Make a poll in a channel in Teams

  1. Go to the channel where you want to create a poll.
  2. Select New conversation.
  3. When you create your post, click on the three dots and select Forms.
  4. Enter your question, the answer option and decide if it should be possible to choose more than one answer etc.
  5. Select Save when you’re done with your question.
  6. You will now see a preview and can choose to send or edit your question.
  7. Select Send if you’re satisfied with your question. Now your colleagues can answer your poll directly in your channel.

Set up your notifications in Teams

When you want to set up and adjust your notifications settings in Microsoft Teams, there are two options: for the entire application or for each channel.

Set up notifications for the Teams application

  1. Click on the three dots next to you profile picture in the upper right corner in Teams.
  2. A menu will appear, select Settings.
  3. Select Notifications and set up the different notifications under each heading.

If you’ve chosen to receive a notification via email – please note that you will unfortunately not receive this notification if you are signed in or have the application open in the background. This is because you are considered as active and will therefore only receive notifications in the application.

Set up notifications for a channel in Teams

  1. Go to the channel where you want to adjust your settings, and click on the three dots.
  2. Select Channel notifications.
  3. In the next menu, you can choose how you want to be notified when something happens.
  4. Select Custom to get more options for the notifications.
  5. Select the level of notifications
    1. Click on the arrow 
    2. Select Banner and feed if you want both an purple banner in the left corner of the screen when recieving an and an number sign in the activity clock. (see decription below)
    3. Select Only show in feed if you want notifications only in the acitivty clock. (see decription below)
    4. Select Off if you want to turn off the notifications for that teams channel.
    5. Select Include all replies if you want notifications if someone replies on your channels posts.
    6. Click Save
      change channel notifications in teams - chose notification level

Banner = Purple box with little decription of what has happened.

banner notification

Feed = Red numbers on activity and under team

feed notification

**Note** that these settings only apply to you and the specific channel, not the entire team. For example, if you are interested in what’s happening in some of the Teams channel enable notifications on them and disable notifications on the other.

 

Make a spontaneous poll with Forms in a Teams meeting

In this manual we describe how to make a spontaneous poll with Forms in an ongoing Teams meeting. This method is suitable when you are a presenter or organizer of a meeting and spontaneously want to create a poll. If you want to make a planned poll before a meeting, see our other manual.  

Create a new poll

  1. When you’re in the meeting, select the three dots among the meeting tools.
  2. Select Add an app.
  3. Select Forms. If you can’t fint it in the list, you can search for it.
  4. A new icon will be added among the meeting tools. Click on it.
  5. Select Create new poll.
  6. In the next window, you can choose between three types of polls:
    • Multiple choice poll – when you want to know what people in the meeting think about a particular topic.
    • Multiple choice quiz – questions where there is a right or wrong answer.
    • Word Cloud Poll – if your want to ask questions that will allow the participants to answer in text.
      Make a spontaneous poll with Forms in a Teams meeting - questiontypes
  7. Once you’ve selected a type of poll, a new window will open. There you can enter your question, add or remove answers options, edit the settings for your poll and decide if it should be possible to choose multiple answers. Read more about qestiontypes and question settings here
  8. Select Save when you’re done. Your question is now saved as a draft under the Polls tab.
  9. If you want to add more questions, select Create new.

Edit a question

  1. Click on the arrow next to Launch.
  2. You will now get two options. Select Edit poll to edit your question or select Delete poll to remove the question from the poll.
  3. Make your changes and select Save when you’re done.

Publish a question in the meeting

  1. Make sure you’re satisfied with your settings. Otherwise – edit you poll.
  2. When you want to publish you question in the meeting, select Launch.
  3. The question will be marked as Live.
  4. The meeting participants will now see the question on their screens and receive a notification.
  5. The answers of the poll will be shown in percentage.

