Covid-19

You can use the information on this page to help with using IT services for teaching remotely. If you are looking for general information about using IT services when not on campus (e.g. calling/LUSI etc), please see: Using IT services off campus.

An online support community has been created to support teaching and support staff around distance teaching considerations. Join the Covid-19 online teaching and learning support network now.

There are a range of IT services available to help support teaching at a distance - this includes the preparation of online teaching resources using various methods, such as voice recorded over your PowerPoint slides, screen recordings and other videos; as well as using Microsoft Teams to run live events such as seminars.

The delivery methods you choose can depend on your audience, location and time, as well as the software you can access. This page details the options available. There are also some key considerations to bear in mind when designing remote teaching experiences.

Key considerations

Recorded content (slides, screen recordings, video and audio)

 Video summary of options for recording content
 Tool to help decide which software to use

The tool below can help you decide which service is the best for your circumstances




It's really important to remember privacy when screen recording in Panopto, eStream, Microsoft Teams and other tools that support this functionality. Remember - when you record your screen - everything that appears on your screen is recorded and will be visible to people who watch that video. Best practice is to ensure you close down other apps, particularly Microsoft Outlook, other email and messaging apps, to ensure no private correspondence or other private data is recorded.

Using PowerPoint (for slides, voiceover or video)

Microsoft PowerPoint allows you to record an audio voice-over on PowerPoint slides using the Narration feature. This is useful so you can ensure the timings are correct or on each slide and so that students can progress through at their own pace. The audio is saved as part of the PowerPoint file. You can also save the presentation as a video if needed.

In PowerPoint 2019 you can also record webcam video as part of the presentation.

 Recording audio or video over a PowerPoint

You will need to record the audio using the desktop version of PowerPoint (as the Narration feature is not part of the PowerPoint web app).

Whilst recording audio, you should not speak during any transitions within your presentation as it will not record the audio whilst the slides are changing.

The video below shows how to record audio or video over a PowerPoint and then export it to a video format (using PowerPoint 2019). Step by step written instructions are below.


Accessibility

If you are recording an audio voice-over on your slides or producing a voiced over video of your slides using PowerPoint, you should also provide a transcript (e.g. word document or PDF of your voice over script) or detailed notes in the PowerPoint presentation for those who cannot hear the audio.

Auto-captions are available in PowerPoint 365 or PowerPoint on the Web only when doing a live presentation.

See the Accessibility checklist for PowerPoint slides for more information on accessible PowerPoint slides.  


 Create presentation with audio or video voice over (Recommended process)

 Step 1: Recording the presentation

If you want to voice-over your entire presentation, this is the recommended method. It will enable your voice-over to play automatically when the slides are presented.

These instructions are slightly different in PowerPoint 2019 compared to PowerPoint 2016, note that you can only record Webcam video in PowerPoint 2019. Please select the version you need:

 Step 1: PowerPoint 2019 instructions
  1. Ensure you have a microphone enabled/connected and your presentation open in PowerPoint.
    If you wish to record video ensure that you have a webcam enabled.

  2. Click Slide Show on the top task bar.

  3. Click Record Slide Show.

  4. Click Record from Beginning…

    Record from the beginning menu option


  5. Click Settings to check the correct microphone is selected. Note that if you are using PowerPoint 2019 you will also have the option to record video using the camera shown.

    Setting option showing microphone

  6. If you are just wanting audio recording on your presentation, you need to ensure your webcam does not record - check there is a line through the camera icon like the image below. If you record the video in this way you will create a very large file which may struggle to play in certain places e.g. China. If you wish to record video from your webcam, ensure there is not a line through the camera icon.

    toolbar showing microphone and video toggle keys

  7. When you are ready, Click Record.

    Toolbar for recording narration

  8. Wait for the 3 second countdown and then simply speak over your slides and press the next arrow when you want to move on to the next slide.

  9. If you need to pause your presentation whilst recording, press the pause button in the toolbar. When you are ready to stop the recording, press the Stop button in the toolbar.

    Toolbar whilst recording narration

  10. To close out of the narration screen, press the cross in the top corner to return to the PowerPoint desktop.

  11. Run the slide show and listen to your audio recording.





 Step 1: PowerPoint 2016 instructions
  1. Ensure you have a microphone plugged in and your presentation open in PowerPoint.

  2. Click Slide Show.

  3. Click Record Slide Show.

  4. Click Record from Beginning…

    Record slide show from beginning button

  5. In the Record Slide Show window, ensure both options are ticked, to record both the slide and animation timings, as well as the narrations, ink and laser pointer options.

