Covid-19

You can view general advice about Using IT services off campus and Using IT services for distance teaching.

Teams is recommended for video calling, hosting online meetings, teaching and for creating collaborative team spaces in which you can keep in contact with colleagues and others. A series of online training sessions are running to help support colleagues and students using these different features in Teams.

 NEW - Set up Teams meetings and events from inside Moodle

You can create Microsoft Teams meetings (and other live video/audio calling-style events) from anywhere you see the text editor in Moodle (e.g. in scheduler, announcements, forum posts, calendar events, pages, assignments etc). Up to 250 people can join these live events at one time.

Be aware that creating a Teams meeting space via Moodle does not automatically add it to your Outlook calendar (like it does when you create a meeting via Teams). You can add it manually, though.

There are no pre-requisites to use this feature. You don't need to be an existing Teams user, nor do you need to have any collaborative Team spaces set up. This feature simply creates ad-hoc meeting spaces which you and your students can join.

To schedule a meeting, seminar, lecture or other live event

Use the Teams button in the toolbar anywhere you see the text editor in Moodle. This adds a Teams meeting space link to your text.

Screenshot of Moodle text editor showing Teams button

Here is an example of creating an Announcement with a Teams meeting space linked. For a guide to using Scheduler (for online appointments with students), see the Scheduler section beneath this this.
 

  1. Open the Announcements section in your Moodle space.
    Screenshot of announcements section

  2. Select Add a new topic.
     
  3. Enter a subject.

  4. Type your announcement as normal. When you are ready to insert the Teams meeting link, select the Teams button in the editor toolbar.
    Screenshot of Teams button in Moodle announcement

  5. On the Create Teams meeting screen, in the embedded window, if prompted select Sign in (you may have to scroll down to see the Sign in button).
    Screenshot of Create Teams meeting window

  6. If prompted, enter your Lancaster University email address, username and password.

  7. If prompted, on the Permissions requested dialogue, click Accept.
    Screenshot of permissions requested screen

  8. Select the Create meeting link button.
    Screenshot of create meeting link button

  9.  Enter the details of your event and click Create.

    Try to use a unique name for your event e.g. MSCI100 Lecture 9am 1st April 2020

    Screenshot of event details screen

  10. Tick Open in new window if you want the meeting space to open in a new tab for your students (recommended).

  11. Click Add link.
     

You will be returned to your announcement where there will now be a Teams meeting link inserted. You can continue to write your post as normal.

It is recommended that you also insert the following link into your announcement so your students are able to access help joining the event: https://answers.lancaster.ac.uk/x/SA27AQ

Screenshot of completed Moodle announcement

At the time of the event

Go back to your announcement and click the meeting space link to join.

For guidance on how to join, including whether you need to download anything, see Joining online meetings, webinars and other events in Microsoft Teams.



Microsoft Teams is a multi featured collaboration tool. You can share and collaborate on files with groups, host conversations, video conference, meet online and chat with anyone. Teams is part of Office 365, and is integrated with Moodle for setting up live meeting and event spaces.

You can access Teams on any device by going to lancaster.ac.uk/office365 and logging in using WebLogin.



Looking for information about joining a meeting you've been invited to? See Joining online meetings, webinars and other events in Microsoft Teams.

Looking for help using Teams? Access the Communication and collaboration with Microsoft Teams online course or register for a Teams training session. You can also view a recording of the recent IT showcase event: Become a collaboration ninja with Teams

We also recommend joining the Office 365 User Group where you can get updates on the latest features, understand best practice around the University and post your own questions about Teams and other Office 365 apps.

Download our infographics




Frequently asked questions

 How do I access Teams?

Teams can be accessed from any device via the web by going to lancaster.ac.uk/office365 and logging in using WebLogin.

We recommend installing the app for easy access on Windows, Mac, iPhone, iPad or Android. You can use your devices app store or see the Teams downloads page for more information and links to download.

You do not require admin rights to install Teams on any Windows 10 PC, including ISS supported Windows 10 PCs.




 Is there a difference between Teams and OneDrive? Which one should I use?



OneDrive is a service for storing your files. Files are owned by individuals, though others can be invited to folders as collaborators if desired and files can be shared using links. As files are owned by individuals, your files are deleted when you leave the university.

Teams is designed for wider collaboration beyond just files, including on-going conversations, collaborating on planning, linking to other content such as web content and holding online meetings. It allows groups to be formed across departmental boundaries to collaborate. Files stored in Teams aren't owned by any single user, but can be updated, discussed and distributed by all members of the Team.

For more information about OneDrive, see Microsoft OneDrive help and training.




 Are there benefits of using a cloud-based Office 365 service like Teams rather than filestores?

Using Office 365 cloud-based services offers various advantages over personal and departmental filestores. These include:

  • Access to files from mobile devices;
  • Easier access to files from Macs;
  • Access to files from anywhere in the world without requiring VPN;
  • No need to spend time mapping network drives – just install an app on any device for immediate access to files;
  • Ability to selectively synchronise certain files for offline access with ease;
  • Ability for multiple people to edit Microsoft Office documents at the same time, however they open the file (desktop app, web app or mobile app), avoiding the file conflicts that occur frequently in departmental filestores and making business processes more efficient;
  • Significantly higher default quota meaning the vast majority of people will never run in to quota-related issues (2TB in Microsoft OneDrive versus 10GB in personal filestore, 250TB per Team);
  • Complete and immediate control over who you share teams, files and folders with, without having to wait for requests to be fulfilled;
  • Ability to generate shared links to files;
  • Ability to collaborate with those external to the University;
  • Ability to easily collaborate and share files with students;
  • Ability to form groups and collaborate across traditional departmental hierarchies with ease (for example, for cross-department projects);
  • Direct integration into Microsoft Office, meaning all files are constantly automatically saved, so you don't have to remember to use the save button and never lose any data;
  • Direct integration to Outlook, meaning files are shared securely using links, discouraging the poor and inefficient practice of sending email attachments.




