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Microsoft Teams

What Can Teams Do?


Teams allows for instant text messaging, voice and video calling, file storing, sharing, and collaborative editing, instant translation, and more with every faculty, staff, or student on campus. 

It can also provide a virtual classroom for both synchronous and asynchronous instruction as well as a space for collaborative student projects. 

Continue reading or click on one of the links below.

This guide will continue to be updated. 

For support, please email teamssupport@csusm.edu.

 

Downloading and Setting Up Teams

  • Downloading Teams on desktop or mobile

    To download Teams, visit office365.csusm.edu and click on the Teams icon. Then, sign in with your campus credentials. For additional functionality, the desktop Teams app can be download through the download App button at the bottom left of your Teams screen.

    Students sign in by using username@csusm.edu, without the Cougars part of the email. Follow these instructions for more on student Teams log-in. 

    You can also download the Microsoft Teams phone app for free on iOS and Android

  • Getting notified when someone messages you

    You can also manage your notifications (turning them on/off) so you can know when someone sends you a message. This is an important part of staying up-to-date on all the conversations happening on Teams. 

    Remember: When you're added to a new Team or a different channel in a Team, you have to turn notifications for that Team/channel ON because they are OFF by default.  


Tips on Using Teams For Remote Work

  • Managing Notifications in Teams

    Notifications on Teams are an excellent tool for helping you stay up-to-date on conversations but can also overwhelm you if not set up properly.

    Notifications on Teams come in two types: Banner and Feed. For each channel in a Team, you can have Teams notify you for messages through a Banner and a Feed message, just a Feed message, or no notifications at all. 

    Banner Notifications: These are the "loudest" and should be used for Teams where you want to make sure you don't miss any message.

    When you receive a message and you have Banner Notifications turned on, you will see a notification pop-up either at the bottom right or top left of your screen accompanied by a notification sound.

    Feed Notifications: This type of notification is more subtle than a banner notification but still gives you a visual notification that you have received a message. 

    When you receive a message and you have Feed Notifications turned on, you will only see a small red number in your Activity Feed (the top left icon shaped like a bell). These silent notifications are great for channels where you want to keep track of conversations but don't want an auditory notification for every single message. 

    No Notifications: Finally, you can set your Notifications for any channel to OFF. If you do so, you will only be notified if someone mentions you directly (@name).  

  • Managing Notifications in Chat

     Chats (conversations in the Chat tab, not the Teams tab) will always notify you with a Banner Notification.

    However, you can Mute notifications from any chat by clicking on the three dots next to the name of the chat and clicking on Mute (useful when you are part of chats with multiple users). 

  • (NEW) Pop Out Chats in Separate Windows

    Double-clicking on a chat pops it out in a separate window, which allows you to continue a conversation while looking at a file on Teams or participating in a video call. 

    You can also pop out a chat through the square and arrow icon on the right side of the chat tab or the top right side of a chat window. 

  • (NEW) Virtual Backgrounds

    You can now select a custom background or use a pre-existing one to change your background during a meeting. 
  • (NEW) Raise your Hand

    You can now Raise your Hand in meetings to ask a question or comment. In the Participants panel, you can see who has raised their hand in the order they have raised it. 
  • (NEW) Reordering your teams list

    If you want to reorder your teams to move important teams to the top or group teams together, in the Teams tab you can click and drag the team name anywhere in your teams list. 

    You can also hide teams you don't use anymore to avoid clutter. 

  • Helpful Tips

    Teams has several shortcuts and other tricks that can make your workflow easier (zooming in and out, saving messages, translating messages, and more). 


Communicating Using Teams—QuickGuide

  • Chat versus a Team

    In Teams you can communicate either through a Chat or in a Team.

    Chat is primarily for 1v1 or small group communications where everyone needs to be aware of all that is said. Everyone in the chat will get notified for every message and included in every video and/or audio call. 

    A Team is a virtual workspace that is better suited for established groups (e.g. a department or a committee) and for virtual classrooms. It can have a single channel (if Teams is a house, channels are the rooms) or multiple channels.

  • How to Text, Call, or Video Call in a Chat

    You can instantly message anyone on campus using the Chat tool.

    To draw attention to a message, you can use @ and a person's name (the name will pop-up once you start typing and you can select it), @channel (notifies everyone in the channel, and @Team (notifies eveyone in the Team). Using @ is a great way of ensuring those who need to read a message get notified. 

    Useful Tip: Since the  Enter key sends the message, if you want to add a second line of text without sending the message, click Shift+Enter.

    You can also voice call or video call in the same Chat window either on your computer (on the app, not browser version) or through your phone. This is an excellent replacement for calling someone's cell phone because as long as they have the Teams app on their phone, you can call them without needing to know their cell number. 

  • How to Message in a Team

    The Teams posts work similar to a Chat with a few excaptions. You can either send a new message in a Team channel or Reply to an existing message (which keeps the conversation together and makes it easier to follow). 

    The Format tool (accessed through the A under the message bar) also allows you to add a subject to a message. 

  • Starting and Joining a Team Video Call

    There are multiple ways to start a video meeting in a Team

    You can also Schedule a Teams meeting, which will create a calendar invitation that includes the link to join through Teams. 

    Useful Tip: To join a scheduled meeting, you can

    • click on the Join button that will appear on the Team page after the first person joins the scheduled meeting. 
    • click on the Join Microsoft Teams link in your calendar invitation.
    • click on the meeting in the Teams Calendar tab and click on the Join button on the top right.
    • click on the Join button (which will appear 5 minutes before the meeting time) on the meeting slot in the Teams Calendar tab. 

    If others can't hear you or see you, you can adjust your settings easily.