    Record slide show window

  6. When you are ready, Click Starting Recording.

  7. When the slides have loaded, start to speak your voice-over.

  8. Click the Next button from the mini toolbar to move to the next slide.

    Mini toolbar for narration recording

  9. If you need to pause your presentation whilst recording, press the pause button in the toolbar.

  10. When you are ready to stop the recording (usually at the end of the slides), you can right click and select End Show.

  11. Run the slide show and listen to your audio recording.




 Step 2: Reducing file size

Recorded audio is saved as part of the PowerPoint presentation file. It will make the file larger. There are some options available to decrease file size, like compressing images in your presentation, although it can impact on quality.

  1. From a slide, click on an image or sound icon from your audio recording.
  2. From the Format tab, click Compress Pictures.
  3. Remove the tick from Apply only to this picture.
  4. Change the resolution to Print (220ppi).

    Compress Pictures window

  5. Click OK.


 Step 3: Save the presentation with audio
  1. Save your file as usual - as a PowerPoint Presentation. The audio narration will also be saved within the PowerPoint file.

If you are planning on sharing your presentation with others e.g. students, they will need to play the slides once opened. Once the slides are opened the recipients will need to play the slides by clicking Slide Show > Play from the beginning/From Beginning and then clicking the sound icon to play the sound on the slide.





Other options:

 Recording comments over an individual slide

The record audio feature lets you record audio and add it to specific slides. By default, users will need to click the audio icon on the slide to play the audio. If you want to record audio for the entire presentation, it is recommended that you use the narration feature described above.


  1. Ensure you have a microphone plugged in.

  2. Click on the slide you wish to record audio for.

  3. Click Insert on the top task bar.

  4. Click Audio.

  5. Click Record Audio…

    Record my audio option

  6. Give the audio a name, if desired.

  7. Click the Record button (red circle shape) to begin recording.

    Record sound window

  8. When finished, click the Stop button.

  9. Click OK.


If you want the audio to play automatically on the slide when in presentation mode, you will need to change the setting to start automatically.

  1. Double click the Speaker image on your slide.

  2. Under Audio Tools, click the Playback tab.

  3. Select whether audio should start automatically or when clicked.

    Audio Tools playback tab




 Delete Audio Recordings

When an audio recording is added to the slide, an audio icon is displayed on the slide.

To clear all narrations:

  1. From the Slide Show tab, click Record Slide Show, select Clear and then Clear Narrations on All Slides.

To delete an individual audio recording:

  1. Click on the audio icon on the slides and press 'Delete' on the keyboard.




 Compress Media (Windows version)

Compressing the media (video, images, audio) in your presentation can reduce overall file size but can affect quality. You have the option to choose how much compression occurs - the HD option will still provide a good quality presentation, whereas the standard option will compress it to a smaller file size but compromised on quality. You might not want to use the standard option in some circumstances e.g. if you are presenting detailed information on charts.

This option is only available in PowerPoint desktop version in Windows. Compression amount depends on how much media you have in your PowerPoint presentation.

  1. From the File tab in the Info section, click Compress Media.

    Compress media menu showing full HD, HD and Standard options

  2. Choose quality to compress - compressing starts.
  3. Click Close.
  4. Save file.




 Save the presentation as a MP4 video

You can create an MP4 video of your presentation, which includes your media, narrations and animations.

This can create a large file and it is recommended you try to compress media before exporting to video.

  1. Click the File tab.
  2. Click Export.
  3. Select Video Quality Required e.g. HD or Standard.
  4. Choose to Use Recorded Timings and Narrations.
  5. Click Create Video.

    Create a video export option

  6. In the Save As box, choose location to save the MP4 video, and give it a suitable file name, then click Save.
  7. Depending on the length of your presentation it can take a while for the video to be created.

 







Using Panopto (for screen recordings, voice, video and slides)

While Panopto is often used for capturing and the playback of lectures, it can also be used as a recorder to capture your screen, as well as slides, voiceover and webcam video. The created video can be easily published to Moodle, and auto captions can be generated. You can learn more about accessing and using Panopto below.

 Recording slides, video, audio and screen recordings in Panopto


Panopto is a solution for the capture and playback of lectures and other teaching content.

Panopto is used to securely capture lectures, broadcast events, deliver training and to give existing media new uses.

Panopto is only available to University staff to capture and edit recordings at the present time. Students can view recordings through their courses' Moodle pages.

Using Panopto, you can record:

  • PowerPoint slides;
  • PC screen;
  • Laptop;
  • Visualiser;
  • Lecturer audio;
  • Programme audio; and
  • Lecturer video (where applicable).

Panopto automatically synchronises all the content, then produces the video. This significantly reduces the amount of time needed to make recordings available to viewers.

