<\/a>Before Meeting<\/h2>\r\nBefore a meeting, consider the following to ensure your meeting includes everyone:\r\nInclude relevant information in the meeting invitation<\/h3>\r\nCopy Zoom meeting invitation<\/a> and distribute with meeting invitation.\r\n\r\n![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/ZoomCopy-300x56.png\")
\r\n\r\n \r\n\r\n \r\n\r\nUse Outlook to schedule a Teams meeting<\/a> by toggling on\u00a0Team meeting<\/strong> in Outlook.\r\n\r\n![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/OutlookTeamsToggle.png\")
\r\n\r\n \r\n\r\n \r\nShare material in advance<\/h3>\r\nIf your event includes material, share it in advance.\u00a0<\/span>\r\n\r\n\r\nThis helps:\r\n\r\n<\/div>\r\n\r\n\r\n \t- Attendees follow along.<\/li>\r\n \t
- People consume information at their pace.<\/li>\r\n \t
- Improve comprehension and understanding by allowing people to make notes and annotations instead of frantically copying down the information.<\/li>\r\n \t
- People who prefer to print material.<\/li>\r\n \t
- People who wish to do preparatory reading.<\/li>\r\n \t
- Assistive technology users to access and navigate the content.<\/li>\r\n \t
- Interpreters, captioners, and transcribers to prepare and know names, terminology, and details.<\/li>\r\n<\/ul>\r\n<\/div>\r\n\r\n\r\nIf there is no material, consider sending a read-ahead or agenda. No one likes surprises. In the context of a class, your content will likely be related to the readings or material on Brightspace, so you may not have to explicitly create anything extra.\r\n\r\n<\/div>\r\nAs always, ensure what you are sharing is accessible.\r\n
Mute on entry<\/h3>\r\nFor large groups, it may be best to have attendees muted when they enter to reduce confusion and crosstalk. People can unmute as needed later.\r\n\r\nWhen setting up a Zoom meeting, toggle on Mute all participants when they join a meeting.<\/strong> Learn how to mute all Zoom participants<\/a>.\r\n\r\nIn Teams, select Meeting options <\/strong>to set audio and video permissions. Learn more about managing attendee audio in Teams<\/a>.\r\n<\/a>Enable automatic [pb_glossary id=\"1164\"]captions [\/pb_glossary]<\/h3>\r\n\r\n![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/5e8ce318664eae0004085461-150x150.png\")
\r\nIn Zoom, ensure captions are enabled. In the Zoom toolbar, click the captions button and select\u00a0Enable captions.\r\n<\/strong> ![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/ZoomCaptions.png\")
\r\n<\/strong>This allows viewers to enable captions on their device. Learn more about Zoom automatic captions<\/a>.<\/div>\r\n![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2022\/10\/Microsoft_Office_Teams_2018\u2013present.svg_-300x279.png\")
\r\nIn Teams, select\u00a0... More<\/strong> and select\u00a0Settings > Accessibility. <\/strong>In the Accessibility sidebar, toggle\u00a0Always show captions in my meetings\u00a0<\/strong>on.\r\n![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/Teamscaptions.png\")
\r\nUse live captions in Microsoft Teams meetings<\/a><\/div>\r\n<\/div>\r\n<\/div>\r\n<\/a>During Meeting<\/h2>\r\nMake a plan, ask for input, and communicate with attendees<\/h3>\r\n\r\nOutline the agenda, structure, and expectations of the Zoom session to help with accessibility and anxiety and ensure a smooth flow. Indicate if you plan to use breakout rooms, if there will be polls, and how you would like questions\/comments to be communicated.\r\n\r\nConsider:\r\n\r\n \t- Asking how attendees would prefer to communicate and come to a group agreement about communicating.\r\n
\r\n \t- Some students may not find it easy to access the chat window and video simultaneously.<\/li>\r\n \t
- Some students may prefer to ask questions via chat.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Repeating questions aloud before answering them.\r\n
\r\n \t- This allows those not looking at the chat to know the question you are about to answer.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Asking a volunteer to monitor the chat and ask them to notify you of questions.<\/li>\r\n \t
- Encouraging participants to mute their microphone when they are not speaking.<\/li>\r\n<\/ul>\r\n<\/div>\r\n<\/div>\r\n
Recording<\/h3>\r\n\r\n\r\nTo record a Zoom meeting:\r\n\r\n \t- Select Record<\/strong> on the Zoom toolbar.<\/li>\r\n \t
- Recording can be paused and stopped on the Zoom toolbar.\r\n
\r\n \t- The recording will be saved in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\n<\/div>\r\n\r\n\r\n\r\nTo record a Teams meeting:\r\n
\r\n \t- Under\u00a0More<\/strong> in the meeting controls, open the Record and Transcribe<\/strong> menu.<\/li>\r\n \t
- Select\u00a0Start recording.<\/strong><\/li>\r\n \t
- Set\u00a0Spoken language<\/strong> and select\u00a0Confirm.<\/strong>\r\n
\r\n \t- Recording a meeting automatically starts Transcription.<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\nThe recording will be available in the Teams chat for the meeting as well as the host's OneDrive Recordings folder.\r\n\r\n<\/div>\r\n<\/div>\r\n
Mute all participants<\/h3>\r\n\r\n\r\nIn Zoom, open the participants panel and select\u00a0Mute All<\/strong>.\r\n![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/mute-all.png\")
