Holly: Leave for another meeting
as well as there might be some folks who can join us.
There we go.
Recording is started.
I am Holly Buckland Parker.
I think I know most of you, but welcome.
Happy Friday. Glad you're here today.
I was trying to find a Bernie mittens meme
that I could put up, but I wasn't sure which one to choose.
(laughs)
-: There's too many.
-: I know there's so many
and a fun fact is that I'm friends with the lady
who made the mittens
and she actually made my niece a pair of mittens
this year for Christmas for me a special,
she was all out of mittens but on Christmas eve
she made a pair for my niece for me.
So I feel very lucky I have my own pair of Bernie mittens
as well as my niece now has a pair.
Couldn't let that slide by.
(laughs)
And she was actually on NPR yesterday with RHPRO.
So if you check out NPR, there's a three minute clip of Jen
talking about her mittens (laughs)
And I don't know if you all know this
but Liz Fenton is her wife who is an English
faculty member in our English department.
So kind of a fun fact.
Ines: Yes. (laughs)
-: Yes it is.
We're gonna get started with the Forms, I think,
because that seem to be the highest rated on
my little poll that I did here.
And
I also want to just acknowledge a couple of helpers
who are with me today.
My friend, Jeff Duke is here to help us out.
You wanna just say a couple words about what it is you do
here, Jeff?
-: I am a,
what am I? Who am I?
I am a senior systems programmer,
Senior Systems Administrator in the Systems Architecture
and Administration Team in Enterprise Technology Services.
Yeah, it's Friday.
(laughs)
-: Whenever I have questions about how it works-
-: I'm one of the folks at Central IT unit who manages mostly
kind of Microsoft technologies in that constellation
and I'm one of the main evangelists
and cheerleaders for Microsoft Teams.
-: Thank you, Jeff. -: For better or worse.
-: Yes.
And another partner in crime is Ines.
Would you mind saying hello?
Ines: Yes. Hello and notice she introduced Jeff
as my friend but I think I'm more of a friend of me.
(laughs)
Anyway, not really we're friends.
-: Co-conspirator I heard.
-: Yes. Ines: Yes.
I am sort of a jack of all trades at the CTL
and do some faculty development and communication
stuff like that.
Glad to be here, always learning more about Teams.
-: Yeah. And so if Jeff and Ines, if you wouldn't mind
as we're moving along and I start sharing my desktop,
if you would just both keep an eye on chat every so often
that would be helpful
because as many of you know, when you're using Teams
once you start sharing your desktop
the meeting kind of goes to the background.
So it's kind of difficult to completely keep an eye
on the chat all the time.
I can see that things are popping up
but I don't necessarily,
quickly I can't always read them all.
So please interrupt.
You can unmute, you can raise your hand.
I wanna make sure your questions get answered
this morning.
And of course there will always be remaining questions
so after the Fact we will
also have
email ctl@uvm.edu that you can email us with questions.
And I wanted to also put an advertisement
for our live open hours, which I think I forgot to mention
the other day when we had a Teams workshop,
maybe Ines could put that link into our chat
but what's very cool about these live open hours is you can
during today it's one to 3:30, you can say,
"Oh I wanna talk to somebody at the CTL."
And you can just go to our webpage where we have a live link
and click on it and you will be jettisoned
into a meeting with someone who will help you.
So it's pretty amazing.
We're standing by, we want company.
So please come if you have questions and there's a bunch
of open hours next week as well, the live open hours.
And I see there's a question about classroom producers.
I don't know the answer to those questions
but Jeff or Ines,
do you have an answer for that?
Ines: I'm sorry. I do not.
I don't know anything about those.
-: Okay. Thank you, Libby.
She put classroom producers @uvm.edu
in the chat there and I know you can email them.
Jeff, did you have any additional information about that?
I think the Tech Team is working with some of the classroom
producers if not all of them.
So you could also call the Tech Team helpline
656
2604
Is that right?
-: I actually live with one of the classroom producers
supervisors
(laughs)
-: Very convenient. -: Very convenient, yes.
And so I know that I think they have just
a few more classes that they're still needing to match
with a classroom producer.
If you email them at this point
it's not a guarantee that there'll be able to find somebody
but you'll make it into the list and they'll try to match
and they've got a good network going.
So I'd say the most efficient way would be to use
that email it'll go right either to Abra or to Jeremiah.
-: Thanks, Libby. I forgot about that.
(multiple speakers)
(laughs)
Thank you. -: Sure.
-: So I'm going to start sharing my screen so you can see
what I did to create this Form, we're gonna start there.
And I realize this can be a little weird when
you see yourself duplicated on the screen.
So I apologize for that
but it's the only way to really show you my toolbar up here
as the owner of this meeting.
You notice that there's a button here called Polls now.
And do you all see that as participants
or is that just something I see?
You can see it too, Jody.
Okay. Thank you for that thumbs up.
Meghan: For your information that was the only way
that I saw the Forms.
I didn't see it under the chat
but I found it under Polls. -: Okay.
Well, that was something I added to this meeting
and you'll notice when I click on it now
and you all can try clicking on it too,
I have an option to create a new one.
Do you all have that option too
or is it just the owner?
-: No. I do. -: Yeah.
-: Okay. This is the first time I'm using the newer version
of Polls with a group
so we're kind of learning as we go here.
What I did do
in this one that we all participated in was
I deselected the option
to have other people editing it
'cause I didn't want you to be adding a lot of other
options, I wanted to kind of stick to the things that
I was prepared to show you today
and then we can verbally talk about some other options
but I didn't want people on the fly to just put
in more things.
So that was a choice that I made.
And when we create a new one here,
I think I should get that, 'Yes. Allow others to co-author.'