After a recording is complete it remains in a private folder, only accessible by the requestor and other teaching staff on the module (if applicable). Once the lecturer has approved a recording, it is made available to students on the module via Moodle.

Accessibility

Once you have recorded your Panopto video you need to turn on Auto Captions. These captions (subtitles) can be generated in a quarter of the time it takes to play the video.

 Adding automatic captions in Panopto

Panopto has an Automated Speech Recognition feature, which can produce transcripts and captions for the audio of a recording. These captions can be added to the recording with the following steps:

  1. Open the editor for the required recording.

  2. Choose Captions from the Left hand menu.

    captions menu

  3. Click Import captions and then choose Import automatic Captions.


    import captions

  4. Review the Captions in the editor and edit as required to ensure accuracy.

  5. Click Publish to save any changes.

Now when viewing the recording click the CC button to show the captions.

Downloading Panopto captions

The captions can be downloaded as a text file so they can be edited separately to Panopto.

  1. Find the session with the required captions.

  2. Click the Settings icon.

  3. Choose Captions from the left hand menu.

  4. Choose either Download file that is the captions as they appear on the video with any changes made or Download unedited caption file which is the original text as generated automatically.

    download captions file




Looking for help using Panopto? Register for an Panopto training session.

 Accessing and installing Panopto

The Panopto lecture capture software can be installed on an office computer to allow recordings to be made in offices.

Before you can install Panopto on your office computer, you will need to have requested to be added to the Panopto Staff group.

Once you have been added to the Panopto Group, you can access the Panopto desktop application via AppsAnywhere.


Alternatively:

  1. Navigate to: http://dtu-panopto.lancs.ac.uk/panopto

  2. From the top right corner, select to sign in using Moodle, then log in using WebLogin.

  3. From the top right corner, click Download Panopto.

    Download Panopto link in top-right of screen

  4. From the dialog box that appears, select your operating system.

  5. Run the panoptorecorder.exe file that is downloaded.

  6. Follow the on screen instructions.

Once Panopto is installed, you will need a microphone for audio and (if required) a webcam for video.

  1. You will be presented with a list of recordings which you have access to which will include your recent recordings and any from modules you teach.

  2. Click the Everything button to show all the recordings you have access to, not just recent recordings.

  3. Click Browse to show all the folders you have access to, including private and public. This may make it easier to find the recordings you are interested in.





 Making a recording on your PC

Panopto recordings can be made manually from any computer with the Panopto software installed.

To install the Panopto software you will first need to request to be added to the Panopto Staff group.


You will need a webcam and microphone to record audio and video, Panopto will automatically be set up to record your screen.

You will then be taken to the Panopto recording screen where you can set up your recording as shown below:


 

Record using these settings:

  • Folder: You will need to choose a folder to record into, this may be a personal folder or a module folder. Click the downwards pointing arrow to choose a folder. Only folders you have access to will be shown. If you have recently used a folder it will be shown at the top of the list.

    Staff should choose the folder for the module e.g. ECON100 rather than use their personal folder. This will keep all course material together making it easier to find in the future 

  • Name: This gives the recording a name, this can be changed later on in the Panopto portal.

Primary Source:

  • Video: Ensure that your webcam is selected in the video dropdown box. If presenter video is not required then choose None from the video dropdown box.

  • Audio: Ensure that the correct microphone is selected in the audio dropdown box — you should see the audio level meter flashing green to indicate your voice is been detected. An audio source is required for a recording to be made.

  • Quality: Standard quality is the default. If only presenter video is required then select high quality to record a larger presenter image.

  • Capture Computer Audio: Tick this box to capture sounds from your computer. You should use this if you have videos or audio tracks you wish to record. This audio is captured as well as your microphone.

Secondary Source:

  • Capture PowerPoint: This allows Panopto to directly capture your PowerPoint slides and index all the text in the slides to make it searchable. Slide titles are also used to provide navigation points when watching the recording.

  • Capture Primary Screen: This makes a recording of your computer screen and will capture whatever is showing on the screen at any time allowing any presentation materials to be recorded regardless of what program you use (e.g. Web Browsers, PDF’s, Word documents, etc.).

  • Capture Screen 2/3: If there are multiple screens on the computer, then they can also be recorded.

  • Add Another Video Source: Allows extra recording sources to be added (for example, from another camera).

The preview of your screen capture is disabled by default. To check you are recording the correct content click the “Enable screen capture preview” box.

Secondary Capture Source Settings:

It is recommended to leave these settings as default.

  • Max resolution: The default resolution of 1920 x 1080 is suitable for most recordings. However you may reduce the resolution if you wish.

