• A video from Microsoft that explains the first steps

The voicemail / answering machine can be set up for Teams in the following way:

• From the three dots in the header, select the "Settings" entry
  
• Go to "Calls" in the list of settings
  

The settings differ slightly depending on the Teams version you are using.
The settings for call handling and forwarding should be displayed on the right-hand side of the window

• "If you cannot answer a call"
  
  At this point, the answering machine is activated with the setting "Forward to voicemail".
• Ring duration and ringtone are self-explanatory.

Further settings are made under Manage voicemail.

• Recording a greeting
  After clicking on the button, you are guided through the recording menu.
• Select a language for your standard greeting.
  Set your preferred language.
• Select what happens when the call is forwarded to voicemail.
  
• Set up option for customized text-to-speech greeting message
  
  Instead of the directly recorded greeting, a text can be entered here which is then read to the caller by an automated voice.

Where can you find this call?

You will receive an e-mail in your mailbox.
The calling number is displayed as the sender.

The mail contains both the recording and the text of the recording.

When logging into the Microsoft Cloud, two-factor authentication (2FA) is required for employees and GuP.

Students are advised to set up 2FA for their KIT account and M365. 

• Die 2FA ist in der Tokenverwaltung im SCC Self-Service-Portal für das KIT-Konto einzurichten 

• 2FA must be set up in the token management section of the SCC Self-Service-Portal for the KIT account(KIT - SCC - Self-Service-Portal - Startseite – Anmelden – Tokenverwaltung).

Requirements

• Das MS Team wurde in der Organisation "Karlsruher Institut für Technologie (KIT)" angelegt
• Das Team wird in Campus Team Connect verwaltet
• Der Link, über den die Studierenden dem Team beitreten sollen, muss über Campus Team Connect generiert worden sein und wie folgt aussehen: „http://connect.studium.kit.edu/teams/join/xxxxx“ (=Join-Link).
• Studierende benötigen ein gültiges MS Teams Konto am KIT - Zustimmung der Datenschutzerklärung ist erforderlich

Creation of an accession link (join link)

You can manage any team created in MS Teams in Campus Team Connect, enabling students to join independently. The following steps are necessary:

• Optional - if the team does not exist yet
  • Open MS Team
  • Create a team in the organization "Karlsruhe Institute of Technology (KIT)
• Open https://connect.studium.kit.edu/teams
• Log in with your KIT account
• The website will show you a list of all your teams, whether they are managed through Campus Team Connect or not
• Select the team you want to "share" with students and click "Team mit Connect verwalten" (Manage Team with Connect) or "Team verwalten" (Manage Team).
• This will take you to a new page and give you the join link
  • Note: If necessary, you can also regenerate the accession link if the original link has been used before and your group of participants has changed in the meantime.
• Copy the join link and
• distribute this link to your students or enter exactly this join link in ILIAS
• This join link then gives students the ability to SELF join or leave the team

Records of team meetings

A general guide to recording in Teams can be found at Microsoft on the Recording a Meeting in Microsoft Teams page.

Here we provide a quick guide explaining the most important points about the functionality at KIT.

• Instruction Teams-Recordings at KIT

Please note!
At KIT, the legal requirements for recording of participants with approved video conferencing systems at KIT generally apply.

Note that recording is only possible in a meeting that was started in a team. Also, only owners and members of a team have permission to start or stop recording a meeting. Guests and people from other organizations are not authorized to do so.

Click on the team

click the three dots with the left

select the command "Edit Team

When renaming, the new OU designation is automatically placed in front of it. So you have to remove the previous OU designation from the name.

So you have to remove the leading OU in the name. In the lower line you can see the final name.
So becomes from:

this name:

Now confirm at the bottom with "Update".

Live subtitles - Released at KIT
Anyone taking part in a meeting can have the spoken words displayed live during the meeting. 
After the meeting has ended, however, the subtitle texts are no longer available or comprehensible.

