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At St. George’s, Microsoft Teams is the recommended app to use when conducting interviews online that require confidentiality and have specific data protection requirements.

Microsoft Teams can be used for interviews where the discussion is expected to include sensitive data. 

What is Microsoft Teams? 

Microsoft Teams is an app that brings conversations, meetings and files together all in one place and is accessible by sgul members and guests on any device. Teams can be used via the web app but, it''s recommended to downloadthe app for Mac, Windows or Android devices to have access all the features for a better Teams experience.

Microsoft Teams can help you prepare and record your interviews. This page will explain how.

Transcription

  • Downloading Microsoft Teams
  • Schedule the Interview
  • Set Meeting Options
  • Before the meeting (send the meeting link)
  • Start meeting
  • Turn-on transcription
  • Download Transcript
  • Delete Meeting

Note: Transcription will not work in Channel or Meet now meetings.

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Access and Download Microsoft Teams

If you are on site using a St. George’s computer or laptop working at home, Microsoft Teams will be installed. If you are using your own computer or laptop you will have to download the Teams app.

  1. Click here download Microsoft Teams to your device and follow the installation instructions.

Teams will automatically install and open on your device. You may have to enter your sgul email and password.

Teams Transcription

Prepare for the Meeting

When you have agreed a time to meet, schedule the meeting using your Teams or Outlook calendars. The meeting will be appear on both calendars with the link to join. 

They will not be able to enter the meeting room before the meeting because the Meeting option will put them in the lobby until you let them in. Or you can email them the link before the meeting starts. 

Accessing the meeting options will be different depending on which app you use to schedule the meeting, but you can access the options from both apps.  

The links below to Microsoft training will show how to use Outlook and Teams to schedule a Teams meeting, using the web, Android, Windows desktop and Mac.

Schedule a Teams meeting from:

 Set Meeting Options

In Teams

1. In Teams open your calendar. Click on the meeting it to edit.

2. Select Meeting Options. Shown below. (you may have to select the three dots, the More option.

meeting options Teams Calender

2. You will be taken to a web page and you may have to enter your St. George’s email and password.

3.  Set the Meeting Options as shown below.

meeting options 2

4. Click Save.

5. Close the meeting option tab. 

6. In Teams close the scheduled meeting window.  

In Outlook

  1. Select Meeting Options in the Teams Meeting group on the ribbon.

Outlook meeting options

2. Set the options as shown below.

Outlook meeting options window

3. Click Save.

4. Click Send in Outlook, to save close the window.

Before the Meeting (emailing the link)

1. Go to calendar in Teams, click on the scheduled meeting. Click Edit.

2. Scroll down until you see the link to the meeting. Shown below.

fig 12

3. Right click on  “Click here to join meeting” select Copy  link.

4. Open your email and paste the link in a new message to the participant.

5. Add the participant’s email address with a message and click send.

Start Meeting In Teams

1.  Go to Calendar and click on the pre-scheduled meeting. Click Join.

Edit Meeting

2. The meeting Audio window will appear.  You can:

  • Give the meeting a name
  • Turn off your camera
  • Turn on computer audio and microphone

fig 14

3. When you set the above settings, click Join now.

You will be taken to the meeting room and wait until the participant ask to be admitted from the lobby.

Note: When the participant clicks the URL, they will be taken to the lobby, where they will wait there until you allow them into the meeting.

4. You will see an alert that the participant is waiting in the lobby.

Admit from lobby

5. Click Admit to let them into the meeting.

Turn on Transcription

1. Click on More Actions, (…) the tree dots on the Meeting control bar. 

Meeting control

2. Select Start transcription from the menu.

You and the participant will see a message letting you both know that transcription recording has started. You can stop and start the transcription recording during the meeting.

Meeting control More Options

3. To close the transcription pane. Click the X , the top right of the Transcript pane.

Transcript Pane

4. To stop transcription recording. Click on More Actions (…) on the Meeting control.

5. Select Stop transcriptions from the menu. You and the participant will be informed that transcription has stopped. 

End Meeting

1. On the meeting controls, click on the arrow next to Leave, click End meeting, then End.

2. You will be taken back to the Microsoft Teams screen.

Download Transcript

1. Click on Chat on the Navigation bar .Chat icon

2. In the chat list you will see the name of the meeting. Click on the name.

Chat List

3. The meeting attendance and transcript will appear in the pane. 

Chat list main window

4. Click on Meeting transcript. You will be taken to another screen.

Transcript and Recordings

5. Select Download. Then select the format you want to download your transcription in.

The document will download to your Downloads folder on your PC or laptop.

 Downloads folder

6. Go to your Downloads folder and move the Transcription to secure storage. Then delete the file from the Downloads folder.

Delete Meeting

When you are satisfied with your transcript you can delete the meeting from your calendar. This will also delete the transcript and attendance lists. They will still appear in the chat area but access to the transcript and attendance lists will no longer be available.

Meeting no longer available

To Delete Meeting

1. Open the scheduled meeting on the Teams calendar.

2. In the Meeting details screen, click Cancel Meeting  top left.Cancel Meeting

3. Then Cancel Meeting again. 

Cancel Meeting 2

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