User Guide on Microsoft Teams

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
   • Basic Functions
   • Meetings
     • Schedule a Teams meeting
     • Join a Teams meeting
     • Create instant meeting
     • Show your screen during a meeting
     • Show PowerPoint slides
     • Download attendance list
     • Live caption with speaker attribution
     • Prevent attendees from unmuting
     • Spotlight an individual video participant for all attendees
     • Whiteboard read-only mode
     • New Presentation View
     • BreakOut Room on MS 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: Click here to see different roles in a Teams meeting.

1. Schedule a Teams meeting

I. Schedule a Teams meeting - for Students

1. Login MS Teams with your HKU Portal UID and PIN.

2. Click the “Calendar” icon on the left menu.

   

3. Under the Calendar view, double click a timeslot to schedule a new meeting. Or you can press the “+ New Meeting” button at the top right.

   

   

4. Select the date and time for the meeting. Add a title, attendees to invite and other relevant information. Press “Send” to send out the meeting invite. (Note: The meeting organizer cannot send a meeting invite to his/her @connect.hku.hk account even it is added under the attendee list.)

   

5. After a meeting is scheduled, it will be added under the Calendar View of MS Teams. All the invited attendees will receive a meeting invite for this meeting. (Note: The meeting reminder function is currently not available under MS Teams.)

   

II. Schedule a Teams meeting - for Staff (using MS Outlook)

1. 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

6. Download attendance list

   The attendance list can only be downloaded before a Teams meeting ends.

   1. Click “Show participants” in the menu bar.

      

   2. Under the participant list, click the arrow icon (circled in red below) to download the attendance list in csv format. A message box will show file downloading in progress.

      

      

   3. After the file is downloaded, you can find it under the Download folder of your pc named “meetingAttendanceList.csv”.

7. Live caption with speaker attribution

   After entering into a meeting room, 

   1. Click More options … and Turn on live captions.

      

   2. The live caption will be shown at the bottom of the main window.

      
      Source: https://support.microsoft.com/en-us/office/use-live-captions-in-a-teams-meeting-4be2d304-f675-4b57-8347-cbd000a21260?ui=en-US&rs=en-US&ad=US

8. Prevent attendees from unmuting

   Before a meeting

   1. Go to Meeting options and disable the option Allow attendees to unmute.

      

   During a meeting

   1. Click Show Participants to show the attendee list.

   2. Under the attendee list, click the 3-dot "..." at the top and choose Don't allow attendees to unmute.

      

   You can grant permission to specific participants to unmute themselves by right clicking the 3-dot "..." beside their names and choose Allow to unmute.

   

9. Spotlight an individual video participant for all attendees

   During a meeting, the meeting organizer or presenter can spotlight anyone’s video to be the main video by the following steps:

   Spotlight a participant's video

   1. Right click the participant’s video and select Spotlight from the menu, or
   2. Click Show participants to view the attendee list, click the 3-dot "..." beside their names and choose Spotlight.

   Spotlight organizer or presenter's own video

   1. Select Show participants to view the attendee list.
   2. Right click the name of the organizer or presenter and select Spotlight me.

   Click Stop Spotlighting to stop this function.

   
   Source: https://mspoweruser.com/how-to-use-spotlight-in-microsoft-teams/

10. Whiteboard read-only mode

    The read-only mode of the whiteboard is the default setting when sharing a whiteboard during a meeting to avoid possible disruption to the presenters. The organizer or presenter can give control of the whiteboard to any meeting participant during a meeting.

    

11. New Presentation View

    Once you select a PowerPoint file from the Teams Share Tray, Presenter View is opened automatically. You can see the current slide, the slide notes, and a thumbnail strip of all the slides in the deck for easy ad-hoc slide navigation.

    

12. BreakOut Room

    1. Start the meeting
    2. In the meeting controls, select BreakOut Rooms
       
    3. Select the number of rooms you want (50 max), and whether you want Teams to assign people to rooms (Automatically) or you want to choose the people for each room yourself (Manually)
       
    4. Select Create Rooms

     

     

Training Materials

• PowerPoint deck for the training conducted on 7 Aug 2020 (Student)
• PowerPoint deck for the training conducted on 7 Aug 2020 (Staff)
• Video clip for training conducted on 7 Aug 2020 (Staff)

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.