2

INTRODUCTION TO MICROSOFT TEAMS

FOR ALL SCHOOL STAFF

3

4

Contents How to access Microsoft Teams .......................................................................................................................... 5

Finding your way around Microsoft Teams ........................................................................................................ 5

SECTION 1: ACTIVITY ................................................................................................................................................... 6

SECTION 2: CHAT ......................................................................................................................................................... 7

SECTION 3: TEAMS ....................................................................................................................................................... 8

CREATING A TEAM ................................................................................................................................................... 8

CREATING CHANNELS ............................................................................................................................................ 12

POSTS AND MESSAGES .......................................................................................................................................... 14

UPLOAD AND SHARE FILES .................................................................................................................................... 16

MEETINGS IN TEAMS ............................................................................................................................................. 19

Schedule a meeting ........................................................................................................................................... 19

HOLDING AN ONLINE MEETING ............................................................................................................................ 22

Share screen ....................................................................................................................................................... 22

Share PowerPoint slides in a meeting .............................................................................................................. 23

Meeting notes .................................................................................................................................................... 25

Recording ........................................................................................................................................................... 27

End meeting ....................................................................................................................................................... 31

Raise your hand ................................................................................................................................................. 32

Show conversation ............................................................................................................................................ 32

Show participants .............................................................................................................................................. 32

Assigning permissions when scheduling a meeting ......................................................................................... 32

SECTION 4: CALLS ....................................................................................................................................................... 33

SECTION 5: OTHER NAVIGATION ICONS ................................................................................................................... 35

FILES ................................................................................................................................................................... 35

APPS ................................................................................................................................................................... 35

HELP .................................................................................................................................................................... 36

Availability Status .................................................................................................................................................. 36

Future developments ............................................................................................................................................ 37

EXTENDING TEAMS WITH APPS ................................................................................................................................ 37

FORMS .................................................................................................................................................................... 37

PLANNER ................................................................................................................................................................ 47

Introductory Note This guide is an introduction to some of the features available in Microsoft Teams to facilitate collaboration between all members of staff –

teaching, support, administration etc – in schools and colleges. Microsoft Teams Administration staff in schools/colleges will have set up their

Microsoft Teams system in the context of their setting, so permissions might have been set that do not allow staff to access some of the

features mentioned in this guide. For example some schools/colleges may not allow staff to create their own Teams. If you find that your

system does not allow you to access certain features then talk to your Microsoft Teams Administration staff. Also take into account that Microsoft are continually adding features, making changes and updating Teams.

5

How to collaborate with colleagues using Microsoft Teams

Microsoft Teams is a communications and collaboration tool that enables you to chat, call, meet and collaborate with others in real time. You can have conversations, hold meetings, make video and voice calls, collaborate on

producing documents, store files and share them – and much more.

How to access Microsoft Teams

Teams can be accessed from the web browser, a desktop application or a mobile app.

Download Microsoft Teams for your desktop or mobile:

https://www.microsoft.com/en-gb/microsoft-365/microsoft-teams/download-app

Alternatively if you have an Outlook email account and click on the waffle (9

dots) on the left hand side of the screen and select Teams.

It is recommended that you use the desktop version of Microsoft Teams for best functionality.

Finding your way around Microsoft Teams

Primary navigation appears on the left hand side of the screen and includes the following icons: Activity, Chat,

Teams, Assignments, Calendar, Calls and Files.

6

If you click on the Activity icon you can see everything that has happened in Teams since you were last there.

The Chat area is where you will find your ad hoc one-to-one or small group

private chats.

Clicking on the Teams icon opens all the Teams you are a member of.

Set Assignments for classes.

The Calendar area is focused on your calendar of events and meetings.

The Calls area is where you can make and receive phone calls.

The Files area is where you can save and share digital files.