Do you see that?
-: Yes. -: Yes.
-: Okay.
Oddly enough it's actually selected to allow
people to do it.
So if you do not want your students co-authoring with you
make sure you uncheck that box.
And there's also this option, share results automatically
after voting and you all saw how live it would update.
If you do not want students to see that for some reason,
you can disable that right here by deselecting that option.
And then also depending, one second and then Jeff go ahead
after this, you can keep responses anonymous.
If you were asking something that was kind of a sensitive
issue that would be a way to enable it
so it is anonymous.
You won't see any names related to it.
Okay, go ahead, Jeff.
-: And somebody made a comment earlier about editing
their response.
I just wanted to make sure that it was clear that
you basically edit your response, you don't get to respond
(clears throat) multiple times and skew the results.
So I don't get to keep voting for the same option
that I want, pepperoni on the pizza
(chuckles) and skew that.
-: I was curious about that and I wasn't sure, Jeff
because if you were, let's say logged into your account
on two devices, your phone and your laptop,
would you be able to vote twice or would only count once?
-: That is an interesting ...
I believe you have a response, right?
So I with my account have a response
and if I go in and respond again
it's going to edit my response.
I haven't tested this and it bears testing
but I would predict that if I go to a different device
like this should work on a mobile phone too, right?
-: Yes. -: People can join
from their iPad or whatever.
So if I had two devices going at the same time
I would think that if I responded differently there
it would edit my existing response.
Ines: Holly, I have a quick question that pertains
to this.
When most of the people in this meeting, I think have
presenter roles and you could click on anyone
and make them an attendee.
But if everyone was an attendee, which is I think
the way it is in a classroom with students there attendees,
I'm not sure about that though but you can verify that
or confirm it in, anyway does that make a difference
for who can edit the Polls?
-: I think anyone can edit if you've enabled disallow
others to co-author.
Ines: Okay.
-: I mean, we could make somebody an attendee instead
of a participant.
Just to answer your question, Ines.
Students are not going to be attendees by default
but we recommend that that be the configuration
of the meeting options.
So if you go in, when you schedule a class meeting
you would change the options in that meeting to make it
so that the students would be participants and not attendees
but that might not be what you wanna do in a seminar
or other kinds of things.
Ines: Right. Okay. Thanks.
-: Holly, I just have a quick question.
-: Yeah. -: Yeah.
-: The Polls icon at the top, is that always there
I've never seen that before this session
and I've clicked around MS Teams.
-: No. -: Okay.
-: I will show you how to add it, Nikki.
-: Okay. Thank you.
-: But you are correct. It is not always there.
And I thought I mentioned but perhaps I did not
that I put it there before this meeting, ahead of it.
-: Okay, awesome. Thank you.
-: Yeah, you're welcome.
(multiple speakers)
Meghan: Did you create that on Teams or are you able
to download Forms from Google
for your Polls?
-: So this I created in Teams and it updates
to a forms.microsoft.com webpage.
So it backs it up just like Google Forms
and contains it within a secure environment in Microsoft
which I can show you in a moment where it lives.
Meghan: Sure.
And could I have quite a few Forms already developed
in Google, well, Microsoft Forms
so I just download them if I wanted,
would it be easier?
-: We can talk about that.
I think that there's probably a way that you can share them
without having to redo them.
Meghan: Okay.
-: So I just wanted to point out that right now you'll see,
I still have the Poll I made earlier over here
in the sidebar under, I've clicked this Poll icon,
then I created a new Poll about ice cream
and I don't know if you all know about our new president
loves ice cream.
So I've put that there, I made it so anyone can edit it
when I launch it. So we'll see how that works.
Feel free, test it, try to break it.
If any of you are logged in on two devices,
like your laptop and you have access to a phone or an iPod,
go ahead and test to see if we can double vote
'cause Jeff and I haven't tested that. We don't know.
So this is a perfect time to try it.
And I see someone actually started the Poll without me
which is totally cool.
Meghan: Well, it's deleted but I didn't wanna try that
I was just testing. -: Did someone just did it?
(laughs)
Okay. So if someone deleted it, I have to make it again.
Meghan: I didn't submit it yet. Okay.
-: Okay. So I'm gonna see if I click this what happens.
Did it get deleted?
-: Nope.
-: I don't see it anymore.
-: Oh, I still see.
-: I still see too. I see it in the chat.
Jen: Yeah. It's still in the middle of my screen
(multiple speakers)
-: I don't see it anywhere.
Ines: I'm finding that I can vote but it's not appearing.
-: Yeah. So somebody deleted it.
(multiple speakers)
Meghan: The first thing you asked me is,
do I wanna delete it?
And I thought, well, that would be interesting
if a student did that to me.
-: Totally.
Yeah. This is the time to test these things
and if we break it, we're here to fix it.
I'll create another one.
We'll try another one and...
-: The ask mostly over last year
was forums as cool but I don't really have the time
in the middle of class to create a brand new Poll
and it would be really cool to be able to create a Poll
ahead of time and so
this is the way that that can be done.
And I'm really curious if somebody,
I don't know if I can demote myself but,
Holly if you made me an attendee, I'm curious
if it would remove my ability to edit or create Polls.
It might not.
-: I can try that, Jeff, let's see.
There you are,
make you an attendee.
Okay.
So we know people can delete it
so let's not test that again.
(laughs)
And then if you reply
and then you want to change your response,
try to notice if it changes the,
like one number or if it skews it so that you have two votes
because Jeff was saying he didn't think it was supposed
to do that, that it would only take one answer,
whatever the most recent answer you put.
And Jeff, are you able to do anything as an attendee?
