Why might I take part in an online meeting?
Many reasons, especially during periods when attendance on campus may be difficult or if you are not currently local to the University, or undertaking distance learning for any reason.
Common uses for online meetings are personal tutor meetings, class catchup or seminar, or even online exams and assessments. It is also important that people who need someone to talk to have a channel through which they can reach out and speak to someone directly via video or audio chat, which, whilst still nor a perfect substitute for face to face meetings, is better than sending an email and waiting for a reply. Setting up an online meeting for a confidential chat via video might be just the thing you need to reduce anxiety or seek advice.
We recommend that departments use Office365 Teams for online meetings so you may receive invites to join and will need to know how to connect.
In this guide:
Teams is an online office providing people with space to communicate, share files, and organise events.
You can learn more about teams on the IT Service Teams page which links to guides to explain how to:
Communicate using chat, voice and video
Share, discuss and co-edit files with colleagues
- Attend and plan online meetings
Access your files from anywhere with a secure Internet connection
Teams can, therefore, support students with working together on projects as well as communicating with their tutors.
- Check you are able to access Office 365 using firstname.lastname@example.org via https://www.office.com/. This page will redirect you to the Warwick single sign-on page and prompt you to login using your username and password.
- Install the Teams app. This is not essential but it will make the experience easier than relying on the web version which requires you to update your browser's security settings. The app can be installed on computers or mobile devices.
- If you prefer not to install the app, you can access Teams via go.warwick.ac.uk/mymail via the office 365 apps icon at the top left corner. You will need to allow 3rd party cookies in your browser.
Teams includes several types of online meeting:
- Private chat for a small number of participants (in the Chat section of Teams) - this may be used for tutor meetings, project meetings etc.
- MeetNow meetings in channels, which are ad hoc meetings that can be started at any time in a channel, and any member of that channel may join.
- Scheduled channel meetings.
Departments are advised to create Teams with channels linked to module home pages in Moodle. Some departments may not work in this way (e.g. WBS), so please check with your department. They are also advised to run timetabled teaching sessions as scheduled channel meetings. This is the simplest and most secure option. Please check with your department to find out how they will be using Teams.
We have provided full guidance on using Teams for taught sessions, as part of the Warwick Online Learning Fundamentals online course for all students.
- Do not use the Meet Now option for timetabled teaching events, unless specifically told to do so.
- Do not share the link to the meeting, everyone should enter channel meetings by going to the channel first and finding the link in the channel thread or the Teams calendar.
- You may be able to join a meeting in advance to ask questions, or you may be required to wait in the lobby.
- Enter meetings with your sound up, speaker off, and webcam on - blur your background or set a background image for professional results.
- Do not allow students who are waiting in the lobby to enter unless you have been told to do so by the teacher.
- Do not record a session unless you are told to do so, this will normally be done by the teacher (if they forget, you should kindly remind them).
- Do not share your screen unless you are told to do so.
- Keep the chat window open, but use it only for important messages to the teacher or whole class, and keep the focus on the topic of the lecture.
- If you want to talk privately to other students, use the private text chat in the Chat section of Teams.
- If you have a question, use the button to raise your hand. When invited to speak, switch your mic on. After speaking, lower your hand and switch your mic off. If you are involved in a more free-flowing conversation, just keep your mic on until the conversation is finished.
- If the meeting is being recorded, you will be told and a message will appear to alert you. The recording will be saved into the channel once completed, and may then be shared by the teacher through Moodle or another means.
This illustrates the usual way in which you should enter a meeting. This video has audio, and optional captions.