Microsoft Teams is a powerful collaborative environment and is designed to house groups of users in an environment where they can schedule and host video calls, create threads of text conversation, share and collaborate on documents, make recordings (according to GDPR regulations), etc. It is a powerful tool for collaboration and communication. Explore the page below to see if and how the use of Microsoft Teams can contribute to your program.
The latest news about the use of Microsoft Teams at Leiden University can be found at the help desk portal page.
- All employees of Leiden University, and all students, have access to MS Teams through Office 365. Staff and students can login to Teams using their ULCN accounts. Note, this is not your email address, but rather your ULCN username @vuw.leidenuniv.nl & ULCN password.
- Guest employees, those with a temporary status, visiting scholars, etc, do not automatically have a Teams account. These users can request an account through ISSC HelpDesk. Guest lecturers and others without an UCLN account can be added to a MS Teams using their email address.
- Currently, all staff of LU can use Microsoft Teams. Teams can contain up to 10,000 members. Up to 300 people can join a single video call. Calls can be scheduled ahead of time or launched in the moment.
- It is also possible to invite people to your team and let them decide whether or not they want to join. Instructions on how to do that can be found on this help desk portal page.
Below you will find some of the ways MS Teams can be used for teaching:
- Chat, channels, and documents functionality to have students ask and answer questions and for giving and receiving feedback.
- Breakout rooms in a video call or multiple channels in one team for small interactive sessions or discussions.
- (Video) calls for large interactive sessions or guest speakers.
- (Video) calls for one-on-one conversations or oral exams.
- Lecture capture to record lectures.
* Please keep GDPR (AVG) in mind with all these functionalities and check the use with your Data Privacy Officer. Do not store sensitive and/or personal data. Be aware you need to have permission from all participants beforehand if you wish to record an audio or video session.
- Sign in: All employees of Leiden University, and all students, can login to Teams using their ULCN accounts. Note, this is not your email address, but rather your ULCN username @vuw.leidenuniv.nl & ULCN password.
- For example, email@example.com for a staff member, or firstname.lastname@example.org for a student.
- Import users to team: There are two ways to import users into Teams: Either create a code that can be joined by a link, or add users manually. Students will appear in the user search. When using a link, note that anyone with this link can enter the Team. You cannot prevent users from joining. See this blog on Troll Control.
- Setting up calls: You can either launch or schedule calls directly from within the Team or Channel environment, or you can use the Calendar Tab to schedule calls. In some instances of Outlook (and on managed PCs) you can also create a link for a call in Teams from within the event. See this tutorial for how to schedule in Microsoft Teams. It is very important to check your connectivity setup when launching video calls. Most technical issues in calls are caused by user-end connectivity – see this guide for advice and keep in mind that performance issues are always possible.
- Hosting the call: Microsoft Teams supports (video) calls using audio and, when preferred, video for up to 300 participants. You will see a maximum of 49 other participants on screen and can use the presenters mode to pin one speaker.
- Using tools: During the call, there are several tools and tips you can use.
- Every (video) call creates a dedicated chat where participants and moderators can discuss, ask questions and/or help each other when needed. You can also share links. This chat remains available later through the channel that was used (if the meeting was started within a channel) or in Chat tab (if the call was otherwise).
- Group sizes over 25 benefit greatly from moderation. Moderators help process, order, and answer questions, keep excess audio and video noise to a minimum, and can manage audience engagement.
- During the call you can create Breakout Rooms or share your screen with others, for example to give a presentation or show non-shared files. While sharing your screen, others in the call can also see the presenter. That means you could share slides while remaining visible to students.
- Check with your ICTO coordinator for what polling tools are accessible in your faculty.
- From within a call, you can choose the “Start Recording”. When making a recording, additional microphone and webcam inputs can be used. The recording will capture your webcam as well as a screen you wish to share. Note, however, that the recording will always capture the entire Teams interface, including toolbars & tabs within Teams, as well as video and audio of others within the call. Your recording will export as an .mp4 file, but (contrary to the on-screen message you will receive) it will not be uploaded to a cloud storage environment. It will be stored locally for 21 Days. For long-term storage, download the file locally and upload it to the Kaltura Video Portal.
A video by ICLON with practical tips on moderating lectures in Microsoft Teams
The ISSC helpdesk with information, suggestions, and documents about Microsoft Teams
Suggestions from Leiden University to help you quickly get started with Microsoft Teams
How do I set up Microsoft Teams?
How can I add students/colleagues to my Team?
- The search method
You can add others by searching their student numbers or last name, one person at a time. Consult this manual for more information.
- Share a team code or link
You can generate a team code or direct link for your students. This method is faster than "search method", but also has some security risks as people with the code and/or link could enter your team.
Consult this manual for more information about both options.
Can I upload or enrol my students in bulk in Microsoft Teams?
No, this is not possible at the moment.
While in time bulk upload might be technically possible ISSC is not able to support bulk upload of students at this time, as a reliable script can not be developed and tested under current capacity and prioritisation. This may change in the future. However ISSC can create a large number of MS teams if they have the names of the owners.
The recommended option for use as mentor groups, or any private group for now is:
- Follow these instructions to create a code for getting access and send that to your students as an invite, and let them enrol.
- Next step is to create private channels for each group and have the mentor or tutor add the students to this group. This manual action is limited in burden as it only concerns approximately 15 people.
Note: unsupported third party (non-Microsoft) plugins exist for bulk upload. We advise against using them, as this requires some technical knowledge of the staff undertaking it. ISSC can not assist with the upload, unexpected side effects may happen, such as students not being added with their UCLN account, and such scripts might stop working on MS Teams without advance notice.
Can I invite externals/guests to my Microsoft Teams meeting?
During a meeting, you can copy the link to that meeting from the participants list to share with others via mail.