-: As an attendee I can click the Forms, Pains and I can see
them and I can respond to them but I cannot create a new one
and I don't have any options to launch or edit or anything.
-: Okay.
Meghan: And I tested changing my response a few times
and it works. Yeah.
-: Okay, great.
Ines: The center window it should close both
and so if you change it, it has like a little
green check mark on what you voted for.
So if you change it even over in the chat
that gets changed in that center window as well.
-: Great.
Thank you. -: I have a quick question.
-: Sure.
-: So I can see the pole in the middle of my screen
and I can also see it in the chat,
only I can only see the top of it
and I can't seem to scroll down to see the bottom of it.
Does that make any sense at all?
If that's just inexplicable, I don't wanna waste time on it,
but if there's an easy solution.
-: Go ahead, Jeff. -: Can you scroll?
-: There's no scroll bar.
-: I think it might be that, I could be wrong
but it might be that there's
the inside screen is Holly's screen so we're not able
to actually scroll there but then over to the side,
there's another sort of tab that says Polls.
-: You would have to turn on the...
(multiple speakers)
-: That's where there is no
external bar
'cause I'm seeing all of Holly's screen
and then I've got Polls open on the right
and I just can't scroll down to see it all which is bizarre.
I think it's just a weird thing so let's go on.
-: Okay. So I stopped sharing my screen for a moment
and I'm just gonna check, Jennifer.
That you should have all of the regular participant rights
you're not an attendee or anything odd.
So not sure
exactly why that's happening, it might be something odd.
Jen: Yeah. I think it's gotta be something
with my browser.
It's just not quite fitting in the window or something
but the scroll bar is missing, which is probably
it's one of those things where you shut down Teams
and start it up again and it'll be fine.
-: It definitely could be something like that. Yes.
Libby, did you have a question?
-: Yeah, I do.
There's an edited version of the original Poll
and I'm wondering if anyone saw it
or if that was just like a weird thing on my machine
'cause I was the one who went in and edited it.
I just rephrased the questions a little bit to see
how editing worked.
Did anybody receive that besides me?
So it would be above Bernice's message
if we choose not to have results shown automatically
after the voting, how do you show the results
if you look in your chat. Is it there?
-: Yeah. I do see edited there. Yep.
-: Okay. All right. So it did send to everybody.
Interesting. -: Right.
Ines: Yeah.
They both say the same thing.
I like ice cream as much as I liked Joe Biden.
Oh, I see. I like ice cream as much as Joe Biden does.
I got it. Yep.
But when I scroll down
in the chat,
I don't quite understand it because I'm just looking
in the chat and my Poll doesn't have those questions.
It just has one that says, do you like ice cream
as much as Joe Biden?
Jen: I also can see how to edit.
I didn't seem to have that option.
Karen: I don't think I have the edited option either.
If I do, I can't find it.
-: The options that people had previously
selected are no longer there.
So now they're in a category called other
so we renamed by changing what the available answers
were you invalidated or changed
which answers people had submitted previously.
-: Cool. Okay.
-: So with great power comes great responsibility.
(laughs)
-: Great problems.
Ines: The moral might be to turn off the editing
features for students.
-: I think, well, that's one of those things that
we were testing it out.
I told you what I did at first and why I did it
and now you have experienced why I did it.
-: Yes.
-: So hopefully having had the experience that will even
stick a little longer into,
okay I have to de-select that check box because
it's an extra step.
-: Thank you, Holly. That's why I did it.
(laughs)
yes. Just to test.
(multiple speakers)
(laughs)
-: So Jeff put a link
to where you will find your Poll results
which is the Forms webpage I was talking about earlier.
And I'm gonna click on that and just share my screen
so you'll see how I can view these Polls
that we just ran as the person who initiated them.
So I'm clicking the link, I'm getting it to load
and I'm also gonna share my screen.
If you click that link, you're going to see different things
because you haven't run a Poll.
Ines: What link are you talking about?
-: In the chat.
Ines: I see. Okay. Got it.
-: And I just remembered that
I am logged in as the CTL event account.
So that means I won't see in my regular Forms,
this is just a technical thing because
I'm running this out of our events account.
So I would actually have to go to Forms and then log
in as CTL events, which is its own little account
which I'm not gonna do right now 'cause that'll take me some
time to get the right password and everything.
But this is what it looks like, just so you can see
when you go over to that webpage and this is my HB Parker,
my own account.
And so this is where different Forms that you've created,
either inside of this website, which is where I created this
Graduate Teaching Program application
or different Polls that I've run in Teams
and you can see this as an old one.
When you click on any of these Polls
you would be able to then go to what the questions were
and you can also see the responses.
And what's nice is if it's any sort of a scale,
it will auto create a little chart for you.
You can view the results one person at a time,
you'll see there's seven responses.
I can click and view the results by person
unless you've set it to be anonymous
then that would not be available.
Also you can open it in Excel and export it out
as a CSV file if you want to do anything
with the data that you've collected.
So those are the different options that you can do
after the Fact.
So if you want to have students filling out a Poll
or any type of Form that you've created during class
you will be able to access this after the Fact.
And they do not necessarily have access
to this after the fact.
I think, right,
Jeff?
(clears throat)
-: I think it depends. I think you can decide when you...
So one thing to know is that there are kinda two kinds
of Forms, there's the quick Poll which shows up
in this interface that we've just been exploring here
in Teams and there's a questionnaire that is every question
a separate file, but that Poll is a single question
and then it shows up it's a quick Poll
and there not lots of flexibility.
You can however, create all kinds of questions and forms
and surveys in Microsoft Forms and then you can get a link
to it and just paste that link here in the chat,
students would click on it and it would open the web browser
for them to respond to it.
