The information posted here is intended to help faculty use Microsoft Teams in support of online instruction (students, go here).
Need more help? Expand instructions to see the steps, to click to a PDF with screen captures, and to watch videos which show the process.

Create, record, and share class sessions

Prepare and share your lecture materials in three steps: create a meeting of a special type called a “Teams Meeting,” record that meeting, and then share it. Your students don’t need special software and this expands their capability to receive instruction. Instructors, you do not need an actual Team, nor special installed programs, to do these steps.

  1. Navigate to the Office 365 portal, at https://portal.office.com
  2. Log in with your ID in the format ename@colostate.edu
  3. Select the Outlook App in the list of apps
  4. In the Outlook app, click on the Calendar icon located on the bottom left side of the screen
  5. In the Outlook calendar, click on the New Event button on the upper left side of the screen
  6. In the event window, provide a unique title
    • Note:  It is recommended to title the event the name of your Canvas course with the date of the recording
    • IMPORTANT: you must select Teams meeting – this appears either in the Add online meeting dropdown, or on the main event window as a toggle control in the right third of the screen
  7. Enter in the date with a start and end time of when you anticipate the meeting to be over
    • Note: The end time is important, as the video will not save until the end time has passed
    • Note: no attendees need to be added if you’re scheduling a Teams meeting for the purpose of pre-recording a classroom session
  8. Click Save on the top left of the screen when all settings have been entered

See these instructions in PDF format with screen captures of important steps for more information.

Video of these steps.

  1. Navigate to the Office 365 portal, at https://portal.office.com
  2. Log in with your ID in the format ename@colostate.edu
  3. Select the Teams in the list of apps. If you don’t see Teams, click All Apps and then find Teams in the list.
  4. Click the Calendar App Icon on the left of the Teams screen
  5. Click the meeting created for this recording (see “Create a Teams Meeting using the Office 365 Portal” on this page)
  6. Click the Join button in the upper right corner.
  7. When the meeting starts, choose options to enable/disable your webcam and microphone. Click the Join Now button to start the Teams meeting.
  8. If your webcam and microphone are not working correctly, click on the Devices link to choose your Speakers, Microphone, and Camera.
  9. To share your screen, click on the Share icon from the meeting controls menu.
  10. On the Share your Screen window, there are options to share your entire screen, an application window, or an individual Chrome tab. Click on the appropriate tab, choose the screen/application/tab to share, and then click on the Share button.
    • Note: if you have a Mac, you will have to give these apps some permissions to share your screen. See “Sharing Permissions for Mac” near the bottom of this page.
  11. To stop sharing your screen, click on the Stop Sharing icon from the meeting controls menu.
  12. To record a Teams meeting, go to the meeting controls, click on the More actions button (3 dots), and select Start recording.
    • Note: if the meeting controls are not visible, move your mouse cursor.
  13. To stop a recording, go to the meeting controls, click on the More actions button (3 dots), and select Stop recording.
  14. To end the meeting, go to the meeting controls and click on the Hang up button (phone icon).
  15. The recording is then processed (which could take awhile) and saved to Microsoft Stream, and then it’s ready to play.
  16. A link to the recorded meeting (which will be in Microsoft Stream) will appear in your chat history visible from Teams.

See these instructions in PDF format with screen captures of important steps for more information.

Video of these steps.

A recording of a Teams meeting must be processed (which could take awhile) and saved to Microsoft Stream, before it can be shared.

  1. Navigate to the Office 365 Portal at https://portal.office.com
  2. Log in with your ID in the format ename@colostate.edu
  3. Select the Stream App in the list of apps. If the Stream app is not appearing, click on the view all apps icon and search for Stream on the top of the page.
  4. In Stream, click on the “My Content” dropdown on the top of the screen and choose Videos.
  5. Click on the name of the video you want to share, to open the video. Under the video click on the more actions menu (3 dots) and select “Update video details.”
  6. To enable Closed Captioning for a video, select the video language from the Video Language dropdown on the left side of the screen under Details.
    • Be sure the “Autogenerate a caption file” checkbox is checked (on the right side of the screen under Options, captions).
  7. To share the video with students in a course, check the “Allow everyone in your company to view this video” checkbox under Permissions.
  8. Click “Apply” at the top of the screen.
  9. Stream will open and start playing the video.
  10. Below the video, click on the Share icon.
  11. On the Share window, click on the copy button to copy the link to the recorded Teams video.

This link can be inserted into a canvas page as an external link, or added into a Canvas module as an external link, or emailed directly to your students.

See these instructions in PDF format with screen captures of important steps for more information.

Video of these steps.

Managing videos in Microsoft Stream

No. You can rename the recorded meeting by accessing it using steps noted at the end of the ‘Start/Record a Teams meeting’ section. Optionally, you can use the steps noted in the section ‘How do I find a Teams Meeting that was recorded and then saved to stream?’ to locate the recording in Stream and change its name.

A Teams meeting recorded to Microsoft Stream can usually be accessed using the “Chat” history within Teams. If a recorded meeting isn’t viewable as a link from your chat history in Teams, or if you need to access a past recorded meeting, you can do so directly from Microsoft Stream using the steps below.

  1. Navigate to https://portal.office.com
  2. Enter your eID as ename@colostate.edu as shown and click “Next”
  3. Enter your eID password and click “Sign In”
  4. Once signed in, click the “All Apps” icon
  5. Scroll down the list of apps and click “Stream”
  6. Click “My Content” link in the menu
  7. Use the ‘Search’ and ‘Sort by’ options to locate the recording
  8. Select the recording by clicking on it in the resulting list
  9. Hint: To rename or edit share settings for the recording, click the ellipsis and select “Update video details”

See these instructions in PDF format with screen captures of important steps for more information.

Video of these steps.