SECTION 1: ACTIVITY

Select Activity to view your Activity feed, a summary of everything that has happened in Teams. Select Filter at

the top right hand corner of the feed to show specific types of messages

When a red circle appears next to Activity you have a notification – such as an @mention or a reply – in your feed. These notifications remain in your feed for 14 days. After that they expire and no longer show in your feed.

For a more specific feed, go to the Feed menu and select My activity. You will get a list of everything you have done

lately in Teams.

such as unread message, @mentions, replies and likes.

7

Activity feed symbols

Unique symbols are attached to different types of notifications in your feed. That way you can look through your

feed and prioritise based on the following:

SECTION 2: CHAT

You start one-to-one and group chats the same way by selecting New chat at the top of your chat list.

Once you have selected New chat and entered the person’s name, compose your message in the box at the bottom of the chat. To format the message select Format beneath the box where you type your message.

Start a one-to-one chat

8

Start and name a group chat

Select New chat and select the down arrow to the far right of the To field and type a name for the chat in the Group name field. Then type the names of the people you would like to add in the To field.

This starts a new conversation. Everyone who has access to the group chat can send messages.

Add people to the conversation

To add more people into the conversation click Add people and add the names of the people you would like to

SECTION 3: TEAMS

CREATING A TEAM

When you have finished select Send.

chat with and click Add.

9

Then select a team type from:

Class Teachers and students collaborating on group projects, assignments, and more.

Professional Learning

Community (PLC)

Educators collaborating within a professional learning community. Examples:

academic department, grade band, or group working on a shared goal.

Staff Staff leaders and staff members collaborating on school administration and

development.

Other Students and school employees collaborating in interest groups and clubs.

Enter the name of the Team and a description (optional). Select Private if you would like to add members to the group, select Public if anyone in your organisation can join. We are going to select Private and then Next.

Select Teams > Join or create a team

Select Create a team

Select Staff

10

Now add members to the Team. You can add people or groups. If you need to you can add people from outside your organisation.

When you have added the members select Add and then Close.

Team owner, member, and guest capabilities in Teams

Every member on Teams has a role and each one has different permissions.

Owners Team owners can manage certain settings for the team. They add and remove

members, add guests, change team settings and handle administrative tasks. There

can be multiple owners in a team.

Members Members are the people in a team. They talk with other team members in

conversations. They can view, upload and change files. They can do other types of

collaboration that team owners have permitted.

Guests Guests are people from outside your organization that a team owner invites. Guests

have fewer capabilities than team members or team owners.

Note: File permissions for members and guests reflect whatever your Microsoft Teams Admin have set. These can

only be changed by your Admin.

11

To change permissions of your Team

Select More options … next to the Team name and click on Manage team.

You will see a list of people in your Team and can change their permissions (if allowed by Teams Admin).

Click on Teams to see the Teams that you are a member of:

12

To create or not to create a Team – that is the question?

While setting up a new team is quick and easy, the number of teams you have in your organisation can increase

exponentially. If there are already existing teams, think before you create another one. Before you hit the Create

button, consider the goals of the new team: What do want the members of the new team to achieve? Is there

already a team created that can accomplish this same goal? Are the members of this new team the same members

of an existing team or will there be new members? Are the goals and objectives similar, or are the goals different

from an existing team?

Membership to teams can change over time. As much as you would consider creating a new team, also consider

modifying existing ones and deleting teams that are no longer active. Also consider creating Channels as subsets of Teams, rather than creating new Teams.

CREATING CHANNELS

Channels are a place where people can type messages, add files, and share links. A channel lives within a team, and

a team can contain multiple channels. You can name a channel anything you want.

By default, every Team get a General channel, which is a good channel to use for announcements and information

and enter a name and description for your channel.

Select ‘Standard - Accessible to everyone on the team’ and then select ‘Automatically show this channel in

everyone’s channel list’ if you want this channel to be automatically visible in everyone’s channel list.