It's not going to be within the Teams interface
but at the same thing would be true if you paste it
in a link to a Google Form.
So it's just sort of analogous and you can create,
somebody mentioned having previous Forms
that they wanna use.
If you paste a link to that previous Form,
people's responses will be added to the existing collection
of data that's not gonna be a separate set of responses
but you can use a Form that's there
and create a new Form based on it,
for regular Forms not for these quick little Poll
kinds of Forms.
I don't think, those you can have to kinda create
inside Teams, inside this special interface.
And that's a question Holly, that somebody
has circled back to us,
how did you add the Forms tab to the meeting?
-: Yes, that's what I was exactly gonna show next.
-: Perfect.
-: So in Teams,
when I go to the meeting that I've created,
so this was a meeting that was already existing
in the calendar.
And so for example, later on today there's
a Yellowdig event that's happening.
Let's say I wanted to add Polls to that.
So I would simply double click on the event or the meeting
and
opens up in Teams
and then you can go to this little plus sign up at the top
and it adds a tab for the meeting.
So I'm gonna add Forms
and you'll notice it just gives you another screen
where you can add it in.
Meghan: Is everybody seeing this?
Am I not seeing your screen?
Ines: I'm seeing it. -: I'm seeing it.
Karen: I'm seeing it.
-: I see it.
-: If for some reason you aren't seeing it live right now
it might just be your internet connection
and we are recording so you can also look at it
after the Fact.
So I'm going to save this,
gave me an alert that it was loading it.
And then you'll notice if you see this screen
now that's available, it says create a new Poll
automatically after I've added it up here at the top
of the meeting.
So if I want to ask folks this afternoon at the Yellowdig
workshop any particular questions,
I can click on, create a new Poll and it gives me that same
screen that we were looking at a moment ago.
So I can create it and then it will be living there
as a draft.
So let's say I was going to ask folks
if they've used the tool.
And I'm just gonna add these and
yes or no is probably the best (chuckles)
-: We can delete that, last one.
-: Oh right. The little bucket here. Thank you.
I'm not gonna have anyone co-author it
and sharing the results after voting.
Sure. That's fine. And I save it.
So now you'll notice that it says, it's a draft,
it's not anonymous,
results will be shared and only you have editing capability.
Now it's sitting there as a draft,
so it's not gonna open yet.
Once the meeting starts at one o'clock I could click
this launch button and have people start taking it,
but in the meantime, it's just staying there
and you can create multiple Polls ahead of time now
if you want to, and they're saved here as drafts.
Any questions on that? Jeff, I can't see the chat right now.
Bernice: I have a question.
-: Bernice has a question
-: Sure.
Bernice: The chat, but I was wondering if you clicked
launch now 'cause I'm also on like the Yellowdig this
afternoon. Would I get pinged that I have a form to fill
out prior to the event even if the event hadn't started?
-: Yes. Bernice: Okay.
-: So when you click launch it does two things,
for people who are in the meeting apparently
it pops that
Form up in the main interface for people to fill out.
It also shows up in the chats sidebar if you're looking
at chat and people can,
the Forms tab is now present
in the meeting and students would be able to click that
and see all the questions or all the Polls potentially
that you have launched.
I'm not sure if Holly goes in and creates
a new Poll as a draft, I'm not sure if that will show up
before she clicks launch.
Bernice: No, I was wondering, like,
let's say class starts this afternoon at four o'clock
and I want folks to fill out a Poll before the class
actually starts
and I pressed launch, would they be able to fill out
that Poll before class? Does that make sense?
-: It does, but I don't know if they would see it outside
the context of the meeting and know to go in
and fill it out.
They might not see it until they go log in for your
class time but you can create simple Polls
or more complex Polls in Microsoft Forms
and then add that in the Team.
You could post it as a very similar to what we're doing
here, you can post a form in as a message in the Team itself
in the thread discussion there,
you could also share a Poll that you maybe create
and share it via email.
-: Or blackboard.
-: Or blackboard. Thank you. Thank you.
Come on Jeff, think proper.
Ines: I have a quick question and that is,
so do you have to go back to that launch,
I mean, to that page that you were on before in the tab
of the meeting, can you just be in the meeting,
click Forms see your drafts and launch it from there?
You know what I mean?
Like say you made a few drafts of Polls that you want
to give during class, when you're in the meeting
as the instructor can you just click Polls?
Well, which is counterintuitive that it has an F there
but I get it.
But anyway,
you click that do you see your drafts
and you can just launch them from that screen?
-: Yes, yes.
Ines: All right.
-: Yeah. You click that same little icon and you're right.
It's called Forms but then in here it's called quick Polls.
So yeah, that doesn't completely make sense, but
yes, when I go back to that Forms icon
I can decide what I would like to do as far
as launching more drafts.
Ines: Okay.
Jen: I have a question connected to that,
that kind of grew out of that one
'cause that was the question I had too.
So earlier I believe what I remember seeing when
we were doing the ice cream Poll
was I think I could see the draft before it was launched
and after clicking on
the Forms icon
came up in my sidebar and I'm wondering if that's correct.
So like if we have drafts of Polls, will other students
be able to see what they are before we launch them?
-: I think if you give people editing capability, yes.
Jen: Okay. And if you don't give them editing capability,
is it no?
-: It won't be until it's launched. Correct.
Jen: Got it. Okay.
-: Well, and the one thing that I'm not quite clear about is,
so we're all basically presenters, co presenters
and the default assumption of Microsoft Teams
is that we're all colleagues in a situation where we might
all want to be in a role of presenting or contributing
or sharing and that's not necessarily what is true
for most course situations.
So we have suggestions about how to change
those permissions.
What I'm not sure about is I feel like when I was
in this situation even if Holly has created a new draft,
it hasn't launched it yet.
