Microsoft Teams

Looking to launch Teams? 

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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 to ensure you and your learners are appropriately protected and safeguarded.

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

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

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

    There are three roles in live events (Producer, presenter and attendee).

    Only the teachers (with the role of producer or presenter) can be seen and heard. All attendees 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.

    Teachers creating Live events automatically assume the role of Publisher and control what content is visible from other presenters. Producers must always ensure another teacher is added as a presenter.

    Click to learn more about Microsoft Teams 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 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.

    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.

  • To arrange a lesson for your learners go to the Calendar on the left side of the app.

    Either select New meeting at the top right of the app, or select a time in your calendar and a new meeting form will open.

    Once open the form allows you enter a title, add learners or staff and enter the date and time for the lesson. You can also Add a channel’, that sends out a notification to all of the learners who belong to the channel selected. If required you can also enter additional information for the lesson in the free text box, this will be sent with the invite.

    As the meeting organiser, you should manage  options to increase your learners’ online safety. To see and change these settings, you can go to Meeting Options using the link included in the meeting invitation information provided when you created the meeting. Save the meeting and then click on it from your calendar to see the options.


    Change Who can bypass the lobby to Only me This setting ensures that learners will need to wait in the meeting lobby until you join the meeting and admit them.

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

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

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

  • To start a lesson that you have already set up, go to your calendar in Teams at the time of the lesson and an option to join will be shown. Select join, you will see a new window. Here you can check your background and microphone settings prior to joining, once ready click ‘Join now’.

  • To ensure a learner doesn't join before a practitioner, Meetings must be set by the organiser to allow 'Only me' to bypass the lobby. This means all learners will need to be admitted to the session by the organiser. When a learner is waiting, a pop-up message will appear.

    To make changes to the lobby settings, the meeting organiser should click on Meeting Options once a meeting has been created.

  • 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.

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

    To mute a learner, open the participant list and click the mute button beside the name of the person you want to mute.

  • 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

    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.

    Meeting chat

    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.

  • Select more actions (…) and then select start recording.

    This setting allows you to record a Teams meeting.

    Please refer to the Live-streaming safeguarding principles and practice for education practitioners

    For further information on recording a Meeting, refer to Microsoft Teams guidance.

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

    To remove someone, open the participant list and click the X beside the name of the person you want to remove.

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

    Teachers must ensure they end the Meeting in this way as this will end the meeting 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.

  • Click on the three dots 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.

    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 app, then select Settings > General and go to the Language section.

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