Schedule your meetings using Outlook or via Microsoft Teams from a web browser, PC or mobile device.
Introducing Meetings
Meetings in Teams include audio and video capabilities, and allow for face to face meetings at any time. You can share your screen, files, meeting notes and chat with meeting participants.
Live event meetings in Teams haven't been fully rolled-out yet but this is being worked on. Live events in Teams will allow the University up to 15 concurrent broadcast events with audience sizes of up to 10,000 people. Find out more about Teams Live Events.
here.
Breakout Rooms
Breakout Rooms are rolling out at the university, they may appear on some accounts and devices before others. Please note Breakout Rooms features are changing frequently as Microsoft add new functionality.
The guidance on how to is available for staff and students can learn . Breakout Rooms include random or manual assignment of students, moving students from one room to another, presenters joining or sending announcements to each breakout group, and bringing students back all at once to the main class when they are ready.
There is no requirement or expectation for staff to use Breakout Rooms for teaching or other purposes. If you choose to use Breakout Rooms, consider the following when you are planning your sessions:
- Breakout Rooms must be created in the Teams for Education Desktop App. Attendees can now join via the desktop or mobile app.
- Breakout Rooms must be created by the meeting organiser.
- The meeting must be scheduled using the Moodle, Teams or Outlook calendar.
- Breakout Rooms can be created and named at any time prior to the meeting start time. If the organiser leaves and returns, the rooms are still there.
- Assignment of external participants to a room may not be possible, students should join using their @gre.ac.uk account and the main room should be left open as a fall-back for attendees.
- Participants can be automatically assigned to Breakout Rooms, or assigned manually. Consider the number of attendees when deciding to manually assign rooms.
- Be clear with yourself and your participants why you are getting them to break out, provide clear instructions and set time limits and expectations around outputs/reporting back to the main group.
Further training is available on Breakout Rooms from Microsoft, including:
- Step by step instructions out the main
- A (PDF)
- Visit the
Scheduling a Meeting in Outlook
You can schedule your Microsoft Teams meetings in Outlook, via the desktop app or the browser version. Attendees can also view, accept, and/or join meetings via Outlook. This is particularly useful if you are only inviting certain people to the meeting rather than a whole Channel.
How to schedule your meeting within Teams
You will need to schedule the meeting within Teams if you want the meeting to be in a Channel.
- Select the Calendar icon from the navigation bar
- Click "New meeting"
- Add the details of your meeting (date/time, attendees, title)
- If you want the meeting to be in a Channel, type your Team name in the "Add channel" box, then click the Channel.
- Click "Send"
- The meeting will now show in your calendar in Teams and Outlook, and a meeting invite will be sent to attendees with a Join Teams meeting link.
How to create a Teams meeting in Outlook on a Windows device
The "Meet Now" feature
- For impromptu ad-hoc meetings, use the " Meet Now" feature of Teams:
- Navigate to the relevant Channel that you want the meeting to be in
- At the bottom of the Teams window, click the video camera icon ("Meet Now") to start a new meeting. A box will open.
- At the top of the box, click in the "Want to add a subject?" text and write your meeting title.
- Click "meet now" to begin your meeting
Teams Meeting Rooms
Teams Rooms bridge the gap between people working remotely and those in the office with meetings where everyone can be seen, heard, and fully participate from anywhere.
The Microsoft Teams Meeting Rooms are available to book via the university Room Booking system. You must book the room you wish to use via the university room booking system first. Please only arrange the meeting including the Microsoft Teams Room via Microsoft Outlook once you have confirmation from timetabling.
Once your booking is confirmed, arrange the meeting and include the Microsoft Teams Room in your Outlook Calendar. You can use the