MS Teams User

Guidelines
For Junior School Teachers
 Page |2

Content
Downloading MS Teams 03

Login to MS Teams 04

Scheduling a session 05

Meeting Options 10

Join and conducting an online session 13

Downloading an attendance sheet 15

Sharing Screen 16

Chat 18

Observe Students 19

Finishing a session 20

Creating folders inside the MS Team 21

Copy, uploads files to the folders 24

Renaming videos, documents and notes 29

 Page |3

Downloading MS Teams

For computer users

Desktop Application
https://www.microsoft.com/en-ww/microsoft-teams/download-
app#desktopAppDownloadregion
Login though Website
https://www.microsoft.com/en-ww/microsoft-teams/log-in

For Mobile Users

For Android phone users
https://play.google.com/store/apps/details?id=com.microsoft.teams&hl=en&gl
=US
For Apple phone users
https://apps.apple.com/us/app/microsoft-teams/id1113153706
 Page |4

MS Teams Login details.

In order to login to School MS Teams account you need to have email
address and the password which was given by the school itself for specifically
use only for the MS teams account.

Example email address format of MS Teams account

xxxx.y@risku.edu.lk

Note:
If you are a full time employee and forgot your MS Teams account details
please check your Yandex official email and find an email with the subject
heading called ‘Microsoft On behalf’. There you will see your login details.
For any password reset please contact General Coordinator via your HOD.

If you are a part time employee and forgot the given MS Teams login details,
please contact General Coordinator via your HOD.

Login to MS Teams
Please login to the MS Team with the given login details.
 Desktop Application users and Mobile users can open the applications
and logged in.

 Web users can use the following link and then click Sign In. Enter the
given email and the password to login then.
https://www.microsoft.com/en-ww/microsoft-teams/log-in
 Page |5

To Schedule a Session
 Click on the teams Tab

 Click the correct class team where you want to schedule a session.

 Click on the down arrow next to Meet

 Page |6

 Click “Schedule a meeting”

Scheduling a Session

 Please check the time zone before you scheduled.

It needs to be Sri Jayawardanapura.

 All the sessions titles must be schedule based on the given title format.
Format to be followed through the online sessions is given bellow.

Grade 6A – Monday 31st of January 2022

If the format is not cleared and have some doubts, please contact the
Grade Coordinator.
 Page |7

 Please add the teachers those who will conduct the subject sessions to
the field ‘Add required attendees’ by typing their names. Names will
appear as you type and select the correct name from them.

To identify a teacher’s name from student’s names while you are typing
check the content within the brackets below the name.

If it is an index number that is a name of a student. please don’t add

any students to ‘Add required attendees’ field.

 Select the starting date and starting time and ending date (which is
going to be the same date) and ending time.
 Page |8

 You are not allowed to add any repeat methods for your sessions.
Keep the repeat of the sessions as ‘does not repeat’

 Check the correct channel has been visible. If not click ‘Close’ to close
the current scheduling form without clicking ‘Send’, and go back to
‘Teams’ again and select the correct teams and do the scheduling
again.
 Page |9

 Then click ‘ Send’

 Now it’s time to set the ‘Meeting Options’ to Keep control the session.
 P a g e | 10

Meeting Options

It is a must to set the Meeting options correctly. To access the Meeting

options please click on the scheduled session again which is available in the
Calendar or the ‘Post’ section inside the respective team.

Check on the top of the title of the session for Meeting Option

Meeting Option Window

 P a g e | 11

Change settings in Meeting options

Change Who can present to Specific people

 Then Choose Presenters by typing their names in the given filed.

Available names will be appeared.
If not, the problem is they have not been added as the ‘Add required
participant’ when the scheduling form is first time filling.
 P a g e | 12

 Allow mic and cameras for attendees

 Turn off Allow reactions

 Click ‘Save’

Now you have succefully created a session!

Very Important
 All the sessions should be scheduled by the class teachers before the
4.00pm prior to that day and should be confirmed it to their respective
Grade Coordinator.
 P a g e | 13

Join and conducting an Online Lesson

 Click on the session via the respective class channel or the calendar.

 Click Join

 Check the Camera and Mic and then click ‘Join now’
 P a g e | 14

 Start to record the session

To record the session click the horizontal 3 dots (More actions).

 Then click ‘Start Recording’

 After finishing the session Click ‘Stop recording’ which is available in

the same place
 P a g e | 15

Downloading an attendance sheet.

 To download an attendance sheet click on the ‘Show participant’ icon

 Then from the right side panel click on the horizontal 3 dots available
next to the word ‘People’ or ‘Participants’.

 Click ‘Download attendance list’

Important:
Get at least 3 attendances of your session. From the beginning, middle of the
session, before end of the session. Open the attendance sheet with the Excel
program to confirmed to that the records are available there before you leave
your session.
 P a g e | 16

Sharing Screen

To share the screen, for your PowerPoints, Images, videos etc.