End the poll

  1. Select the arrow next to View options.
  2. Select Close poll.

See results from polls

Results in Teams
  1. Go to Teams and select Chat in the left menu.
  2. Search for the meeting where the poll was held.
  3. Select the Polls tab.
Results on 0365.umu.se
  1. Go to o365.umu.se.
  2. Select Forms in the left menu.
  3. You will find your most recent polls Recent. If you can’t see your poll there, select All my forms.

Make a planned poll with Forms in a Teams meeting

In this manual we describe how to make a poll with Forms before, during and after a meeting in Teams. This method is suitable when you in advanced have planned to do a poll. This manual also shows how you can edit or delete a question and how to close your poll. 

Add the poll as a tab

  1. Book a meeting in Teams.
  2. Go to your calendar in Teams and select the meeting where you want the poll.
  3. In the meeting view, click on the + to add a tab.
  4. Select Forms to create a tab for the poll.

Create a new poll

  1. Select the tab Polls.
  2. The first time you create a poll, select Create new poll.
  3. In the next window, you will choose between two types of question:
    • Multiple choice poll – when you want to know what people in the meeting think about a particular topic.
    • Multiple choice quiz – questions where there is a right or wrong answer.
    • Word Cloud Poll – if your want to ask questions that will allow the participants to answer in text.Make a planned poll with Forms in a Teams meeting - questiontypes

Multiple choice poll

Multiple-choice polling is an alternative question perfect for easily gathering information. To create your multiple choice question, follow these steps:

  1. Select Question and enter your question.
  2. Select the Options box and enter the option you want.
  3. Click Add Options to add more options
  4. Select options and click on trashcan to delete options.
  5. Check Multiple Answers to allow participants to answer with multiple options.
  6. Select Share results automatically after voting if you want all participants to see the results after they have voted.
  7. Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
  8. Select Allow others to co-author if you want participants to be able to see the questions, create questions, edit questions in advance. Please note that if you choose this, the participants will receive a notice that you have created questions and they can see, edit and create questions in advance before the meeting.
  9. Click Save when done.
    Make a planned poll with Forms in a Teams meeting - multiple choice poll

Multiple choice quiz

Multiple choice quiz is a type of question that allows you to put the right answer to a question. You should use this type of question if you want to do a competition or quiz.

  1. Select Question and enter your question.
  2. Select the Options box and enter the option you want.
  3. Mark right answer on question, by check of the small box on the left side of the optionspane so it turns green.
  4. Click Add Options to add more options
  5. Select options and click on trashcan to delete options.
  6. Check Multiple Answers to allow participants to answer with multiple options.
  7. Select Share results automatically after voting if you want all participants to see the results after they have voted.
  8. Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
  9. Select Allow others to co-author if you want participants to be able to see the questions, create questions, edit questions in advance. Please note that if you choose this, the participants will receive a notice that you have created questions and they can see, edit and create questions in advance before the meeting.
  10. Click Save when done.
    Make a planned poll with Forms in a Teams meeting - Multiple choice quiz

Word Cloud Poll

Word cloud Poll is a question type that allows participants to write an answer with text. The answers will pop up on the screen in the form of word clouds hence the name.

  1. Select Question and enter your question.
  2. Check Multiple Answers to allow participants to answer with multiple options.
  3. Select Share Word cloud with respondents if you want all participants to see the results after they have voted.
  4. Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
  5. Click Save when done.
    Make a planned poll with Forms in a Teams meeting - word cloud poll

Manage, create new, edit, delete questions

When you have finished your questions, they are saved as drafts. This means that participants can not see your questions (unless you chose co-author). From this view you can manage your questions.

  1. Click Create New to create more questions
  2. Click the arrow to edit or delete the question.
  3. Drag and drop and drop the question and place it in the order you want to ask them.
    Make a planned poll with Forms in a Teams meeting - Manage, create new, edit, delete questions

Publish a question in a meeting 

  1. Make sure that you’re satisfied with your settings. Otherwise – edit your poll.
  2. Select Launch. You can do this before, during or after the meeting.
  3. Your will now be marked as Live.
  4. The meetings participants will now get a notification liked this.
  5. The answers of the poll will be shown in percentage.

