Microsoft Teams Breakout Rooms is still in preview; what you see at present is not the final version of this functionality, and so the official release may differ in feature availability. You must be using the most up to date version of the Teams desktop application to make use of this functionality. To check your Teams app for updates, select the user icon in the upper right of the app and select 'Check for updates'. A guide has been provided below to enable meeting organisers to facilitate Breakout Rooms as quickly and as hassle free as possible; all Breakout Rooms functionality is not covered in this guide.
If you do not yet have access to the Breakout Room functionality mentioned above, please use one of the options below to employ a workaround for this functionality:
If you require three breakout rooms with five people in each room, schedule three meetings in your calendar, in addition to the main meeting, e.g. Group Meeting A, Group Meeting B, etc. Invite the group participants to relevant group meetings, e.g. Student A, B, C, D and E will be invited to Group Meeting A, etc.
Moodle Course Space
Moodle course spaces are automatically created in Moodle for all subjects and modules offered by the university in a given academic year. There's one space created for each subject, but to facilitate multiple teaching, there may be multiple spaces created for a given module. Each instance of a module runs over a given period (Semester 1, Semester 2, Summer, or Year-Long), and some instances are sub-divided into class groups. A Moodle course space is created for each unique combination of module code, semester, and group.
Students are automatically enrolled into their appropriate Moodle course spaces. Lecturers are assigned to Moodle course spaces by their departments. Different departments choose to manage this process in different ways, your departmental administrator will be able to advise you on your department’s practices.
A special academic-type Team is automatically created in Microsoft Teams for each course space in Moodle. The membership of these Teams is synchronised with Moodle. Each user enrolled into a Moodle Course Space with the role Lecturer will be added to the matching Team as an owner. Users enrolled in the Moodle Course Space with any other role will be added to the matching Team as Members.
Save your documents to OneDrive if:
- you don’t plan on sharing them at all or if you plan to share files individually and on a short term basis.
- you can’t identify a team site where your document belongs
Save your documents to Teams if:
- you want to share ownership and permissions with a wider team group
- document is relevant to a new or existing team or ongoing project
A guest is anyone outside of Maynooth University with an email address. If you wish to share documents and/or collaborate with someone outside of MU, consider setting up a team and inviting the external user as a guest to that team. Guests can be added by a Team owner (the person who created the Team or someone they delegate to) simply by adding their email address. Guests will have access to all Team content - files and conversations. A guest can:
- Create a channel (if enabled by the team owner)
- Participate in a private chat
- Participate in a channel conversation
- Post, delete and edit messages
- Share a channel file
- Upload, edit and collaborate on documents
Review the following MU-specific guides for more information:
Microsoft Teams can be used for all of the above. A detailed guide can be found here.
Whether you wish to make a quick call to a colleague, arrange a more formal meeting, schedule a class or meet for a virtual coffee - Teams meetings are the way to go. Review the following MU-specific guides for further information:
Teams Online Meetings vs Teams Live Events - which option should I choose?
If the expected audience involves 300 or less attendees, a Teams Online Meeting is the recommended delivery format for a meeting, event or other online meeting scenario, instead of a Live Event. There are separate guides available for scheduling a Teams Online Meeting, at the following location: https://www.maynoothuniversity.ie/it-services/microsoft-teams.
What is a Teams Live Event?
A Microsoft Teams Live Event enables the user to broadcast video and other content to a large audience of more than 300 and up to 10,000 attendees. The live event can be recorded for viewing, sharing, and archiving after the event has taken place. A Live Event is a one-to-many communication format; the host of the event broadcasts the communication and the audience primarily views the content being broadcast.
There are various event group roles involved in a live event:
- Organiser: schedules the event, assigns roles to event team members, selects a production method, configures event options and invites the attendees
- Producer – responsible for the video input, queueing the content and overall, ensuring the event runs to plan against the expected timeline
- Presenter – presents audio, video and/or screen shares to the intended audience (only available in Live Events produced in Microsoft Teams)
- Attendee – views the video output live or via a media player after the event has been recorded and published, and can participate in Q&A once the organiser has configured this option
Can I broadcast to a public audience?
A Live Event can be broadcast to specific people/groups, organisation-wide or publicly to those outside of the University. The ability to broadcast to a public audience is not automatically available to all those with a MU account. If you wish to broadcast to a public audience, the organiser of the event will require additional permissions; please make a request to the Dean of your faculty for permission to broadcast to a public/external audience. Once permission is granted, we ask the Dean of said office to email email@example.com requesting the permission for the user in question. We will confirm by return of mail once the relevant policy has been applied to your account.
Live Events Resources:
I wish to schedule a weekly departmental meeting with all staff.
