Microsoft Teams Instructor Guide

Microsoft Teams logo
Microsoft Teams is an all-in-one collaboration tool, where you can meet and collaborate with fellow UBC faculty, staff, and students through web-conferencing and group chat. The tool also enables file-sharing and real-time document collaboration using Microsoft Office applications like Word, PowerPoint, and Excel.
Access Immediate You can access Microsoft Teams from your computer as soon as you install the Microsoft Teams application.
Cost Yes Free.
Bandwidth Partial High demand on internet connections.
Canvas Integration No None.
Privacy Yes Verified by UBC’s Privacy Impact Assessment process.
Similar UBC-Supported Tools Y Mattermost is also centrally supported for team chat and collaboration, and Zoom is centrally supported for video/audio web-conferencing.

What can I use it for?

You can use Microsoft Teams for a variety of collaborative course activities:

  • Chatting with other faculty, staff, and students
  • Collaborating synchronously on documents
  • Sharing information and files
  • Holding office hours, meetings, and phone calls
  • Running lectures and presentations

This tool guide was last reviewed in March 2024.

What do I need to use Microsoft Teams?

The Microsoft Teams application

Although Microsoft Teams has a web interface for some features, you may find it more convenient to install and use the Microsoft Teams application on your computer or mobile device.


A Microsoft Teams team

If you plan on using Microsoft Teams for a course, you will need a dedicated course space called a team, where you, your teaching team, and your students can collaborate together. A team in Microsoft Teams must be requested and created through the LT Hub, as outlined below.


Audio/visual equipment

If you plan on using the web-conferencing features in Microsoft Teams, you will need a webcam and/or a microphone. We recommend using either an external microphone or headphones with a microphone attached, to ensure good audio quality.

Tips

  • Active UBC employees should automatically be able to log in to Microsoft Teams using their Firstname.Lastname@ubc.ca email and UBC CWL (Campus-Wide Login) password. If you have trouble logging in or if your UBC email account does not end with “@ubc.ca”, please contact the UBC IT Service Centre Help Desk.
  • Use the latest version of iOS and Android, if you are using a mobile device. These versions will ensure the best experience with Microsoft Teams.
  • Avoid using Safari, if you are using a web browser to access Microsoft Teams. Microsoft Teams does not support using Safari, but supports using other browsers such as Chrome, Firefox, and Microsoft Edge.

How do I use Microsoft Teams?

There are multiple ways to interact with Microsoft Teams, but you may find it more convenient to install the application, which provides one central place to access and use all of the features.

Click any accordion bar below for instructions and tips for using Microsoft Teams.

Expand All

Install the Microsoft Teams application

  1. To download the desktop application, go to the Microsoft Teams download page and click Download app for desktop. Then click Download the new Teams app and select which version you would like to download.
    • We recommend selecting Download Windows (64-bit).
  2. Open the Microsoft Teams installer that downloads and follow the steps to install the application.

  1. To download the desktop application, go to the Microsoft Teams download page, scroll down to the "Download Microsoft Teams for Mac" section, and then click Download new Teams.
  2. Open the Microsoft Teams installer that downloads and follow the steps to install the application.

Tips

Sign in to Microsoft Teams

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

  1. You can access Microsoft Teams from the Microsoft Teams 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.
    • You may need to read and accept the terms of use.

Tips

  • You can choose to stay signed in to reduce how often you need to sign in. If you are on a personal computer, this option can be good, but please opt out if you are using a public or shared computer, in order to protect your privacy.

Request a course team in Microsoft Teams

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 communicate and share content. 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 sidebar navigation.
  3. Under "Quick Links", click Request a Team.
  4. Select Course Team Request Form for Instructors.
  5. Complete the form with the correct information, and click Save to submit.
  6. Once submitted, your request will be reviewed by the LT Hub. You will receive an email confirmation once your team has been approved.

Manage your course team in Microsoft Teams

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

  1. Open the Microsoft Teams application and sign in, if you haven't already.
  2. Click Teams in the sidebar navigation and choose the team that you would like to invite people to.
  3. Select the more options icon (the 3 horizontal dots) located next to the team name, and choose Manage team.
  4. Click the Settings tab, click Team code, and then click the Generate button to create a shareable code for your team (if one has not been generated already).
  5. Click Copy and share this code with your students or other UBC invitees where only they can see it.
    • Note that anyone at UBC with this code can use it to join your team.
  1. Open the Microsoft Teams application and sign in, if you haven't already.
  2. Click Teams in the sidebar navigation and choose the team that you would like to create a new channel for.
  3. Select the more options icon (the 3 horizontal dots) located next to the team name, and choose Add channel.
  4. Give the channel a clear name and description. Try to make it easy for others to understand what this channel should be used to communicate about.
  5. Choose a privacy setting:
    • Standard: Accessible to everyone on the team
    • Shared: Accessible to specific people that you select from both inside and outside the team
    • Private: Accessible only to specific people that you select from inside the team
  6. Click Create.
  7. For shared and private channels, you will be prompted to add members to the channel. You can add them by searching for their names or email addresses in the search bar and clicking either Add or Share (whichever you see).