If we're all presenters, even if she says I can't edit it
I'm not sure if I might see it.
I don't know that, but I can create other Polls
and that may or may not be something that you want.
So I think the recommendation in most situations is going to
be not to have all of your students be co presenters
in your class.
So if you make that change to the meeting options
I don't think they will have the option to create a new
Poll and I would hope that they're not going to see
your draft Polls before you launch them
but this is new functionality as of this past month that
we're working through.
-: So I brought up the screen, Jeff, I don't know if you're
on this window but for those of you can see my screen,
this is under the more actions on the tool bar
and meeting options.
So when you go to that function
you can do what Jeff was just talking about, where you can,
who can present, the default is everyone.
So if you don't want that to be the default,
you set it to only me, or you can also designate
specific people like a TA or a co instructor.
So I generally set it to, only me in like a classic
sort of situation and when I do that,
we'll see what happens.
The other day it changed people's settings on the fly
even if you were already in the meeting, so let's see.
I'm gonna save that.
The other thing you might want to do is,
we talked about this in the Teams workshop the other day
about the lobby area.
So there can be a virtual lobby right now it's set
by default to anyone can bypass that lobby.
If you want to protect your class a little bit from random
people coming into it, you could change that setting
to just people in my organization and guests.
So then only people with uvm.edu ID
or a guest that you've invited would be able to join it.
-: This is a huge improvement.
-: Yes.
So I've fixed that
and now I don't know what your functions will be
under the Poll button now that you're all restricted
from presenting.
This is a little like exploration if you go back to Polls.
Maybe do you still have, create a new one
or are you restricted from that now as just an attendee?
-: All I can do is signage. Yeah.
-: Okay.
So that an important thing.
I'll show one more time because
twice as better than once, that's under the meeting options.
And if you are in the meeting as you notice,
I just changed it right up front on the fly,
the other way to change it back over on the window
where you create your meetings in the calendar here.
So let's say I was gonna change it for Yellowdig
to start afternoon, I double click on it
and this is the window that comes up for
your class meetings.
And again, there's a function here called meeting options
that you can open.
So it's available in more than one place,
I just wanted to make that clear that you can change
those settings before you go into the meeting
but you can also do it on the fly.
And that's new, it was not available right here
in this toolbar last semester.
Okay. I wanna make sure that we also have a... sorry.
-: I think that functionality dropped in November
but by then the semester is pretty much over.
(laughs) -: True.
So I wanted to also make sure we have time to do a few
of the other things that we mentioned
and obviously we're not gonna
know every single thing there is to know by the end
of this about the polling,
it's gonna take a little bit of trial and error
but setting those meeting options upfront might
(clears throat) help save you from having students take
over things inadvertently.
Or delete them, right?
(laughs)
Okay. So we're gonna now
look at the breakout room and channel option
'cause I know that something folks are also really
interested in.
So just to give you
a little bit of a heads up about the differences
and I will also post in the chat in a moment or Ines,
are you still here? Yes, you are.
-: Could you- Ines: Yes.
-: Look for that?
Yeah. Jen updated.
(multiple speakers)
Ines: I made a table with pros and cons.
-: Oh, good.
Yeah. So if you could put that in the chat,
that would be awesome.
But the breakout rooms, we're really recommending those
as a tool to do what you would do as
like a turn and talk in class or,
"Push your chairs together, here's something I want you
to discuss briefly, 10, 20 minutes
and then we're gonna come back together."
Longer term projects where the same group of folks
going meeting over a time period
together and they're working on documents,
they're organizing themselves a meeting at different times.
We still recommend using channels for that longer term
project where there's going to be things
they want to collect and save and meet together.
And that's a good question, Bernice.
You do not have to add the breakout room icon,
that is one that if you are the organizer of the meeting
that will be available up in the top toolbar
just like you're seeing mine right now.
You click on that when you wanna launch a breakout room
and then you get these settings where you can say
how you want to divide up folks,
this says how many rooms do you need?
And I'm gonna just select three.
How would you like to assign participants?
Generally this says
automatically or manually.
I'm not sure why that's not coming up but
that's generally what it says and then you click create
rooms depending how you've selected that.
So let's try it.
If you select automatically you telling it how many rooms
and how many people per room.
And generally like I said that function comes up
on that screen where you can select those options.
The other thing you could do is manually do it,
obviously that's gonna take more time because
you have to designate where each person's gonna go.
It creates three rooms and then you manually click and drop
people into each room.
You'll see on my screen now that I selected three rooms
as my option and it's put seven people in room one,
six people in room two, six people in room three.
I can use this little
triangle to drop down the list so I can see
where each person is supposed to go.
If I don't want Jennifer in room three
'cause I know she fights a lot with Nikki,
I can reassign her to room two
and then I can go to room two and say, okay,
we're gonna leave Jennifer there and we're gonna move
Jody over to room three.
Okay. So you can do a little shuffling around
if the auto generation isn't exactly what you want and then
once it's all ready, all you do is click this button
and you start your room. Okay.
Now I'm gonna do it just briefly and then I'm gonna suck you
all back into the main meeting automatically.
And the way I do that,
the automatically starts when I click start room
and then what will happen is I'm going to close
all the rooms,
and when I close all the rooms that will automatically
just shut them down and bring you back here.
So you'll have a couple minutes to say hi.
One thing I want you to try when you're in your room is
can you start a recording of your room?
Because the other day I tried this with a group
and we weren't able to do it except for the instructor.
So I wanna see when I read the documentation it said,
once you're in your rooms
that everyone should be a presenter
so that means that you should have all the capability
to share your screen with your colleagues, to record,
to upload a file, any of those sorts of things.