 Click the Arrow icon which is pointed to the upside on the control panel

 Then click on ‘Screenshare’

 Then select Entire Screen or Window as your wish

 P a g e | 17

Important:
When you share your screen as ‘Entire Screen’ all the activities which are
happening inside your screen can be seen by the students like pop up
messages, bookmarks, taskbar icons etc.
When you share your screen as a ‘Window’ only the content available in that
particular window can be seen to the students.

 Then click on the screen you want to share and click ‘Share’ Button
(Sharing as an Entire Screen)

(Sharing as a Window)
 P a g e | 18

Chat

 To send a message to the students, click on the chat icon in the control
panel.

 Type the message you want to send to the students and click Arrow
Icon.

Important
Students are not allowed to send any unnecessary emoji’s. It is the
responsible of the teacher to be in control and first advice the student not to
do that and if it is continuing to report this matter to the class teacher so the
class teacher will get the necessary action with the approval of the respective
Grade Coordinator.
Students are not allowed to create any Chat groups inside the MS Team
platform. If it is so report the matter to the class teacher and class teacher
should report the matter to the respective Grade Coordinator.
 P a g e | 19

Observing the Students

To observe the students,

 Ask to students to switch on their web cams all the time.
Go to the control panel and click ‘More actions’ and select ‘Gallery’, ‘Large
Gallery’ or ‘Together mode’ option based on your requirement.
 P a g e | 20

Finishing a Session

 After you finish your session you can leave the session by clicking the
red colored ‘Leave’ or ‘Hang up’ button which is available in the control
panel. Students will remain inside the session unless you ask them to
leave.

 If you are the person who is going to end up the session for the day,
you are advisable to click the ‘End Meeting’ which is available inside
the ‘More options’ so all the students will be leave with you without
staying inside the session by chatting or talking with each other.
 P a g e | 21

Creating folders inside the MS Team platform

You are advisable to maintain a folder structure to keep your lesson

recordings and your teaching materials inside the ‘Class Materials’ folder
which is available inside the all the teams ‘Files’ menu.

 Then open the ‘Class Materials’ folder and open the 2022 folder which
is with it class name

Example: 6A - 2022

 Then you will see your subject folder/ folders inside of it.
 P a g e | 22

 Open your subject folder and create folders lesson wise. Follow the
format given below.

Lesson 01 – Parts of a computer

 P a g e | 23

 Inside each lesson folder, create 3 folders as follows

Notes
PowerPoints
Videos

 Copy your recorded videos, PowerPoints, Notes into the relevant folder.
 P a g e | 24

Copy, uploads videos

All the recorded videos are available inside the folder called ‘Recordings’ in the
‘Files’ menu which is under the General section

 Open the ‘Recordings’ folder and find the video which is dated with the scheduled
name and date.
 P a g e | 25

 . Click the 3 dots which is available next to the name and select ‘Copy’

 Then a new window will open and there please open ‘Class Materials’
 P a g e | 26

 Now open ‘6A - 2022’ folder

 Open the subject folder now

 Open the lesson folder now

 P a g e | 27

 Open the Videos folder now

 Click ‘Copy’ to copy the video now

 Then rename the video based on the given format.

 P a g e | 28

Uploading the documents to the relevant folders

 Open the relevant folder.

 Click ‘Uploads’

 Select ‘File’

 Browse for the file and click open and then it will upload to the folder.
 P a g e | 29

Renaming videos, documents and notes

If it’s is a Video please follow the bellow format and rename your video

Grade-subject-Lesson number-video number-lesson name_lesson content

part-date-month-year

Examples:

Grade6-ICT-Lesson-1.0-Video-1-Parts_of_a_computer_Monitor-31-01-2022
Grade6-ICT-Lesson-1.0-Video-2-Parts_of_a_computer_System_Unit-07-02-2022
Grade6-ICT-Lesson-2.0-Video-1-Excel_Font_Group-14-02-202

If it is a PowerPoint

Grade-subject-Lesson number-PowerPoint number-lesson name_lesson

content part-date-month-year

Examples:

Grade6-ICT-Lesson-1.0-PPT-1-Parts_of_a_computer_Monitor-31-01-2022
Grade6-ICT-Lesson-1.0-PPT-2-Parts_of_a_computer_System_Unit-31-01-2022
Grade6-ICT-Lesson-2.0-PPT-1-Excel_Font_Group-31-01-2022

If it is a Note

Grade-subject-Lesson number-Note number_lesson name_lesson content

part-date-month-year

Examples:

Grade6-ICT-Lesson-1.0-Note-1-Parts_of_a_computer_Monitor-31-01-2022
Grade6-ICT-Lesson-1.0-Note-2-Parts_of_a_computer_System_Unit-31-01-2022
Grade6-ICT-Lesson-2.0-Note-1-Excel_Font_Group-31-01-2022