorial, we’re going to assume that you want to set up a recurring Teams meeting for weekly office hours. Here’s what you have to do:
- Open Teams on your desktop, or go to teams.microsoft.com.
- Click on the Calendar tab on the left sidebar.
- Click the New Meeting button on the top right.
Alternatively, find the date/time you want on the calendar and click and drag over time slot(s). When you let go of the mouse button, it will launch the same New Meeting window with the date and time pre-filled.
- You should be presented with the New Meeting window, shown below.
Give it a title and select your date and time. Office hours are likely to be weekly, so you can select “Weekly” in the recurrence dropdown:
Note that the date/time/recurrence is only important if you plan on sending the calendar invitation to your class. More on this in the next step…
- Next you will need to add at least one participant to the meeting. This could be a class email list (your class probably has an email list through CASLab – contact Doug Martin for help with this) if you want to send your class a calendar invitation. You should probably at least add your TAs to this, if you plan on having them help you during these session. But you could also just use your @cs.queensu.ca email or a personal email address. You just need at least one email in the “required attendees” list.
- If you plan on sending out the invitation to your class, you might want to give the meeting a description to tell them what it’s about, but it’s not required.
- When you’re done, click the send button at the top right.
This will send a calendar invite to everyone in the recipients list. If you just sent it to a personal email, you can discard it – it’s unnecessary.
- Back at the Calendar, you should see your newly created event. Click on it to open the Meeting Details.
You’ll notice a window that looks much the same as the window before, but there is now a “Join Microsoft Teams Meeting” link (along with a phone number and Conference ID for people who want to use the telephone to dial into the meeting). Go ahead and grab that text. All you have to do is share this link and/or phone number (with Conference ID) with your students – through email, onQ, or by pasting it into another calendar invite. This meeting will continue to exist as long as you use it at least once every 60 days, no matter what date/time you specified when you created it.
- Finally, it’s important to lock down your meeting so that students can’t mute each other, or take over what your presenting by sharing their screen. Click on the Meeting options link at the top.
- This is going to open up a browser window with some additional options for your meeting.
- For “Who can bypass the lobby?”, you’re going to want to make sure that’s set to at least “People in my organization.” That will only allow people sign into Queen’s Office 365 to bypass the lobby and directly enter the meeting (Teams meetings don’t really have to deal with “Zoom bombing” but this is a way to further lock down your meeting). Other people (or students not logged into Queen’s Office 365) will still be able to join the meeting, but they will have to wait for you to allow them in (you will see a prompt pop up).
You may instead opt to set it to “Only me” and then explicitly grant permission to every single student. This could be a way to only let in one student at a time, if that’s the way you wanted to conduct your office hours. You can always access a list of people waiting in the lobby by clicking the participants icon on the toolbar.
- The other setting you’re going to want to pay attention to is “Who can present?” For that, you’re probably going to select either “Only me” or “Specific people.” If you choose “Specific people,” you’ll be able to enter other participants (from the required participants list). If you added TAs to your meeting, you may want allow them as well. By changing this option from “Everyone” to “Only me” or “Specific people,” students who join the meeting will join as Attendees rather than Presenters and therefore will not have the ability to mute other students or take over the presentation. For more information on roles, see Roles in a Teams Meeting.
To reiterate, once you have a “Join Microsoft Teams Meeting” link, you can use that for all your office hours and post it to onQ or however you are communicating with students.