  • Bit Rate (kbps): The default of 340 will capture text and standard images in sufficient quality for most viewers. If extra detail is required or very small text or numbers are on screen then this can be raised.

  • Frame Rate: 4 frames as a default will suit static images and text as well as PowerPoint transitions. If video is been recorded, then this should be raised to 15 Frames or more. Alternatively you can provide a URL link to the video in your presentation.

    All secondary capture sources are recorded under separate tabs which allow the viewers to choose which source they watch. You can preview each secondary source by clicking on the named tabs on the right hand side of the screen.

Recording:

To begin recording press the record button, then begin presenting. Once you are finished press the stop button to end your recording.





 Publishing a Panopto video to Moodle

Watch the video or follow the step by step instructions below to learn how to make a Panopto recording available on a Moodle page.


The process to publish a recording to Moodle no longer requires recordings to be moved between folders. You will be able to publish any videos you have access to, regardless of where they are stored in the Panopto portal. You can also publish the same recording to multiple Moodle pages.

Panopto videos are added to the main content area of Moodle courses by default.

  1. Navigate to your Moodle Space.

  2. Turn Editing on.

  3. Scroll to the location you want the video and click Add resource or activity.

  4. From the list, select Panopto Video, then click Add.

  5. Add a name and description for the video.

  6. Click Choose Panopto video.

  7. Click Panopto from the left hand pane.

  8. Navigate through the folders in the right hand pane to find the desired Module folder and recording you want to add.

  9. Select the required recording and a preview pane will pop up, confirm you have the correct video and click Select this file.

  10. Click Save and Return to Course.







Using eStream (for screen recordings, voice and video)

eStream allows you to record your screen, webcam video and voice. eStream can be used to store and host videos created videos, or the created video can be published directly to Moodle. There is no auto captioning function, but you can manually upload captions to a video.

 Accessing and using eStream

To access eStream, go to estream.lancaster.ac.uk and log in using WebLogin.

A collection of training videos about using eStream to create, upload and host videos is available below:


 Uploading videos to eStream

  1. When signed in to eStream and on the home page, on the top bar, click Create > Upl{multioad.

  2. Click Upload Video or Audio Files and choose the chosen file to upload (or simply drag the video from your desktop/folder).

  3. Enter the details for the video before upload (name, description). You can also make the video private by ticking the Private box (making it invisible to the public on the eStream homepage).

    eStream Upload page
     
    1. If you are uploading a recording from Zoom, choose Alternative (for videoconference recordings) as the Media Profile.
    2. If you are uploading for international use,choose Medium as the Media Profile.



  4. Click Select Categories and choose a relevant category for the video.

  5. Click Confirm Selection > Confirm and select Start Upload.

  6. Once the upload is complete, a link will appear taking you to the video.





Accessibility

eStream does not currently have auto captioning. To add a caption file to an eStream video you will have to manually upload a caption file to the eStream video (like an .srt file). If you do not use captions you should provide an alternative for those who cannot hear the video, such as a transcript (e.g. word document or PDF of your script) or detailed notes.

 Creating Captions

 Creating captions (subtitles) with Subtitle Edit

There is a handy tutorial on how to create subtitles on the Open Subtitles Blog.

  1. Go to Video at the top of the screen, and click 'Open video file'.

    Opening a video by going to Video and then Open Video File.

  2. Choose the video you wish to caption and click open. The video will now display in the top right section of Subtitle Edit.

    The Video Pane in Subtitle Edit


  3. Click in the section below the video. This is the waveform for the video's audio and you can use it to see when audio stops and starts.

    The Waveform Pane in Subtitle Edit.


  4. Right click in the 'List View' pane and 'Insert Line'. From here you can add lines of subtitles in the text pane and change their duration. The default is two (2) seconds, so you may want to change this.




  5. If the lines are too long, you can use 'Auto br' to break long lines over two lines, or right click on a line and click 'split' to to split the lines into two separate subtitles altogether.

    The Auto br Button in Subtitle Edit.The Split Line Option in Subtitle Edit.


  6. When you are ready, click 'File' and 'Save As' to save your subtitles in a .srt file that you can upload.

    File and Save As in Subtitle Edit.

 Creating captions using Camtasia Studio


 Creating captions using YouTube

YouTube enables you to add captions to a video by:

  • creating new captions from scratch
  • uploading a file
  • transcribing and auto-syncing
  • use automatic captioning

For further help on creating captions for YouTube videos, read Google's YouTube help page on adding your own subtitles & closed captions. Once you have created captions in YouTube there is an option to download the caption file.


