My school are using Microsoft Teams

Live-streaming can be carried out on Hwb using Microsoft Teams Live Events. Video-conferencing can be carried out through Hwb using Google Meet or a Microsoft Teams Meeting. Using these applications through Hwb can provide an interactive experience and an opportunity to collaborate and engage in a safe and accessible way. For further support with live-streaming and video-conferencing see the Live-streaming and video-conferencing: safeguarding principles and practice guidance

You may consider live-streaming lessons or video-conferencing as part of your blended learning approach. If you do, due regard should be given to the guidance outlined in Live-streaming and video-conferencing: safeguarding principles and practice guidance to ensure you and your learners are appropriately protected and safeguarded.

Microsoft Teams provides teachers with audio, video, file and screen sharing and so can be used to live stream lessons with learners.

The maximum audience size for a Teams Live Event is 10,000

Teachers have the option to schedule Live Events (webinars).

Please note, learners cannot set up Meetings or Live Events.

To schedule a live event go to Calendar on the left side of the app and select the drop down arrow next to the New meeting button in the top right of the app.

Select Live Event.

Type in the event details, invite other presenters and choose next.

Set Live event permissions: the default setting is Org-wide, allowing anyone with a Hwb login to view the event.  You can also select Public to create an attendee link allowing anyone to view the event (no sign-in required).

Scroll down for additional options, including the ability to turn on Q&A.

Choose Schedule then copy the Attendee link and share this with your learners. You will need to tell them the date and time of the live event.

Learn more about Microsoft Teams live events

Teachers creating Live events automatically assume the role of Producer. Only the producer can start the Live event and control what content is visible from other presenters.

Presenters can moderate chat in the Q&A channel and can share their camera, audio and screen.

Other teachers added to the Live event will have the role of presenter as default, but you can change their role to producer.

Only the teachers (with the role of producer or presenter) can be seen and heard. All attendees (learners) can view the live event but cannot share their audio or video feeds. They can only interact with the live event by typing questions into a Q&A channel.

Questions and comments posted into the Q&A channel only become visible when a teacher publishes them. The option for the Q&A channel must be selected during the initial setup of the Live event.

1. Go to your calendar in Teams at the time of the lesson.
2. Click on the scheduled lesson.
3. Select Join, you will see a new window. Here you can adjust camera, background and microphone settings prior to joining.

Click Join now

Teachers should ensure they end the Meeting or Live event for all participants at the end of each live-streaming session. To end a meeting, navigate to the Teams tool bar, select the three horizontal dots (…) and choose ‘end meeting’. To end a Live event, click End and agree to the confirmation message.

Teachers can schedule a lesson for learners in Microsoft Teams in 3 ways:

  1. In the Teams calendar, click New meeting (top right of app).
  2. In the Teams calendar, select a timeslot on the calendar.
  3. In a Class Team, click the down arrow next to Meet in the top right of the screen, and select Schedule meeting.

Each option will open a New meeting form, you will need to:

  1. Enter a title and add learners or staff as required attendees
  2. Enter the date and time of the lesson
  3. If required, you can also Add a channel, that sends out a notification to all of the learners who belong to the specific Team channel selected.
  4. If required, you can also enter additional information for the lesson in the free text box, this will be sent with the invite
  5. Click Send

The invited users will receive calendar invites via email with joining details and if the lesson is scheduled from a Class Team, then the joining information will also appear in the Team Chat.

Note: Learners cannot schedule a lesson through Teams

Teams meetings can be organised for up to 300 participants in total, including members of staff. For more information about maximum number of attendees, limits and specifications.

To start a lesson that you have already scheduled :

  1. Go to your calendar in Teams at the time of the lesson.
  2. Click on the scheduled lesson.
  3. Select Join, you will see a new window. Here you can adjust camera, background and microphone settings prior to joining.

Click Join now.

Once a meeting has started, teachers can add more learners and teachers to the lesson by sharing Join Meeting link:

  1. Select More actions (…) and select Meeting details.
  2. Click Copy join info.
  3. Paste the meeting details into an email to a group of learners or paste it into a Teams chat

The invited users will receive calendar invites via email with joining details.

Important: Meet now is only available to users with A3 licenses.  Check my license.

The Meet now function in Teams allows teachers to create a lesson meeting for selected learners without scheduling. This allows you to create a lesson very quickly.

You can start a Meet now in 2 places in the Teams app:

  1. In calendar, click Meet now in the top right of the screen.


  1. In a Class Team, click the down arrow next to Meet in the top right of the screen, and select Meet now.

This will take you to a Meet now pre-meeting screen where you can adjust some settings prior to joining :

  • Rename the meeting
  • Adjust camera, background and microphone settings.

Once ready, click Join now.

How do I invite more learners and teachers to the lesson in Meet now?

As the lesson organiser, you should manage options to increase your learners’ online safety.

Please note, if organising a meeting with more than 40 participants you will be prompted to Set meeting Options.

If you choose not to set options, the meeting will inherit the default settings.

To see and change these settings :

  1. Double click on (or Edit) the specific meeting in Teams calendar
  2. Click Meeting options from the top of the form
  3. Make any required changes to settings and click Save.


Who can bypass the lobby - The default value for this setting is 'Only me'. This setting ensures that learners and other staff will need to wait in the meeting lobby until you join the meeting and admit them.

We would recommend keeping the 'Only me' option for all meetings with learners, as this prevents them from joining the meeting early or re-joining after it has finished.