Or if you want only certain members of the English Department Team to access the channel select ‘Private – Only accessible to a specific group of people within the team’. You will then be asked to add the people who you want to see the channel.

the whole team needs. To add more channels select More options… next to the Team name, select Add channel

13

The ‘Year 7’ channel has now been added to the English Department Team.

You can add a team picture by selecting More options… > Settings > Team picture

The tabs at the top of each channel can link to your favourite files, apps and service.

Multiple channels can be added.

Team

Channels

14

Add a tab

Select the plus sign next to the tabs and select an app or file

For example the Planner has been added to the Year 7 channel to create a project board for tracking team tasks:

POSTS AND MESSAGES

Conversations in channels can be seen and searched for by the entire team. You can participate in conversations,

like or save important ones, mention specific people so they see your message, and even edit a file that has been

added to the conversation. Conversations are not private and so are different from chats.

Select Posts, start a new conversation in the box and press Enter.

Type @ in front of a team member’s name while you are creating a message to include them in the conversation. The person will receive an @mention notice. You can @mention a team or channel.

Send

15

Send email to a channel

Paste the copied email address into a new email. Select Send.

Create and format a post

Select Format

Select More options… > Get email address

• Type a message

•

• Format your post with the following options: o Add a subject o Bold o Bulleted list o Insert link

• Select Send

16

UPLOAD AND SHARE FILES

As your team works together you will have files that you will want to share and collaborate on. Teams makes it easy

to share files and work on them together. If working in Word, Excel, or PowerPoint files you colleagues can view, edit and collaborate on them.

Files library

Each channel has its own file folder where you can share files for that specific channel. To access that folder go to

the channel and select the Files tab above the conversation window.

Bold Underline Highlight Font size Code snippet

Italics Strikethrough Font colour Hyperlink More options

Attach Giphy Meet Now Praise Extensions

Emoji Sticker Stream MindMeister

Note: Selection of options/apps available will vary

17

Note: Make sure to use the Files tab at the top of the channel conversation window instead of the Files button on the left side of the app. That button gives access to ALL your cloud files, rather than just the files for a specific

channel.

Uploading existing files

There are two primary ways to upload existing files into your library. Both methods start by going to the files folder

for your channel and both methods, by default, upload copies of your files to the channel file folder.

• Drag and drop – using your mouse, drag the file from where it is currently located and drop it on the Teams

window among the files.

• Upload – select Upload, then select the files (or files) you would like to upload, and select Open.

Any files you upload will be accessible by any member of your team. You can pin specific files to the top of your list

for easy access.

Create a file

To create a Word, Excel or PowerPoint document in Teams, select New, then select the kind of file you would like

to create. The new file will open in Teams so you can begin editing it.

If you would prefer to work in the desktop version of the app, select Open in Desktop App at the top of the app,

18

As soon as it is created your new file will be available for your team members to edit as well.

Co-edit a file

Files uploaded and shared to a team are accessible to every member of the Team. You and your team members can co-edit Word, Excel or PowerPoint documents. No need to check files out or worry about if one of your colleagues

has the document open. Just open the file you need to edit and if other team members are editing it too your

changes will be seamlessly merged as you work

Share with people outside your team

The easiest way to share a file is to open the file in its corresponding Office for the web or desktop app. Select Share

From there enter the aliases or email addresses of people you want to email the file link or select Copy Link to

choose where you share the link.

If you want to share with people outside your organisation you may have to select the permissions drop-down (right

above where you add people you want to share it with) and select that Specific People can access the file.

in the middle of the ribbon.

at the top right corner of the window.

19

Once you have shared the file, those users can edit the file in real time just like the other members of your team

can (unless you uncheck Allow editing in the Links Settings dialogue)

MEETINGS IN TEAMS

Meetings in Teams include audio, video and screen sharing. You do not need to be a member of the organisation (or even have a Teams account) to join a Teams meeting, just look in the invitation for instructions about calling in.

