Digipedagogical guidelines

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Recording Teams meetings and sharing the recording

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Saving Teams recordings and sharing  

You can record a Teams meeting by clicking “More options” (three points) and selecting Start Recording. 

Start recording option can be found in More options -tab.

You will also stop recording from the same point choosing Stop Recording. 

NOTE! The storage location for Teams recordings changed in February 2021, and the recordings will no longer go to Stream but to either OneDrive or SharePoint, as follows: 

  • A meeting recording that has been ”created” with a meeting invitation goes to the meeting host’s personal OneDrive, as well as Meet now meetings.  There is a folder Recordings in OneDrive, where recordings are found and can be shared.  
Teams tallenteiden kansio OneDrivessa.
  • Team’s channel meeting’s recording can be found from Teams channel’s chat and is saved to SharePoint. Channel meeting’s recording is in team’s  folder in SharePoint. You can find it from the Files tab. The text found behind the” three dots” confusingly suggests to OneDrive.
Teams kanavakokousten tallenteiden näkyminen Teamsin chatissa ja linkki SharePointiin.

The recording’s viewing rights can be administered either from OneDrive or SharePoint. Also, sharing the recordings can be done from these applications.  

Teams recordings (before 2/2021)

Teams recordings made before February 2021 can still be found from the Microsoft Stream video service. Also, links to the Teams canal or the video links in the meeting chat feed will work as before. 

Video-link in a Teams chat.

More functions can be found from behind the three dots.  You can open the recording from Steam to modify the settings.  From Share-option, you can share the video with the members of your organization. 

Note! Without you sharing the video, only the team/channel members or participants in the meeting can see the video. So if you want the video to be seen by others, you need to share it. You can share the video with everyone in your organization or with specific people in your organization.

If you want to share it outside of your organization, you must first download the video to your computer and export it to such a video service where you can share it outside of your organization. 

Sharing a recording in Stream service  

You can access the Stream service from Office 365 App launcher. If Stream is not visible right away, you can find All apps. 

Stream application icon can be found from Apps -panel.

On the Stream, the main page is My content. Under that, there are Videos where you find and modify your Stream videos. 

Videos are located in My content folder.

In the end of each video row, there is a pencil icon, where you can modify each video’s settings, e.g., sharing.  

Pencil icon shows the modifying settings.

By choosing to Allow everyone in your company to view this video, you can share the video with your organization’s members.  

If you want to share the video with specific members of your organization, choose People, write the name of the person, click on the magnifying glass and select the person in question.  

Sharing options in Stream.

You can make a person an Owner when he can, e.g., share the video onwards.  Display gives only the right to view the video.  

Sharing options in Stream.

Remember to click the Apply button so that the changes you made become valid.  

Read more from Microsoft support site

Record a meeting in Teams (Microsoft support)

Discussions, calls and meetings in Teams

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You can chat and make calls in Teams. To do this you do not need to be a member of any team.  

Discussions and calls with one or more persons

You can access Discussion function by clicking Chat-button on the left-side bar.  

Chat-icon on the left-side bar in Teams.

Search for the person you want to chat with by clinking the new chat button on the top of the screen and writing the name of the person (a part of the name is enough) you are searching for.  You can also search for a certain group, tag or word from the chat.

Search in Teams chat.

Click on the person’s name. Message window will open. Type your message on the conversation row. The message will be sent either by clicking enter or by clicking the arrow below the message row.  

Send -button is on the right, below the message row.

If you want to include an attachment in the conversation, click on the Attach icon (paperclip) below the message row, and select if you want to attach a document from your computer or OneDrive. 

Paperclip-icon means attachments.

Below the message row there is also a button which opens the editor where you can edit your message.  You can add emojis from the emoji button.  

You can open a chat to a new window. You can do that from 2 places: top corner of the conversation and when taking the mouse to left side of the chat in question.  

Pop-up chat -icons which open a chat into a new window can be found from two places.

Calls in Teams

When you want to make a Teams call, click the receiver -icon in the Chat window’s upper corner. If you want to make a video call, click on the video camera -icon. The call goes to the person you are currently having the conversation with.  

Videocalla and call buttons are side-by-side.

If you want to call or discuss with several persons at the same time, you can add participants to the discussion from top corner’s add people button. 