So check that out, the recording and if you can present.
Another thing I wanted to let you know is,
when you create these breakout rooms, underneath this menu
up at the top, the little three dots
there are settings for your rooms,
only a couple but they are important.
So by default, automatically move participants
to their rooms is selected.
So when I opened those rooms you're gonna get pushed
into them.
This is not by default,
participants can return to the main meeting.
I generally enable that because I think it's nice
if they want some help, you could have a TA remain
in the main meeting and I ask them to just go back
to the main room and ask questions.
And I just think it's nice to have that functionality
available to go back and forth
but you can leave that turned off
and then they won't be able to come back
until you bring them back when you close the meetings. Okay?
So we're gonna try this for a moment
and what I want you to do, remember check if you can record,
if you can present and if you can upload a document.
-: Could I ask a quick question before we break out?
-: But we already breakout.
-: Yep.
-: As a lecturer, I was wondering if you would be able
to send us just a quick message in our room and say,
we're gonna be convening in five minutes
or
will we see how you send us information
while we're in that room?
Maybe you send us
another Poll for just that group
or something in particular assignment for that group.
-: Okay. So I will show you, I can pop in and out of rooms
as the instructor,
I can also send an announcement to all the rooms.
I'm gonna set a timer so when there's,
ill let you play for like two minutes or so,
test out a couple of things
and then I'll send an announcement that you're coming back
and I'll bring you back.
So you'll see that announcement.
Yes.
Ines: Holly, that even while you're doing things
in the main meeting and getting
you might want to continue to narrate it
'cause this is going to be recorded
and I presume we'll still see your screen being recorded.
So you're going to, even though no one's there,
you can continue to say, "Now I'm gonna go into this room
and do XYZ, now I'm gonna go up out
or now I'm gonna send them a Poll," that kind of thing
'cause we can benefit from that later.
-: Good idea. Thank you.
Okay, here we go.
It takes a couple of seconds,
you'll see as it starts up, I'm clicking start room.
And I just see that it's opening, opening, opening.
In a moment as they start to launch
you should see it saying,
you are gonna be shifted into a breakout room
and then I start seeing you all disappear.
-: What is it?
Join.
-: John, did you join on your phone?
Oh, there we go. Okay.
Looks like everybody got put into their breakout rooms,
it just took a few moments.
So I'm gonna go up here to the breakout room menu
and then there's an announcement function.
So I'm gonna click on, make an announcement.
(keyboard tapping)
Hey, Lance.
-: Hi, everything froze up I had to reboot.
-: Oh.
Are you on a laptop or a phone or?
-: I'm on a laptop.
-: Okay.
-: You had me assigned to a group and it looks like
when I had to reboot I might've exited myself
from the group. That's good to know.
-: So do you see a button where you can join?
-: I don't see a group button at the top,
I see Polls and raise hand.
Yeah.
Well this is good, now I know if someone accidentally leaves
a group they don't automatically come back into that group.
-: Well,
what happens
for my view is that I think,
let's see you were in group three.
-: Okay.
-: And it's showing that you're supposed to still
be in group three but
the only thing I can do is ask you to join it.
So I'm gonna try that function.
-: Sure. -: It should be calling you.
But you're not getting any alert, huh?
-: Well, I did set my, do not disturb earlier,
maybe that's what's keeping me from...
-: That's definitely what it is so if you like deselect that.
-: I'm gonna turn that off. I'm gonna put that back
on available. -: If you turn that off.
-: Yeah. Okay.
-: And that's the same for when you're running the rooms
as the instructor, you have to turn off your do not disturb.
-: Got it.
-: 'Cause otherwise you won't see folks trying to ping you.
-: That's right. Okay. So now I see,
I haven't received an invitation.
-: It's still says it's calling you.
-: Hmm?
-: Nothing?
-: Curious, curious here. No.
(laughs)
-: Yeah. This happened with one person the other day too
but he had joined on his phone
and it doesn't work well with any sort of mobile device.
-: Yeah.
-: I'm gonna bring folks back.
-: Okay.
-: I'm sending an announcement,
I don't know if you'll see that since you're not in a room.
-: Okay. Yeah, I do see it.
Hey, by the way, you are really working hard and we see you.
So thank you for all of your overtime you're putting in.
(laughs)
-: That's very kind.
Okay. I'm gonna close the rooms.
Folks should start coming back in just a second.
My wifi has been a little bit bumpy this morning
so I think it takes longer (chuckles) than normal.
Some mornings it's totally fine and other days it's not.
Okay. What have you learned.
-: Okay. Thank you, Annie.
(multiple speakers)
-: I wanted to let folks know Lance got stuck
and I'm gonna let him just say what he experienced
so you'll know if this happens to a student.
-: Oh yeah.
So my machine, It froze up just as we were transitioning
into groups.
So I had to reboot and when I joined the meeting
I anticipated I would join right back within the group
but I didn't, I was back in the main room with Holly.
Holly attempted to invite me back into a group
and I never received the invitation.
So that's good to know.
-: Definitely.
-: And this happened the other day,
the other person I was working with had joined
on their phone initially.
The breakout rooms doesn't work well
with any sort of mobile device at this point.
So when they tried to then join it on their laptop
it didn't fully release their log in on the phone
and so the same thing happened like it.
I think
the meeting itself thought Lance and this other person
were still there somehow so it wouldn't allow me
to then re add them or give them a new alert.
So just so you know that can happen.
The way to solve it if it's happening in the moment
and you're not sure what to do is you could just
let one student stay in the main room
and then ask a couple other folks to join him
or her in the main room,
and that way they wouldn't miss the conversation totally,
there would at least be conversation back in the main room.