Joining a meeting

Join from Calendar – select Calendar on the left side of the app to see your meetings. Find the meeting you want, and then select Join. Or if someone starts the meeting you will get a notification you can use to join.

20

Join in a channel - if a meeting takes place in a channel, you will see an invitation to join, relevant content and who

is in the meeting right in the channel. Just select Join.

Schedule a meeting

• Go to Calendar on the left side of the app and select New meeting in the top right corner and a scheduling form

will pop open. Or select a range of time on the calendar.

The scheduling form is where you will give your meeting a title, invite people and add meeting details. Add a title,

add the required attendees, the date/time and add a message (optional) then select Save. This will close the

scheduling form and send an invite to everyone’s email inbox.

It may be possible to use the Scheduling Assistant to find a time that works for everyone.

21

Inviting people outside your organisation

Teams lets you invite people outside your organisation, including those that do not have Teams. You will need their

full email address to invite them. If anyone is an optional attendee, select Optional instead.

Type the person’s full email address. Select Invite. They will receive an email with a link to the meeting.

Make it a channel meeting

Select New meeting. Type the name of one or more channels where it says Add channel.

Change the calendar view

Switch between a day, work week or full week view – the menu is located on the top right corner of the app below

the New meeting button.

22

Meet now

You can start a meeting straight away by clicking on Meet now in Calendar view.

HOLDING AN ONLINE MEETING

As you join a meeting you can choose to turn your camera on. Make sure your microphone is active.

You can also select a background effect. You are then given a choice of backgrounds. Select one and Apply.

Once you join a meeting, the buttons below will show.

Share screen

Microsoft Teams are soon going to make it straightforward

for you to add your own image as a background.

You will then be asked for the names of people you want invited to the meeting.

Turn camera off

Mute

Share screen

More actions

Raise your hand

Show conversation

Show participants

Hang up

23

Choose to present your entire desktop, a window, a PowerPoint file or a whiteboard.

Share your …. If you want to … Great when …

Desktop Show your entire screen,

including notifications and other

desktop activity

You need to seamlessly share

multiple windows

Window Show just one window, and no

notifications or other desktop

activity

You only need to show one thing

and want to keep the rest of our

screen to yourself

PowerPoint Present a PowerPoint file other

can interact with

You need to share a presentation

and want others to be able to

move through it at their own

pace

Whiteboard Collaborate with others in real

time

You want to sketch with others

and have your notes attached to

the meeting

When you have finished sharing go to your meeting controls and select Stop sharing.

Share PowerPoint slides in a meeting

If you choose to share a PowerPoint file in a meeting, participants will get some special capabilities.

• They will be able to move around to different slides without interrupting the main presentation.

• They can sync their view back to the presenter’s view with one click.

Note: If you do not want people to be able to independently navigate through PowerPoint file you are sharing,

select to prevent it.

If you want another meeting participant to change a file, help you present or demonstrate something, you can give control to that person. You will both be in control of the sharing, and you can take back control anytime.

First choose who can present. Go to Calendar and select a meeting and then Meeting options.

In the section Who can present? select Specific people and enter the name(s).

Give and take control of shared content

24

When you want to take control again click on Take control.

Whiteboard

You may want to use the Whiteboard feature to collaborate in a visual way with your team. Whiteboard can be

used by several people at the same time.

More actions button

When you start your presentation the person who has been selected can Take control at the appropriate time:

25

Click the three dots for more actions

Meeting notes

Meeting notes are a great place to capture and share notes before, during and after a Teams Meeting, but keep in

mind:

• Only people in the same organisation as the meeting organizer will be able to start or access meeting notes.

• Meeting notes are not available in meetings of more than 20 people.

• Only people who are invited to a meeting before notes are created will have access to them. People invited

later will not have access.

To take notes before a meeting, go to Calendar and select the meeting and click on Meeting notes and start making

Once you are in the meeting select More actions and Show meeting notes.

