{"id":25779,"date":"2025-03-17T16:20:26","date_gmt":"2025-03-17T16:20:26","guid":{"rendered":"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/?p=25779"},"modified":"2026-05-19T09:38:29","modified_gmt":"2026-05-19T09:38:29","slug":"teams-meetings-presenter-checklist","status":"publish","type":"post","link":"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/teams-meetings-presenter-checklist\/","title":{"rendered":"Teams Meetings: Presenter checklist"},"content":{"rendered":"\n<p>Microsoft Teams is a web conferencing and collaboration tool. For a quick tour see: <a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/get-started-with-meetings-909b75b4-5448-455c-9c9a-5115acf4d3d8\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Teams meetings: Interface overview<\/strong><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>How to use this checklist<\/strong><\/h3>\n\n\n\n<p>This checklist is designed to be a quick guide to help you get started with Microsoft Teams Meetings for teaching. The checklist includes links to useful resources and tools. Please use this checklist as a starting point to add to, and personalise the list based on your session requirements.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Session preparation<\/h2>\n\n\n\n<ul>\n<li><a href=\"#equipment\">Equipment required<\/a><\/li>\n\n\n\n<li><a href=\"#setup\">Set-up Teams session<\/a><\/li>\n\n\n\n<li><a href=\"#instructions\">Send instructions to participants<\/a><\/li>\n\n\n\n<li><a href=\"#features\">Familiarise yourself with Teams meeting features<\/a><\/li>\n\n\n\n<li><a href=\"#materials\">Prepare your session including materials<\/a><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"equipment\">Equipment required<\/h3>\n\n\n\n<ul>\n<li>An internet-connected computer with the <strong><a href=\"https:\/\/www.microsoft.com\/en-gb\/microsoft-teams\/download-app\">Microsoft Teams application<\/a><\/strong> installed, or a supported, up-to-date browser<\/li>\n\n\n\n<li>Headphones with microphone to avoid audio feedback<\/li>\n\n\n\n<li>Webcam (if you wish to be seen by others)<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"setup\">Set up the session<\/h3>\n\n\n\n<ul>\n<li>Create a new Teams meeting through the <a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/enabling-the-ms-teams-meeting-tool-in-a-blackboard-ultra-course\/\">Blackboard Teams integration<\/a> or via <a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/setting-up-interactive-sessions-in-microsoft-teams\/\">Outlook\/Teams calendar.<\/a><\/li>\n\n\n\n<li>Make the meeting link available for your participants (e.g. check you have provided a visible link on Blackboard).<\/li>\n\n\n\n<li>Choose your meeting options\n<ul>\n<li>Decide what students joining your session will be able to do. See guide <a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/2020\/06\/26\/ms-teams-controlling-who-can-present\/\"><strong>Teams: Controlling who can present in a meeting<\/strong><\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"instructions\">Send instructions to participants<\/h3>\n\n\n\n<ul>\n<li>Via a Blackboard announcement or email.<\/li>\n\n\n\n<li>Include the following:\n<ul>\n<li>Session date and time<\/li>\n\n\n\n<li>Joining instructions, including participant resources for using Microsoft Teams<\/li>\n\n\n\n<li>Ask participants to share any accessibility requirements in advance<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Recommend students downloading the Teams app or a supported, up-to-date browser<\/strong><\/li>\n\n\n\n<li>Etiquette \/ set expectations \u2013 outline your expectations for online session conduct \u2013 if you are doing an active session, make sure they know you want them to participate in the activities so they can prepare their equipment and space accordingly\n<ul>\n<li>What behaviour should they exhibit? Is it a formal or informal session?<\/li>\n\n\n\n<li>How do you expect them to interact with one another \u2013 encourage respectful discussion and constructive challenge<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<ul>\n<li><strong>Send instructions to Guest speakers<\/strong> (if applicable)<\/li>\n\n\n\n<li>See guide:&nbsp;<a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/2021\/03\/30\/inviting-guests-to-a-teams-meeting\/\"><strong>Invite Guests to a Session<\/strong><\/a><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"features\">Familiarise yourself with Teams meeting features<\/h3>\n\n\n\n<ul>\n<li>Practice using Teams features in advance<\/li>\n\n\n\n<li>Create a meeting for yourself, or use the \u201cMeet Now\u201d option to open a session to familiarise yourself with