End the poll

  1. Select the arrow next to View options.
  2. Select Close poll to end the poll.

See results from the poll

  1. Go to o365.umu.se
  2. Select Forms in the left menu.
  3. You will find your most recent polls under Recent. If you can’t see your poll there, select All my forms.

 

Move files between channels or teams in Teams/Sharepoint

This manual will show you how you move individual files in Teams, how to move multiple files or folders and how to move files from a private channel.

Move individual file directly in teams:

  1. Find the file you want to move.
  2. Click on the three dots and select Move.
  3. A new window will appear where you can choose where you want to move your file. By clicking on the arrow you can browse folders, channels or select another team that you have access to.
  4. Select Move. Done!

Move multiple files or folders:

You need to use SharePoint when you move multiple files och folders.

  1. Go to the team where the files you want to move are located. Select Files.
  2. At the top right, click Open in SharePoint.
  3. Select the files of folders you want to move.
  4. Select Move to.
  5. Now a new window will appear to the right. There you can choose where you want to move your files or folders. If you want to move the folders to another channel in the team – click on Current library and select the folder you want to move them to. If you want to move the folders to another team – choose the team you want to move them to.
  6. Done!

Move files from a private channel:

You need to use SharePoint when you move from a private channel.

  1. Go to the private channel where the files you want to move are located. Select Files.
  2. At the top right, click Open in SharePoint.
  3. Select the files you want to move, click on the three dots and select Move to.
  4. If you want to move the files to another team, then select that team. If you want to move the files to another channel in the current team, then select the current team (in this case Project A) and click on the channel you want to move the files to. Note that you should not select “Current library” as it means the private channel.

  5. Select Move here. And you’re done!

Publish posts in multiple channels in Teams

Sometimes you might need to publish the same information in different channels in Teams. There is a solution that lets you write a post in one channel and publish it in multiple channels at once instead of publishing a post in one channel at a time. This way, you only need to go to one channel to edit the post if something needs to be changed or added.

  1. Go to the channel where you want to create the post.
  2. Select New conversation.
  3. Click on the formatting button. A field with settings for the post will then appear. Select Publish in multiple channels.
  4. A new field will appear and the channel you are currently in will be entered automatically. Click on Select channels.
  5. You will now see a list of your teams and can choose where you want to publish the post by checking the list. You can choose as many channels as you like as long as you’re a member and have permission to publish in that team.
  6. Select Update when you have chosen your channels.
  7. When you’ve clicked on Update, you will now see the channels in the list of recipients for the post. Once you have written your headline and your post, click on the arrow at the right bottom to publish.

Done! Your post is now published in the chosen channels. If you want to edit your post, the post in the other channel/channels will automatically change.

To edit your post:

  1. Place your pointer on the published post and click on the three dots that appear in the upper right corner.
  2. Select Edit.

 

Inviting multiple users to a team in Teams

Here are two tips on how to invite members to join a team themselves. Note that these options only work for users with an account at Umeå University.

Invite with a code

All teams have a code that can be used to join the team. The person using the code will join the team immediately. Please note that only people with Umu accounts can connect with a code and that everyone that has access to the code can connect with the team without your permission.

Get the team code

  1. Go to your team. Select the three dots to the right of the team name.
  2. Click Manage Teams.
    Invite Multiple Users Teams
  3. Go to Settings.
  4. Select Team Code.Invite Multiple Users Teams 2
  5. Click Generate to generate the code that you can copy and share to the people you want to invite to your team.

Join teams with a code

  1. Go to Microsoft Teams and select the Team tab.
  2. Click Join or create a team.
    Invite Multiple Users Teams 3
  3. In the next  screen you will get the option to create a team or join with a code. Paste the code to join the team.
    Invite Multiple Users Teams 4

Invite with link

You can also invite members to your team by sending them a link to the team. With this alternative, the owner of the team needs to accept or deny access to the team.