Start typing your notes. Anyone in the meeting can add notes, unless they are outside your organisation. Use the

controls at the top of the panel to format and lay out the text. To add a new note, select Add a new section here.

In a recurring meeting the notes persist from meeting to meeting. Each meeting becomes a new section in the

notes.

meeting notes.

26

To access the notes after the meeting either go to Calendar and click on the meeting and then Meeting Notes or

find the notes in Chat.

Show background effects

You can select a background effect here if you have already joined the meeting without selecting one.

Live captions

Teams can detect what is said in a meeting and present real-time captions.

This can make your meeting more inclusive to participants who are deaf or hard-of-hearing, people with different

levels of language proficiency and participants in loud places by giving them another way to follow the meeting.

27

Recording

You can record meetings in Teams to capture audio, video and any screen sharing activity. The recording is saved automatically to Microsoft Stream so you can share it securely across your organisation. Whiteboards and shared

notes are not currently captured in meeting recordings.

Note: Anyone in the meeting, providing they are in the same organisation, can start and stop a recording. However

only one recording can happen at any one time. (To restrict the people with permissions to start and stop recording

you need to set them as attendees – see Page 28.)

Once the meeting has select More actions and choose Start recording

Everyone in the meeting is notified that recording has started.

To stop recording select More actions and choose Stop recording.

At the warning choose Stop recording.

28

A banner will appear indicating where the recording is being saved (which could take some time) in Microsoft

Stream and will be retained forever or until the owner deletes it.

The person that started the recording will receive an email from Microsoft Stream when the recording is available.

It also shows up in the meeting chat – or in the channel if you are meeting in a channel. Guests and external

attended can only view the recording if it is explicitly shared with them.

Notes:

• Recording continues even if the person who started the recording has left the meeting.

• The recording stops automatically once everyone leaves the meeting.

• If someone forgets to leave the meeting, the recording automatically ends after four hours.

How do I find and view the recording?

Your recording is stored in Microsoft Stream. A link to the recording is posted in the meeting chat.

In Teams go to Chat. Look for your Teams Meeting in the list of chats and click on it to view the meeting Chat in

the main pane. Initially you will see a note telling you that the recording is being save to Microsoft Stream. Once that process has been completed you will see a link to the meeting recording,

As the meeting recording owner go to the recording in the Teams Chat history and select More options (…). Choose

Open in Microsoft Stream.

Click on the recording in the meeting Chat history to view the recording. Guests and external participants cannot view the recording unless the owner shares it with them. Only the owner can do this. How do I change the permissions?

29

In the Microsoft Stream portal click More Options (…)

under the recording and choose Update video

details.

In the Permissions section choose who else you want

to be able to view the meeting recording, such as

everyone in the organisation, or named individuals.

How do I add a transcript?

Before sharing your recording you may want to include a transcript. To create an automatic transcript:

In the Update video details section select the Video Language. Check that the Autogenerate a caption file checkbox

is ticked. Click Apply at the top. A transcript panel will appear to the right of the recording.

How do I share a recording?

To share a full recording go to the recording in the Teams chat history and select More options (…). Choose Get link.

30

In the Get Stream Link dialog click Copy to copy the link to your clipboard. Paste the link as required eg into an email or a message in Teams and send/post this.

Further options

In Microsoft Stream you can find More actions (…) for your video.

You can:

Trim Video

Be careful as anything you trim is permanently deleted.

Replace Video

Upload a new version. Be careful as this permanently deletes the original.

Delete

Send the video to the recycle bin and remove it from anywhere it is published.

Download Video

Save the recording as an mp4 file.

Share a direct link to your recording, choosing to start at a specific time.

Click Share

Tick the Start at box and enter a start time eg if your recording is 10:30 minutes long and started with a 2 minute

introduction, you might want to start at 02:00 to miss out the introduction.