 Creating captions using Microsoft Stream

Videos hosted on Microsoft Stream are only available to Lancaster Staff and Students at present.

You can add captions to any video using Microsoft Stream. You will first need to upload your video to Stream, and then follow these instructions:

  1. Go to https://web.microsoftstream.com/

  2. At the top of the page, click My Content > Videos

  3. Find the relevant recording, and click the pencil icon to Update video details



  4. Under Details select a Video Language



  5. Click Apply - the captions will now be generated, which will take a few minutes. When they are ready, the closed captioning symbol will appear in the bottom right of the video.


 Uploading captions to eStream

You will need a .srt file to upload captions (subtitles) to your eStream video.

  1. Go to the uploaded video on eStream which you have captions for and click on it. Go to More > Manage Subtitles > Upload Subtitles (.srt).

  2. Find your saved captions(subtitles) on your computer and click Choose.

  3. Your captions are now saved and will appear on the video (even if the video has been previously embedded or linked elsewhere).

    Screenshot of upload confirmation on eStream

Using devices to record audio or video

You can create short audio or video recordings using the in built apps on your device:

 Android devices

The below instructions are for Samsung devices, but should be similar for all android devices

Recording video on Android

Recording voice on Android




Live events (seminars, webinars, group and 1-1 tutorials etc)

Microsoft Teams is the recommended tool for any live events, for example webinars, for carrying out group tutorials or to allow online video or voice conferencing for class discussions. See the instructions below for information on how best to use Microsoft Teams for live events.

A series of online webinar-style training sessions is currently running on using Teams, including a workshop specifically around live teaching (lectures, seminars, meetings etc) using Teams. For more information and registration please see Microsoft Teams help and training. Alternatively it is recommended you view the recorded training session: Teaching online with Microsoft Teams
 Creating a live event/meeting space 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.

 Using Microsoft Teams for webinar sessions

There are various reasons you might want to host a webinar (a live online presentation), for example in support of student recruitment, running workshops for current students or staff, or presenting research.

Microsoft Teams is the recommended platform for hosting webinars, and the one on which support is available. It is part of Office 365 which means all staff and students have licences allowing them to host webinars or other online meetings at no cost. Anyone in the world will be able to join Lancaster-hosted webinars using just a web link – participants don't require licences.

Getting access to Teams

  1. Download Microsoft Teams from AppsAnywhere on your PC or Mac.

  2. Once downloaded, open Teams and sign in using yourusername@lancaster.ac.uk. If prompted log in using WebLogin.

Setting up a webinar

 Creating a new webinar
  1. From the Microsoft Teams Desktop App, click on the Calendar tab. Calendar tab

  2. Click the + New Meeting button at the top right of the window.
     
  3. Edit the meeting information – the Title, Start and End Time, and Details.
     
  4. Leave the Location and Channel blank.
     
  5. In the Add Required Attendees box, add the other Lancaster University members that will be facilitating the webinar by searching for their name.

    You need to invite at least one colleague. If you aren't hosting the webinar jointly, then you should invite at least one colleague regardless; this is a requirement of allowing the meeting to be set up, but the colleague(s) do not have to actually join it for the webinar to go ahead.

  6. Click Send - the new meeting window will close and your meeting will be added into the calendar.
  7. A link to the online meeting with be automatically generated and entered into the Details field. It will also include a link to our guidance for attendees (Joining online meetings, webinars and other events in Microsoft Teams) via the Help hyperlink. Double click on the meeting you have just created, to access the link to the meeting.

    Join Microsoft Teams Meeting hyperlink

  8. Copy and paste the Join Microsoft Teams Meeting hyperlink and following text. You can now paste this into the application/location of your choice – for example, an email to the participants you are inviting either one at a time or en masse, Moodle, Eventbrite or a web page. You may change the text if you wish to (for example, to 'Join Webinar' instead of 'Join Microsoft Teams Meeting') but the URL (hyperlink web address) must stay the same for it to work. In your joining instructions, we recommend including text along the lines of the following:

    When joining this meeting, we recommend that you use Microsoft Teams – either the PC/Mac app, the mobile app, or in a web browser like Google Chrome. If you are a member of the University, you should ensure you are signed in with your Lancaster IT account to avoid issues joining the meeting. Please see the further guidance on Joining Teams meetings if you need any help with any of these methods.



 Joining as a participant

Joining instructions which you should send to participants can be found at: Joining online meetings, webinars and other events in Microsoft Teams 



Managing a webinar

 Joining as a host
  1. Open Teams, select the Calendar tab, find the meeting and click Join.
     