This has also happened with folks who have
like a Med account and they log in with their Med account,
not the UVM account,
the regular UVM, they've been stranded in the main room
instead of being able to go to a breakout.
So it does happen from time to time.
The best thing to do to try to avoid it is have people join
on their laptops if they have one
and if they do not, you'll probably
it might be a good thing to ask students
if anyone's planning on running their mobile devices
because I think those folks would probably
at this point have to be in the main room conversing
and they wouldn't be able to bump out into another room.
So it'd be good to know that so you can keep a few students
together in the main room to discuss.
-: Maybe do a quick Poll of your class,
how many are on mobile devices and then try to break those
people up into groups and keep them in the main room.
-: 'Cause I know there are some people who really,
they function on a phone or on an iPad or something
and so that may present a barrier for them.
Meghan, do you have a question? And the Ines.
-: Yeah. I was just gonna report out
on our group's experience.
We were able to record,
we were able to share our screen
and we were able to use meeting notes and whiteboards
but then we couldn't get back.
We couldn't get out of the whiteboard.
Like there was nothing, no way for us to get back
to seeing each other's
faces or whatever.
-: Yeah. I tried that in the morning actually
and what I noticed is immediately the button
was not available but after I moused over the whiteboard
for a few minutes, then a little button became available
that said stop presenting.
-: Hmm. -: So whoever starts
the whiteboard she could then have that button available
but it took a minute for it to become available.
It was like just a little link on the lower left.
Ines: So we had one tab said what board,
one tab said meeting notes and you had the option to go back
and forth between those two tabs.
It wasn't like someone presenting
but there was also a button that said join
and one of us was able to click that button
and go back to the meeting window
and the rest of us kept clicking join
and nothing was happening.
-: Huh?
Yeah. There's some odd things that do occur often on.
Yeah.
-: I wanna ask just briefly,
is anybody else experiencing Holly's voice
as breaking up frequently or is it just me?
-: I experience your voice is breaking up pretty frequently.
-: So it's probably my internet connection. Okay.
Ines: There's just a really big visual lag
with the video.
-: I don't know.
I think my internet is a little slow this morning
and sometimes Teams itself has glitches.
So I don't know, when a lot of people are logged in
sometimes it's is a little slow.
So hopefully the recording won't be that glitchy,
we'll see.
-: But mostly you're sounding fine.
-: Good. -: And you're fine to me.
-: Excellent.
So I see, Ines, do you have another question?
Your hand is still up.
-: Nope. -: Okay.
Karen, and then Nikki.
Karen: My question was just about the people on mobile
devices, will they just not get,
they'll just stay in the main room anyway?
Is that what will happen? -: I think so.
Karen: So as long as you have enough of them?
-: That seems to be the experience I've had so far.
Karen: So as long as there are enough of them to talk
to each other you can just explain to them
that they are gonna, if you're on a mobile device,
your discussion will take place in the main meeting?
-: Correct. Or if you know there's a few people
who that's only device they can use, then maybe
just making sure you assign a couple of students
to stay with them in the main meeting.
(beep) Karen: Okay.
-: Nikki.
-: So it sounds it might be a good idea just to let students
know that when we do breakout rooms
that it's possible that they might not find themselves moved
into a breakout room and just to tell them if that happens
or they get booted to log back in and go to the main class,
the main frame or whatever you might call it.
And then I just wanted to make sure so then if they are
in the main room I could just leave them there
and I could potentially just close one small group
so that they come back to the main room
and they can all discuss together.
-: Correct. -: Okay. All right.
-: Yes. Yes.
You can close the different rooms individually
or all at once. -: Okay.
-: There's a button to start and stop
and once they're started, individually you are able to close
them one at a time and I'm gonna share my screen.
I stopped just for connection sake but I'll share one more
time so you can see as the instructor
and I apologize that we're over time, a little bit.
I hate to rush.
So if you can stay a few more minutes,
I'm gonna keep recording and show you a couple more
things but I totally understand if you have to go
and you can access the recording after the Fact.
So you'll see here on my breakout room window
which is access by this icon on the toolbar that
I can still see the different rooms, I can restart the rooms
and you would be,
if I start them again I'm gonna just start and stop
real quick but if I start them again,
what happens is people get assigned back
into those same rooms.
(beep)
So it might boot you out to a room but then we'll come back.
So closing one room to see if those folks will get put back
into this room.
Okay. So I closed room three but I left the other two open
just to show what that looks like.
So rooms one and two are still open
and they're going along and room three is closed
as you can see on my window here
I can message everybody make an announcement right now
or I can just close these individually as you can see,
I can join a room here that's open,
that's how you go toggling between different rooms.
So for example, room one, you always look for those little
dots in Teams because more menus are available
under those little ellipses.
And so when I go to join a room,
I click there and then I have to use that button
that says return and I can go in between different
rooms that way.
Meghan: So you did not close rooms.
I take it cause we were sitting there waiting for you
to bring us back but there was no,
it never happened so I just clicked rejoin
the main meeting or whatever it's called.
-: Yes. So I was just demonstrating in the recording
how you can have some rooms open and one closed
and then I was also showing how you can join a room
as the instructor.
So I'm gonna go ahead and close the other rooms.
And since I closed one it's not letting me close the rest
of them all at once, I have to select them one at a time.
Meghan: Okay.
-: But that is the way that you join them
and then ask people to come back next to the little
ellipses button next to each room.
So what I can see on my screen
now that we've done this activity is over here on the chat,
and again, this isn't a CTL event account
so you see different events here in the chat
but I can see room one, room three, room two.
You all can only see that the room you were in I believe.
If I wanna see what was going on in room one,
I can click there and I can see that there are recording
occurred so I can go in and look at that.