\r\n<\/strong>If appropriate, ensure Allow participants to unmute <\/strong>is checked.Learn more about muting participants in Zoom.<\/a><\/div>\r\n\r\nIn Teams, select\u00a0People<\/strong> and click on the\u00a0...<\/strong>\u00a0More options<\/strong> menu in the top right.Select\u00a0Disable mic for attendees.\r\n<\/strong>![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/file-635036bdd0f0c.png\")
\r\nHosts can then allow individual users to unmute, or enable mic for attendees using the same menu. Learn more about managing attendees in a Teams meeting<\/a>.<\/div>\r\n<\/div>\r\n<\/div>\r\nAvoid complicated virtual backgrounds<\/h3>\r\nAnimated virtual backgrounds may be distracting for some and could cause anything from motion sickness to seizures for others. If you want a virtual background, use blur or other solid colour.\r\n\r\n\r\nIn Zoom:\r\n\r\n \t- Via the video settings menu, select Choose Virtual Background...<\/strong><\/li>\r\n \t
- The Zoom settings window will open to Background & Effects<\/strong> where you can choose a background.\r\n<\/span>
![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/file-628d3c0516b0f-1024x583.png\")
<\/li>\r\n<\/ol>\r\nRead more about changing Zoom virtual background.<\/a>\r\n\r\n<\/div>\r\n\r\nIn Teams:\r\n\r\n \t- While you're setting up your video and audio before joining a meeting, select\u00a0Background filters.<\/strong>\r\n
\r\n \t- Your background options will display on the right.<\/li>\r\n<\/ol>\r\n<\/li>\r\n \t
- Select\u00a0Blur\u00a0<\/strong>to blur your background.\r\n
![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/file-6350389347f0b.png\")
<\/li>\r\n<\/ol>\r\nHow to set a background filter in Teams<\/a>.\r\n\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\nUse tools to highlight specific attendees<\/h3>\r\nIn Zoom consider pinning participants' videos<\/a> and allowing multi-pin. This will help attendees focus and\/or pin the presenter and an interpreter.\r\n\r\nIn Teams, use Spotlight and Pin for presenters and interpreters<\/a>.\r\nPresent with your audience in mind<\/h3>\r\nLearn more about inclusive content delivery<\/a>.\r\nAdditional Considerations<\/h3>\r\nIf you are unsure how to assist a participant, ask them. They may have encountered a similar barrier before and may recall a solution.\r\n\r\nAsk participants if they would like any help or if anything is unclear.\r\n\r\nBe patient. Everyone faces unique circumstances and some may need additional time and patience.\r\n\r\nRespect participants desire to share or remain private.\r\n\r\nIf presenting a PowerPoint, consider Present Live: Engage your audience with Live Presentations<\/a> and Present from PowerPoint Live in Microsoft Teams.<\/a>\r\n<\/a>After Meeting<\/h2>\r\nFollowing a meeting there are a number of useful resources that can be shared:\r\nChat<\/h3>\r\n\r\n\r\nTo save a Zoom meeting chat:\r\n\r\n \t- Open the\u00a0Chat<\/strong> panel.<\/li>\r\n \t
- Select the\u00a0...<\/strong> More menu beside the meeting room name.<\/li>\r\n \t
- Choose\u00a0Save chat.<\/strong>\r\n
\r\n \t- The chat will be saved as a text file in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\nIt is possible to disable the chat for a meeting<\/a> to prevent participants from chatting with one another.\r\n\r\n<\/div>\r\n\r\nIn Teams, meeting chats are saved automatically in each user's chat window under the name of the meeting. The chat can be manually copy and pasted into a document, however some formatting may be distorted.<\/div>\r\n<\/div>\r\n<\/div>\r\n
Transcript<\/h3>\r\n\r\n\r\n\r\n\r\nTo save the transcript in Zoom:\r\n\r\n \t- Transcription and\/or Closed Captioning must be enabled.<\/li>\r\n \t
- Open the\u00a0Captions\u00a0<\/strong>menu on the toolbar and select Show full transcript\r\n<\/strong>or select the\u00a0Transcript<\/strong> button from the toolbar.<\/li>\r\n \t
- At the bottom of the\u00a0Transcript\u00a0<\/strong>panel, select\u00a0Save transcript.<\/strong><\/li>\r\n \t
- The transcript will be saved as a text file in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/div>\r\n\r\n\r\n\r\nTo save a transcript in Teams:\r\n
\r\n \t- Transcription must be turned on<\/a> for the meeting.<\/li>\r\n \t
- After the meeting, the Transcript will be available for download in the meeting chat. Depending on settings, the Transcript may only be available to the meeting host to download.<\/li>\r\n<\/ol>\r\n<\/div>\r\n<\/div>\r\nConsider sending a follow-up email after the meeting has concluded. A follow-up email could include:\r\n
\r\n \t- Reminders<\/li>\r\n \t
- Action items<\/li>\r\n \t
- Links or other resources shared in chat or discussions.\r\n
\r\n \t- A useful method might be to look at the saved chat and glean links and talking points from that record.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Where and when appropriate, share a [pb_glossary id=\"1164\"]captioned video recording[\/pb_glossary].<\/li>\r\n \t
- Presentation material or related resources, even if you shared them prior to the meeting.<\/li>\r\n<\/ul>\r\nFor repeating meetings, check in with attendees periodically for feedback on what is working or what changes they might benefit from. Ask attendees about pace and breaks. Review protocols for communicating (raising hands, use of chat, etc.) and ask for suggestions.\r\n\r\n<\/div>\r\n<\/div>","rendered":"