During a call the following icons are visible in the top of the Teams window. 

Meeting options bar in Teams.

The call opens in a new Teams-window, so you can use other Teams functions easily during the call.

If you want to share your screen (without being in a call), you can do so from upper right corner share screen button.  Choose what you want to share; your desktop, or a single source, e.g., a PowerPoint presentation.  

Sharing-icon in Teams.

Discussions and meetings in a team  

Primarily discussions and meetings work in the same way with or without a team, but it is good to know some little differences.  

You can create a channel meeting in a team channel. You can start the meeting immediately or schedule it to start later. Button for this is found in the right upper corner.  

Two options for a Teams call: meet now or schedule a meeting.

Below the message row there are buttons, which are almost the same as for the discussion function: 

Options bar in Teams chat.

You can mention or tag a person in a conversation by typing @ sign followed by the person’s name.  

Tagging an person into a message.

With Stream button you can add a video from Stream-service to a conversation.  

With Praise button you can praise a colleague. 

By clicking on the editor-button, you can open a message editor, which holds in several functions.  

Message formatting window in Teams.
  • You can edit text, e.g., by bolding  
  • You can add a link to the message 
  • You can publish the message also in other channels than you are writing it in.  
  • You can choose if everyone can reply to the message.  

You can also send an email to a channel. Microsoft instructions on how to find a channel’s email address  

Pinning contacts, add as a favorite or mute conversations

If you message or call often same persons, you can pin them in the Chat-view so, that those chats are seen on top of the discussion view. Pinning is done by clicking on the three dots following the person’s name (on the left side of the screen) and selecting Pin from there.

You can also add some contacts or groups as your favorite or mute conversations, you do not want to participate or follow.

Options for conversations, e.g. pinning, adding to favorite or mute.

 

Teams queries with Forms-application

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You can use Microsoft’s Forms to conduct surveys and voting, quizzes and polls. In Teams, you can make a quick query to a channel, which means one question that is made on the message tab. Or you can import an existing Forms query as a new tab or create a new query.

Teams built-in quick query

To start a quick query, click on the Forms-symbol below the message box.

Forms query tab below the chat box in Teams.

Enter the question and answer options. If necessary, add more response options. You can also specify if there is more than one answer option. Click the Save button.

Forms query form options.

Now you see the query as it will show for the respondents. If the query is ready, click Send. If necessary, you can also return to edit the question.

Ready Forms query view.

The question appears in the chat stream in Teams and can be answered. The results will also appear immediately in the message stream.

Forms query answers in Teams chat.

Forms in Teams

You can import an existing Forms survey to Teams or create a new one by choosing the + button from the Teams page’s upper edge.

New Forms survey -button in Teams

Forms application in Teams.

Click Forms, and then select whether you want to create a new form or if you want to import an existing one. Note that you also need to choose whether the tab will appear in the Collect Responses view or the Show Results view.

Options to choose a new Forms query or add existing one.

The display method you selected appears as a tab. You can also add both views as tabs if necessary. Note that all team or channel members can see the form, including the results.

Scheduling and Sharing link to a Zoom Meeting

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Below you can find instructions on creating a Zoom meeting, checking meeting and other necessary settings, and sharing the meeting link. 

You can schedule meetings, or after opening a HAMK ServiceDesk ticket, webinars. Ordinary meetings fit up to 300 people, and with a special license of up to 500 people. Webinars fit up to 500 people. Read more about different kinds of Zoom meetings: Different types of Zoom meetings.

A meeting can be one time only, when a specific time slot is allocated (the meeting can be used 30 days after the scheduled time) or ”recurring”,  when the meeting link is valid for 365 days.  

First, sign in to Zoom, instructions: Logging in to Zoom.

Scheduling a Zoom meeting

Instructions: Scheduling a meeting on a Zoom app. You can make a scheduled meeting recurring by ticking the ”Recurring meeting” box when creating the meeting. 

You choose in the meeting security settings, whether you use a passcode or waiting room. 

Schedule a meeting on web portal (browser)

  1. Go to web portal at hamk.zoom.us 
  2. Press the Sign in button. 
  3. Log in with HAMK userID and password using SSO-login. 
  4. Schedule a new meeting, one time or recurring.  
zoom web portal schedule a meeting button.