  1. Go to your team. Select the three dots to the right of the team name.
  2. Click on Get link to team.
    Invite multiple users Teams 5
  3. You will then receive a link to copy and send to the members.
    Copy link to invite team members Teams
  4. When they click on the link they can ask to join the team. The owner receives notifications in Teams and by email and can decide to accept or deny access to the team.
  5. You can also find pending request by going to your team, clicking Manage teams and looking in the Pending requests tab.

Frequently asked questions about Teams

Meetings in Teams

Will Skype be phased out?

Yes, Microsoft will eventually stop updating Skype and only invest in Microsoft Teams.

At this time, it is only possible to use Teams for calls within the university. If you need to call someone outside of the university, use Skype until further notice.

How many people can you see at the same time during a meeting in Teams?

It is possible to see 49 people at a time during a meeting.

Does the meeting automatically end when the meeting goes over time?

No, the meeting only ends when someone chooses to end the meeting or all participants have left it.

How many can participate in a Team Meeting?

250 people can attend a meeting.

Can I book a Teams meeting via Outlook?

Yes, you can schedule a Teams meeting directly in Outlook. To do this, you need to have Teams installed on your computer.

Can I raise my hand during a Teams meeting?

Yes, it is possible to raise your hand during a meeting.

Raising your hand during a Teams meeting

Can I use Whiteboard during a Teams meeting?

Yes, you can use Whiteboard during a Teams meeting. To start a whiteboard, click the share screen button. Once you click there, you can select Whiteboard.

If you want more features, it is recommended to download Microsoft Whiteboard to your computer.

Frequently asked questions about Whiteboard

Can I moderate a meeting in Teams?

Yes, you can choose to mute participants’ microphones, invite more participants or remove participants during an ongoing meeting. You can also choose whether participants should have the opportunity to activate their microphone during the meeting and whether the chat should be available.

Can I set up a lobby for Teams meetings?

Yes. You can choose to exclude all, external or none at all. You as the creator of the meeting will always be able to join the meeting.

Change participant settings for a Teams meeting

Is it possible to divide the meeting into breakout rooms?

Yes, it is possible to divide the meeting into smaller groups (breakout rooms). Only the booker of the meeting can create breakout rooms.

Can I invite an entire team to a meeting?

Yes, if you book the meeting via Teams, you can add the meeting to a channel in a team. The meeting will be published in the channel and everyone in the team will receive an invitation via email to their Outlook.

Schedule a meeting in Teams

Can I record a meeting?

Yes, if you click on the three dots in a meeting, you can choose to record it. It is important that you always inform the participants beforehand so that they can decide whether it is okay to be recorded or not. All participants in the meeting will get a popup telling them that the meeting is being recorded.

Record a meeting in Teams

Team

How much storage is there in a team?

In a team there is 1 TB of storage space.

What is the difference between a private and a public team?

There are some differences between having a private and a public team.

Private team: A private team is only available to the people you invite or approve. In most cases, you should choose a private team.

Public team: A public team is available to everyone at Umeå University. This means that when someone searches for teams, they can find your team in a list and can then join without your approval. All files and content in a team is searchable for members of a team.

Both students and staff can see and join public teams.

How many channels can I create?

You can create 200 standard channels and 30 private channels in a team.

What is a private channel?

A private channel is only available to the people you specify should have access to the channel. The people must be participants in the team. It does not work to only invite one person to a private channel but not to the team in general.

Create a private channel

Can everyone in a team create channels?

It depends on the attribute set by the team owner. Under Manage teams the team owner can choose whether a member can create and delete channels. There are also more settings that can be customized.

Manage team settings and permissions in Teams

When I create a team, what type should I use?

Of the four options provided (Class, PLC, Personal, Other), the last type “Other” is to be used. This is without formatting and gives you the opportunity to build your team completely according to your needs.

What is the difference between being an owner and a member of a team?

