Zoom to Teams Transition

In March 2020, ITS promptly implemented and introduced the widely recognized collaboration software Zoom to address the urgent need for a virtual meeting platform for academics and administration. Over time, Microsoft has made substantial investments in advancing its online collaboration platform, Microsoft Teams. Following a thorough examination of budgets and feature comparisons between the two platforms, we will capitalize on our longstanding partnership with Microsoft and adopt the collaboration tool integrated into our software agreement, Microsoft Teams. Effective August 12, 2024, discontinued the use of Zoom. We are confident that Microsoft Teams has reached a sufficient level of evolution to serve as our primary collaboration and virtual meeting platform.

Key Details:

1. Transition Timeframe | All virtual meetings and collaborative efforts will be conducted through Microsoft Teams effective August 12, 2024.
2. Training | To ensure a seamless transition, we will be offering training sessions on effective Microsoft Teams usage. Session details are available on the UM3D training site, where you can also schedule your training.
3. Support Resources | Documentation and resources to help you become familiar with Microsoft Teams can be found on the Microsoft Teams website. For questions, you can contact the ITS Service Desk via email at umtech@memphis.edu or call 901.678.8888. You may also ask your local LSP any questions you may have.
4. Feedback | Your feedback is important to us. If you have suggestions or concerns during this transition, please share those with us by submitting them to the ITS Suggestion Box.

We recognize that embracing change can present challenges, yet we are confident that Microsoft Teams will deliver the collaboration features required and enhance our overall communication experience.

*Must be set up for HIPAA compliance. Teams is Tier D-compliant. This includes the following standards: HIPAA, ISO 27001, ISO 27018, SSAE16 SOC 1 and SOC 2, and EU Model Clauses (EUMC).
**Only meeting organizers on the desktop versions of Teams (Windows, Mac, and VDI) can create and manage breakout rooms
*** Annotations currently only available in PC desktop version.
**** In Zoom, users can share multiple monitors or screens, while in Teams, you can only share what is being presented on your computer, even if you have multiple monitors or screens.

Questions and Answers

We are working through questions submitted through the Suggestion Box. For those who have HIPAA questions or concerns, these too, should be submitted through the Suggestion Box. The Web and Mobile Services team is working on configuring Secure Teams, which will replace HIPAA Zoom. To ensure adequate time for the transition, we recommend everyone begin switching their meetings/sessions now. 

Through this transition we are receiving questions through our ITS Suggestion Box. Here are those questions and answers:

In teams, how do I set my meeting room to be private or at least have students in a waiting room prior to being admitted to the room. When I advised using ZOOM it allowed me to set my settings for users entering my ZOOM meeting. How do I change my settings for students who schedule a TEAMS meeting through Navigate. Also, do I have an assigned meeting ID or code as ZOOM provides. Just trying to iron out all the wrinkles with hosting TEAMS meetings with my advisees. I am used to participating in meetings when invited to a TEAMS meeting but not hosting one.

Note: You will need to set up your security options for your meeting when you create your initial meeting. If you do not, you will not see the steps below.

Security for a Meeting

1. Create a meeting and click on More Options.
   
   
2. From the drop-down menu choose the option you want. 
   
3. Click Save.

Please see the following article for using the waiting room (in teams called the lobby)

Once you initially make the choices for your lobby, the change lobby settings will appear.

1. Select a meeting in your Teams Calendar.
2. In Details, select Options. > More options. ...
3. Select Security .
4. In the Who can bypass the lobby? dropdown menu, choose who can bypass the lobby.
5. Turn the People dialing in can bypass the lobby toggle on or off. Notes: ...
6. Select Save.

Microsoft Teams can be used for personal use, and users can create a personal meeting link that can be reused for meetings. Here's how to find your personal meeting link and start a meeting in Microsoft Teams:

1. Open Microsoft Teams
2. Select the Calendar icon on the left side of the window
3. Click Meet Now in the top right corner of the calendar
4. Select Get a link to share to open the Meeting with [Your Name] overlay
5. Configure your meeting options
6. Copy the meeting link
7. Select Start meeting to open the meeting pre-join screen
8. Select Join now to enter the meeting

I still maintain small number of Zoom meetings because I specifically need the capability specific to Zoom. Once the license discontinues, is it still possible to use the Zoom meeting rooms already scheduled with the basic free account limitation, such as 40-minute cap?

Once the license expires, you won’t be able to use your UofM credentials to login to Zoom. As a result, you won’t get access to any meetings scheduled under your UofM account. You would be seen as an external member, so you’ll want to reschedule those meetings under a free account. Two things you may/will run into while doing that. You won’t be able to use your UofM email address to create a free account. ITS does not recommend using a non-UofM service for university business, the free Zoom account will need to be set up using a personal email account.

How would you schedule a Teams meeting from a group calendar?

This would be impossible since a group calendar has no email address attached to LDAP or groups.memphis.edu, like umtech@memphis.edu or um3d@memphis.edu. A user can use a Team Channel instead to schedule a group Teams meeting. See supported documentation.

If you need to take a recording from one meeting and copy it to another folder, do you have to download it in order to do that – all still within Teams?

Yes, you can do that within Teams. Only the meeting organizer has the privilege to move and download recordings.  Since OneDrive is in Teams, the organizer can move the recording to a different channel or folder without leaving the system. See supported documentation.

Can I automatically mute people upon entry in my Teams meeting?

Yes. You can mute participants manually, but if five or more participants are in a meeting the participants are automatically muted upon entry.