the controls. For example, key controls such as <a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/using-video-in-microsoft-teams-3647fc29-7b92-4c26-8c2d-8a596904cdae\" target=\"_blank\" rel=\"noreferrer noopener\">Adjust your video feed,<\/a>&nbsp;<a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/manage-audio-settings-in-microsoft-teams-meetings-6ea36f9a-827b-47d6-b22e-ec94d5f0f5e4\" target=\"_blank\" rel=\"noreferrer noopener\">Manage your audio,<\/a> enable <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/use-live-captions-in-microsoft-teams-meetings-4be2d304-f675-4b57-8347-cbd000a21260\" target=\"_blank\" rel=\"noreferrer noopener\">Live Captions<\/a> and practice <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/share-slides-in-microsoft-teams-meetings-with-powerpoint-live-fc5a5394-2159-419c-bc59-1f64c1f4e470\" target=\"_blank\" rel=\"noreferrer noopener\">Sharing Slides.<\/a><\/li>\n\n\n\n<li>Other functions you might like to try out:<\/li>\n<\/ul>\n\n\n\n<ul class=\"has-normal-font-size\">\n<li><a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/raise-your-hand-in-microsoft-teams-meetings-bb2dd8e1-e6bd-43a6-85cf-30822667b372\" target=\"_blank\" rel=\"noreferrer noopener\">Raise-hand<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/laser-point-or-draw-on-powerpoint-slides-in-microsoft-teams-meetings-8eebe227-6d28-4b05-8156-f7bb63da4de4\" target=\"_blank\" rel=\"noreferrer noopener\">Use annotation tools<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/breakout-rooms-in-microsoft-teams\/\">Using breakout groups<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/sites.reading.ac.uk\/tel-support-staff\/polls-in-microsoft-teams\/\">Using Polls<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/share-a-whiteboard-in-microsoft-teams-c6b40ba4-52ff-408d-868e-6fc6ebccc5dc#:~:text=To%20share%20a%20whiteboard%20in,board%20picker%20view%20will%20open.\" target=\"_blank\" rel=\"noreferrer noopener\">Using a Whiteboard<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/first-things-to-know-about-loop-components-in-microsoft-teams-ee2a584b-5785-4dd6-8a2d-956131a29c81\" target=\"_blank\" rel=\"noreferrer noopener\">Using Loop components<\/a><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"materials\">Prepare your session materials, including: <\/h3>\n\n\n\n<ul>\n<li>Create a detailed session plan including timings and moderator roles<\/li>\n\n\n\n<li>Plan your welcome slide:\n<ul>\n<li>Welcome your students.<\/li>\n\n\n\n<li>Remind about start time.<\/li>\n\n\n\n<li><strong>Let them know if the session will be recorded and how it will be used\/stored.<\/strong><\/li>\n\n\n\n<li>Invite them to participate in a fun little warm-up activity while they wait<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Prepare resources such as quizzes, graphics, links to videos, etc.&nbsp;Create any poll questions with accompanying slides \u2013 <strong><a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/2020\/12\/17\/polls-in-microsoft-teams\/\">Polls in MS Teams<\/a><\/strong><\/li>\n\n\n\n<li>Prepare etiquette and session instruction information<\/li>\n\n\n\n<li>Review and accommodate accessibility requirements where possible.&nbsp; See guides &#8211;&nbsp;<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/accessibility-tips-for-inclusive-microsoft-teams-meetings-and-live-events-fa0cb694-0fcd-4019-b67c-8270ea4e0c54\"><strong>Teams Meetings: Accessibility<\/strong><\/a><\/li>\n<\/ul>\n\n\n\n<ul>\n<li>Enlist help (if applicable) \u2013 having an assistant to text chat and answer participant questions during the session is recommended<\/li>\n\n\n\n<li>Book a quiet space with wired internet (preferred) or Wi-Fi connection to hold the session.&nbsp;<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"day\">On the day of the session<\/h2>\n\n\n\n<ul>\n<li><a href=\"#before\">Before the session<\/a><\/li>\n\n\n\n<li><a href=\"#start\">At the start of the session<\/a><\/li>\n\n\n\n<li><a href=\"#end\">End of session<\/a><\/li>\n\n\n\n<li><a href=\"#after\">After the session<\/a><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"before\">Before the session (up to 30 minutes)<\/h3>\n\n\n\n<ul>\n<li>Join the session at least 20 minutes before the scheduled start time.&nbsp; Tip: mute your microphone until you start the session.<\/li>\n\n\n\n<li>Clear your screen of applications \/ private documents not needed for the session (especially important if sharing your screen)<\/li>\n\n\n\n<li>Load your slides and resources to the session space (via Teams)\n<ul>\n<li>See guide: <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/share-slides-in-microsoft-teams-meetings-with-powerpoint-live-fc5a5394-2159-419c-bc59-1f64c1f4e470\"><strong>Teams Meetings: Share Slides<\/strong><\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Settings checks\n<ul>\n<li>Is your microphone, video and audio working? (You will be prompted to check these when you first join the session.)