Teams FAQs

Site: Solent Online Learning
Course: Learning Technologies Staff Help and Support
Book: Teams FAQs
Printed by: Guest user
Date: Tuesday, 7 December 2021, 2:50 AM

Teams Basics - FAQ

Question:  How can I download and log into Teams?

Answer: Teams is installed by default on all university computers, and can also be downloaded to your personal machine by visiting Office.com or Teams.Microsoft.com

A mobile app is also available from your mobile app store.

You will log in using your university email address and password.

More information on downloading, installing and logging into Teams can be found by visiting this course.


Question:  How do I turn on 'Large Gallery' view to see all students?

Answer:  You will first need to enable the 'New Meeting Experience' if you have not already.  Microsoft has provided instructions on how to do this here.

On the link above, you will also find instructions on how to enable the 'Large Gallery' and 'Together' modes.  Keep in mind that these are individual to each user - you may want to inform your students about these different views.


Question:  How can I message a student directly?

Answer: You can use the Chat function in Teams.  Open Teams and then select 'Chat' in the left side bar.  

At the top click the 'New chat icon' and in the 'To' bar, type the name of the person or people you want to chat with.  

Alternatively you can search, using their name, in the top 'Search for or type a command bar' for the person you want to talk to, then click on their name and start chatting. 


Question:  How can I turn off notifications during a meeting?

Answer:   In the Teams app, click on your user picture > settings > notifications. At the bottom there are the meetings notifications. Set them to off.


Question:  How can I show the person speaking on my screen?

Answer: you can pin a person's video by clicking the three dots to the right of their name and select pin



Question:  Is there a way to mute all participants?

Answer:  During the meeting, click on the 'Show Participants' button in the meeting menu bar.

Click on 'Mute All' next to 'Currently in the meeting', just above the participant list.  Those who have been muted will be notified. 


Question:  Can I use the scheduler tool in SOL and have it automatically link with Teams?  

Answer: The scheduler is not connected to Teams, but you can create a scheduler and then in the settings create a link to a Teams meeting. There is more information in the Teams for Tutorials FAQ page.


Question:  How do I use the Whiteboard features in Teams?

Answer:  If you are using a Teams meeting (scheduled within SOL or in the calendar with Teams) when you open the meeting invite you will have a number of options including the whiteboard


If you are creating a meeting within a channel presently there is no whiteboard.

Teams for Students - FAQ for staff

Question:  How will students access Teams?

Answer:  Students can download and access Teams in the same way as staff.  The software license for students is free as long as their student account is active.

Teams is installed by default on all university computers, and can also be downloaded to your personal machine by visiting Office.com or Teams.Microsoft.com

A mobile app is also available from your mobile app store.

You will log in using your university email address and password.


Question:  Will students be informed about Teams or provided any training?

Answer:  A how-to guide for students is currently being developed, and will be located on the student help page.

New students will be informed about Teams as a key learning and teaching medium in their university welcome pack, and will be directed to download the Teams app along with Office 365.

Returning students will be notified via internal comms.


Question:  Will students be educated on the rules of engagement and laws regarding data protection.

Answer:  When students join the university, they are required to give consent to be recorded, with the understanding that recordings are only to be shared with members of a particular module or course.  Students will also be informed of their responsibilities regarding data protection and the illegal distribution/reproduction of Solent content.

Information on online learning etiquette is provided to students on the 'Get Ready to Learn' page.

We would always recommend communicating your expectations with students at the beginning of every module.

Adding a Teams meeting in SOL - FAQ


Question:  When will the feature be available to directly add a Teams meeting to SOL?

Answer:  This feature will be available after our SOL upgrade, which is currently taking place on Sept. 9.


Question:  Can we use bookZoom instead of Teams?

Answer:  Unfortunately, the university will not be renewing bookZoom licenses.  Instead, we are recommending using Teams, which will allow for an unlimited meeting time, and will be integrated with SOL.


Question:  How do I name my Teams link?

Answer:  To name your Teams meeting link, first type the title of your meeting link into the label.  Next, highlight the text, and select the Teams meeting creator.  Follow the instructions on the Teams meeting window, give your meeting a name and select a time.  Then click 'Create' and 'Add Link'.  This will assign your Teams meeting room to the selected text.


Question:  Do I need to create a new meeting link every week?

Answer:  No, you can re-use the same link every week.  This will also mean that all resources, recordings and chat history will remain.  The link will be valid for 60 days from the last point of use.  


Question:  How can I set up Breakout rooms using multiple Teams links?