![\"\"](\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/01\/Untitled-e1710992583169.png\")
Making a virtual meeting or presentation accessible includes all attendees equitably. Consider the following tools and best practices for Zoom and Teams.<\/p>\n
On this page:<\/strong><\/p>\n\n- Before Meeting<\/a><\/li>\n
- During Meeting<\/a><\/li>\n
- After Meeting<\/a><\/li>\n<\/ul>\n
<\/a>Before Meeting<\/h2>\nBefore a meeting, consider the following to ensure your meeting includes everyone:<\/p>\n
Include relevant information in the meeting invitation<\/h3>\n
Copy Zoom meeting invitation<\/a> and distribute with meeting invitation.<\/p>\n<\/p>\n
<\/p>\n
<\/p>\n
Use Outlook to schedule a Teams meeting<\/a> by toggling on\u00a0Team meeting<\/strong> in Outlook.<\/p>\n<\/p>\n
<\/p>\n
<\/p>\n
Share material in advance<\/h3>\n
If your event includes material, share it in advance.\u00a0<\/span><\/p>\n\nThis helps:<\/p>\n<\/div>\n
\n\n- Attendees follow along.<\/li>\n
- People consume information at their pace.<\/li>\n
- Improve comprehension and understanding by allowing people to make notes and annotations instead of frantically copying down the information.<\/li>\n
- People who prefer to print material.<\/li>\n
- People who wish to do preparatory reading.<\/li>\n
- Assistive technology users to access and navigate the content.<\/li>\n
- Interpreters, captioners, and transcribers to prepare and know names, terminology, and details.<\/li>\n<\/ul>\n<\/div>\n\n
If there is no material, consider sending a read-ahead or agenda. No one likes surprises. In the context of a class, your content will likely be related to the readings or material on Brightspace, so you may not have to explicitly create anything extra.<\/p>\n<\/div>\n
As always, ensure what you are sharing is accessible.<\/p>\n
Mute on entry<\/h3>\n
For large groups, it may be best to have attendees muted when they enter to reduce confusion and crosstalk. People can unmute as needed later.<\/p>\n
When setting up a Zoom meeting, toggle on Mute all participants when they join a meeting.<\/strong> Learn how to mute all Zoom participants<\/a>.<\/p>\nIn Teams, select Meeting options <\/strong>to set audio and video permissions. Learn more about managing attendee audio in Teams<\/a>.<\/p>\n<\/a>Enable automatic captions <\/a><\/h3>\n\n
\nIn Zoom, ensure captions are enabled. In the Zoom toolbar, click the captions button and select\u00a0Enable captions.
\n<\/strong>
\n<\/strong>This allows viewers to enable captions on their device. Learn more about Zoom automatic captions<\/a>.<\/div>\n
\nIn Teams, select\u00a0… More<\/strong> and select\u00a0Settings > Accessibility. <\/strong>In the Accessibility sidebar, toggle\u00a0Always show captions in my meetings\u00a0<\/strong>on.
\n
\nUse live captions in Microsoft Teams meetings<\/a><\/div>\n<\/div>\n<\/div>\n<\/a>During Meeting<\/h2>\nMake a plan, ask for input, and communicate with attendees<\/h3>\n
Outline the agenda, structure, and expectations of the Zoom session to help with accessibility and anxiety and ensure a smooth flow. Indicate if you plan to use breakout rooms, if there will be polls, and how you would like questions\/comments to be communicated.<\/p>\n
Consider:<\/p>\n
\n- Asking how attendees would prefer to communicate and come to a group agreement about communicating.\n
\n- Some students may not find it easy to access the chat window and video simultaneously.<\/li>\n
- Some students may prefer to ask questions via chat.<\/li>\n<\/ul>\n<\/li>\n
- Repeating questions aloud before answering them.\n
\n- This allows those not looking at the chat to know the question you are about to answer.<\/li>\n<\/ul>\n<\/li>\n
- Asking a volunteer to monitor the chat and ask them to notify you of questions.<\/li>\n
- Encouraging participants to mute their microphone when they are not speaking.<\/li>\n<\/ul>\n
Recording<\/h3>\n\n
\nTo record a Zoom meeting:<\/p>\n\n- Select Record<\/strong> on the Zoom toolbar.<\/li>\n
- Recording can be paused and stopped on the Zoom toolbar.\n
\n- The recording will be saved in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/div>\n\n
\nTo record a Teams meeting:<\/p>\n
\n- Under\u00a0More<\/strong> in the meeting controls, open the Record and Transcribe<\/strong> menu.<\/li>\n
- Select\u00a0Start recording.<\/strong><\/li>\n
- Set\u00a0Spoken language<\/strong> and select\u00a0Confirm.<\/strong>\n
\n- Recording a meeting automatically starts Transcription.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n
The recording will be available in the Teams chat for the meeting as well as the host’s OneDrive Recordings folder.<\/p>\n<\/div>\n
<\/div>\nMute all participants<\/h3>\n\n
\nIn Zoom, open the participants panel and select\u00a0Mute All<\/strong>.
\n
\n<\/strong>If appropriate, ensure Allow participants to unmute <\/strong>is checked.Learn more about muting participants in Zoom.<\/a><\/div>\n
\nIn Teams, select\u00a0People<\/strong> and click on the\u00a0…<\/strong>\u00a0More options<\/strong> menu in the top right.Select\u00a0Disable mic for attendees.