  2. Adjust toggles as necessary for showing video, a blurred video background, and microphone. Audio and video toggles

  3. Check your Device Settings by clicking on the CogDevice Settings cog
    1. Check the correct audio settings are selected. If not, select the drop-down menu to the relevant setting (e.g. Speaker or Microphone) and select the appropriate device.
    2. Check the correct video settings are selected. If not, select the drop-down menu to the appropriate camera device to use.

      If you are going to be presenting a video during the webinar, please ensure you are in a quiet room where you can play the audio from your speakers (not via a headset).

      For more help, see the guidance on Playing Video in the Managing webinars section below.

  4. Click Join Now. The meeting window will appear.
     
  5. From here to can now edit the following settings:
    1. Incoming Video: You can turn off incoming video by selecting the three dot options, and clicking Turn off incoming video.

      Turn off incoming video

    2. 'Private Viewing': Private viewing enables the participants to move freely through any presentation that you are sharing. This means the presenter and the participants could be on different slides at any one time. You can disable participants from the Device settings menu (cog icon Device Settings cog ), deselect the Private viewing toggle option.
       
    3. Add additional Participants. From the Participant window Participant window:
      1. via global address list: start typing in a name and select the appropriate result when it appears. This also applies to previously added guests.
      2. via join info: click the link icon to the right on the invite someone field. This will add the joining weblink (which is also automatically added to your meeting details) to your clipboard. Contact the participant you want to add and Paste (Right click, Paste) the join info to that message.
         
    4. Add first message in the Conversation: From the conversation window Conversation window, type a message and press Enter. You can also add attachments, emojis, GIFs and more.




 Allowing participants to join

When external participants first join, they will be placed in a waiting lobby by default.

If you want to turn off the lobby for individual meetings so that everyone, including external participants, automatically joins the meeting without waiting in the lobby, you can do so by selecting the meeting in your Teams calendar after it is created and selecting Meeting Options.

If you decide to leave the lobby feature enabled, the organiser will receive a notification that a new participant is waiting in the lobby.

 Example of user waiting in the lobby

To approval or reject an attendee from the lobby, open the Participant window Participant button, and select the cross (to reject) or the tick (to approve) participants to join the meeting.

Participant window

You will need to accept external participants into the webinar, they will not automatically be admitted without you ticking to approve them joining.




 Managing your audio and webcam

Click the Video and Audio buttons along the bottom of your window to toggle those devices on and off. Video and Audio buttons




 Muting and removing participants

Mute participant

From the Participant window Participant button, click the 3 dot options menu, and then Mute participant.

Mute participant

Mute all participants

From the Participant window Participant button, click Mute All next to Currently in this meeting.

Mute All

Removing Participants

From the Participant window Participant button, click the 3 dot options menu, and then Remove participant.

Remove participant




 Recording the webinar

You record the meeting by selecting the three dot options and clicking Start recording.

Start recording


All participants will receive a notification warning them that a recording has started Recording has started notification. The recording is then stored within the conversation window Conversation button. You can then get a link to share it further.


Recording stored in Conversation window




 Chatting with participants

From the Conversation window Conversation button, type a message and press Enter. You can also add attachments, emojis, GIFs and more.

All participants have view of the conversation, as well as the ability to write their own comments. External participants will only be able to message and not share files. There is no private 1-1 chat functionality at the present time, though this may come to a future version of Teams.

As facilitator, you are able to translate participants messages should you need. That means you can invite participants to type in their preferred language, and you can translate the text directly in Teams. To do so, click on the three-dot options on the comment you want to translate, and select Translate.




 Presenting PowerPoint presentations, apps, videos and your desktop

Select the Open Share Tray icon Open Share Tray icon where you can share PowerPoint, a window, or your whole desktop. You can stop sharing your content at any time by clicking the Stop Sharing icon Stop Sharing icon.

If you need to send your system audio (for example, if you are showing a video) you should present your whole desktop and tick the Include system audio button.

System audio isn't shared when sharing individual windows or apps. You will need to use the whole desktop option.




 Reporting on a webinar

When the webinar has finished, you can review the chat history in Teams by either:

  • Clicking on the Chat tab, and locating the chat under Recent; or
  • Finding the meeting in the Calendar section and clicking Chat with participants.

This is also where any recordings will be saved.


Accessibility of Microsoft Teams

During a live event, the attendee can turn on live captioning if they are using the Team’s desktop app on their computer. Live captioning is currently a preview feature being tested so not available on all devices and browsers as yet.

If you have recorded an event you should apply auto captioning to the recorded video via Microsoft Stream (where the recording is stored). It can take some time to generate the captions depending on the length of your video. Once captions are generated a transcript of the video is also available. 

 How to view live captions in a live event

Live captions are currently only available in the Desktop app and a trial feature.