• Live subtitles will be activated on 15.11.23 at KIT to increase accessibility in MS Teams.
• Here you will find a short guide to subtitles in meetings at KIT

Transcription - Released at KIT
When transcribing, the spoken words are also logged as text.
This word log is then saved in the team or in the chat and can be read subsequently.

Planning meetings via the personal calendar in MS Teams

Planning meetings via the personal calendar in MS Teams has been possible since the adjustment of the login names in March 2024. This allows you to schedule an online meeting in MS Teams without Outlook Client. The AddIn for Microsoft Outlook is therefore no longer required.

• Go to your "Calendar" in MS Teams
  • You can find this in the left navigation bar under [...] 
    -> enter "Calendar" via the search function
  • Sie sollten damit Ihren persönlichen Exchange-Kalender sehen 
• There you create a new Teams meeting using the "+New meeting" button, specifying all meeting options
• Save the meeting
• Participants and organizers receive an invitation with a corresponding meeting link and can participate in the planned meeting via this link.

General

For calls in normal 1:1 chats, the call is not encrypted by default.
The use of end-to-end encryption for MS Teams is possible at KIT.

• Instructions for setting up end-to-end encryption once

General

Microsoft: Description Real-Time Text (RTT) in Microsoft Teams

Realtime Text (RTT) is a function that allows people to actively participate in the conversation by reading the spoken word and/or writing their own comments. With RTT, there is no delay in the display of spoken or written contributions; the messages are displayed in real time for all participants.

If RTT is switched on, an additional RTT window appears for everyone in the meeting view. It is generally not possible to hide this RTT window, but it can be “swapped out” as a separate window in the Teams desktop app.

RTT can be switched on at any time by participants in the meeting, but can then no longer be switched off.

Why do we recommend using RTT?

People with hearing or speech problems have the opportunity to participate in online meetings in real time - without delay.
The representative body for the severely disabled at KIT also recommends the use of barrier-free communication.

If you do not wish to speak, you can enter your own contribution in writing in the input field of the RTT window. Participants will then see the author's contribution directly - without delay - in their RTT window, provided they have opened it.

• Instructions for using Real-Time Text (RTT) in Microsoft Teams

Teams is used for communication within a team or project, but it can also be used to share and collaborate on data such as documents, tasks, notes, etc. 

During the course of a joint project, the frequency of access to this shared data changes. At the beginning, access is rather frequent, regular, and frequent, while at the end of a project, it tends to be rare or non-existent. 

Accordingly, there is no longer any need to store data in the cloud at the end of the project.

Access patterns to data in M365 are classified as follows at KIT

• From “very often” (hot) 
• to “now and again” (warm) 
• up to “not at all” (cold)

Data that is no longer required for shared access (cold) must be downloaded from the M365 cloud storage and stored and backed up on KIT's own data storage service.

Downloading Data

• Open Team in Microsoft Teams.
• Switch to any channel and click on Files/Shared
• Click “Download” to download the files for the entire channel.
  If you cannot find “Download,” go to [...] to see more menu items.
  
• You will receive a ZIP file named channelname.zip, in your system's download folder.
• Alternatively, you can select specific files or folders before downloading.
  To do this, move the mouse over the file names and a circle will appear to the left of the file icon. Click on this circle to select the file. The ZIP file will be saved with a name based on your selection (folder name.zip or onedrive_no_date.zip).
  

Downloading Tasks

Plans/tasks can be exported to an Excel file by selecting “Export plan to Excel” below the task.

Downloading OneNote Notebooks

Downloading or exporting OneNote notebooks only works via the OneNote app on the desktop. 