31

Click Copy to copy a direct link to your clipboard, which you can then share.

Email a link to a person or group directly from Microsoft Stream

Click Share and then the Email tab

Enter surname, initial for person or part of a group name, then select the person or group from the pop-up results to add them as recipients. Add more people as required. Click Send and close at the bottom of the window.

Create an Embed code which you can copy and use to embed your recording on a webpage

Click Share and then the Embed tab

Set Video size, Autoplay, Responsive and Show info setting as appropriate. Choose a Start time. Click Copy to copy

the embed code to your clipboard, then paste this where you require to use it.

Note: when you share a recording by whatever means, only those who have permission will be able to view it.

End meeting

Meeting organisers have the option to end a meeting for all participants. This is particularly important when you

do not want to have participants still in the meeting after you have left.

Turn off incoming video

32

You can turn off incoming video in a meeting and this will allow the meeting to focus on the audio.

Raise your hand

This feature lets meeting participants indicate they have something to say during a meeting.

Select Show participants to see a list of everyone in attendance. Anyone who has raised their hand will have an

icon next to their name. When multiple people raise their hand they will be listed in the order in which they raised

them.

Show conversation

A side panel will show on the right. Type your message then press Return on the keyboard or click the Send button to post your message.

Show participants

A side panel will open on the right. Click the three dots next to the attendee or participant to see options such as

Mute participant. The organiser of a meeting can Mute all by selecting Mute all.

Hang up to leave the meeting.

Assigning permissions when scheduling a meeting

When you have set up the meeting select Meeting options.

33

Choose who can bypass the lobby: Everyone, people in my organisation and trusted organisations, or People in

my organisation.

Choose who can present: Everyone, People in my organisation, Specific People or Only me. If you select Specific

people you can then choose which of your participants can present.

Then click Save.

Download attendance reports in Teams

If you have organised a Teams meeting you can save a record of who has attended it. During the meeting select Show participants and choose Download attendee list.

The report will download as a .csv file that can be opened in Excel. The file will contain the names, join times and

leave time of all meeting attendees. Keep in mind that you will only be able to download the attendance report

while the meeting is in progress and participants are still present.

SECTION 4: CALLS

Accessing Audio calls through the Calls icon

34

Select the Calls icon, click Make a call on the bottom left of the Teams window.

Type the individual’s name into the Type a name box.

When you have selected the individual click the Audio call button (icon with a telephone) at the bottom of the

Teams window.

Accessing Audio calls through Chat

Pre-existing Chat

Select the Chat icon and select the chat that you want to make the audio call to from the list on the left. Click the Audio call button (icon with a telephone) in the top right of the Teams window.

New chat

Select the Chat icon, create a new chat and add the colleagues you want to call to it. Click the Audio call button

(icon with a telephone) in the top right of the Teams window.

Accessing Video Calls through the Calls icon

Select the Calls icon, click Make a call on the bottom left of the Teams

window.

Type the individual’s name into the Type a name box.

When you have selected the individual click the Video call button (icon with a camera) at the bottom of the Teams window.

Accessing Video calls through Chat

Pre-existing Chat

Select the Chat icon and select the chat that you want to make the audio call to

from the list on the left. Click the Video call button (icon with a camera) in the top

right of the Teams window.

New chat

35

Select the Chat icon, create a new chat and add the colleagues you want to call to it. Click the Video call button (icon with a camera) in the top right of the Teams window.

SECTION 5: OTHER NAVIGATION ICONS

FILES

Click here to see all your important files which are sorted into the following categories:

• The Recent view shows you every Office 365 document that you have viewed or edited in recent history.

• The Microsoft Teams view shows you all the documents that have been created or edited recently within your

favourite channels.

• In the Downloads view you will see a list of all the files you have downloaded to Teams.

• The Cloud storage section shows all the different cloud storage services you have connected to Teams. Click

one to see your cloud files.