  1. During the online meeting, click the ... (more options) button on the toolbar

  2. Click Turn on live captions

    Live caption menu option

 Add auto captions to a Teams recording
  1. Go to https://web.microsoftstream.com/

  2. At the top of the page, click My Content > Videos

  3. Find the relevant recording, and click the pencil icon to Update video details



  4. Under Details select a Video Language



  5. Click Apply - the captions will now be generated, which will take a few minutes. When they are ready, the closed captioning symbol will appear in the bottom right of the video.

 View Transcript of video in Stream

When auto-captions are enabled for any video in Microsoft Stream, you will be able to view the transcript. By default, this will appear next to the video. If you cannot see the transcript next to the video, click View settings and select Show transcript.

Show transcript option




Frequently asked questions

 Can participants that join late still see the chat history?

Yes, chat will appear in the Team chat window allowing participants that join late to catch up. You can show the Conversation window by clicking on the speech bubble icon in the top right hand corner.Top-right corner icons - speech bubble icon third from left




 How can participants register for the webinar?

Registration for webinars should be done separately from Microsoft Teams using your preferred method. The most important thing is that, however you register participants, they are sent the link to join the Teams meeting at the appropriate time.




 Can participants have a private chat with presenters?

Currently, presenters and participants are not able to have private chats. However this may change as the software is developed.




 What actions can I restrict of participants?

To restrict audio:

Mute participant

From the Participant window Participant button, click the 3 dot options menu, and then Mute participant.

Mute participant

Mute all participants

From the Participant window Participant button, click Mute All next to Currently in this meeting.

Mute all

To restrict video:

You can turn off incoming video by selecting the three dot options, and clicking Turn off incoming video.

Turn off incoming video


External participants are unable to present by default.




 Can participants join via their mobile?

Yes, they can use an iPhone, iPad or Android device. To help ensure a frictionless experience, please ensure they are sent the joining instructions beforehand.

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 Can I create a Webinar via Outlook?

Yes, you can create Team meetings direct from your Outlook Calendar if you prefer. To do so, follow these steps:

  1. From Outlook, click on the Calendar view. Calendar view button
  2. Click the New Teams Meeting button from Home Tab. New Teams Meeting icon

  3. Edit the meeting information – the Subject, Start and End Time, and Details. A link to the meeting with be automatically generated and entered into the Details field. It will also include a link to our guidance for attendees (Joining online meetings, webinars and other events in Microsoft Teams) via the Help hyperlink.

    Join Microsoft Teams Meeting hyperlink

  4. Leave the Location blank.

  5. Add the email addresses of attendees in the To… field.

  6. Click Send.

You can edit, add or remove participants and delete the meeting at any point, by finding the scheduling meeting in your calendar.




 Can I have multiple presenters from Lancaster?

Yes, all those who join from Lancaster University are automatically presenters – video and audio as well as sharing presentations, windows and desktops. You do not need to set up any additional preferences for this to be enabled.




 Where can I access recordings of my webinars?

All your recordings are stored in Microsoft Stream. To access your recordings:

  1. Go to https://web.microsoftstream.com/

  2. At the top of the page, click My Content > Videos.




 How do I add closed captions to my recordings?

Closed captions will be added automatically when you set a video language. You can do this by editing the settings of a recording from Teams, and also when you upload any video to Microsoft Stream. Follow the instructions below to add closed captions to a webinar recording:

  1. Go to https://web.microsoftstream.com/

  2. At the top of the page, click My Content > Videos

  3. Find the relevant recording, and click the pencil icon to Update video details



  4. Under Details select a Video Language



  5. Click Apply - the captions will now be generated, which will take a few minutes. When they are ready, the closed captioning symbol will appear in the bottom right of the video.





 How do I download the caption file for a recording?

For any video in Microsoft Stream that has closed captions, you can download a transcript by following the steps below:

  1. Go to https://web.microsoftstream.com/

  2. At the top of the page, click My Content > Videos

  3. Find the relevant recording, and click the pencil icon to Update video details



  4. Under Options, go to Captions and click Download file - the file will download.

 What do I do if I have a problem?

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Remote teaching with whiteboards

 Asynchronous delivery
 Online discussions

Consider whether you need to teach your session synchronously. Q&A, revision and drop-in sessions can work great as asynchronous activities.

  • Have your students pose questions to Moodle forums and respond as you get the opportunity.
  • You can make use of your smartphone or tablet to capture photos of hand-drawn diagrams or equations and post them as a reply to your students.
  • Apps such as Office Lens allow you to capture hand-drawn documents in high-fidelity and will enhance the contrast to make sure they display well in digital form.
  • Moodle forums are a great way to encourage peer interaction. Make it clear that everyone is welcome to respond to questions.
  • Do you need to handwrite if doing an asynchronous activity, or can you produce digital native diagrams and equations?