\n<\/strong>
\nHosts can then allow individual users to unmute, or enable mic for attendees using the same menu. Learn more about managing attendees in a Teams meeting<\/a>.<\/div>\n<\/div>\n<\/div>\nAvoid complicated virtual backgrounds<\/h3>\n
Animated virtual backgrounds may be distracting for some and could cause anything from motion sickness to seizures for others. If you want a virtual background, use blur or other solid colour.<\/p>\n
\n
\nIn Zoom:<\/p>\n\n- Via the video settings menu, select Choose Virtual Background…<\/strong><\/li>\n
- The Zoom settings window will open to Background & Effects<\/strong> where you can choose a background.
\n<\/span><\/li>\n<\/ol>\nRead more about changing
\r\n\r\n \r\n\r\n \r\n\r\nUse Outlook to schedule a Teams meeting<\/a> by toggling on\u00a0Team meeting<\/strong> in Outlook.\r\n\r\n\r\n\r\n \r\n\r\n \r\nShare material in advance<\/h3>\r\nIf your event includes material, share it in advance.\u00a0<\/span>\r\n\r\n\r\nThis helps:\r\n\r\n<\/div>\r\n\r\n\r\n \t- Attendees follow along.<\/li>\r\n \t
- People consume information at their pace.<\/li>\r\n \t
- Improve comprehension and understanding by allowing people to make notes and annotations instead of frantically copying down the information.<\/li>\r\n \t
- People who prefer to print material.<\/li>\r\n \t
- People who wish to do preparatory reading.<\/li>\r\n \t
- Assistive technology users to access and navigate the content.<\/li>\r\n \t
- Interpreters, captioners, and transcribers to prepare and know names, terminology, and details.<\/li>\r\n<\/ul>\r\n<\/div>\r\n\r\n\r\nIf there is no material, consider sending a read-ahead or agenda. No one likes surprises. In the context of a class, your content will likely be related to the readings or material on Brightspace, so you may not have to explicitly create anything extra.\r\n\r\n<\/div>\r\nAs always, ensure what you are sharing is accessible.\r\n
Mute on entry<\/h3>\r\nFor large groups, it may be best to have attendees muted when they enter to reduce confusion and crosstalk. People can unmute as needed later.\r\n\r\nWhen setting up a Zoom meeting, toggle on Mute all participants when they join a meeting.<\/strong> Learn how to mute all Zoom participants<\/a>.\r\n\r\nIn Teams, select Meeting options <\/strong>to set audio and video permissions. Learn more about managing attendee audio in Teams<\/a>.\r\n<\/a>Enable automatic [pb_glossary id=\"1164\"]captions [\/pb_glossary]<\/h3>\r\n\r\n\r\nIn Zoom, ensure captions are enabled. In the Zoom toolbar, click the captions button and select\u00a0Enable captions.\r\n<\/strong> \r\n<\/strong>This allows viewers to enable captions on their device. Learn more about Zoom automatic captions<\/a>.<\/div>\r\n\r\nIn Teams, select\u00a0... More<\/strong> and select\u00a0Settings > Accessibility. <\/strong>In the Accessibility sidebar, toggle\u00a0Always show captions in my meetings\u00a0<\/strong>on.\r\n\r\nUse live captions in Microsoft Teams meetings<\/a><\/div>\r\n<\/div>\r\n<\/div>\r\n<\/a>During Meeting<\/h2>\r\nMake a plan, ask for input, and communicate with attendees<\/h3>\r\n\r\nOutline the agenda, structure, and expectations of the Zoom session to help with accessibility and anxiety and ensure a smooth flow. Indicate if you plan to use breakout rooms, if there will be polls, and how you would like questions\/comments to be communicated.\r\n\r\nConsider:\r\n\r\n \t- Asking how attendees would prefer to communicate and come to a group agreement about communicating.\r\n
\r\n \t- Some students may not find it easy to access the chat window and video simultaneously.<\/li>\r\n \t
- Some students may prefer to ask questions via chat.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Repeating questions aloud before answering them.\r\n
\r\n \t- This allows those not looking at the chat to know the question you are about to answer.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Asking a volunteer to monitor the chat and ask them to notify you of questions.<\/li>\r\n \t
- Encouraging participants to mute their microphone when they are not speaking.<\/li>\r\n<\/ul>\r\n<\/div>\r\n<\/div>\r\n
Recording<\/h3>\r\n\r\n\r\nTo record a Zoom meeting:\r\n\r\n \t- Select Record<\/strong> on the Zoom toolbar.<\/li>\r\n \t
- Recording can be paused and stopped on the Zoom toolbar.\r\n
\r\n \t- The recording will be saved in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\n<\/div>\r\n\r\n\r\n\r\nTo record a Teams meeting:\r\n
\r\n \t- Under\u00a0More<\/strong> in the meeting controls, open the Record and Transcribe<\/strong> menu.<\/li>\r\n \t
- Select\u00a0Start recording.<\/strong><\/li>\r\n \t
- Set\u00a0Spoken language<\/strong> and select\u00a0Confirm.<\/strong>\r\n
\r\n \t- Recording a meeting automatically starts Transcription.<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\nThe recording will be available in the Teams chat for the meeting as well as the host's OneDrive Recordings folder.\r\n\r\n<\/div>\r\n<\/div>\r\n