 What is the difference between Teams and other related services such as Slack, Skype or Dropbox?

Lancaster University has specific contracts with Microsoft governing data security. University data should not be stored or transmitted using other cloud storage or collaboration services.




 How do I manage files in Teams?

You can store files directly in Teams using the Files tab that appears by default in each channel. Use the toolbar to create or upload files. They can also be dragged and dropped directly into the Teams file interface. Each team has 250TB of storage space.

Storing files directly in a team offers the advantage that the files are not owned by any one individual and will not be removed if an individual leaves the university – they will remain in the team for as long as the team exists.

If you find it easier to navigate files using File Explorer (Windows) or Finder (Mac), you can get direct access to your Teams files in this way if you wish. See: Accessing OneDrive and Teams files in File Explorer or Finder.




 Can I share files that I have stored in teams more widely than the team e.g. with the whole university?

Yes, you can create links to files that you have stored in teams which can be shared with the entire university if you wish. For more information about how to do this, see Share Microsoft Teams files widely within the University.




 What is the difference between public and private teams?

A public team is available to all university staff and students to join and access if they wish. The team is automatically published in the teams directory (when you click the Join team link). This option should only be used when you are happy that the entire university can join your team if they wish.

A private team is one where the owner(s) control the membership. Members can be added manually on a named basis by the owners, or can join using a code which has been generated by a team owner. This option is the default and most frequently used option when setting up teams, and should be used when a higher level of privacy is required.




 What classifications of information can be stored in Teams?

You can store Ordinary, Confidential, Restricted and Personal information in Teams, including special category personal information.

If storing Restricted and Personal information then you must use a private team and ensure the Team membership is appropriate for the data being shared.

When sharing personal data externally a data sharing agreement or contract with GDPR clauses should typically be in place (unless we have consent of the individuals). These should be in place for any data sharing arrangements that are already set up, but you are advised to check it is the case. For any new arrangements, the Information Governance Team can be contacted for advice.


Note that you are responsible for the security of data that you store, share and access in cloud services such as Teams, and should take particular care when working with confidential, restricted and personal data.

See Security of data and information for further information on securely storing, sharing and transferring information.



 Who else can access my data?

You have control over who can access files within your folders. The owner of any folders shared with you is responsible for controlling access to those folders.

For more on how to handle data please see our guidance on the Security of data and information.




 Is my data stored in the EU / on site at Lancaster University?

Data is stored in the United Kingdom by Microsoft and is GDPR compliant.




 Which meeting rooms can be used for Teams calls?

Certain meeting rooms are set up for Teams use by default. To view a list of rooms, go to the Web room booking system and in the Room Requirements filter on the right select fac/Teams/Skype. This will give you a filtered view of just the rooms which are set up ready for Teams use.

In these specific rooms, you should log in to the PC in the room (rather than using your own laptop), go to Teams and you will find it automatically connects to the in-room webcam and microphone, ready for you to use.




 Can I use Teams to host webinars and similar online events?

Yes, for full instructions see Hosting webinars using Microsoft Teams.




 Do I need to use the VPN for Teams access off campus?

No, you don't need to use the VPN to access any Office 365 service.

In fact it is recommended that you are not connected to the VPN while conducting online meetings and video conferences as it may cause degraded performance.




 Can I communicate with external people and/or students?

Yes. You can add external people and/or students to Teams. Students have the same access to Teams as staff do. External people will need to sign in with a Microsoft account. If they don't already have one, they can sign up for one for free.

You can also invite external people and/or students to one-off meetings without them being added to a specific Team. You can do this using the Calendar tab in teams and by clicking New Meeting. Alternatively if you have installed the Teams app, you will also see a New Teams Meeting button in your Outlook calendar toolbar. All the other participants needs to do is follow the instructions they receive in the email they will get from you. They can join from any device.




 Do I need a headset or other equipment?

Using a headset or headphones for making and receiving calls is recommended. Ensure this is set up prior to attempting a call. If you don't have one, you can request a headset.

You may also need a webcam if you are using a desktop PC (laptops and tablets will have these built in). If you don't have one, you can request a webcam.




 Do Teams expire?

After 2 years of not being used, a team will be automatically deleted (cleaned up). The owner(s) or creator (if no owner) will be notified 30 days, 15 days and 1 day before the expiry date that this is going to happen, and will have an option to renew the team and say it is still in use.

If the Team owner has left the University, the same process will occur, except that nobody will receive the notifications. For this reasons we recommend that each Team has at least two owners.

To find the expiry date for your team, and renew it, follow the instructions below:

  • From the Teams list/grid, or from within your Team, click the three dots next to your Team name



  • Select Manage Team

  • Click Settings

  • Scroll to the bottom and click Team expiration to expand this box



  • Click the Renew now button at any point, and the expiry date will be extended two years into the future.




 How do I turn on live captions?

This must be done by each individual attendee. To do this they need to follow these instructions: From within the meeting, click the three dots button and then select Turn on live captions

 Where can I find out more about records management, retention and governance for university data?