If required, you can change the Who can bypass the lobby setting before or during the meeting in Meeting Options e.g. if creating staff meetings (no learners present) where you do not wish to use the lobby function. For this, we would only recommend using 'People in my organization and guests' rather than 'Everyone'.

To see and change these settings during a meeting :

  1. Click More actions (…) in the menu bar.
  2. Select Meeting Options to see the list.
  3. Make any required changes to settings and click Save.

Note: Learners cannot schedule a lesson through Teams

To start recording a lesson once it has started :

  1. Click on the three dots in the menu and select Start recording.
  2. Click View policy to review the Hwb policy.
  3. Go back to Teams meeting and click Accept.

To stop recording a lesson once it has started :

  1. Click on the three dots in the menu and select Stop recording.
  2. Click Stop recording again in the pop-up.

Details on where Teams lesson recordings are stored or sent.

You can click the camera icon to turn your webcam on or off during the lesson.

Tip: If you wish to turn your camera on during a lesson, hover over the camera icon without clicking and a Private preview of your camera feed will be shown to you only. This allows users to blur or apply and preview background effects here. When you are ready, click Apply and turn on video.

To change the background effect select More actions (…) and select Apply background effects. This allows users to change or blur their background.

Not all browsers or devices support making changes to the background

Teachers should not turn off incoming video as it would prevent them from seeing learner video feed.

It is recommended that you encourage your learners to choose a background effect or blur their background as outlined in Live-streaming safeguarding principles and practice for education practitioners.

You can click the microphone icon to mute or unmute your microphone.

To mute a learner, open the participant list and click the microphone icon beside the name of the person you want to mute. Select Mute participant.

To prevent all attendees from un-muting their microphones when you have muted them, turn off the Allow attendees to unmute in Meeting Options. This can be changed before or during the lesson.

To ensure a learner doesn't join before a practitioner, meetings are automatically set to allow Only me to bypass the lobby.  This means all learners will need to be admitted to the session by the organiser.

NB This and other options can be configured before or after the meeting has started in Meeting options.

When a learner is waiting, a pop-up message will appear, click Admit.

Please note: if the organiser has the participant list open then a pop-up message will not appear when new attendees join the lobby.

Instead, meeting organisers will see the names of the attendees who are waiting at the top of the participant list.  The organiser can then choose to select the tick by each name to admit them or select the X to stop them joining.

Warning : It is possible for non-Hwb accounts to request to join a lesson if the meeting details have been shared (either intentionally or unintentionally).

It is recommended that if you do not recognise the account you should reject the request to join the lesson.

If you have accidentally admitted someone to the lesson, you can remove them from the lesson.

To view who has joined the lesson, click the people icon to see the Meeting participants.  You can also add new learners, teachers or presenters here during the meeting.

Meeting organisers can download an attendance list.  This must be done from the desktop Teams app before you end the meeting.

  1. Open the participant list
  2. Select the three horizontal dots next to the word ‘participants’
  3. Choose ‘Download attendance list’

The attendance list will show entry and exit times for all meeting participants.

Tip: Meeting organisers should download the attendance list shortly before the end of the meeting to ensure the file shows all meeting participants, including anyone who joined late.

You can click the rectangle with arrow icon to share your screen. You will be presented with the option to present your screen, a window, file or whiteboard. You can also include the sound from your computer by checking the include computer sound toggle.

To allow learners to present their screen during a lesson, open the participant list and right click on the learner you wish to present. Click Make a presenter. Once the learners has finished presenting you can right click again to make them an attendee and they will no longer be able to share or present their screen.

Raise hand (click on the hand icon to raise or lower hand)

This feature allows learners to virtually raise their hand allowing you and other learners to identify when they wish to speak with a visual cue on their video feed. This makes it easier for you to manage a lesson.

Tip: Teachers can lower learner’s hands via Participant list.

Meeting chat (click on the speech bubble icon)

Meeting chat provides a space for all learners and teachers to interact via text.  This function should be monitored by the teachers during the session.  This provides a useful way for learners to ask questions, comment or share links without interrupting audio.

You can click the speech bubble icon to see the Meeting chat.  You can keep the Meeting Chat in view during the lesson.

At present, it is not possible for learners to delete their own comments or for practitioners to delete comments left by learners. Please contact the Hwb service desk if you need any comments to be removed.

Teachers can remove learners from a lesson if they are behaving inappropriately.

To remove someone, open the participant list and right click on the learner you want to remove. Select Remove from meeting.

To end the lesson, click the drop down arrow next to the red Leave button: choose End meeting.

Teachers must ensure they end the lesson in this way as this will end the lesson for all learners and teachers. Teachers must not use the red telephone icon to leave the meeting without first selecting End meeting as this would allow others to continue the meeting without you.

Can I turn on live captions for accessibility needs?

Click on the More actions (…) in the menu and select Turn on live captions. The captions appear at the bottom of the screen, over the video.

Meeting notes are a great place to capture and share notes before, during, and after a Teams meeting.

Click on the More actions (…) in the menu and select Meeting notes.

A few things to keep in mind:

  • Only people in the same organisation as the meeting organiser will be able to start or access meeting notes.
  • Meeting notes aren't available in meetings with more than 20 people.

Only people who are invited to a meeting before notes are created will have access to them. People invited later won't have access.

Select your profile picture at the top of the Teams app, then select Settings > General and go to the Language section.

Microsoft Teams is available in a number of languages including Welsh.