If you have a team to which all departmental staff are members, create a recurring channel meeting within said team. If anyone is unfamiliar with Teams, you may wish to create a channel called 'Meetings' so that staff know immediately how to access these departmental meetings.
- Open the team > channel in question, and select 'Schedule a meeting' from the 'Meet' dropdown menu.
- Enter the meeting details and save. This will now appear on the channel as show below.
I wish to schedule a regular online class with my students in team EG101.
If all students are members of the same team, create a recurring channel meeting within said team (as shown above). If anyone is unfamiliar with Teams, you may wish to create a channel called 'Online class' so that students know immediately where to access their classes. To create a channel in a team:
- Select the ellipsis next to the team name and then 'Add channel'.
- Enter a channel name and select 'Add'.
- This will then appear on the left channel list, as shown here.
I wish to schedule an online class with my students, across multiple teams, e.g. EG101, EG102 and EG103.
Schedule a Teams meeting via your O365 Calendar and share the meeting join link with each team. To do this:
- Browse to portal.office.com and sign in.
- Select Calendar > New event.
- Add a meeting title, select the required date and time and whether the meeting is recurring or not, select Teams meeting from the 'Add online meeting' dropdown menu and Save.
- Once the invite is saved, open this from your calendar. Right-click on the 'Click here to join the meeting' text as shown below and select 'Copy link address'. This meeting link address can then be shared across the relevant teams so that anyone from any of the teams can join the class/meeting at the scheduled time.
I wish to schedule an online meeting with people from both within and outside of Maynooth University.
Schedule a Teams meeting via O365 calendar and invite all potential attendees using their full and correct email addresses. For tips on manging meeting permissions and sharing your screen during a meeting, see the tips on the following webpage: Office 365 Tips and Features
I wish to hold a collaborative webinar for up to 300 people.
Schedule a Teams meeting via O365 calendar and invite all potential attendees using their email address. This scenario will allow for multiple presenters. Attendees will be able to ask questions live or by chat message. This option can be easily organised and managed by one or more people. See the 'Meet with Teams - voice/video calls, online meetings & classes' section above.
I wish to hold a webinar for more than 300 people from within MU only.
Schedule a Teams Live Event. A Microsoft Teams Live Event enables the user to broadcast video and other content to a large audience of more than 300 and up to 10,000 attendees. The live event can be recorded for viewing, sharing, and archiving after the event has taken place. A Live Event is a one-to-many communication format; the host of the event broadcasts the communication and the audience primarily views the content being broadcast. See the 'Teams Live Events' section above.
I wish to hold a webinar for more than 300 people from both within and outside of Maynooth University.
You will need to schedule a Teams Live Event. However, the organiser of the event will require additional permissions to broadcast a Teams Live Event to an external audience; please make a request to the Dean of your faculty for permission to broadcast to a public/external audience. Once permission is granted, we ask the Dean of said office to email firstname.lastname@example.org requesting the permission for the user in question. We will confirm by return of mail once the relevant policy has been applied to your account.
You can schedule an interview using the Microsoft Teams app or using your O365 Calendar. The Teams app will be used in this example.
- Open Microsoft Teams and select Calendar from the navigation panel on the left.
- Select 'New meeting' on the upper right of the screen.
- Enter the title, date and time of the interview. Include a message in the text box provided, as you would an email. Invite the panel members and one interview candidate per meeting invite. Send the invite.
Once the invite has been sent, you may wish to amend the meeting options so that external guests to the meeting, i.e. the interview candidate, cannot enter the meeting without first being admitted. To do this:
- Open Teams > Calendar. Browse to the scheduled date and time of the interview and double-click on the event to open the invite.
- Once the invite is open, select Meeting Options.
- This will open a browser window with the below meeting options. It is advisable, specifically for interviews, to amend the option for 'Who can bypass the lobby?' to 'Only me' so that everyone aside from the meeting organiser, including other panel members will be required to be admitted entry from the lobby. Once you have amended these settings, click Save.
- Schedule a new invite for each interview candidate and do not use the one invite for all candidates.
- Use the Microsoft Teams desktop app to take part in all interviews.
- Use the lobby function so that only the meeting organiser can enter the meeting and all others, including the other panel members and the interview candidate, will be required to enter the meeting via the lobby.
- Make a test call before joining the first interview of the day, to ensure everything is working as expected.
- Review the 'Working from home' information here for tips on working with poor network connectivity.
When an online meeting or class is recorded via Microsoft Teams, the recording is processed, and the video saved in the Stream app. The default privacy setting for these recordings is to restrict access to only those who participated in the recorded meeting. The guide below provides an overview on how to share these recordings saved in Stream to a class team in Microsoft Teams.