Microsoft Teams

Video conferencing provides us with the power to hop on a call and collaborate with colleagues in real time within seconds. All faculty, staff, and students will inevitably use video conferencing at some stage in their journey at UIW. While you may come across different platforms when meeting with colleagues and external personnel, UIW officially deploys, endorses, and supports both Zoom and Microsoft Teams as video conferencing solutions. Additionally, UIW's Office of Teaching, Learning, and Technology installs, designs, and supports video conferencing systems throughout the university's class and meeting rooms that can be used with these platforms.

Test your equipment and contact participants

• Make sure your device has the needed video conferencing apps installed (Zoom or Teams)
• Understand and ask yourself where the meeting is taking place... is it on Zoom? Or, is it a Teams meeting?
  • This can normally be understood by looking at the meeting invitation as each one has its respective branding in the email. Meeting links will also be labeled 'zoom.us' or 'teams.microsoft.com' and so on.

• Do a test run of the respective app, including any connected devices and features.
• Familiarize yourself with meeting controls and options.
  • You should be familiar and comfortable with muting/unmuting yourself, selecting your microphone, turning the camera on/off, and sharing your screen.

Check the video, audio, and lighting

• Ensure proper lighting conditions.
  • View this four-minute video example of different lighting conditions and how they'll affect the look of your call.
• Make sure you have the right microphone and webcam option before/in the meeting. Always test your microphone prior to the meeting.
  • Note that both Zoom and Teams provide a prompt when joining a meeting to test your video/audio before anyone else can hear you.
• Plan to use a headset if you're in a noisy or active environment.
  • If possible, use a headset and microphone combo, as it'll ensure there won't be an echo commonly caused by "hot mics" or speaker output.

• Prepare
  • Follow the preparation steps in the tile above for tips to make sure the meeting link and your connected devices (video, audio, screen) are all functioning before the meeting.
  • Don't wait until the last minute to test your technology
• Limit distractions
  • You can make it easier to focus on the meeting by turning off notifications, closing or minimizing running apps, and muting your smartphone.
• Be on time
  • Also know that scheduled video meetings generally start directly at the scheduled start time, as opposed to in-person meetings where people gather leading up to the scheduled start time.
• Avoid messy or cluttered backgrounds
• Follow the expected rules and guidelines for participant interaction
  • Whether it's an instructor or speaker, the meeting hosts might've designated an expectation for the meeting. Make sure to follow those guidelines to set a good example and participate.
• Position your camera properly
  • Make sure to frame the camera to correctly to show your face or the desired area. Avoid awkward or low angles of body parts or the face.
• Keep your device plugged in or be aware of your remaining battery life
• Mute yourself if you're not speaking
  • To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking.
  • Adversely, don't forget to un-mute yourself when it's your time to speak.