I can see there was image share,
I bet that was the whiteboard that they were using.
Room three, I can see they had a little recording
and room two.
So I think the recording could be helpful
if you want to be able or your TA wants to be able to go in
and see after the Fact what was discussed or if the folks
in the meeting themselves wanna be able to revisit it.
So that is a good thing to make them aware of as an option
or if you really want them to be doing it,
I would suggest telling them to start it
for each of their breakouts.
And
if you added any files to your meeting,
those would also be available.
Any questions on the view here that the instructor can see
or how the breakout rooms were functioning for folks?
Meghan and then Jeff. Meghan: I have a question.
So I'm imagining using breakout rooms for like
quick small discussions,
small group discussion that we normally do in class
sort of think pair, share kind of things
but if they take notes in their breakout rooms
and then come back to the main meeting
they won't be able to see those notes, right?
Like real time?
-: Well, those notes,
I have a soap box that I can get on about meeting notes.
Basically those notes get stored inside the individual
meeting, so if they want to see them
they would need to go look at the,
basically the chat history and find the room they were in
and meeting notes will be an option there.
And so they'd be able to see the meeting notes there.
They have to kind of manage switching between screens
to be able to
(clears throat) people or see
their meeting notes if they needed to read something
like that or split their screens, windows management.
Meghan: So but if I was asking each group to kind of
share one thing from their meeting, that would be tricky.
So maybe they would also wanna write it
down on their notepads (chuckles)
-: Note pads or,
the meeting notes functionality is kind of a weird
SharePoint Wiki thing and it just doesn't behave
like many other things that people use.
So I would encourage people either to use one note
or to just create a new Word doc somewhere,
Word doc that they could put anywhere or Google docs.
They should be relatively analogous.
Meghan: Thank you.
-: Yeah. And I had my hand up just because of
some folks were kinda struggling to find how you share
a whiteboard inside
the meeting and I was having brain freeze about where
that is but if you click the button to share your desktop
or to start sharing and you get the panel that comes up
from the bottom that lets you share a window or your desktop
or a PowerPoint, and then there's a whiteboard is over
on the side right there which I just flaked
on where that was.
-: Okay. Cool.
-: And somebody had a weird issue with,
it's saying that they weren't authorized.
I'll look into that for Jennifer.
-: So I just posted in the chat a reminder
of how to make channels.
If you do wanna have those longer term meetings
where students can meet with their group and share files
over time, I highly suggest using the channels for that.
And so I didn't want you to forget that that was an option.
These breakout rooms are sweet as far as being able
to do something quickly on the fly but as you can see
there are some little weird things that happen
and I wouldn't say they're great for those longer term
projects.
Any other questions, Jeff your hand is still up
and I see Meghan has a hand up.
-: Legacy hand.
(chuckles)
-: Meghan, do you still have a question or is yours a legacy?
Meghan: No. I had lowered my hand,
I don't know why it's still up there.
-: It could be my internet just lagging.
Sometimes that happens.
Any more questions before we depart?
-: Holly, I have a question.
-: Sure.
-: I'd like to follow up on the question that Nikki asked
about what if you have someone who can't get into
the meeting room and so it looks like one option
would be to have everybody from that room come out
and join them in the main room.
Would it also be an option to sort people into their rooms,
wait to see who couldn't get in
and if you had one or even a couple, that's why I'm thinking
if you had a couple who were in different rooms, right?
They're coming back to the main room is not going to work
then 'cause then you'd be mixing two different groups.
Can you bring everybody back into the main room
and then push them back out into the breakout rooms again?
-: Yes. -: Okay.
Thank you. -: You're welcome.
-: I think you can move individuals.
So if you've got two individuals in different rooms
you can select the individual and I think,
is it only reassign them or can you actually,
I haven't done this, Holly.
Can you move an individual back to the main meeting
as opposed to having them assigned to a room?
-: I didn't see that option.
I can't for sure say that it wasn't there though.
When I was trying to get
people into a room the only option I had was to try
to call them
and in both instances where I tried that that didn't work,
it didn't give me any option to
put that person in a different room
but I didn't try to click on other people.
I think that we would have to test that.
-: I have a large class
and my goal
was to hopefully
eventually break them up into small groups throughout
the semester, numerous times of course,
where I know they're getting randomized
and hopefully they're gonna meet a lot of people.
Is that generally the case do you think?
Or is Microsoft kind of doing alphabetical or
if you break them up all the same way the same time.
Who knows, right? We'll figure that out as we go,
I'll ask the students, "Hey, is that the same group?"
-: It says it's random.
I don't know if what it's using for an algorithm behind
the scenes but the button that you select
is either random or manual.
So those are the only choices.
-: Okay.
-: Ellen.
I can see your hand, it is up, Ellen,
did you have a question?
And, Jody you still have your hand up.
Do you have a question?
-: Nope. -: Okay.
-: I don't, I'm not sure why my hand is up.
I disenabled it.
-: Okay. Sometimes it just lags a little bit.
No problem.
-: I would just say attached a file somewhere
about channels, channel groups.
-: I pasted a link into the chat
which is a link to the documentation.
And if you don't see it yet, it should be in your chat
after the Fact when we log out because there's always
an archive of the chat of the meeting when you attend.
So it should be sitting there.
If you don't see it for some reason
please send me an email and let me know.
-: Thank you.
-: Okay. So I'm gonna let folks go now because I know
we're already like 20 minutes over
but thank you for staying and trying this out with me today.
If you have more questions,
there's the live open hours you can drop into today
and next week and also you can send us an email.
-: Thank you very much.
-: You are very welcome. Happy Friday, everybody.
Thank you, Jeff and Ines for hanging in there with me.