<\/li>\n\n\n\n<li>Check you have given presenter rights to any co-moderator and\/or guest speaker.<\/li>\n\n\n\n<li>Choose whether you want participants to be able to speak or be seen in the session and adjust meeting options accordingly.<\/li>\n\n\n\n<li>Check lobby settings to control whether participants can join before you to carry out their checks.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Welcome message &#8211; provide a slide with the session start time and participant instructions to check their settings and equipment.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"start\">At the start of the session<\/h3>\n\n\n\n<ul>\n<li>Greet participants as they join the session via text chat or audio<\/li>\n\n\n\n<li>Remind participants to test their microphone and speakers<\/li>\n\n\n\n<li>Give a brief overview of the Teams interface and how to use it during the session, including how to use text chat and icons (i.e. raise hand)<\/li>\n\n\n\n<li>Remind participants the session will be recorded (if applicable) and that the recording may be viewed by people who have not taken part in the session.<\/li>\n\n\n\n<li>Start recording (if applicable) using Teams recording controls &#8211; <a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/2020\/04\/03\/ms-teams-making-a-recording\/\"><strong>Teams Meetings: Recording Sessions<\/strong><\/a>.<\/li>\n\n\n\n<li>Guide participants throughout the session and remind them how they can interact and locate features on the Teams interface<\/li>\n\n\n\n<li>If you wish to designate breakout groups, <strong>set up breakout rooms in advance or during the session as needed.<\/strong> See guide: <strong><a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/2020\/12\/17\/breakout-rooms-in-microsoft-teams\/\">Teams Meetings: Breakout rooms<\/a><\/strong><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"end\">End of the session<\/h3>\n\n\n\n<ul>\n<li>End the recording (if the meeting is being recorded)<\/li>\n\n\n\n<li>Get participant feedback (if applicable) \u2013 post a slide \/ poll \/ or survey link at the end of the session<\/li>\n\n\n\n<li>Export or save Whiteboard content (saved automatically in Microsoft Whiteboard) if required.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-ast-global-color-5-color has-alpha-channel-opacity has-ast-global-color-5-background-color has-background\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"after\">After the session<\/h3>\n\n\n\n<ul>\n<li><strong>Session capture<\/strong> \u2013 Remind students that session recordings are available in Blackboard via YuJa (you will need to download the recording from the session chat, and <a href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/uploading-to-yuja\/\" target=\"_blank\" rel=\"noreferrer noopener\">upload the file to YuJa<\/a> \/ make it available to your course channel).<\/li>\n\n\n\n<li><strong><a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/manage-meeting-attendance-reports-in-microsoft-teams-ae7cf170-530c-47d3-84c1-3aedac74d310\" target=\"_blank\" rel=\"noreferrer noopener\">Monitor attendance<\/a> &#8211; <\/strong>Download the attendance report from the meeting details (if needed).<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Microsoft Teams is a web conferencing and collaboration tool. For a quick tour see: Teams meetings: Interface overview How to [&hellip;]<\/p>\n","protected":false},"author":74,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"image","meta":{"om_disable_all_campaigns":false,"_lmt_disableupdate":"no","_lmt_disable":"","_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"_jetpack_newsletter_access":"","_jetpack_newsletter_tier_id":0,"_links_to":"","_links_to_target":""},"categories":[432],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.8.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Teams Meetings: Presenter checklist - Technology Enhanced Learning Support for Staff<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/sites.reading.ac.uk\/TEL-Support-Staff\/teams-meetings-presenter-checklist\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Teams Meetings: Presenter checklist - Technology Enhanced Learning Support for Staff\" \/>\n<meta property=\"og:description\" content=\"Microsoft Teams is a web conferencing and collaboration tool. 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