Between June 2nd and June 30th, your SIUE Zoom account can still be accessed if necessary. After June 30th, your account and any stored data will be deleted.

To access Zoom during the transition period:

• Visit the Zoom Signup page and enter your siue.edu email address
• You will receive an email with password setup instructions
• Visit the Zoom Signin page and use your siue.edu address and newly created password
• You will retain access to this account through June 30th. You must migrate your data before this date or it will be lost.

Yes, ITS will continue to support Zoom, but with limitations. Support will be provided to administrative units, academic units, and faculty who purchase their own Zoom licenses. However, SIUE strongly recommends Microsoft Teams for instructional needs and department meetings.

Teams is the preferred platform as it's the most cost-effective solution for SIUE and is fully supported and integrated with other SIUE systems.

Yes. To purchase a Zoom license for yourself or your department, please reach out to zoomadmin@siue.edu. If you are planning to transition your existing account, we will need to know before May 30th.

To export cloud recordings:

• Login to Zoom
• Click Recordings & Transcripts on the left hand side
• Select Cloud recordings
• Find the meeting you want
• Click the topic name to view files (video, audio, transcript).
• Click "Download" next to each file you want to save.

To export meeting data:

• Login to Zoom
• Click "Reports" in the left menu
• Choose "Usage" or "Meeting" reports
• Set your date range and click "Search"
• Click "Generate" and then "Download" once ready

Meetings associated with a channel where the YuJa plugin has been enabled will send recordings to YuJa. See this ITS KnowledgeBase article for how to set up the YuJa plugin.

Yes. Perform the following to mute participants upon entry in Microsoft Teams:

1. Open the meeting event in your calendar
2. Double-click to open the event
3. From the Details tab, select (...) -> Meeting Options.
4. Scroll to Participation -> Allow mic for attendees
5. Set this option to Off

You can also mute individual attendees during a meeting by:

1. Selecting Show participants
2. Hovering over the name of the participant
3. Select Mute

For more details, see Microsoft's Manage Attendee Audio & Video Guide.

Yes, you can assign a co-host by performing the following steps.

1. Schedule or Start the Meeting:

   • Open Microsoft Teams, go to the Calendar tab, and either create a new meeting or select an existing one.

2. Open Meeting Options:

   • After scheduling the meeting, click on the meeting in your calendar.
   • From the Details tab, select (...) -> Meeting Options.

3. Assign a Co-Host:

   • Under Roles -> Choose Co-organizers, type the names of the individuals you would like to make co-organizers.

4. Save Changes:

   • Click Save to finalize the co-host assignment.

The person you assigned as a co-host will now have presenter permissions, allowing them to share content and manage participants during the meeting.

For more details, see Roles in Microsoft's Teams Meetings.

Yes. Breakout rooms allow splitting meeting participants into smaller groups:

1. Creating breakout rooms:
   1. In a meeting, click Breakout rooms icon
   2. Choose number of rooms or participants per room
   3. Select automatic or manual assignment, or let people choose their rooms
2. Managing rooms:
   1. Open rooms: Start breakout sessions
   2. Close rooms: End all breakout sessions
   3. Reassign participants: Move people between rooms
   4. Join/leave rooms: Organizers can enter/exit any room
   5. Organizers can rename and create new rooms
      1. These new rooms can be created now and made active when you are ready
   6. Organizers can set time limits
   7. Organizers can block or allow allow participants to return to the main room
3. Features:
   1. Participants can share screens and use whiteboard
   2. Main room chat remains accessible
   3. Organizers can broadcast messages to all rooms

Note: Breakout rooms are available only in scheduled meetings.

To allow participants to move between breakout rooms on their own, you'll need to make them organizers. See Microsoft's guide: Roles in Microsoft Teams meetings.

For detailed instructions, see Microsoft's guide: Use breakout rooms in Microsoft Teams meetings

Yes. To disable chat in a scheduled Teams meeting, perform the following:

1. Open the meeting event in your calendar
2. Double-click to open the event
3. From the Details tab, select (...) -> Meeting Options.
4. Scroll to Engagement -> Meeting Chat
5. Select Off

Yes. For meetings with a large number of attendees, you'll want to turn off chat and turn on Q&A:

1. Open the meeting event in your calendar
2. Double-click to open the event
3. From the Details tab, select (...) -> Meeting Options.
4. Scroll to Engagement -> Meeting Chat and select Off
5. Under Q&A select On

During the meeting, you will see a new Q&A icon at the top of the menu bar. Click it to pull up the Q&A sidebar.

You will also see gear icon you can click to change participant options like:

• Ask new questions
• Respond to conversations
• Post anonymously (recommended)

There is also an option for organizers to moderate attendee conversations.

