Microsoft Teams Instructor Guide

Install the Microsoft Teams application

1. To download the desktop application, go to the Microsoft Teams download page and click Download for desktop, then click Download Teams.
   • The website will automatically detect your operating system and download the right installation file.
2. Open the Microsoft Teams installer that downloads, and follow the steps to install the application.

Log in to Microsoft Teams

No matter how you access Microsoft Teams, you will log in with the same UBC credentials.

1. You can access Microsoft Teams from the web portal or the Microsoft Teams application. We recommend the latter.
2. Enter your Firstname.Lastname@ubc.ca email when prompted for your work, school, or Microsoft account.
3. Enter your UBC CWL password.
4. This action should log you in to Microsoft Teams. You may need to read and accept the terms of use first.

Request a team in Microsoft Teams (aka set up a course)

A team refers to a specific group of people in Microsoft Teams who want to collaborate together exclusively. Each team gets access to a private space where members can share communications and content using Microsoft Teams. To request a team at UBC (e.g., for a course), you will need to submit a form.

1. Open the Microsoft Teams application and sign in, if you haven't already.
2. Click Get Started in the navigation.
3. Under "Quick Links" on the right-hand side, click Request a Team.
4. Select Course Team Request Form for Instructors.
5. Complete the form with the correct information (for courses this includes the course code, number, section, term, and name), and click Save.
6. We will check your request in the LT Hub. You will receive an email confirmation once it's approved.

Manage your team in Microsoft Teams (aka manage your course)

If you are the owner of a UBC team (typically a course) in Microsoft Teams, you'll have the ability to invite people to the team and create channels for the team. Channels are places where team members can communicate with each other and share files.

Upload a file to Microsoft Teams

You can upload a file to a channel, and everyone with access to that channel will be able to view and download the file.

1. Open the Microsoft Teams application and sign in, if you haven't already.
2. Click Teams in the navigation, and select the team to expand its channels.
3. Select the channel you want to upload the file in, and click Files at the top.
4. Click Upload, and choose Files from the drop-down menu.
5. Select the file you want to upload and click Open.

Collaborate on documents in Microsoft Teams

With Microsoft Teams, you can collaborate on documents with other instructors, staff, or students in real time. Files can be edited by multiple people at once, and each person can view the edits as they are being made.

Chat in Microsoft Teams

In Microsoft Teams, you can chat privately with individuals or groups of people. Chat is best used for casual conversation. It is not meant for exchanging confidential or sensitive information, nor for formal decision-making. Chat messages exchanged in the "Chats" area of Microsoft Teams are deleted after 90 days, as part of the UBC Records Management Office retention schedule.

1. Open the Microsoft Teams application and sign in, if you haven't already.
2. Click Chat in the navigation.
3. At the top of the application, click the new chat icon that is to the left of the search bar.
   • Or, if you have used chats before, click the pencil icon that is to the left of the search bar.
4. Enter a name, email, group name, or tag in the “To” section to invite others to the chat.
5. Enter your message in the message bar and use any of the additional options for chatting there:
   • Enhanced message formatting: Use the additional features of a rich text editor.
   • Delivery options: Change the status of a message to important or urgent.
   • File sharing: Collaborate on a document by sharing a file.
   • Loop components: Collaborate on smaller elements like lists or tables by adding a component.
   • Reactions: Send emojis, gifs, and stickers.
   • In-chat meeting scheduler: Schedule a meeting with chat participants.
6. Click the send icon in the right bottom corner.
7. You can also launch audio, video, or screen-sharing with people in the chat by using the options in the upper right corner.

Schedule a meeting in Microsoft Teams

You can schedule meetings to hold lectures, office hours, or check-ins with individuals or groups in Microsoft Teams. Meetings are capped at 300 attendees.

1. Open the Microsoft Teams application and sign in, if you haven't already.
2. Click Calendar in the navigation.
3. Click + New meeting at the top.
4. Fill in the meeting information, including the title, attendees, date and time, recurrence, or any of the other applicable fields.
   • To invite people, you can search for them by name or by email. Alternatively, you can add an entire channel, and anyone who is part of the channel will have access to your meeting.
5. Click Save and send your meeting invite.

Run a meeting in Microsoft Teams

During Microsoft Teams meetings, you can interact by video, audio, and text. You can also share things like your screen, applications, and files.

1. Open the Microsoft Teams application and sign in, if you haven't already.
2. Click Calendar in the navigation.
3. Click Join for the meeting in your calendar.
4. When you are ready, click Join Now.
5. During meetings, you have several options available to you:
   • Talk to students over video, audio, and text chat.
   • Record the meeting.
   • Share your screen, applications, and files.
   • Create breakout rooms for participants.
   • Take meeting notes that will save in the meeting details.
   • Manage participants, such as muting their microphones.
   • Add documents in chat that can be collaborated on in real-time.
   • Collaborate on a Microsoft Whiteboard to visualize ideas using tools such as notes, shapes, templates, and more.
6. To end the meeting, click Leave at the top right.

Edit the expiration date of a video recorded in Microsoft Teams

Videos that you record using Microsoft Teams are stored in Microsoft OneDrive. In keeping with UBC's video retention policy, Microsoft Teams automatically adds an expiration date to all new videos.

The automated expiration date will schedule the video for deletion one year after it was recorded. If you wish to keep the video for longer, you can remove the expiration date from the video file in Microsoft OneDrive.

1. Open the Microsoft Teams application and sign in, if you haven't signed in already.
2. Click either Chat (if you recorded the meeting outside a team) or Teams (if you recorded the meeting in a team channel) in the navigation.
3. Select the chat or team channel where you recorded the meeting, and find the recording in the message history:
   • Click the recording to open it.
   • Below the video, you will see its expiration. Click this information, and select Remove expiration. This change will save automatically, and the video will be kept indefinitely.
4. If you have trouble finding the recording, or if you want an overview of all recordings, log in to Microsoft OneDrive from portal.office.com in your web browser instead:
   • Enter your Firstname.Lastname@ubc.ca email and your UBC CWL password when prompted to log in.
   • Click the dotted square in the upper left corner, and select OneDrive from the apps. The interface will open in a new window.
   • Click My Files from the sidebar navigation.
   • Click the Recordings folder name to access the video recordings you’ve made with Microsoft Teams.
     • If you don’t see the video in this folder, you may have recorded it from a Microsoft Teams channel. In this case, go back to the Microsoft Teams application, and navigate to the channel you used. Click Files at the top and click the Recordings folder, if you see it.
       • If you don't see this folder, you may have recorded the video in a private channel. Click the 3 dots at the top and select Open in SharePoint. Click Documents in the sidebar, then click the Recordings folder.
5. For any video you want to keep, hover over it, click the 3 dots, and select Details.
6. In the panel that appears, click inside the “Expiration date” field and select Remove expiration. This change will save automatically, and the video will be kept indefinitely.
   • You may continue to see a warning about the video's expiration. Because UBC has a video retention policy, Microsoft Teams unfortunately displays this warning for all videos, regardless of their actual expiration date.