Mute all participants<\/h3>\r\n\r\n\r\nIn Zoom, open the participants panel and select\u00a0Mute All<\/strong>.\r\n\r\n<\/strong>If appropriate, ensure Allow participants to unmute <\/strong>is checked.Learn more about muting participants in Zoom.<\/a><\/div>\r\n\r\nIn Teams, select\u00a0People<\/strong> and click on the\u00a0...<\/strong>\u00a0More options<\/strong> menu in the top right.Select\u00a0Disable mic for attendees.\r\n<\/strong>\r\nHosts can then allow individual users to unmute, or enable mic for attendees using the same menu. Learn more about managing attendees in a Teams meeting<\/a>.<\/div>\r\n<\/div>\r\n<\/div>\r\nAvoid complicated virtual backgrounds<\/h3>\r\nAnimated virtual backgrounds may be distracting for some and could cause anything from motion sickness to seizures for others. If you want a virtual background, use blur or other solid colour.\r\n\r\n\r\nIn Zoom:\r\n\r\n \t- Via the video settings menu, select Choose Virtual Background...<\/strong><\/li>\r\n \t
- The Zoom settings window will open to Background & Effects<\/strong> where you can choose a background.\r\n<\/span><\/li>\r\n<\/ol>\r\nRead more about changing Zoom virtual background.<\/a>\r\n\r\n<\/div>\r\n\r\nIn Teams:\r\n
\r\n \t- While you're setting up your video and audio before joining a meeting, select\u00a0Background filters.<\/strong>\r\n
\r\n \t- Your background options will display on the right.<\/li>\r\n<\/ol>\r\n<\/li>\r\n \t
- Select\u00a0Blur\u00a0<\/strong>to blur your background.\r\n<\/li>\r\n<\/ol>\r\nHow to set a background filter in Teams<\/a>.\r\n\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n
Use tools to highlight specific attendees<\/h3>\r\nIn Zoom consider pinning participants' videos<\/a> and allowing multi-pin. This will help attendees focus and\/or pin the presenter and an interpreter.\r\n\r\nIn Teams, use Spotlight and Pin for presenters and interpreters<\/a>.\r\nPresent with your audience in mind<\/h3>\r\nLearn more about inclusive content delivery<\/a>.\r\nAdditional Considerations<\/h3>\r\nIf you are unsure how to assist a participant, ask them. They may have encountered a similar barrier before and may recall a solution.\r\n\r\nAsk participants if they would like any help or if anything is unclear.\r\n\r\nBe patient. Everyone faces unique circumstances and some may need additional time and patience.\r\n\r\nRespect participants desire to share or remain private.\r\n\r\nIf presenting a PowerPoint, consider Present Live: Engage your audience with Live Presentations<\/a> and Present from PowerPoint Live in Microsoft Teams.<\/a>\r\n<\/a>After Meeting<\/h2>\r\nFollowing a meeting there are a number of useful resources that can be shared:\r\nChat<\/h3>\r\n\r\n\r\nTo save a Zoom meeting chat:\r\n\r\n \t- Open the\u00a0Chat<\/strong> panel.<\/li>\r\n \t
- Select the\u00a0...<\/strong> More menu beside the meeting room name.<\/li>\r\n \t
- Choose\u00a0Save chat.<\/strong>\r\n
\r\n \t- The chat will be saved as a text file in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\nIt is possible to disable the chat for a meeting<\/a> to prevent participants from chatting with one another.\r\n\r\n<\/div>\r\n\r\nIn Teams, meeting chats are saved automatically in each user's chat window under the name of the meeting. The chat can be manually copy and pasted into a document, however some formatting may be distorted.<\/div>\r\n<\/div>\r\n<\/div>\r\n
Transcript<\/h3>\r\n\r\n\r\n\r\n\r\nTo save the transcript in Zoom:\r\n\r\n \t- Transcription and\/or Closed Captioning must be enabled.<\/li>\r\n \t
- Open the\u00a0Captions\u00a0<\/strong>menu on the toolbar and select Show full transcript\r\n<\/strong>or select the\u00a0Transcript<\/strong> button from the toolbar.<\/li>\r\n \t
- At the bottom of the\u00a0Transcript\u00a0<\/strong>panel, select\u00a0Save transcript.<\/strong><\/li>\r\n \t
- The transcript will be saved as a text file in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/div>\r\n\r\n\r\n\r\nTo save a transcript in Teams:\r\n
\r\n \t- Transcription must be turned on<\/a> for the meeting.<\/li>\r\n \t
- After the meeting, the Transcript will be available for download in the meeting chat. Depending on settings, the Transcript may only be available to the meeting host to download.<\/li>\r\n<\/ol>\r\n<\/div>\r\n<\/div>\r\nConsider sending a follow-up email after the meeting has concluded. A follow-up email could include:\r\n
\r\n \t- Reminders<\/li>\r\n \t
- Action items<\/li>\r\n \t
- Links or other resources shared in chat or discussions.\r\n
\r\n \t- A useful method might be to look at the saved chat and glean links and talking points from that record.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Where and when appropriate, share a [pb_glossary id=\"1164\"]captioned video recording[\/pb_glossary].<\/li>\r\n \t
- Presentation material or related resources, even if you shared them prior to the meeting.<\/li>\r\n<\/ul>\r\nFor repeating meetings, check in with attendees periodically for feedback on what is working or what changes they might benefit from. Ask attendees about pace and breaks. Review protocols for communicating (raising hands, use of chat, etc.) and ask for suggestions.\r\n\r\n<\/div>\r\n<\/div>","rendered":"
Making a virtual meeting or presentation accessible includes all attendees equitably. Consider the following tools and best practices for Zoom and Teams.<\/p>\n
On this page:<\/strong><\/p>\n\n- Before Meeting<\/a><\/li>\n
- During Meeting<\/a><\/li>\n
- After Meeting<\/a><\/li>\n<\/ul>\n