Schedule a meeting in Moodle

You can schedule Zoom meetings directly in Moodle with Zoom LTI Pro -activity, instructions: Adding Zoom Activity to the Moodle Course Area and Scheduling Meetings.

Using Personal meeting id

  • Use if you want to use the same link to Zoom meetings. Instructions: Personal Meeting ID in Zoom. Check the settings to make sure you are always in control of your own personal meeting room.

Using the Zoom plugin on Outlook

HAMK personnel can install the plugin from Software Center. You can schedule meetings directly from the Outlook calendar.  Note, when operating in the calendar you still need to be signed in to the Zoom application.   

  • If the aim is merely to form a link, that can be used constantly, it is most likely not purposeful to make an Outlook meeting.  In this case when schedulin a meeting choose ”Other Calendars”, and no single Outlook meeting will be created.  
  • If after creating a recurring meeting you make an Outlook reservation to a specific time slot, the meeting will be from Zoom point of view a single meeting. The meeting will be moved to list of one time -meetings in Zoom from the list of recurring meetings.
  • If you define recurrence to the Outlook meeting, it will stay recurring in Zoom.  
  • If you remove a meeting scheduled through Outlook, the Zoom link and the meeting reservation will be removed.  

Meeting settings

You can define settings and change them afterwards.

  • Adding passcode (included in the meeting link, can be removed and the plain link can be shared.)
  • Using waiting room. Additional information:  Waiting Room. In principle users logged in to Zoom account of HAMK will be moved straight to the meeting, instead of waiting in the waiting room.
  • Only authenticated users can join – the user is required to log in to Zoom before joining a meeting. Instruct the user to sign in with SSO so the participants log in with HAMK user account. Instructions: Logging in to Zoom. Participants from other organizations need to have some Zoom account to log in too, when this settings is on.
  • Allow participants to join anytime – enables participants to join before the host.  
  • Automatic recording of the meeting. 
  • Alternative hosts – add an email address for the person you want to act as a co-host. If the alternative host joins before you, he will become the host of the meeting. If he joins after you he will be the co-host, who, e.g., has the right to control the meeting participants.
    • Only HAMK addresses can be added as alternative hosts, persons outside HAMK must be changed to co-hosts during the meeting. If a HAMK ID is not found, ask the user to sign in (Logging in to Zoom), so the ID is then created and can be added to the text box.  

Editing the additional meeting settings on web portal:

 Go to Zoom web portal: https://hamk.zoom.us/meeting. Open the meeting to be edited and click Edit this meeting.

  • registration to the meeting (after the registration the participant gets a personalized link to the meeting, Zoom instructions. 
  • Dividing the participants to breakout rooms beforehand, Zoom instructions. Be extra careful with the limitations!
  • Polls made beforehand, Zoom instructions. 

Zoom account’s general settings are managed in the web portal These settings and affect, e .g., default settings, instructions: General Zoom settings . 

How do I share the link to participants?

How do I start the meeting? 

Instructions: Starting the meeting. If you aren’t recognized as the meeting host, please leave the meeting, make sure you have logged in to Zoom and Join/Start the meeting again.

Can I host simultaneous meetings scheduled by me?

This is not possible. If same user’s meetings are started, the previously started meeting can be cut off. 

EXAM for electronic individual exams and maturity tests

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EXAM service and electronic exam concept provide a flexible way of taking monitored exams and maturity exams in four HAMK campuses. Additional instructions can be found at https://wiki.eduuni.fi/display/CSCEXAM/EXAM+for+students.

House rules of the exam studio

  • Store your belongings in a locker outside the studio.
  • You are not allowed to leave the exam room before completing the exam. (No toilet visits!)
  • You are not allowed to talk with other students in the exam room.
  • Do not walk or move unnecessarily during your exam.
  • There is a recording camera and microphone surveillance system in the exam room which is used to supervise students taking the exam. Records may also be checked afterwards if there is any reason to suspect cheating.
  • Sanctions will be imposed against any student who is found in breach of examination regulations.

The EXAM process

exam process at hamk.