Tips

  • If you would like to personally invite members to your team, you can add them directly instead of using a join code. To add members, click "Teams" in the sidebar navigation, and choose the team that you would like to add members to. Select the "more options" icon (the 3 horizontal dots) located next to the team name and choose "Add member." Type in the names or emails of the people you would like to add, and click "Add."
  • Add channels for specific topics/projects in your course to help organize your team's collaborations. The easier it is for students to understand the structure, the easier it will be for them to engage in course activities.
  • The "General" channel is always included for non-specific discussions. This channel cannot be removed or renamed in any team.

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 sidebar navigation, and select the team.
  3. Select the channel that you want to upload the file in, and click Files at the top.
  4. Click Upload and choose Files from the drop-down.
  5. Select the file to upload and click Open.

Tips

  • Microsoft Teams has a file upload limit of 250 GB per file and 25 TB per team. For additional multimedia file storage and sharing, you can consider using Kaltura, the media platform that is built into Canvas. For more information, check out our Kaltura instructor guide.
  • Files uploaded to a channel can be downloaded by any team members who have access to that channel. Please advise your students that any downloadable files with course-sensitive material (like lecture videos) should be for course-related personal use only and should not be shared publicly.

Share documents in Microsoft Teams

You can share documents with other instructors, staff, or students to collaborate in real time. Shared files can be edited by multiple people at once, and each person can view the edits as they are made.

  1. Open the Microsoft Teams application and sign in, if you haven't already.
  2. Click either Chat (if you want to share documents through a chat) or Teams (if you want to share documents through a channel) in the sidebar navigation.
  3. Select the chat or team channel that you would like to use. Under the message bar, click the paperclip icon to attach a file.
    • If you are sharing a file in a team channel, you will need to click Start a post to open the message bar.
  4. Select the location where the file is stored and choose the file to share.
  5. Write a message to go along with your file to help collaborators know what you're sharing.
  6. Click either the send icon or the Post button to share the file.
  7. Once the message has been sent, anyone who can see it (i.e., anyone with access to the chat or channel) can open the file and start editing.

Chat 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 sidebar navigation.
  3. At the top of the application, click the New Chat icon that is to the left of the search bar. Enter a name, email, group name, or tag in the “To” section to invite others to the chat.
    • Alternatively, if you have used chats before, click Recent to view your past conversations with people and select the conversation to continue.
  4. Enter your message in the message bar and use any of the additional options for chatting there:
    • Format: Use the additional features of the rich text editor.
    • Set delivery options: Change the status of a message to important or urgent.
    • Attach files: Collaborate on documents together by sharing files.
    • Loop components: Collaborate on smaller elements like lists or tables by adding a component.
    • Emoji: Send emoticons.
    • Stickers: Send stickers.
    • Schedule a meeting: Schedule a meeting with chat participants.
  5. Click the send icon in the bottom right corner.

Tips

  • The search bar at the top of the Microsoft Teams application can also be used to start and view chats, as well as find specific files. Begin a chat, bring up a chat history, or locate a file by typing in the name of a person or file. You can also choose what chat history is available for any people added to an existing chat.
  • To reveal additional options to collaborate with others in a chat, you can click the "more options" icon (the 3 horizontal dots) in the upper right. Some of these additional options include launching audio video, or screen-sharing.
  • Note that one-to-one and group chat messages will be deleted after 90 days, even if they have been bookmarked. To exchange information and files that you would like to collaborate on beyond 90 days, consider using a Microsoft Teams channel or sharing files on Microsoft OneDrive.

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 sidebar navigation.
  3. Click + New meeting at the top.
  4. Fill in the meeting information, including the title, attendees, date and time, recurrence, or any other applicable fields.
    • To invite people, you can search for them by name or by email. Alternatively, you can invite an entire channel, which will allow anyone who is part of the channel to access your meeting.
  5. Click Save to schedule your meeting and send your meeting invite.

Tips

  • Some students may not have access to their Microsoft Teams account right away, as it can take up to 48 hours for students to have their UBC Microsoft account activated. Therefore, you may need to invite them to an initial meeting outside of Microsoft Teams.
  • You can schedule a meeting directly from a public team channel, which will automatically allow anyone with channel access to join. From the channel, click the arrow next to the camera icon in the top right corner, and select "Schedule a meeting".

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 sidebar navigation.
  3. Click the meeting, and then click Join.
  4. Before joining, you will have the option to set you audio and video settings. 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.
    • 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.