<\/a>Before Meeting<\/h2>\nBefore a meeting, consider the following to ensure your meeting includes everyone:<\/p>\n
Include relevant information in the meeting invitation<\/h3>\n
Copy Zoom meeting invitation<\/a> and distribute with meeting invitation.<\/p>\n<\/p>\n
<\/p>\n
<\/p>\n
Use Outlook to schedule a Teams meeting<\/a> by toggling on\u00a0Team meeting<\/strong> in Outlook.<\/p>\n<\/p>\n
<\/p>\n
<\/p>\n
Share material in advance<\/h3>\n
If your event includes material, share it in advance.\u00a0<\/span><\/p>\n\nThis helps:<\/p>\n<\/div>\n
\n\n- Attendees follow along.<\/li>\n
- People consume information at their pace.<\/li>\n
- Improve comprehension and understanding by allowing people to make notes and annotations instead of frantically copying down the information.<\/li>\n
- People who prefer to print material.<\/li>\n
- People who wish to do preparatory reading.<\/li>\n
- Assistive technology users to access and navigate the content.<\/li>\n
- Interpreters, captioners, and transcribers to prepare and know names, terminology, and details.<\/li>\n<\/ul>\n<\/div>\n\n
If there is no material, consider sending a read-ahead or agenda. No one likes surprises. In the context of a class, your content will likely be related to the readings or material on Brightspace, so you may not have to explicitly create anything extra.<\/p>\n<\/div>\n
As always, ensure what you are sharing is accessible.<\/p>\n
Mute on entry<\/h3>\n
For large groups, it may be best to have attendees muted when they enter to reduce confusion and crosstalk. People can unmute as needed later.<\/p>\n
When setting up a Zoom meeting, toggle on Mute all participants when they join a meeting.<\/strong> Learn how to mute all Zoom participants<\/a>.<\/p>\nIn Teams, select Meeting options <\/strong>to set audio and video permissions. Learn more about managing attendee audio in Teams<\/a>.<\/p>\n<\/a>Enable automatic captions <\/a><\/h3>\n\n
\nIn Zoom, ensure captions are enabled. In the Zoom toolbar, click the captions button and select\u00a0Enable captions.
\n<\/strong>
\n<\/strong>This allows viewers to enable captions on their device. Learn more about Zoom automatic captions<\/a>.<\/div>\n
\nIn Teams, select\u00a0… More<\/strong> and select\u00a0Settings > Accessibility. <\/strong>In the Accessibility sidebar, toggle\u00a0Always show captions in my meetings\u00a0<\/strong>on.
\n
\nUse live captions in Microsoft Teams meetings<\/a><\/div>\n<\/div>\n<\/div>\n<\/a>During Meeting<\/h2>\nMake a plan, ask for input, and communicate with attendees<\/h3>\n
Outline the agenda, structure, and expectations of the Zoom session to help with accessibility and anxiety and ensure a smooth flow. Indicate if you plan to use breakout rooms, if there will be polls, and how you would like questions\/comments to be communicated.<\/p>\n
Consider:<\/p>\n
\n- Asking how attendees would prefer to communicate and come to a group agreement about communicating.\n
\n- Some students may not find it easy to access the chat window and video simultaneously.<\/li>\n
- Some students may prefer to ask questions via chat.<\/li>\n<\/ul>\n<\/li>\n
- Repeating questions aloud before answering them.\n
\n- This allows those not looking at the chat to know the question you are about to answer.<\/li>\n<\/ul>\n<\/li>\n
- Asking a volunteer to monitor the chat and ask them to notify you of questions.<\/li>\n
- Encouraging participants to mute their microphone when they are not speaking.<\/li>\n<\/ul>\n
Recording<\/h3>\n\n
\nTo record a Zoom meeting:<\/p>\n\n- Select Record<\/strong> on the Zoom toolbar.<\/li>\n
- Recording can be paused and stopped on the Zoom toolbar.\n
\n- The recording will be saved in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/div>\n\n
\nTo record a Teams meeting:<\/p>\n
\n- Under\u00a0More<\/strong> in the meeting controls, open the Record and Transcribe<\/strong> menu.<\/li>\n
- Select\u00a0Start recording.<\/strong><\/li>\n
- Set\u00a0Spoken language<\/strong> and select\u00a0Confirm.<\/strong>\n
\n- Recording a meeting automatically starts Transcription.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n
The recording will be available in the Teams chat for the meeting as well as the host’s OneDrive Recordings folder.<\/p>\n<\/div>\n
<\/div>\nMute all participants<\/h3>\n\n
\nIn Zoom, open the participants panel and select\u00a0Mute All<\/strong>.
\n
\n<\/strong>If appropriate, ensure Allow participants to unmute <\/strong>is checked.Learn more about muting participants in Zoom.<\/a><\/div>\n
\nIn Teams, select\u00a0People<\/strong> and click on the\u00a0…<\/strong>\u00a0More options<\/strong> menu in the top right.Select\u00a0Disable mic for attendees.
\n<\/strong>
\nHosts can then allow individual users to unmute, or enable mic for attendees using the same menu. Learn more about managing attendees in a Teams meeting<\/a>.<\/div>\n<\/div>\n<\/div>\nAvoid complicated virtual backgrounds<\/h3>\n
Animated virtual backgrounds may be distracting for some and could cause anything from motion sickness to seizures for others. If you want a virtual background, use blur or other solid colour.<\/p>\n
\n
\nIn Zoom:<\/p>\n\n- Via the video settings menu, select Choose Virtual Background…<\/strong><\/li>\n
- The Zoom settings window will open to Background & Effects<\/strong> where you can choose a background.