Can I be anonymous and change my name on Teams?

No. That feature is included in the premium version of Teams and we do not have that version. 

If we want to pay for Zoom via the department, is there a representative to work through?

No. There isn’t a representative to work through to procure Zoom.

Is there a setting to change so that Teams doesn't open automatically when I sign into my computer each morning?

How long are recordings housed within Teams? Zoom kept them for 30 days.

Recordings will remain available in Teams for 60 days.

When sharing/presenting in Zoom, I am able to see the faces of those who have their camera on. When sharing in Teams, I cannot see the faces when I’m presenting. Being able to see audience faces is critical for feedback. I need to be able to know when students are confused (or not paying attention).

Solution 1:
Use presenter view.
Please refer to the following article.

Solution 2:
If you want to see participants’ faces on the large gallery view during screen sharing as well, then you need to use both a web browser & MS Teams desktop app at the same time to access MS Teams, the following approach will be even better if you have 2 monitors. Use a web browser to screen share & to see the chat. Please open your Chrome or Edge browser as the only recommended browsers then visit https://teams.microsoft.com then screen share from there.

Solution 3: 
On the MS Teams desktop app, you can enable a large gallery view. This feature enables you to see up to 49 participants on the screen. This view is available when there are 10 or more attendees who are sharing the video. More about the gallery view feature explained in the following articles.

Has the university purchased a minute taking AI app—that will take minutes of meetings for us-- that can be integrated into teams? 

The University has not purchased an app that automatically takes meeting notes and can be integrated with Microsoft Teams. However, Teams does come with an option for recording and transcription. The transcription could be used as a draft for notes and/or minutes. If you don’t want to record the meeting, you can still get a transcript and download it.

1. Create a meeting go to More Options.

   

2. Scroll down to Record and transcribe Automatically, A) Slide the toggle button. B) Click Save.
   
   . 

Is there a co-host option in Teams? I would like to delegate a co-host to manage the break out rooms for an event we're running. Is this possible? 

There are three roles to choose from: co-organizer, presenter, and attendee. Co-organizers and presenters share most organizer permissions, while attendees are more controlled. Before a meeting you'll need to send out the meeting invite before you can assign roles. Once you've done that, go to Calendar Schedule a meeting button, double-click the meeting you just created, and select Meeting options.

A couple of things to keep in mind:

• You'll need to send your meeting invite directly to anyone you want to select as a presenter.
• Co-organizers can't make changes to a meeting before it starts.
• External participants can't be made presenters or co-organizers.
• The role of the meeting organizer can't be changed.

Note: The ability to select specific presenters isn't yet available for channel meetings. 

How can I create a regular personal meeting link in Microsoft Teams?

To create a personal meeting in Microsoft Teams, follow these four easy steps: 

1. Open your Teams calendar and click the "+" button to create a new meeting.
2. Enter the “personal meeting” details and set the meeting for the entire day.
3. Underneath the date, click "Does not repeat" and set the meeting to repeat daily (or M - F) with an end date that is far in the future.
4. Select "Show as free" so you don't block your calendar.  Finally, copy the meeting link and share it with whomever
   you need to meet. 

Example of steps: 

Can users share files within Teams?

Yes. Files can be shared from OneDrive or from Teams.

Are the requirements for Zoom and Teams equivalent when using mobile devices?

Yes. If a person chooses to use a mobile device (e.g. phones or tablets) or Chromebook, to participate in a meeting, they will need to download the app associated with that meeting platform. You do not need to download the app if using a laptop or desktop to connect to a Teams meeting.

Will we have the ability to call into the MS Team meetings like we have with Zoom? 

Yes. The numbers will be available for all regular employees by August 2024.
Note: This feature will not be available for Emeritus Faculty.

How do you know when you are sharing your screen?

There will be a red box around the screen you are sharing.

What is the limitation on the number of “faces” that can be seen in Teams?

Teams' Large gallery view shows up to 49 participant videos in the meeting window at once.

When I share my screen in Teams (i.e. - talking about a diagram for class), is there a way to see the participants?

Yes, In large meetings, Teams' Large gallery view shows up to 49 participant videos in the meeting window at once. When you share content in Teams, it minimizes the controls to the lower right corner of the primary screen.

I have questions about using Teams with Canvas, who do I contact?

Please contact UM3D at UM3D@memphis.edu with any questions regarding Teams and Canvas integration.

Will the basic version of Zoom be available for UofM users?

Yes, the difference between the Basic version of Zoom and the UofM Zoom Pro account is that you sign in with UofM credentials (SSO Single Service Sign -on) using the UofM Zoom. On basic version of Zoom there is no storage of meetings,  meetings are shorter 40 minutes max, with 150 capacity.
Note: If using a personal Zoom account, we strongly recommend that you use a personal email account.

Can UofM user still collaborate with other entities that send invitations to Zoom meeting in UofM mail?

Yes, You can join as a guest, or join using your personal Zoom account.

Can you join a Teams meeting from another country?

Yes, people from other countries can join your Teams meeting. Microsoft Teams is a global communication and collaboration platform that allows users from all over the world to connect and collaborate with each other.

Where are my recordings located in Teams?

Recordings are available in different places depending on the type of meeting.

• The recording is processed and saved to SharePoint if it was a channel meeting or OneDrive if it was any other type of meeting.  
• The meeting recording shows up in the meeting chat or channel conversation (if you’re meeting in a channel).