An owner of a team is the one who administrates the team. The owner can add and remove members and decide what the members should have permissions to do in a team. It is possible to have several owners of a team.

Adding members and changing ownership in Teams

What happens if someone accidentally deletes a file?

If someone accidentally deletes files in a team, the files can be downloaded from the team’s trash in Sharepoint, where they are stored for 30 days. After 30 days, the files are placed in a secondary trash can for 60 days before disappearing. Your files are stored in the Trash for 90 days.

Delete and restore files in Teams

What is the difference between Chat and Posts in a Team?

The chat function is the replacement for Skype and allows you to communicate with individual colleagues or groups in text and conversation. You can also share screen.

To create areas for collaboration, you are recommended to create a team. The conversations under Posts in the team are visible to everyone in the team and unlike in the chat, the conversations are tied together in threads to keep the current topic together.

In the chat, you communicate in a constant flow while conversations under Posts in teams are divided into threads for easier follow-up in the collaboration. You can use the chat for everyday talk and short conversations, while Posts in teams can be seen as a more formal forum.

Can I move files to another channel or team?

Yes, you can move files. Click on the three dots and then choose Move. You can also open the files in Sharepoint for easier handling of the files.

Can I create “subchannels”?

No, you can only create channels in a team.

Can I change the name of a team?

Yes, it is possible to change the name of a team. Keep in mind that all teams get their own Sharepoint site, these cannot be renamed. This means that when you change the name of your team in Teams, this is just a display name. The Sharepoint site will still retain the original name.

Can I rename a channel?

Yes, it is possible to rename a channel. To do this, click on the three dots and then Edit this channel. Here, too, the original name will remain in the associated document library in Sharepoint.

Why are the team files in Sharepoint?

When you create a team, a Sharepoint is also created in the background. The files are technically stored in Sharepoint, but you can manage them directly in Teams. Sharepoint makes it possible to share files in Office 365.

Can I invite an external participant to Teams?

You can add external people as a guest in Teams. Anyone who has an email account, such as Outlook, Gmail or similar, can join your team as a guest.

Add guests to your team

What can an external participant (guest) do in a team?

A guest can do everything that other participants in a team can do, except add tabs. The owner of the team can also set whether the guest should be allowed to create channels or not in a team.

Manage team settings and permissions in Teams

Can you add AD groups to a team?

No, this is not possible at present. We hope to be able to offer this in the future.

Why do I not have the AutoSave feature in Word?

It depends on which version of the office suite you have. If you download Office from the portal (o365.umu.se), you will have the opportunity to use Save automatically in Word, Excel and PowerPoint.

Can I create folders for files?

Yes, you can build your folder structure just like on your computer. Create folders in the file area for each channel exactly as you want.

Is there any difference to edit from the desktop app or directly in teams?

In the desktop app, you have the opportunity to do more advanced functions. Otherwise, it’s the same thing to edit directly in the Teams or desktop app. If you choose to open in the desktop app and save, it will be saved automatically in the team, so you do not need to download a copy, and all members will have access to your changes.

If you work in the desktop app at the same time as your colleagues, we recommend that you download the Office package from the portal so that you get the function “Save automatically”. You will then, just like in the web, see where your colleagues edit (otherwise you need to save regularly for your colleagues to see your changes).

How do I get notified that something is happening in Teams?

You can set notifications in general for the entire program.

You can also set notifications for specific channels in a team. You can choose how you want to be notified for each channel.

Can students use Microsoft Teams?

Yes, students have access to Office 365.

Can I view previous versions of a document?

Yes, you can see previous versions and even revert to previous versions if you want.

View previous versions of a document

Can I move posts between different teams or channels?

No, unfortunately it is not possible to move posts between different teams or channels.

Chat

Can I have a chat with several people?

Yes, it is possible to create a chat with several people. Enter the names one after another when starting a new chat. You can also invite more people to an existing chat by clicking on the plus icon in the top right corner.

Start a chat in Teams

Can I delete a chat?