\n<\/span><\/li>\n<\/ol>\nRead more about changing
- \r\n \t
- Attendees follow along.<\/li>\r\n \t
- People consume information at their pace.<\/li>\r\n \t
- Improve comprehension and understanding by allowing people to make notes and annotations instead of frantically copying down the information.<\/li>\r\n \t
- People who prefer to print material.<\/li>\r\n \t
- People who wish to do preparatory reading.<\/li>\r\n \t
- Assistive technology users to access and navigate the content.<\/li>\r\n \t
- Interpreters, captioners, and transcribers to prepare and know names, terminology, and details.<\/li>\r\n<\/ul>\r\n<\/div>\r\n\r\n\r\nIf there is no material, consider sending a read-ahead or agenda. No one likes surprises. In the context of a class, your content will likely be related to the readings or material on Brightspace, so you may not have to explicitly create anything extra.\r\n\r\n<\/div>\r\nAs always, ensure what you are sharing is accessible.\r\n
Mute on entry<\/h3>\r\nFor large groups, it may be best to have attendees muted when they enter to reduce confusion and crosstalk. People can unmute as needed later.\r\n\r\nWhen setting up a Zoom meeting, toggle on Mute all participants when they join a meeting.<\/strong> Learn how to mute all Zoom participants<\/a>.\r\n\r\nIn Teams, select Meeting options <\/strong>to set audio and video permissions. Learn more about managing attendee audio in Teams<\/a>.\r\n
<\/a>Enable automatic [pb_glossary id=\"1164\"]captions [\/pb_glossary]<\/h3>\r\n
\r\n\r\nIn Zoom, ensure captions are enabled. In the Zoom toolbar, click the captions button and select\u00a0Enable captions.\r\n<\/strong> \r\n<\/strong>This allows viewers to enable captions on their device. Learn more about Zoom automatic captions<\/a>.<\/div>\r\n\r\nIn Teams, select\u00a0... More<\/strong> and select\u00a0Settings > Accessibility. <\/strong>In the Accessibility sidebar, toggle\u00a0Always show captions in my meetings\u00a0<\/strong>on.\r\n\r\nUse live captions in Microsoft Teams meetings<\/a><\/div>\r\n<\/div>\r\n<\/div>\r\n<\/a>During Meeting<\/h2>\r\n
Make a plan, ask for input, and communicate with attendees<\/h3>\r\n\r\nOutline the agenda, structure, and expectations of the Zoom session to help with accessibility and anxiety and ensure a smooth flow. Indicate if you plan to use breakout rooms, if there will be polls, and how you would like questions\/comments to be communicated.\r\n\r\nConsider:\r\n
- \r\n \t
- Asking how attendees would prefer to communicate and come to a group agreement about communicating.\r\n
- \r\n \t
- Some students may not find it easy to access the chat window and video simultaneously.<\/li>\r\n \t
- Some students may prefer to ask questions via chat.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Repeating questions aloud before answering them.\r\n
- \r\n \t
- This allows those not looking at the chat to know the question you are about to answer.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Asking a volunteer to monitor the chat and ask them to notify you of questions.<\/li>\r\n \t
- Encouraging participants to mute their microphone when they are not speaking.<\/li>\r\n<\/ul>\r\n<\/div>\r\n<\/div>\r\n
Recording<\/h3>\r\n
\r\n\r\nTo record a Zoom meeting:\r\n- \r\n \t
- Select Record<\/strong> on the Zoom toolbar.<\/li>\r\n \t
- Recording can be paused and stopped on the Zoom toolbar.\r\n
- \r\n \t
- The recording will be saved in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\n<\/div>\r\n\r\n\r\n\r\nTo record a Teams meeting:\r\n
- \r\n \t
- Under\u00a0More<\/strong> in the meeting controls, open the Record and Transcribe<\/strong> menu.<\/li>\r\n \t
- Select\u00a0Start recording.<\/strong><\/li>\r\n \t
- Set\u00a0Spoken language<\/strong> and select\u00a0Confirm.<\/strong>\r\n
- \r\n \t
- Recording a meeting automatically starts Transcription.<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\nThe recording will be available in the Teams chat for the meeting as well as the host's OneDrive Recordings folder.\r\n\r\n<\/div>\r\n<\/div>\r\n
Mute all participants<\/h3>\r\n
\r\n\r\nIn Zoom, open the participants panel and select\u00a0Mute All<\/strong>.\r\n\r\n<\/strong>If appropriate, ensure Allow participants to unmute <\/strong>is checked.Learn more about muting participants in Zoom.<\/a><\/div>\r\n\r\nIn Teams, select\u00a0People<\/strong> and click on the\u00a0...<\/strong>\u00a0More options<\/strong> menu in the top right.Select\u00a0Disable mic for attendees.\r\n<\/strong>\r\nHosts can then allow individual users to unmute, or enable mic for attendees using the same menu. Learn more about managing attendees in a Teams meeting<\/a>.<\/div>\r\n<\/div>\r\n<\/div>\r\nAvoid complicated virtual backgrounds<\/h3>\r\nAnimated virtual backgrounds may be distracting for some and could cause anything from motion sickness to seizures for others. If you want a virtual background, use blur or other solid colour.\r\n
\r\n\r\nIn Zoom:\r\n- \r\n \t
- Via the video settings menu, select Choose Virtual Background...<\/strong><\/li>\r\n \t
