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User Guide on Microsoft Teams

[Note: Students admitted to HKU before 2018/19 have to opt-in for using MS Teams. Please complete the online form (the link can be found in our email sent on 17 April 2020) and ITS will arrange the account update for students. Students will be kept informed when MS Teams is ready for use after the account update is done.]

  1. User Guide
  2. FAQs (Point 3.6 Microsoft Teams)
  3. Training Materials
  4. Limits and Specifications
  5. Terms of Use

User Guide

1. Sign in to Microsoft Teams
2. Manage Microsoft Teams
3. Using Microsoft Teams

 

Sign in to Microsoft Teams

User can either download the Microsoft Teams client or use the web version of Microsoft Teams under Microsoft Office 365.

I. Download Microsoft Teams client

  1. Go to https://teams.microsoft.com/downloads.

  2. Click “Download Teams”.

II. Use web version of Microsoft Teams

  1. Go to https://products.office.com/en-WW/microsoft-teams/group-chat-software?market=hk.

  2. Click “Sign in”.

  3. Type in your HKU email address (staff: portaluid@hku.hk; students: portaluid@connect.hku.hk) and click “Next”.

  4. Sign in with your HKU email address (staff: portaluid@hku.hk; students: portaluid@connect.hku.hk) and HKU Portal PIN/account password.

    For staff:

     

    For students:

     

  5. After successful sign in, you can start using Microsoft Teams.

     

Manage Microsoft Teams

  1. Sign in to Microsoft Teams and click “Teams”.

     

  2. Click “Join or create team”, click “Create team”.

     

     

  3. Select an appropriate team type.  Add a Team Name and set its Privacy

    For teams set up for staff use, it is suggested using a naming convention i.e. department abbreviation in CAPITAL LETTERS followed by a preferred team name e.g. ITS project1.

                                                     

     

  4. After a Team is set up, click the “” button and “Add members”.

     

  5. Input the HKU Portal UID or email address of a member to add and click “Add”.  Select if the member should be given the role of an Owner or a Member.  

    Staff and students belong to two different “organizations” according to the term used in MS Teams. Staff are grouped under the organization “@hku.hk” and students are under “@connect.hku.hk”. For adding members under a team, those not belonging to the same organization will be classified as Guests. In general, Guests can communicate in the usual way as a member within an organization as long as they are in the same team though Guests are having some function limitations.

     

  6. You can change the team membership list by clicking the “” button and “Manage team”.

     

Video tutorials:

  1. Get Your Team Up and running (Create Teams)

    https://support.office.com/en-us/article/video-get-your-team-up-and-running-702a2977-e662-4038-bef5-bdf8ee47b17b?ui=en-US&rs=en-US&ad=US

  2. Manage Teams Member

    https://support.office.com/en-us/article/go-to-guide-for-team-owners-92d238e6-0ae2-447e-af90-40b1052c4547?ui=en-US&rs=en-US&ad=US

 

Using Microsoft Teams

Basic Functions

  1. Teams and Channels Overview

    https://support.office.com/en-us/article/video-overview-of-teams-and-channels-c3d63c10-77d5-4204-a566-53ddcf723b46?ui=en-US&rs=en-US&ad=US

  2. Work on Channels

    https://support.office.com/en-us/article/video-work-in-channels-99d33aaa-0743-47c6-a476-eb0a24abcb7e?ui=en-US&rs=en-US&ad=US

  3. Work on a file together

    https://support.office.com/en-us/article/work-on-a-file-together-058173f5-031b-4f37-8724-ce2a50aa1d1d?ui=en-US&rs=en-US&ad=US

  4. Upload and share files

    https://support.office.com/en-us/article/upload-and-share-files-57b669db-678e-424e-b0a0-15d19215cb12?ui=en-US&rs=en-US&ad=US