APPS

36

Apps let you do more in Teams. Many of them can be added right into Teams. And you can find new ones by going to Apps

Any app that

you use will

appear on the left hand side of

Teams.

HELP

Selecting the Help icon will give you access to lots of helpful advice as well

as training modules and information about new features as they become available.

Availability Status

How to change your availability status

It is important to change your availability status in Teams so that your colleagues know if you are busy or if you do not want to be disturbed.

Click your profile picture in the top right of the Teams window and hover over your current status. Then select your

status from the list.

Clicking on the i c on will provide you with a list of apps available and their descriptions.

37

• Available – you are currently active in Teams and are not busy with something else such as a meeting, a call or another task

• Busy – you want colleagues to be aware that you are focused on a task and may not respond but you still want to receive notifications

• Do not disturb – you do not want to receive Teams notifications except

important notifications that you have set in your Priority access

• Be right back – you want colleagues to be aware that you have

temporarily stepped away from your PC/mobile

• Appear away – you want colleagues to be aware that you are not

available at this time

Future developments

New features and improvements are continuously being made in Microsoft Teams. Select What’s new to find out

about recent developments:

EXTENDING TEAMS WITH APPS Apps can be installed in a Team’s setting or as a tab or connector in a channel.

FORMS

Work with team members to create and edit a form.

In a channel add a tab

Select the plus sign next to the tabs and select an app or file

38

In the Forms tab configuration page that opens, choose Create a shared form that your team can edit, then provide

Post to the channel about this tab is automatically checked so you can immediately share your new form with your team. If you do not want to share it straight away then deselect this option. Click Save.

You are now ready to work with your team to create the form.

Note: Each form tab will have an action status in front of the form title. In the following example, this survey is in the process of being created, so Edit is in front of the form title:

We will start off by customising the form. Click on Theme and select the colour or click the plus sign to upload an

Under the Tabs for your team, click Forms.

a name for your new form.

39

You may then want to upload an image next to the title of the form.

image.

We will select purple

Search for or upload an image and click Add.

40

Enter the question. If you are expecting a long answer then switch on the toggle button.

You also have the choice of turning on the Required button. Plus Other options such as Add branching so that

depending on the answer to a question it takes you to another question relevant to your answer. (For example

answering Yes will take you to Question 5, answering No will take you to Question 8.)

Members of your Team can click on the link in the channel conversation and edit the form.

Add an existing form to collect responses, show survey results or collaborate with your team

Go to the channel you want and click Add a tab and click Forms. In the Forms tab

configuration page that opens, choose Add an existing form. In the search field, type in the name of the form you want to add or select from the list below the field. In

the dropdown list below Add an existing form, choose whether to Collect

responses, Show results or Collaborate.

We will now add the first question by selecting Add new

You can then select the type of question. We will select Text

41

If you select Collect responses the form will be in ‘Fill’ mode so you will see Fill in front of the title.

If you select Show results you are sharing the results of the form with your team and the form will be in ‘Results’

mode. You will see Results in front of the title.

We will select Collaborate and you will see Edit in front of the title.

When you are satisfied that the form is ready to be shared then click on the Share icon.

You can copy a link to the form and paste it into a shared area, send a QR-code for the form, embed the form directly into a blog or web page, or send the form link in an email. You can also choose to allow anyone to submit

responses or restrict responses to only people within your organisation.

By default, only people within your organisation can submit

responses to your form or quiz. If you want to allow anyone to

submit responses, select Anyone with the link can respond.

42

Send a form link to others

If you do not have the email addresses of the people you want to view your form, or if you do not want to email for

this purpose you can copy a custom link that lets you send your form to others.

Make sure the Link button is selected and then click Copy next to the text box that displays a form URL. Copy and then paste this link wherever your intended audience can see and click it to gain access to your form.

For example I have shared the link in a conversation with my Year 8 Class group.

By clicking on the link students can open the form, complete and submit it.

