Microsoft Teams has partnered with Instructure, the parent company of Canvas, to ensure that students and instructors stay connected in more ways -- you can now easily create online meetings directly from Canvas so that classes can meet virtually. This integration aims to make communication and collaboration through learning resources more accessible to students and teachers.

Please see Teams Video Conferencing for more information about Microsoft Teams meetings and how they function.

Getting Started for Instructors

Through Canvas, instructors can create audio and video conference calls, or meetings, using the Microsoft Teams integration with their Rutgers Connect account. A Teams meeting can be created from within Canvas using the Rich Content Editor found on calendar events, announcements, discussions, pages, or assignments.

To add a Microsoft Teams Meetings:

1. In the Rich Content Editor toolbar, click More External Tools.
2. In the drop-down menu, click Microsoft Teams Meetings.
   
3. A pop-up will open and you will be prompted with a sign-in window to login to Microsoft Teams. If you are faculty, staff or an RBHS student, log in with your Rutgers Connect login using the format netid@domain.rutgers.edu. If you are a non-RBHS student, use your Scarletmail address and NetID password.
4. Click Create Meeting Link This meeting will be scheduled and hosted within the Teams application as a Chat group.
5. Fill in the meeting details, such as the name of the meeting, event details, and the date/time.
6. After your meeting has been created, you will receive a confirmation page that provides you with the link to your meeting to copy, as well as your meeting options.
7. Selecting Meeting options lets you edit screen sharing and lobby permissions. Be sure to review and make changes to your meeting options prior to the start of your meeting.
   
   • To determine who can bypass the meeting lobby, select an option from the Who can bypass the lobby? drop-down menu [1]. This option can be set to Everyone, People in my organization, and People in my organization and trusted organizations. To determine who can present, select an option from the Who can present? drop-down menu [2]. This option can be set to Everyone, People in my organization, Specific people, and Only me. To save your options, click the Save button [3].

     

8. Once the details are in place, the link to the meeting will be pasted directly into the Canvas LMS Rich Content Editor. Click Save.

   

9. To ensure that your students can be accounted for during the meeting, make sure they log in to Teams using their Scarletmail or Connect account prior to joining the meeting so that their full name can be displayed in the participant list.

Best Practices

1. Create a practice meeting for all participants to access before the live meeting.
2. If you record the session, you may choose to download the recording and upload it to your Kaltura account, which will enable you to embed the recording in your Canvas course site.
3. A Microsoft Team meeting provides a seamless way to meet with your students synchronously. Instructors who plan to use advanced synchronous engagement practices such as breakout rooms or polling will need to use Canvas Conference or Cisco Webex Training Center.
4. Before clicking on the Team Meeting Link in your course, first guide your students to log into https://login.microsoftonline.com/ with their Rutgers email account. This will authorize access to the meeting and you will not have to manually accept their Guest invitation to join the meeting.
5. Anyone with access to this link can join the meeting. If you plan on having recurring meetings every week, or every month, it is recommended to generate one meeting invite link through Canvas and use the same link each time. All files, notes, conversations, etc. will remain in one space. If you plan on having different meetings for different classes or discussions, we suggest creating a new meeting link each time.
6. Up to 250 people can be in a meeting at one time.

Getting Started for Students

All students have access to Microsoft Teams Meetings through Join links provided by your instructor in your Canvas course site.

1. Before clicking on the link in your Canvas course site, please launch a new browser tab and navigate to Microsoft login page,
2. Log in with your ScarletMail account (for Legacy Rutgers students) or your Connect account (for RBHS students).
3. Click on Join Canvas Teams Integration Meeting (Microsoft Teams Meeting) link in your Canvas Course.

If you have not logged into Teams before, or if you are an external user without a Teams license, you will receive a prompt before you are able to join the meeting. After filling out your name, you will be entered into a lobby until a participant of the meeting or the meeting hosts admits you into the meeting.

General Information about Teams Integration

• The meeting will begin once the organizer is in the room.
• Note that generating meeting links does not create a new Team. It creates a new chat group.
• Each meeting that is created will have accompanying meeting notes, a chatroom, and a space for files that are shared or discussed.
• All components of the meeting will be saved to Teams once the meeting has concluded. The chat, notes, and files can be revisited in the Chat section of your Teams client, labeled as the name of the meeting.
• You can meet again in Teams in the same meeting space at any time by clicking on the Join at the top right corner of the “Chat” section.
• External users can request to join Teams meetings so long as they have the link (guests are entered into a lobby and must be admitted by someone from the meeting).
• Participants in the meeting will receive an audio prompt when a guest has joined the lobby. Hosts can either accept or deny a guest’s entry to the meeting.