  5. Start Chats and make calls

    https://support.office.com/en-us/article/video-start-chats-and-make-calls-a864b052-5e4b-4ccf-b046-2e26f40e21b5?wt.mc_id=otc_microsoft_teams

  6. Record a meeting on Teams

    https://support.office.com/en-us/article/record-a-meeting-in-teams-34dfbe7f-b07d-4a27-b4c6-de62f1348c24

  7. Other training videos on Teams

    https://support.office.com/en-us/article/microsoft-teams-video-training-4f108e54-240b-4351-8084-b1089f0d21d7?ui=en-US&rs=en-US&ad=US

 

Meetings

Note: The Schedule Meeting function is currently NOT available to students. Update will be posted when this function is ready for use by students.

Click here to see different roles in a Teams meeting.

  1. Schedule meeting (using MS Outlook)(For staff only)

    For Windows

    As the University staff are not using Exchange Online for email communication, staff can use the Teams add-in in Outlook for meeting scheduling.

    Prerequisites:

    1. Microsoft Teams client is installed on your Windows PC.

    2. Microsoft Outlook is installed on your Windows PC.

    Steps:

    1. Open MS Outlook and switch to “Calendar” view.

    2. Click “New Teams Meeting”.

       

    3. Add invitees under “To” Field. Add your meeting subject and select the start time and end time.

       

    4. Click the link “Meeting options” to set who can bypass the lobby (i.e. waiting room) and who can present.

       

       

       

    5. After all the meeting details are added, click ”Send” and the meeting invite will be sent to the invitees.

     

    For Mac (Note: There is a known issue with Teams add-in in Outlook running on Mac. For the time being, colleagues cannot use MS Teams to schedule meetings on Mac. Updates will be posted when this issue is fixed by Microsoft.)

    As the University staff are not using Exchange Online for email communication, staff can use the Teams add-in in Outlook for meeting scheduling.

    Prerequisites:

    1. Microsoft Teams client is installed on your Mac.

    2. Microsoft Outlook is installed on your Mac.

    Steps:

    1. Open MS Outlook and switch to “Calendar” view.

    2. Select your preferred date for the meeting.  Right click and choose “New Meeting.

       

    3. Click “Teams Meeting” at the top navigation bar.

       

    4. Add invitees under “To” Field. Add your meeting subject and select the start time and end time.

    5. Click the link “Meeting options” to set who can bypass the lobby (i.e. waiting room) and who can present.

       

       

       

    6. After all the meeting details are added, click ”Send” and the meeting invite will be sent to the invitees. The meeting coordinates (the Teams join link and dial-in numbers) will be added to the meeting invite after the user clicks Send.

       

  2. Join a Teams meeting

    To join MS Teams meetings, you can either sign in to MS Teams or simply go to the meeting invite, select "Join Microsoft Teams Meeting" and choose the option "Join on the web instead".

    See https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 for more details.

  3. Create instant meeting

    https://support.office.com/en-us/article/video-create-instant-meetings-with-meet-now-26e06837-853d-4df1-a729-06bf700d4ecf?ui=en-US&rs=en-US&ad=US

  4. Show your screen during a meeting

    https://support.office.com/en-us/article/show-your-screen-during-a-meeting-90c84e5a-b6fe-4ed4-9687-5923d230d3a7?ui=en-US&rs=en-US&ad=US

  5. Show PowerPoint slides

    https://support.office.com/en-us/article/tip-show-powerpoint-slides-in-a-meeting-ddfc73dd-b957-4f2b-8e42-ce078f51873c?ui=en-US&rs=en-US&ad=US

Training Materials

Limits and Specifications

Please see https://docs.microsoft.com/en-us/microsoftteams/limits-specifications-teams.

Terms of Use

  1. The use of MS Teams is expected to be solely for the University’s purpose.
  2. Confidentiality and privacy of other users have to be respected.
  3. All use has to comply with the Policies and Guidelines on IT Use and Microsoft’s licensing terms.