No, you can not delete an entire chat. You can however delete your own instant messages, but only one at a time. To delete a message, click on the three dots on your message and then click on Delete.

Can I leave a chat?

Yes, you can choose to exit a chat by clicking on the three dots that appear if you move the mouse pointer to the chat name and then click Leave.

Instructions for an online defence of doctoral thesis

Instructions for an online defence of doctoral thesis (PDF)

These instructions concerns Triple Helix and Aula Biologica.

Preparations for an online defence of doctoral thesis

Select an alternative host

Make sure there is a person on site during your online defence who can moderate and administer the meeting. Selecting an alternative host is a way to make sure that the online defence of your doctoral thesis can be carried out with fewer disruptions. The alternative host can, for example, moderate the chat, turn off the microphone and camera of participants or remove disturbing participants.

Decide which online service to use

In Triple Helix, you have three online services available that are suitable for online defences of doctoral theses: Zoom, Teams and Starleaf. In the list below you can see an overview of the different services.

Functionality in Zoom, Teams and Starleaf

Zoom Teams Starleaf
Hold an audio and video meeting x x x
Chat x x
Show a presentation/share a screen x x x
Share documents during a meeting x x
Manage participants during an ongoing meeting x x x
Allow active participation x x
Record meeting x x
Control who accesses the meeting x x
Maximum number of participants 300 1000 100
Maximum number of streamed videos 49 49 25
Dial-in allowed x x

Book your defence of the doctoral thesis in two services

Once you have chosen a service, it is time to book your defence of the doctoral thesis. We recommend that you book with two different services – a primary and a secondary service. This is to make sure that the meeting an be carried out even if one of the services for some reason malfunctions.

For Teams and Zoom, you can create a meeting yourself using your chose service. A StarLeaf meeting is booked when making the room booking through Infocenter.

Create your digital meeting and managing a waiting room

When using Zoom and Teams, there is a feature for having a digital waiting room for the participants. The digital waiting room can be used for the participants to make sure technology will cope but also to keep track of who has joined the meeting. As a host, you can manually allow participants to join the meeting one by one or let everyone in at once.

You can also post a personal note to all participants in the waiting room containing for instance a description of the agenda for the defence of the thesis or guidelines for audience participation.

Set up a Zoom meeting

Book a meeting in Zoom, Manual

We recommend that you use a waiting room when creating your meeting in Zoom instead of using a password. If you choose to use a waiting room you can also choose Enable join before host, to let the participants connect before you – to be able to test their technology in the waiting room. You can find the setting under Advanced options.

You can also choose if you want the participants’ microphones to be muted when they join the meeting. This option minimizes interference, for example if someone connects late.

Advanced options in Zoom

Set up a Teams meeting

Book a meeting in Teams, Microsoft

Instruction video: Book a meeting in Teams

When you set up a meeting in Teams with Outlook, you can change your meeting options by clicking the cogwheel symbol. Options can be changed after this, for example before your meeting.

Change an already booked meeting’s settings

  1. Go to your Outlook booking and, double-click the calendar event to see details of the meeting.
  2. Below the link to join the meeting you will find a link labelled Meeting options (Mötesalternativ). Click the link.

You will be shown a view with further settings:

  • Who can bypass the lobby? (Vilka kan gå förbi lobbyn?) There are a few options.
  • Allowing dial-in users to bypass the lobby should always be set to No.
  • Notify the host when a dial-in user leaves the meeting – tick “Yes” if you want to hear a signal each time a participant leaves or joins the meeting.
  • Who can share their screen? A recommendation is to allow at least a chairperson or host to share their screen beside you. Choose by inviting people into the meeting and choose their names in the list. There are four options:
    • Everyone
    • Everyone in my organisation
    • Some individuals
    • Only me.
  • You can then choose whether the participants should be allowed to activate their microphone and camera, whether the chat should be activated and whether the participants can use reactions, for example raising their hands.
  • Note, if you select No on the option to allow microphone and camera, the participants will not be able to activate these during the meeting. However, you can activate them for the participants or change this setting afterwards.
    Meeting alternatives in teams

Provide information about the defence of the doctoral thesis and share links

Wherever you publish information about your public defence of the doctoral thesis, you must also include the links to the meeting. This because defences of theses are public events that must be open to the public, even if they take place online.