See 10 Tips for Effective Online Discussions




 Lecture recordings

Consider making short lecture recordings. Do you need to deliver a 1-hour lecture? Consider how interaction in an online lecture might be reduced and offer different opportunities for this. Short, specific, lecture videos (ideally 15 minutes max) will hold people’s attention more effectively when delivering online.



 Synchronous delivery
 Using a tablet with stylus

If you have access to a tablet device (such as a Microsoft Surface, Lenovo Miix or iPad), you can use the Microsoft Whiteboard app combined with Teams to stream your lecture. Whiteboard is available via Apps Anywhere, online and via Teams.

Whiteboard can be used collaboratively, though it’s recommended that you only do this for small groups with a maximum of 5-8 participants, rather than a full-scale lecture.




 Live render equations in LaTeX

If you’re confident in writing LaTeX, you can use any online LaTeX renderer to generate equations and stream your lecture via Teams. This method may be prone to mistakes and may cause delays to your lectures, but doesn’t require any specialist equipment.




 Using a smartphone as a document camera

You can set up a DIY document camera using a smartphone and screen sharing app; this can then be streamed via Teams.

Example video

This example uses Zoom for video conferencing, Lancaster’s recommended video conference solution is Teams. A small number of Zoom Pro licenses are available for teaching purposes.

LetsView is a free app that works with both iOS and Android to share your device screen with a PC where you can then stream is via Teams. Note that screen sharing apps don’t usually work on Eduroam but should work on your home network.


Tips:

  • Keep your phone plugged in. Streaming the camera output will deplete your battery fast.
  • The camera will be subject to lag, ensure you have a strong WiFi connection to reduce this as much as possible.
  • Ensure you have good lighting. Consider using a desk lamp or your camera flash.
  • Ensure you have good contrast between pen and paper. Avoid using pencils as they’re harder to see on the camera stream.






Frequently asked questions

 Can students still access services if they have a low-bandwidth, intermittent or poor internet connection?

Yes, services are still available but may be slower to access on poor connections. This must be considered when developing and sharing resources with students.

For specific advice about how to maximise the connection you do have, please see Using IT services on low-bandwidth connections. You can share this page with your students.




 How do I ensure compliance with accessibility regulations?

Please see Digital accessibility help and training for specific guidance.




 What equipment will I need?

If you wish to record video you will need to ensure your device has an inbuilt camera, or that you have connected a webcam.

To record audio you will need an inbuilt microphone, or for higher quality audio you could use a USB microphone.




 Why is my voice narration not recorded at the start of each slide on PowerPoint?

Voice narration does not record during slide transitions (when one slide changes to another). Whilst recording your audio, you should wait for the slide to change before speaking your voice-over on each slide.




 How do I get PowerPoint to recognise my microphone?

If you are using an external microphone, ensure it is plugged in.

In PowerPoint 2019 you can check microphone settings within the record slide show screen.

If you are using an older version of PowerPoint, e.g PowerPoint 2016 you will need to set the default microphone via your computer settings. In Windows 10:

  1. Click the start button and search for input device.
  2. Click Choose your input device.
  3. Under the Input heading, select the microphone you want to use.




 How do I record my lecture slides in chunks so they are easier to download from China?

It can take a while to download large files in China, especially when they contain media such as videos, audio or images. If they are very large files then they might not download at all.

It is recommended that you split your slide recordings in chunks of about 15 minutes each - so students will access four PowerPoint slides for a one hour lecture. For example, a presentation with 15 minute audio voice-over and some images was 25Mb and took a few minutes to download in China.

To record audio voice-over from a certain slide:

  1. Navigate to the slide you wish to start voice-over from.
  2. Click Slide Show.
  3. Click Record from Current Slide...




 How can I add a Microsoft Stream video to Moodle?

 Making a Microsoft Stream video available in Moodle

To make Microsoft Stream videos available in Moodle:

  1. Find the video in Microsoft Stream

  2. Click Share

  3. You will see a screen showing a direct link to the video, click Copy to copy this link

  4. Go to the Moodle page for your module and ensure that Editing is turned on in the top right corner

  5. Click the Add activity or resource option

  6. From the list choose URL then click Add
  7. Within the page that opens, add a name for the video in the Name area (eg BIOL223 Semiar 2) and then in the External URL box paste the link that you copied.

  8. You can edit other settings such as adding a description if you wish

  9. Once finished click Save and return to course






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