Answer:  We recommend setting up multiple Teams meeting rooms within a label.  Using the instructions above, give each one a different name (ie. Group A, Group B, etc.).  Instruct the students as to which group they should join.  You, as the lecturer, will be able to come and go between the meeting rooms.  Remember that you will have to 'Leave' a meeting room to join another.

Question:  Can I set up separate Teams meetings for different seminar groups?

Answer:  Yes, in the same way that you set up Breakout rooms - we recommend creating a different Teams meeting link per seminar group.  You could use the same links all semester - one link per seminar group that you re-join every week.  


Question:  Can I restrict access to Teams meeting links so that groups will only be able to see their assigned links?

Answer:  Yes - First, you would need to set up groups in SOL.  We have detailed instructions on how Groups can be set up in SOL here. 

Once your groups have been created, you can then use the 'Restrict Access' features to only allow one group to see each link.  

First, start by creating a meeting link for each group in separate labels - one meeting link per label.

Second, in the settings for each label, find the option for 'Restrict Access':

restrict access

Then select, 'Add Restriction' and select 'Group' from the list:

restrictions list

Then, select the group which you want to have access to the label (and subsequently the link) that you are editing:

select the group

Finally, save changes at the bottom.  This will restrict access to the Teams meeting link within the label to the group you have selected.


Question:  Can my students select their own working / breakout groups?

Answer:  Yes, you can allow students to select and manage their own group using the 'Group Self-Selection' tool.  To use this, click to 'add an activity or resource' to your SOL module page, and add the 'Group Self Selection' tool:

group self selection

Follow the instructions in the editor by giving the tool a name (ie. Working Group Selection), and amend the settings for minimum/maximum number per group.  

When you direct students to the link, they will be able to set up groups, join a group or leave a group.  If you would like to stop students' being able to access the group self-selection, simply 'hide' the activity.

Finally, follow the instructions above if you want to restrict access to each group's link.


Question:  Can timetabled seminar groups be imported into SOL?

Answer:  No, unfortunately you would need to create seminar groups manually.

Requesting a new Team - FAQ


Question:  Do I even need to set up Module Team within Teams?

Answer:  Probably not - in most cases, the creation of Teams meetings using SOL will be sufficient.  If you only want to use Teams to meet with students, then you likely not need a specific Module Team.

A Module Team will be most beneficial for large cohorts, where information might be spread across multiple seminar groups, or lecturers who are interested in using the collaborative features in Teams.  This includes shared document creation and collaboration, chat between members of a module (tutors and students) outside scheduled teaching session.

For more information on Teams collaborative features, please see this collection of resources collated by ICT.


Question:  When will I be able to request my own Team?

Answer:  From w/c September 14.  This feature will be available if you click on the 'Teams' icon on the left hand menu bar in Teams.


Question:  What is a Channel, and how can I use one with my module Team?

Answer:  Channels can act as sub-groups or sub-topics within a Team.  You could create a Channel for each seminar group, or a Channel for a specific project your students might be working on.  Please note that by default, all participants in a Team can see all channels. Students can choose to leave a Channel themselves.

For an overview of how to use Channels, please see this page.


Question:  How can I best use my module Team for scheduling meetings, lectures and seminars?

Answer:  If you have a module Team, members of the team can use the 'meet now' function in the general module Channel for all meetings. On SOL, let students know when to log into Teams and access the Module Team. They will be prompted to join the meeting when it starts.


Question:  What happens if something is deleted on accident?

Answer:  It is likely that a backup can be retrieved.  Please contact ICT via their Unity platform for more support.



Teams for Tutorials - FAQ


Question:  How can I best set up Teams for Tutorials?

Answer:  If you have a regular recurring meeting with the same student(s) it would be worth creating a meeting in the calendar and inviting that student to the meeting (just like any meeting you would schedule with colleagues)

If you are getting students to book slots using the scheduler please see the FAQ below

If you have office hours where students can just pop in.  Create a reoccurring meeting in your calendar in Teams.  Save the meeting. Open the meeting and select meeting options.  Within meeting options change 'who can bypass the lobby' to 'only me'. Click save. You can then copy the link and publish this on SOL with a description on when your office hours are. 


When students join they will have to wait in the lobby until you admit them allowing you to talk to one student at a time.  Please do not use the meeting chat as this is available to all students who enter the room, instead share content with the student directly.  

Question:  Can I use the scheduler tool to automatically set up Teams meetings with my students?

Answer:  The scheduler tool won't link with Teams directly, but you could use the scheduler to allow students to select a meeting time, and then you could control their access in and out of a Teams meeting using the 'Lobby'.  

When students join the meeting, they will automatically be placed into the 'Lobby' where they will wait until you admit them into the meeting.