Proceed as follows:

• Open Microsoft Teams
• Switch to the channel where the notebook is stored
• Click on the notebook tab (OneNote, Notes, etc.)
• at Edit
  • Open in desktop version
    Notebook opens in the OneNote app on the desktop
    Export only possible via desktop app

• In the desktop app select -> File -> Export 

• Select entire notebook or individual sections/pages
• Select format
  • OneNote Package (.onepkg) - for complete notebook
  • PDF - for static backup
• Save file on KIT storage

• create an appointment in Outlook
• click on New Teams Meeting in the menu bar
• enter recipient - it is possible to enter external participants
• send appointment
• a participation link is included in the appointment ("Attend Microsoft Team Meeting")

• organizer opens Outlook appointment
• click on "Join Teams Meeting" in the menu bar
• a chat opens automatically in the desktop application
• the participants open the Outlook appointment to participate and click on the link in the appointment request

• Go to your "Calendar" in MS Teams
  • You can find this in the left-hand navigation bar under [...] 
    -> enter "Calendar" via the search function
• You should then see your personal Exchange calendar 
• Create a new Teams meeting there by clicking on the "+New meeting" button and specifying all meeting options
• Save the meeting
• Participants and organizers will receive an invitation with a corresponding meeting link and can use it to join the planned meeting.

Netiquette

• Make sure you have a good internet connection; use an Ethernet cable if necessary
• Avoid having a light source in the background (otherwise faces will appear dark)
• Connect in advance
• Test audio and video in advance
• Mute the audio when not speaking (to avoid background noise)
• Use a headset (to avoid echo)
• Provide longer contributions (for the minutes) in advance
• In larger courses, turn off the camera when you are not speaking to save bandwidth
• When using the camera: Maintain eye contact with the camera (it’s not where you currently see the person you’re talking to...)

Client and operating system specifications

(Example: Public Senate meeting for students)

• Open the invitation webpage, where you will find the link to the meeting in Microsoft Teams.
• Authentication with uxxxx / password (Shibboleth) is required
• The public Senate meeting takes place in the MS Teams tenant for employees
• Note: Subtitles are not available for guests, including students.

Requirement for students – Please check your status at least one day before the event!

• Make sure you can use MS Teams at KIT, if necessary, agree to the privacy policy if you haven’t already
• You should now be able to log in to MS Teams
  • Test it as follows:
    Open MS Teams at https://teams.cloud.microsoft/ 
  • Log in with uxxxx ∂does-not-exist.student kit edu
  • After successful authentication via Shibboleth (SSO), you will be directed to your home organization "student.kit.edu"
  • Switch to the KIT staff tenant: "KIT - Karlsruhe Institute of Technology"
  • Note: Switching to this tenant is only possible if you are a member of a team there.
    Use this join link , to become a member of the SCC-Testteam-SD team.
  • 

On the day of the course

• Launch Microsoft Teams. You can use Microsoft Teams on various platforms.

MS Teams DesktopApp (Windows/MacOS)

• Click on the link for the MS Teams course and 
• Change the account to your guest account at “KIT – Karlsruhe Institute of Technology”
• You can only join the MS Teams meeting with the guest account 
• 

MS Teams WebApp (Linux)

• Access MS Teams via https://teams.cloud.microsoft/ 
• Log in with uxxxx ∂does-not-exist.student kit edu
• You will be directed to your home organization "student.kit.edu"
• However, the session takes place in the KIT employee tenant
  • You must switch to the "KIT – Karlsruhe Institute of Technology" (employee tenant)
  • To do so, select this tenant in the upper right corner of the Account Manager .
• • 
    
• Copy the link to the Teams course from the course website and paste it into a new tab in the browser windowwhere you are currently logged into Teams.
• You should see the following page
• 
• Join the meeting by entering the meeting ID and the passcode in the next window. You can also find these on the course website or in your invitation.
•  
• To join the meeting, confirm the meeting ID and passcode by clicking “Join Meeting”
• If you don't have a microphone or video and can't share content, click "Continue without audio or video"
• 
• In the following window, click “Join Now” to go directly to the Teams course.
• 
• Once the Teams course has been started by the organizers, you should be able to see the shared content.
• You can use the Q&A section to ask questions of the course organizers.
•