USING TEAMS AS A PART OF AN ESU GROUP

WHY TEAMS FOR ESU STUDENT GROUPS?

Microsoft Teams provides a secure, easy-to-use environment that has been approved by ESU for use with chat, video conferencing and collaboration.  Zoom and Google Meet require additional licensing.  Other platforms are not recommended by ESU for conducting university business.

WHY REQUEST A A SHAREPOINT GROUP FOR STUDENTS?

A SharePoint Group for Students is an add-on to Teams that allows you to have a static "Team" within Microsoft Teams.  Group owners can update membership via a website and all members can access the files shared via the Teams chat.  Having this pre-built team also allows your members to easily chat with the group all at once or have one-click access to join a video call of your members.

WHO CAN REQUEST A SHAREPOINT GROUP?

A SharePoint Group for Students can be requested by your organization's advisor or leadership positions with the organization.  Groups are available to ESU departments, recognized ESU groups/committees, and recognized student organizations.

REQUESTING A SHAREPOINT GROUP FOR STUDENTS

1. To request one, go to esutechsite.com/teams, click Teams for Students.  Scroll down to Groups.  Click "Request a SharePoint Group for Students".  Only advisors or organizational leadership should make requests.  You may provide us with a list of members usernames (the part before the @ sign in your ESU email address) or you can manually add them via your SharePoint Groups for Students site.  Request a SharePoint Group for Students now.

2. CSI will be notified of the request.  Upon their approval, a service request will be created with the IT Help Desk and your SharePoint Group will be created and enabled for Microsoft Teams.  The requestor will be notified via email when the SharePoint Group is created.

ACCESSING YOUR NEW SHAREPOINT GROUP

To access your SharePoint Group from within Teams, simply click the "Teams" icon in the left hand menu bar.  From there, all of the Teams that you are a member of should be displayed.  Click on the one you'd like to access.  From there, you can chat, video call or collaborate with all members of your group.

ACCESSING YOUR NEW SHAREPOINT GROUP

To access your SharePoint Group from within Teams, simply click the "Teams" icon in the left hand menu bar.  From there, all of the Teams that you are a member of should be displayed.  Click on the one you'd like to access.  From there, you can chat, video call or collaborate with all members of your group.

STARTING A MEETING WITH TEAMS

Access your SharePoint Group from within Teams by clicking the "Teams" icon in the left hand menu bar.  Select your group/organization.  Now, click the "Meet" icon in the upper right corner to begin the video call.

JOINING A MEETING WITH TEAMS

Depending on the type of device and if you have Teams open, you should be notified when a video call meeting has started.  If not, you can easily join by clicking the "Teams" icon in the left hand menu bar.  Select your group/organization.  In the chat, you should see an option to "Join" an active meeting (it should be one of the last posts).

UPDATING MEMBERSHIP OF YOUR SHAREPOINT GROUP

Group owners can update the membership of your SharePoint Group by going to Hornet 365 and clicking SharePoint Groups for Students.  After logging in, select your Group.  You should see "x Members" in the upper right corner.  Click this to show a menu.  From here you can add members.  To remove a user, click the permission below their name (owner, member, guest) and then select Remove from Group.  

If you'd prefer, you may also email a list to the IT Help Desk for adding/removing.  Make sure to include the usernames you wanted added/removed and the name of your Group.

ACCESSING YOUR TEAMS FILES ON THE WEB

Go to Hornet 365.com, choose Students, then SharePoint Groups for Students.  Log in with your ESU username (always use username@emporia.edu with Teams and SharePoint!) and password.  Select your Group from the "My Frequent Sites + Groups" section.  When the Group site loads, choose "Documents", then "General".  All of the files shared within Teams are available to access and download here.

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