43

Send a form QR code

Click the QR button to view a QR code for your form. Click Download and then paste this link wherever your

intended audience can scan it with a QR code scanner, such as a mobile device.

Embed in a webpage

Click the Embed button. Click Copy next to the text box that displays

the embed code and then type or paste this embed code into a blog or web page to embed your form within the document.

Click the Email button. Your default email

editing application will open. In the To box of

your editor, type the email addresses of the people you want to view your form. Click

Send.

Share as a template

You can share a form as a template so that other teachers can duplicate it and use it as their own.

Invite others to view your form through email

44

Click Copy next to the text box that displays the form URL. Paste this link wherever your intended audience can see

it.

When another person navigates to the form

URL they need to click on Duplicate it to create a copy of the form. They can then modify it to their needs.

Check and share your form results

Microsoft Forms includes real-time analytics that provide summary information and individual results for surveys and other types of forms. You can export the results to Microsoft Excel for more in-depth analysis, as well as delete

or print a summary of responses.

After you create your form, adjust settings and share your form with others, you can then view the results. Open

the form and click on the Responses tab.

Click View Results to see individual details for each responder.

45

Share results with others

Select the Responses tab. Click More options … and choose Get a summary link. Click Copy. When you paste the

link anyone that has the link will be able to view a summary of responses for your form.

Set up notifications about your form

The Microsoft Forms connector can help you keep your team up to date on the responses of your forms. Just tell the connector which forms you want to subscribe to, and the channel will be notified with a summary of responses

each day.

To the right of the Forms icon, click the Configure button.

Click the arrow next to the Responder name to jump to the results of another responder. Click More options … and then choose whether to Delete response or Print response. Click on Open in Excel to view all of the response data

Next to the channel click More options … > Connectors

46

Click the drop down menu and select a form. You will receive a daily update of responses.

Conduct a poll within your team

With Microsoft Forms you can create an instant, real time poll in seconds. Go to the Teams channel or chat window

in which you want to include a quick poll. Click the Forms icon, or if you do not see the icon click Messaging extensions … and then select Forms.

Add your question and options and then click Next.

Preview your poll, and then click Edit if you want to make changes, or click Send if you are ready to post it. As people

in your group take the poll, you will see real time results in your group conversation.

47

PLANNER

You can organise your tasks by adding one or more Planner tabs in a team channel. You can then work on your plan,

remove or delete your plan, and get notified in Teams when a task is assigned to you in Planner. Below is an

introduction into some of the things that can be carried out using Planner. We will set up a Department Meeting

Planner tab in the English Department General Channel.

Add a Planner tab to a team channel in Teams.

In your team channel, select Add a tab + and select

Planner.

In the Planner dialog box choose:

Create a new plan to make a new Planner plan

and add it as a tab to this channel.

Use an existing plan to choose an existing Planner

plan to add to a tab in this channel.

Choose whether to post to the channel about the tab, and then select Save.

The tab will be added alongside your other team channel tabs and you will be able to start adding tasks to your

Board.

Add tasks to a plan

Enter a task name in the box under To do and then choose Add task. To do is the first ‘bucket’ which in this case

has been renamed as Prepare for next meeting. Tasks can be sorted into different buckets (lists).

48

You can enter a Due date and Assign the task to a

Click

on a

card (task) to add more details.

You can set Progress and Priority.

Add Notes or a description.

You can add a Checklist and have it shown on the card.

You can also add Attachments.

If you want to discuss a task with your team members

then add a message in the Comments box and click

Send.

Labels (the coloured boxes on the right hand side) can

be used to select tasks with certain things in common.

Enter headings for any more Buckets that you need and start to add tasks.

member of the team. Or this can be done later. Then

click Add task. Continue adding tasks.

49

To have a quick look at your plan’s overall progress and other analysis select Charts.

50

You can also see how many individual tasks have been assigned to team members and which are in progress or

completed.