Enrolling to the exam

  1. Teacher prepares the exam either for the whole study group or personally to someone or creates a maturity test.
    • The exam time period is adjusted and during that period a student can take the exam whenever he/she wants in any of HAMK EXAM studios.
  2. You log into the EXAM service exam.hamk.fi, search the suitable exam, register for the exam and book an exam time. If teacher prepares individual exam you’ll an email with brief link for booking the exam time.
    • The exams start only on the hour.
    • The EXAM studios are located in Hämeenlinna, Riihimäki, Valkeakoski and Forssa campuses.
  3. You will receive confirmation email with instructions for entering the EXAM studio. The instruction includes the number for the computer spot.

Editing, cancelling or removing the enrollment

If you are not able to do the exam in the reserved time you must cancel the booking. A reservation not canceled will be counted as an attempt.

  1. Log into the EXAM service exam.hamk.fi,
  2. You’ll see your future reservations in the dashboard. From three dots you’ll be able to edit or cancel the reservation. In order to remove the booking  you need to cancel it first.

Entering the campus

  • When a HAMK student has an access card to use on campus doors: the exam time is free to choose from the EXAM times available. No separate access card or such is required to enter EXAM studio.
  • If HAMK students don’t have an access card, they choose an EXAM time slot on office hours on weekdays for the EXAM studio of Hämeenlinna University Centre to ensure passage through the campus doors.
    • If necessary, students can obtain the access tag from HAMKo’s office.
  • Currently, the exterior doors of all campuses are always locked.
    • From the entrance doors of the Hämeenlinna University Centre, you can get inside during office hours on weekdays when you call the phone number that student can find on the outside doors of the N-building.
  • HAMKOn opiskelijakortti exam
  • Kulkukortti exam

Entering the studio

  1. Before the exam occasion, make sure your username works and you have access through the outside doors of the campus.
  • To access the studio any time, you need either
    • an access card or
    • a newer student card with a right of passage activated.
  • When the campus doors are locked, you may need a pin code that you have placed in the locks in addition to the access tag.
  1. Store your belongings in a locker outside the studio.
    • You must not take anything else to the studio other than just a water bottle and an ID in addition to a face mask.
    • If you have has special needs, your teacher must be informed before enrolling on the exam.
  2. Enter the studio not earlier than five minutes before the scheduled time.
    • EXAM room video surveillance system includes live streaming, recording video and audio. You can access the room only with her personal key card or pin code which is saved and logged into the room reports.

Logging in to EXAM computers

login to exam computers

Doing the EXAM

  • When you have logged in, you will find the list of questions on the left. On the top of the view, there is an egg clock that shows you the time left. In the middle of the view, there is a list of questions and their answering situations.
  • You can answer the questions in any order. You can, for example first make notes for each question and then return to answer more thoroughly—return from the question view to the main view with the Exam overview button.
  • The system autosaves your answer with few minutes intervals. Also, moving between questions autosaves the answer. Note that if you delete your answer, the system may autosave the empty answer!
  • When you are ready, return to the overview. Be sure to attach any attachments before you finish the exam.
  • Click on the “Submit! “button.
  • Remember to shut down the computer.

After the exam

After taking the exam the teacher will assess it.

What to do in problem situations?

  • The building is closed: have you checked the opening hours? Unregister and make a new registration. When needed, contact your examiner.
  • The computer does not start or does not work properly: check all cables and restart.
  • The browser (Firefox) does not start: Restart the computer.
  • The system gives an error message: close the browser and retry a few times. If the problem continues, contact the janitor. Wait for the information about whether to start the exam or not.
  • The browser or computer jams or crashes in the middle of the exam: Restart the computer and browser, log in and continue with the exam.

Exam visit

  • Exam visit means that you take your own university’s exam in another university’s EXAM room.
  • HAMK students log in to HAMK’s EXAM, register for the exam as usually, choose another university’s EXAM room as their exam position, and book exam time. Printed exams are not available on exam visits.
  • Before booking a time for your exam in another university, please check the university’s rules and regulations as well as opening hours and how to access the exam room. List of universities where exam visits are possible: e-exam visit, web page.
  • When you go to take your exam, you log in to the other university’s EXAM with your own university’s user id and password.
  • Further instructions for making an exam room reservation from external institution: Exam consortium’s instructions for an exam visit (web page).