For details, see Microsoft's guide: Q&A in Microsoft Teams

Yes. To disable automatic recording and transcribing in a scheduled Teams meeting, perform the following:

1. Open the meeting event in your calendar
2. Double-click to open the event
3. From the Details tab, select (...) -> Meeting Options.
4. Scroll to Recording & transcript
5. Set Record and transcribe automatically to No

Yes. To limit meeting attendees to only MFA users in a scheduled Teams meeting, perform the following:

1. Open the meeting event in your calendar
2. Double-click to open the event
3. From the Details tab, select (...) -> Meeting Options.
4. Scroll to Security
5. Set Who can bypass the lobby? to People in my org
6. Set People dialing in can bypass the lobby to No
7. Set Who can admit from the lobby to Organizers and co-organizers

Yes, Microsoft Teams allows screen control sharing during meetings, which is useful for remote support or collaboration.

Giving Control

1. While sharing your screen, click Give Control at the top of the meeting window.
2. Select the attendee you want to give control to.
3. To regain sole control, click Take Back Control.

Taking Control

1. When someone is sharing their screen, click Request Control in the meeting control bar.
2. The presenter will be notified and must click Allow.
3. To end the control session, click Stop Control in the meeting control bar.

Note:

• This feature requires both parties to be using the Teams desktop app.
• The person sharing their screen can take back control at any time.

For more details on Teams meeting features, visit: Present content in Microsoft Teams meetings

Yes, Microsoft Teams support playing high-fidelity music.

If you're playing a sound clip or a live instrument, turn on high fidelity music mode for the best sound quality:

• During the meeting, select ...More in Teams
• Select Audio Settings
• Turn the "High fidelity music mode" toggle on

For more details, visit Microsoft's high-fidelity music mode guide.

Yes, Microsoft Teams provides real-time captioning and live transcription:

During meetings:

• Live captions appear in real-time
• Available in multiple languages
• Can be turned on/off by participants

After meetings:

• Full transcript available for review
• Searchable and editable
• Accessible to all meeting participants

To enable: Click More actions (...) > Turn on live captions

Note: Accuracy may vary based on audio quality and speaker clarity.

For more details, visit Microsoft's accessibility guide: Use live captions in Microsoft Teams meetings

Yes, Microsoft Teams offers Personal Meeting Links. These are useful for quick meetings or recurring sessions.

How to create and share a personal meeting link:

1. Open Teams
2. Click Calendar in the left sidebar
3. Click Meet Now at the top right
   • On mobile: Tap the camera icon, then select Meet Now
4. Click Get a Link to Share
5. Copy the generated link

To share and customize:

• Share the link via email, chat, or calendar invite
• Click Configure meeting options to adjust:
  • Who can bypass the lobby
  • Who can present
  • Whether to allow chat

For more details on Teams meetings, see Microsoft's guide: Meetings and calls in Microsoft Teams

Yes. You can send a meeting invite to any email address. The invitee will have the option to join the meeting without logging in.

Yes. To share a Microsoft Whiteboard during a meeting, perform the following:

1. Select the Share icon in the meeting's share tray.
2. Select Microsoft Whiteboard.
3. The board picker view will open. Select an existing board from the list or start a new board.

If a whiteboard is already associated with the meeting, Teams will share that board by default. You can choose a different board to share by navigating to the Home icon in the top left.

For detailed instructions, see Microsoft's guide: Share a whiteboard in Microsoft Teams

Yes. To create a poll during a meeting, perform the following:

The group will receive a real-time summary of poll responses.

The poll creator can click "More" to open the poll results in Microsoft Forms and download poll data.

Yes. Recurring meetings retain chat history. By default, the chat history for recurring meetings persists across subsequent instances. This means anyone invited to the recurring meeting series will have access to the chat history from previous meetings.

To ensure private meeting chats remain private, be sure to book sensitive Teams meetings through Bookings.

Yes. Microsoft Teams meetings use Teams Data Encryption.

For details, see Microsoft's guide: Security and Microsoft Teams

Read Assistant automatically joins your Teams meetings to generate meeting notes and a summary that includes clearly outlined tasks for follow-up, transcription, video playback, highlights, and more. If you do not want this service to listen and monitor your meeting, make sure only invitees can bypass the lobby by doing the following:

1. Open the meeting event in your calendar
2. Double-click to open the event
3. From the Details tab, select (...) -> Meeting Options.
4. Scroll to Meeting access -> Who can bypass the lobby?
5. Set this option to People who were invited or People in my org

This will keep the read.ai participant in the lobby until the service leaves.

For details, see the AppSource page: Meeting Summaries from Read AI