You must also state which online service is primary and which online service is secondary.

Give your audience a few advice in your invitation

To create good conditions for your online defence of doctoral thesis, it can be a good idea to send your participants som advice when you publish your invitation. For example:

  1. Ask your participants to download the software necessary for participation in the meeting.
  2. Ask your participants to join the meeting through the assigned services no later than 10–15 minutes prior to the start of the defence so that everyone has time to check their internet connection and technology before the event starts.
  3. Ask participants to turn off their microphones and video when joining the meeting to minimize the risk of unintentional interference. The microphone can be activated later if they want to ask questions or interact in another way.
  4. Encourage participants to activate their video when they connect if the bandwidth allows it.

Check out your booked room

A dew days before the meeting, check the room and the technology a couple of days before the meeting to make sure that all equipment is present and working properly.

Preparations for the online defence of the doctoral thesis

Schedule an hour before the meeting to make sure that all your technology and your digital meeting is working as intended. Use a local area network, i.e. a network cable, instead of wifi.

The Campus Services Office will always supply a technician onsite who will help you with the technology during the start of the meeting.

Start the online defence of the doctoral thesis about 15 minutes before the set time so that the audience can join in the waiting room and test their technology.

During the online defence of the doctoral thesis

Waiting room

Here you will find instructions on how to handle the waiting room once you are in the meeting. You can always go back and change the settings, even after the meeting has started.

Waiting room in Zoom

When someone has joined your waiting room and want to join the meeting, a pop-up box will appear at the bottom of the screen. You can choose to view the waiting room or let the participant join. Viewing the waiting room can be necessary if several people wish to join simultaneously. You can reach the waiting room via the icon labelled Participants.

Participants Zoom

Waiting room (lobby) in Teams

If you have set up a lobby, you will get a box in the middle of the screen that informs you of who wants to join the meeting. You can choose to approve or deny entry or go to the participant list at the top. This can be relevant if there are many people who wants to connect at the same time.

Lobby in Teams

Manage participants

In all three online services the host can manage participants. This means that the host can turn off both microphones and videos for participants who has these turned on (if this disrupts the meeting). The host can also remove a participant if necessary. This option is found under Security in Zoom.

Depending on what setup you have for the online defence of the thesis, the host may need to keep an eye on the chat in case the audience wants to ask questions. Both Zoom and Teams also offers an option to raise your hand, or to contribute with reactions.

Any questions?

Please contact Servicedesk or Infocenter so we can help you with the online solutions.

Inviting members to a team or channel in Teams

In this manual we will instruct you on how to invite members to your team using different methods. Please note that it is possible to invite both internal and external members at the same time.

Inviting an internal member

  1. Find the team that members will be invited to.
  2. Choose the 3 dots to the right of the Team name.
  3. Click Add member.
  4. Search for and choose the persons name from the list and then click on Add.  If you wish to add more than one member at the same time, just keep typing in the names.
  5. When you have chosen your members you must give them rights and permissions. Click on them individually and choose: Owner or Member.

Remember that all students are also in our system. To be sure that you invite the right person, use the Umu-id or email address.

Inviting external members

There are two ways in which to invite external members.  Alternative 1 is preferable.

Alternative 1:

  1. Choose the 3 dots to the right of the Team name and then choose  Add member.
  2. Choose Add member.  Write in the persons email address in the window and then choose  Add.  The person will automatically be added as a Guest.

Alternative 2:

  1. Choose the 3 dots to the right of the Team name.
  2. Choose ”Get link to team” > Send to the external person.

 

Read more on the different types of permissions in Teams