    In a Team meeting you can Invite others to join youShare Your Screen, and Record your Meeting

  • (NEW) Video Calls in a team vs. Stand-alone Video Calls

     In Teams, you can have a video call take place within a team channel or have one that is stand-alone (similar to a Zoom meeting) and doesn't take place within a specific channel in a team. 

    You can also invite people from outside our organization. These meetings are secure because any non-CSUSM person who clicks on that link will automatically be placed in the lobby. You can control the lobby through the Participants tab. 

  • Managing Your Meeting

    If you're organizing a Meeting, you can set Roles for your participants to better manage it. You will be the Presenter, but you can set the rest of the participants as Attendees or Co-Presenters.

    Attendees CANNOT share screen, mute and/or remove participants, start or stop a recording, and more. They CAN speak and share video and use the chat. 

    You can change Roles in two ways:

    Prior to the Meeting:

    1. Click on your Meeting in the Teams Calendar
    2. Select Meeting Options
    3. In the Meeting Options click on Who can Present and select Only Me. 
    4. Now, all participants are Attendees and you are the presenter

    During the Meeting:

    1. Go to the Participants tab on your toolbar (to the left of the red End Meeting button)
    2. Click on the Manager Permissions button to the top right of the screen (x and a checkmark)
    3. In the Meeting Options click on Who can Present and select Only Me.
    4. Now, all participants are Attendees and you are the presenter

 

Creating and Joining a Team—QuickGuide


 

Sharing Files and Co-Editing—QuickGuide

  • Sharing Files

    When you share files in a Chat, the file is uploaded to OneDrive, which makes collaboration easy. 

    When you share files in a Team, they instead go to SharePoint

    In both instances, you can edit Office files on Teams or in the online and desktop Office apps, with options to collaborate with others in real-time. 


Using Teams for Virtual Student Drop-Ins

  • Virtual Student Drop-Ins

    With Teams, you can create Virtual Student Drop-In spaces where students can seek support through chat, audio, or video calls. Advising and Tutoring Centers are already utilizing Teams in this manner. 

    If you wish to explore such a possibility for your area, please email teamssupport@csusm.edu


Using Teams for Virtual Instruction—Quick Guide

  • Creating and managing a Classroom

    It's very easy to create a Classroom for your course. IITS can also create the classroom for you. If you're interested in running your class on Teams, email teamssupport@csusm.edu for further support. 

    Teams allows you to manage every aspect of the classroom (adding student assistants, creating channels for group projects, and more), and the Settings tab gives you even more customization options. 

  • Adding Cougar Courses Access Through Teams Tabs

    If you want to allow students to quickly access Cougar Courses through Teams, you can add it as a website Tab

    Each student will have to sign into their own Cougar Courses, so there are no privacy challenges. 

  • Adding Students

    You can add students to your Classroom in multiple ways. 

    One way is to simply use the Add Member menu. If you want your class pre-loaded with your students, please contact teamssupport@csusm.edu

    You can also provide students with a link or a code to the Classroom team. The link will allow you to approve who joins the course, but the code will add them to the Classroom without you having to approve each one. 

  • Office Hours through Teams

    The easiest way to have Office Hours through Teams is through the Chat tab. Either you or the student(s) can initiate a chat (text, video, or audio) and talk in private, since Chats (not Teams) are only visible to those who are participating.

    Students can share documents with you in the chat, and you can even edit those documents together (see the Sharing Files guide on this page).

    If you want to let your students know what times you are available to talk to them, you can set a status message, which will appear whenever someone tries to talk to you through Chat.  

  • Communicating in a Classroom

    To communicate efficiently within a Classroom, you can notify students in a variety of ways so you can draw their attention. 
  • (NEW) Raise Hand

    You can now Raise your Hand in meetings to ask a question or comment. In the Participants panel, you can see who has raised their hand in the order they have raised it. 
  • Using Video in a Classroom

    Teams allows you to quickly start a video meeting in any channel of your Classroom. You can also schedule your video meetings in advance. 

     

    You can easily share your screen (to diplay documents, presentations, etc.) 

  • (NEW) Managing your Video Call

    If you're organizing a Meeting, you can set Roles for your students to better manage it. You will be the Presenter, but you can set the students as Attendees or some as Co-Presenters.

    Attendees CANNOT share screen, mute and/or remove participants, start or stop a recording, and more. They CAN speak and share video and use the chat. 

    You can change Roles in two ways:

    Prior to the Meeting:

    1. Click on your Meeting in the Teams Calendar
    2. Select Meeting Options
    3. In the Meeting Options click on Who can Present and select Only Me. 
    4. Now, all students are Attendees and you are the presenter

    During the Meeting:

    1. Go to the Participants tab on your toolbar (to the left of the red End Meeting button)
    2. Click on the Manager Permissions button to the top right of the screen (x and a checkmark)
    3. In the Meeting Options click on Who can Present and select Only Me.
    4. Now, all students are Attendees and you are the presenter
  • Creating Space for Group Work

    To create a space for student group work, you can use Channels, one for each of the groups. While these Channel aren't private (any student can enter any standard Channel), they provide a space for groups of students to chat, collaborate on documents, and even video or audio call.  

  • Using Classroom Notebook

    Every Classroom on Teams comes with its own OneNote notebook. While not essential, it offers some useful tools for providing private feedback to students on pages only the instructor and a specific students can view. 

  • Create quick polls for student feedback/interaction

    The Classroom in Teams can easily be expanded through apps, and a useful app is Polly, which you can add to any Team. You can easily start a poll through Polly (including simply typing @polly question? answer 1, answer 2, answer 3, etc for a quick poll).

    You can also create advanced polls, which can be anonymous. 

     

  • Dealing with Disprutive Students

    A Classroom Teams allows instructors to mute students if necessary or delete specific messages that might be deemed inappopriate.