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Teams: Class Meetings for Teachers

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audrey cisneros
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This article demonstrates HOW-TO host a Teams Class meeting from start to finish.

For more details on any portion of this article, refer to the related articles linked directly to the content throughout this article.

1. Technical setup

2. Class Team setup

Set up your class to meet the FDOS Checklist

Before inviting students to learn in your Class Team ensure you have familiarized yourself with the functionality of Teams for Education and set up your Class Team. To do this teachers should have completed all required technical training for BOY PD.

3. Schedule a meeting for students in Teams

There are several ways to schedule a meeting in Teams, for specific instructions on Strong Start Scheduling see the Help Article Teams: Scheduling synchronous class meetings

1. Go to Calendar Meetings button on the left side of the app and select New meeting in the top right corner.

2. Select a range of time in the calendar. A scheduling form will pop open.

Scheduling Assistant tab in the Teams new meeting scheduling form.  

3. Set all the meeting details.

  • Title*
  • Attendees (add optional attendees such as observers or leaders who are not part of your team here)
  • Date & Time*
  • Recurring?
  • Channel (only for schools who chose Option 1 grade level teams)
  • Notes/Description

4. Once you're done filling out the details, select Save. This will close the scheduling form and send an invite to everyone's Outlook inbox. 

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4. Set Meeting Options (set students as attendees)

This is only visible to the meeting Organizer done after you schedule the meeting and can be done during a running meeting. See this help article for more details. Teams: Meeting Options (set students as attendees)

Re-open the meeting, then select Meeting Options. This window will open in your browser (Chrome).

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  1. Go to where it says Who can present? 

  2. Select Only me or Specific People (then select other teachers). (this will mark all others as attendees and disable students from being able to present or mute others)

  3. Save your new settings.

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5. Announce the Meeting to your students in a Channel

It is a good practice to announce all meetings in your Teams Class channels.

  • Helps students become familiar with navigating their Class Team to find content and more.
  • Ensures students are entering meeting through the Team so student engagement data is captured in real-time in Class Insights.

1. In the channel, Create an Announcement post.

2. Select all Teams channels you would like to share the Meeting to.

3. Add the meeting details to your post and paste the Join Teams Meeting link into the top of the announcement. 

4. Send your Announcement.mceclip3.png

6. Start/Join the meeting 

  • Teachers Click the Join button from your Calendar in Teams (desktop version).
  • Students Click the Join link from the Announcement in Teams (browser or mobile app)
  • Leaders and optional attendees Click the Join link from your Calendar in Teams or Outlook.
  • Video demo from Microsoft https://youtu.be/BH6bSIwR0-4 

7. During the Meeting

Main Teacher (Organizer)

Additional Teachers & Leaders (Presenters)

  • See everyone in large Gallery or Together mode
  • Use background options (blur or change background)
  • Share their screen
  • Chat in meeting (only if member of Team if scheduled in a Channel)
  • View participants option to see who has joined, raised hand, mute or unmute others
  • Change participant role on the fly
  • Invite others to join
  • Start & Stop Recording

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Students (Attendees)

Can only see main presenter or shared screen. (do not have the option to change background or view gallery or together mode)

  • Chat (only if member of Team if scheduled in a Channel)
  • Enable their video
  • Mute or unmute themselves
  • Raise hand

8. Download Attendance report

Must be done before you end the meeting. Teams; HOW-TO Download a Meeting Attendance Report

  1. Click on the Show participants  Show participants icon icon.
  2. Choose Download attendee list  Download attendee list in Microsoft Teams Meetings 

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  1. You will see the report saved to your computer. (To locate this later, navigate to your Downloads folder.)
  2. The report will download as a .CSV file that can be opened in Excel. The .CSV file contains the name, join time, and leave time of all meeting attendees.
    • After meeting attendance log - Microsoft Tech Community - 287290

9. End the meeting for all

Only the Organizer can do this. Teams Meetings: HOW-TO End the meeting for everyone

  1. Make sure you have Stopped the meeting recording. 
  2. Click on the arrow next to the Leave button
  3. Click on End Meeting
  4. Confirm

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How can leaders observe meetings on the fly or without having to be part of a team?

Have any teacher or leader already in the session add you from the participants area or share the join link during the meeting.

NOTE: If you ask teachers to add you to all the meetings your Outlook calendar will show them ALL! A good practice will be to have campus leaders create a schedule (Word or Excel) and add the join links for each meeting to be observed. 

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