Newsletter for lecturers at SUND

Teams Rooms

Teams Rooms = Selected meeting rooms in the SUND building

There are 41 meeting rooms in total at SUND, 12 of which are equipped with streaming facilities. The streaming platform is Microsoft Teams, hence the name “Teams Room”.

You can find them here:

• M-0.60 (Dialogen)
• M-1.12
• M-1.15
• M-1.21
• M-2.10
• M-2.11
• M-2.13
• M-2.22
• M-2.25
• M-2.30
• M-2.42
• M-2.60 (Cambridge)

See a map of the meeting rooms’ locations at SUND here.

When these meeting rooms are mentioned in a newsletter sent to you as a lecturer, it is particularly because they are well suited to use for oral examinations with external examiners joining online.

Below you will find information about, for example, booking and using the streaming equipment in Teams Rooms. If you would like a more general overview of SUND’s meeting rooms, see the Staff A–Z under Meeting rooms.

Booking Teams Rooms

Teams Rooms are booked through the Outlook calendar.

• Select New meeting
• Set the date and time slot for the meeting
• Under location, click Room Finder and then select “OD-Rooms-SUN” under ‘Building’
• Under features, tick TeamsRoom, after which a list will appear showing meeting rooms with Teams Room equipment that are available during the selected time slot
• Click on the room where you would like to hold the meeting
• The room will now be added under Location and Required attendees
• You will then receive an email where it is particularly important to check whether the room booking has been accepted or declined
• When you click Send on the meeting invitation, the room is booked

Starting an online meeting in a Teams Room

Each Teams Room has a tablet that controls the Teams equipment in the room. On the tablet’s home screen, you can, among other things, see the room’s scheduled meetings, but you can also start an unscheduled online meeting (‘Meet now’).

• Join a scheduled Teams meeting: Press ‘the scheduled meeting’ and then Join.
• Audio: During a Teams meeting, you can control the audio via the tablet by turning it up or down next to the speaker icon at the bottom of the screen.

If there is no sound, use the remote control for the screens to check whether the equipment has been muted.

If you need urgent support, contact SDU IT: 6550 8857

Camera view when using a Teams Room

On the tablet in the room, you can choose different camera settings for how people present in the room are shown. This can be an advantage, as it can create greater focus for those joining online.

• Press the arrow next to the camera icon
• Open the options by pressing “Enhanced framing” in the camera settings.
• The available options are as follows:
  • IntelliFrame: Increases focus on and framing of participants in the room.
  • Room: Finds the best image that captures all participants in the room.
  • Active Speaker: With this setting, the focus is solely on the person speaking. This is ideal if it is mainly one particular person who is speaking. It takes a few seconds before the speaker is ‘captured’, and for that reason this setting is not recommended if there are frequent changes in who is speaking.
  • Composite: Automatically captures all participants in the room and arranges them in individual images with 1, 2 or 3 people in each frame. This works very well for, for example, oral examinations with external examiners joining online and up to 6–10 participants in the room. After that, there may be challenges in displaying optimal ‘frames’, and in that case the “Room” setting is recommended.

Sharing your screen in a Teams Room

Whether you are holding an in-person or an online meeting, screen sharing works in the same way. You share your screen by inserting the long black cable, which usually hangs below the screens, into your computer. Only USB-C connectors are available, and if you need an adapter, contact SDU IT for support or see the alternative method for screen sharing below.

Make sure that your computer is also set up for screen sharing:

• Windows: Press the Windows key + P → select duplicate or extend.
• Mac: Click the Apple logo → System Settings → Displays → arrangement (only visible when the Mac is connected to the meeting room screen) → tick “Mirror Display”

Tips and tricks:

• If the screen is still not being shared, you can press the Share button at the bottom of the tablet.
• Alternatively, you can access the Teams meeting via your computer and share your screen as if you were a regular online participant in the meeting.

If you need urgent support, contact SDU IT: 6550 8857

Oral examination with external examiners joining online

Teams Rooms can be used for oral examinations, including thesis defences, where the external examiner joins online.

The room is booked as described above, and at the same time you add the external examiner as a ‘Required attendee’ in the meeting invitation. 

Guides to Teams Rooms

EdHub has developed a range of guides so that you can make the best possible use of the streaming equipment in the meeting rooms. Below you will find links to guides that may be useful when using a Teams Room:

• Guide to using a Teams Room (The guide should also be available physically in the room itself)
• Guide to using a Teams Room (Cambridge & Dialogen) (The guide should also be available physically in the room itself)
• Booking a Teams Room
• Video guide to using a Teams Room
• Expanded all-in-one guide to using Teams Rooms

The guides are also available on SUND Teach.

Support for using Teams Rooms

If you would like an introduction (workshop) to Teams Rooms and how to book them, or help with setting up an oral examination, please read on below:

Workshop/introduction:

EdHub regularly runs workshops on using Teams Rooms. Here, you can, among other things, be introduced to and guided in booking Teams Rooms, using the tablet, and any questions you may have.

You can book a workshop with EdHub here: Book a workshop

Support with setting up an oral examination with external examiners joining online

A student assistant from EdHub will come to you and guide you through setting up the system immediately before the examination itself takes place.

You can find the booking platform for support for examinations with external examiners joining online here: Book support

Further help

If you need further help with Teams Rooms, you are very welcome to contact the EdHub team via their enquiry form, which you can find here: Enquiry form - EdHub

Support

EdHub is ready to help you – support before, during and after teaching

The help may, for example, involve recording and editing vodcasts, training in the use of streaming equipment, or setting up digital elements for use in teaching.

Contact EdHub via the form here.

Support for itslearning

• For practical questions about itslearning, contact the course administrator connected to your course or check the guides at https://sdunet.dk/itslearning
• For more general questions, or if you would like to receive previously distributed newsletters, write to sund-elearn@health.sdu.dk
• For technical questions, contact SDU IT on 6550 2990 or write to servicedesk@sdu.dk