Tips

  • If you experience unexpected lag time when running a meeting, turn off incoming video. Click the "more options" icon (the 3 horizontal dots at the top), select "Settings", and choose "Meeting options". Switch the toggle button off for "Allow camera for attendees". This feature disables video for all meeting participants. You can also try turning off your own video.
  • There is no call-in number for meetings in Microsoft Teams. Attendees must join through the Microsoft Teams application or the web.
  • It is useful to have someone (e.g., a teaching assistant) who can help moderate during an online lecture. This person can monitor chat questions and handle technical troubleshooting with students.

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. By default, the expiration date will schedule the video for deletion one year after it was recorded.

If you wish to keep the video for longer than a year, you can remove its expiration.

  1. Open the Microsoft Teams application and sign in, if you haven't already.
  2. Click either Chat (if you recorded the meeting outside a team channel) or Teams (if you recorded the meeting in a team channel) in the sidebar navigation.
  3. Select the meeting chat or team channel where you did the recording, and find the video in the message history.
  4. Click the video to open it.
  5. Below the video, you will see its expiration. Click this information and select Remove expiration (You may need to click Edit in the top right to enable your ability to change the date).
  6. Your change will save automatically, and the video will be kept indefinitely, unless you manually delete it.
    • You may continue to see a warning about the video's expiration within chat or channel message history. Because UBC has a video retention policy, Microsoft Teams unfortunately has to display this warning for all videos, regardless of their actual expiration date.

Tips

  • If you can no longer see a meeting video in the chat, log in to Microsoft OneDrive from portal.office.com to access it instead. 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, then click the "Recordings" folder. For any video that you want to keep, hover over it, click the "more options" icon (the 3 horizontal dots), and select "Details" to edit the expiration date.

Microsoft Teams FAQ

Find UBC-specific answers to frequently asked questions by clicking any accordion bar below.

No. Microsoft Teams will not be replacing any current tools, such as Zoom. It is available as an additional collaboration tool. It gives you and your students a single place where you can communicate, chat, and collaborate on documents in real time.

Yes, if you want them to do more than attend a meeting. To join your course space (called a "team"), students will need to create a UBC Microsoft account. You can direct them to instructions for setting up a UBC Microsoft account in UBC's Microsoft Teams student guide. Once students have accounts, you can invite them to your course team.

The primary goal of Microsoft Teams is to support real-time group work for students through instant messaging and document collaboration. In addition, when you and your students create a UBC Microsoft account, you gain access to Microsoft OneDrive, a secure file-hosting service that allows you to store, share, and synchronize up to 1TB of encrypted file storage.

Chat messages exchanged in the "Chats" area of Microsoft Teams are deleted after 90 days, as part of the UBC Record Management Office retention schedule.

A retention schedule ensures that records which are intended to be temporary are not stored indefinitely. By regularly removing records that do not need to be stored, UBC reduces the risk related to data breaches and maximizes available storage space.

To exchange information and files that are kept beyond 90 days, consider using a Microsoft Teams channel or sharing files on Microsoft OneDrive. Chats in a channel and files stored on Microsoft OneDrive will not be deleted on a schedule.

Yes. However, these limits are quite high and should allow you to meet your pedagogical goals. You can add the following:

  • 250 teams (e.g., courses or other collaborative spaces)
  • 5,000 members (e.g., students) per team
  • 200 public channels (i.e., communication threads) per team
  • 30 private channels per team

Yes. Microsoft Teams meets UBC and BC requirements for security. All data in Microsoft Teams is encrypted, stored securely, and hosted in Canada. The data for Microsoft Teams is technically stored in Microsoft OneDrive, which you gain access to when you create a UBC Microsoft account. You can read more about Microsoft OneDrive privacy and security from UBC IT.

No. You can access Microsoft Teams from your browser by signing in at the Microsoft Teams web portal. However, we recommend installing the desktop or mobile application to run Microsoft Teams as an application.

Share a link to the team instead of a join code:

  1. Open the Microsoft Teams application and sign in, if you haven't already.
  2. Click Teams in the sidebar navigation and choose the team that you would like to track new members for.
  3. Select the more options icon (the 3 horizontal dots) located next to the team name, and choose Get link to the team.
  4. Click Copy and share this link where only your desired invitees can see it; anyone who clicks the link will trigger a request to you to join the team.
  5. To approve join requests, select the more options icon (the 3 horizontal dots) located next to the team name, and choose Manage team.
  6. Click the Pending requests tab and accept or deny requests as needed.

Where can I get more support with Microsoft Teams?

Technical support

If you have trouble with Microsoft Teams:


Pedagogical support


Student support

Learn more

  • In the Microsoft Teams application, click “Get Started” in the navigation to learn more about Microsoft Teams at UBC.
  • You can also click “Help” in the application’s navigation to find learning topics and training options.

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