If you have created other video types than just recorded Teams meetings, you can also upload those. Having these videos in Stream also allows for that service’s automatic Closed Captioning for accessibility.

  1. Navigate to https://portal.office.com
  2. Log in with your eID username and password.
  3. Click the “All apps” button to expand the list of apps.
  4. Select Stream from the list of apps. It should open in a new tab when clicked.
  5. Click on “Create” and select “Upload video” from the dropdown menu.
  6. Drag and drop or browse to the file that you would like to upload.
  7. Once the video starts uploading, you can begin naming it, setting permissions, and ensuring that closed captions are generated:
    1. The “Details” tab is where you name the video and set the description.
      • Note: Please make sure the “Video Language” setting correctly reflects the video content.  This setting allows automatic closed captioning.
    2. The “Permissions” tab allows you to set permissions for the video. For the greatest chance of compatibility, please ensure that “Allow everyone in your company to view this video” is checked.  If your video needs more restrictive permissions, apply them as you see fit.
    3. Next, go to the “Options” tab and ensure that “Autogenerate a caption file” is checked. If you would like to upload a custom caption file that you have generated on your own, then you can upload those instead of using the Autogenerated captions.  Upload your own caption files using the “Upload a subtitle file” button.
  8. Once you have all the video settings configured, press the Publish button.
  9. The Share button which appears next to the Publish button will pop up a page with a direct link to the video, as well as options to embed the video.

See these instructions in PDF format with screen captures of important steps for more information.

Video of these steps.

Other Topics

Note: This process is recommended for hosting Open Office hours. For instructions how to pre-record a lecture, please refer to the other sections higher on this page.

  1. Navigate to the Office 365 Portal at https://portal.office.com
  2. Log in with your ID in the format ename@colostate.edu
  3. Select the Outlook App in the list of apps.
  4. In the Outlook app, click on the Calendar icon located on the bottom left side of the screen.
  5. In the Outlook calendar, click on the New Event button on the upper left side of the screen.
  6. In the event window, provide a unique title.
    • Note:  It is recommended to title the event as “Office Hours” with the date of the recording.
    • Optional: Invite attendees.
      • To use this an an open office hours, leave the Invite attendees blank.
      • To invite individual students, search for the students by typing in their name. This name-search function will work just as it would in an outlook email.
    • IMPORTANT: In the Add online meeting dropdown, you must select Teams meeting.
  7. Enter in the date with a start and end time.
  8. Click Save on the top left of the screen when all settings have been entered.
  9. Navigate to the meeting in the outlook calendar. Click on the meeting name, right click on the Join Teams meeting text, then choose Copy link address.

Video of these steps.

To enable screen sharing on a Mac running macOS Catalina/version 10.5.x, remember to grant permissions at System Preferences -> Security & Privacy ->  under the Privacy tab in the Screen Sharing section.

  • If using the web version of Teams in Chrome, grant permission to Google Chrome.
  • If using the stand alone MS Teams app, grant that app access.

See these instructions in PDF format with screen captures of important steps for more information.

(Advanced) – Microsoft Whiteboard is a tool, included in the online portal, which can be used as a freeform digital canvas. If you are already recording a Teams meeting you can include this in what your viewers see.

  1. Start and begin recording a Teams meeting, as described in the steps above.
  2. Share your entire desktop: click the share button in the action panel of the Teams meeting near the bottom of your screen. (You might have to move your mouse around to reveal the action menu.)
  3. The share button will bring up the share menu.  Select Screenshare your DesktopDo not select Microsoft Whiteboard, even though you see it here.
  4. On the window that pops up, select your entire screen by clicking on the small image of your desktop, and then push the “Share” button.
  5. Now that you are sharing your screen, click back to the tab with Microsoft Office Home (the portal tab), or open a new tab and navigate to https://portal.office.com
  6. Find and click the Whiteboard app in the list. You may have to click the “All Apps” icon first to find Whiteboard.
  7. When you click on Whiteboard it should open in a new tab.
    • If asked to log in, you should be able to gain access by simply clicking your username.
  8. All the actions that you take in Whiteboard will be shared in the Teams meeting since you are sharing your whole screen.
  9. When you are finished with Whiteboard, switch tabs back to your Teams meeting and stop sharing your screen. Your Teams meeting will continue, but you will just no longer be sharing your entire desktop.

Definitions and Tips

Microsoft Stream is an Enterprise Video service where people in an organization can upload, view, and share videos securely. You can share recordings of classes, meetings, presentations, training sessions, or other videos that aid your team’s collaboration. More info at https://docs.microsoft.com/en-us/stream/overview 

Microsoft Teams is a collaboration and chat platform designed to simplify group work; it integrates with other Microsoft services and allows users to access shared files and calendars, do collaborative editing, and experience easy switching between voice, video, and text chat. Individual teams can be created with various users; inside a team different channels can be created, which are hubs for threaded conversations.

Teams is available to anyone with an eID. Please note that creating, hosting, and recording Microsoft Teams meetings does not require you to be in any Team or have any special software installed. Sections here illustrate how to do those actions, and how to share the links with your students.

We recommend using Chrome to access Teams. Optionally, you can use the downloadable Teams client software for PC or Mac.

Prereqs

You do NOT need a Team for your class

You do NOT need software (e.g., the Teams app)

You SHOULD use the Chrome browser (firefox and Safari cause problems)

Student?

Visit Microsoft-Teams-Students.

Top Topics

  • Having trouble with Safari or Firefox? Please use the Chrome browser
  • Do I need a “Team” for each class? No, actual Teams do not need to be created for these topics!
  • Do I need the “App” installed? No, please use the Chrome browser and access via the office portal.
    • Using the web version is the most consistent across mac and PC.
    • Power users may install and use the app; the steps will be similar but not identical.