- The Zoom settings window will open to Background & Effects<\/strong> where you can choose a background.\r\n<\/span>
<\/li>\r\n<\/ol>\r\nRead more about changing Zoom virtual background.<\/a>\r\n\r\n<\/div>\r\n\r\nIn Teams:\r\n- \r\n \t
- While you're setting up your video and audio before joining a meeting, select\u00a0Background filters.<\/strong>\r\n
- \r\n \t
- Your background options will display on the right.<\/li>\r\n<\/ol>\r\n<\/li>\r\n \t
- Select\u00a0Blur\u00a0<\/strong>to blur your background.\r\n<\/li>\r\n<\/ol>\r\nHow to set a background filter in Teams<\/a>.\r\n\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n
Use tools to highlight specific attendees<\/h3>\r\nIn Zoom consider pinning participants' videos<\/a> and allowing multi-pin. This will help attendees focus and\/or pin the presenter and an interpreter.\r\n\r\nIn Teams, use Spotlight and Pin for presenters and interpreters<\/a>.\r\n
Present with your audience in mind<\/h3>\r\nLearn more about inclusive content delivery<\/a>.\r\n
Additional Considerations<\/h3>\r\nIf you are unsure how to assist a participant, ask them. They may have encountered a similar barrier before and may recall a solution.\r\n\r\nAsk participants if they would like any help or if anything is unclear.\r\n\r\nBe patient. Everyone faces unique circumstances and some may need additional time and patience.\r\n\r\nRespect participants desire to share or remain private.\r\n\r\nIf presenting a PowerPoint, consider Present Live: Engage your audience with Live Presentations<\/a> and Present from PowerPoint Live in Microsoft Teams.<\/a>\r\n
<\/a>After Meeting<\/h2>\r\nFollowing a meeting there are a number of useful resources that can be shared:\r\n
Chat<\/h3>\r\n
\r\n\r\nTo save a Zoom meeting chat:\r\n- \r\n \t
- Open the\u00a0Chat<\/strong> panel.<\/li>\r\n \t
- Select the\u00a0...<\/strong> More menu beside the meeting room name.<\/li>\r\n \t
- Choose\u00a0Save chat.<\/strong>\r\n
- \r\n \t
- The chat will be saved as a text file in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\nIt is possible to disable the chat for a meeting<\/a> to prevent participants from chatting with one another.\r\n\r\n<\/div>\r\n\r\nIn Teams, meeting chats are saved automatically in each user's chat window under the name of the meeting. The chat can be manually copy and pasted into a document, however some formatting may be distorted.<\/div>\r\n<\/div>\r\n<\/div>\r\n
Transcript<\/h3>\r\n
\r\n\r\n\r\n\r\nTo save the transcript in Zoom:\r\n- \r\n \t
- Transcription and\/or Closed Captioning must be enabled.<\/li>\r\n \t
- Open the\u00a0Captions\u00a0<\/strong>menu on the toolbar and select Show full transcript\r\n<\/strong>or select the\u00a0Transcript<\/strong> button from the toolbar.<\/li>\r\n \t
- At the bottom of the\u00a0Transcript\u00a0<\/strong>panel, select\u00a0Save transcript.<\/strong><\/li>\r\n \t
- The transcript will be saved as a text file in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\r\n<\/ol>\r\n<\/div>\r\n
\r\n\r\n\r\nTo save a transcript in Teams:\r\n- \r\n \t
- Transcription must be turned on<\/a> for the meeting.<\/li>\r\n \t
- After the meeting, the Transcript will be available for download in the meeting chat. Depending on settings, the Transcript may only be available to the meeting host to download.<\/li>\r\n<\/ol>\r\n<\/div>\r\n
<\/div>\r\nConsider sending a follow-up email after the meeting has concluded. A follow-up email could include:\r\n- \r\n \t
- Reminders<\/li>\r\n \t
- Action items<\/li>\r\n \t
- Links or other resources shared in chat or discussions.\r\n
- \r\n \t
- A useful method might be to look at the saved chat and glean links and talking points from that record.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t
- Where and when appropriate, share a [pb_glossary id=\"1164\"]captioned video recording[\/pb_glossary].<\/li>\r\n \t
- Presentation material or related resources, even if you shared them prior to the meeting.<\/li>\r\n<\/ul>\r\nFor repeating meetings, check in with attendees periodically for feedback on what is working or what changes they might benefit from. Ask attendees about pace and breaks. Review protocols for communicating (raising hands, use of chat, etc.) and ask for suggestions.\r\n\r\n<\/div>\r\n<\/div>","rendered":"Making a virtual meeting or presentation accessible includes all attendees equitably. Consider the following tools and best practices for Zoom and Teams.<\/p>\n
On this page:<\/strong><\/p>\n
- \n
- Before Meeting<\/a><\/li>\n
- During Meeting<\/a><\/li>\n
- After Meeting<\/a><\/li>\n<\/ul>\n
<\/a>Before Meeting<\/h2>\n
Before a meeting, consider the following to ensure your meeting includes everyone:<\/p>\n
Include relevant information in the meeting invitation<\/h3>\n
Copy Zoom meeting invitation<\/a> and distribute with meeting invitation.<\/p>\n
<\/p>\n<\/p>\n
<\/p>\n
Use Outlook to schedule a Teams meeting<\/a> by toggling on\u00a0Team meeting<\/strong> in Outlook.<\/p>\n
<\/p>\n<\/p>\n
<\/p>\n
Share material in advance<\/h3>\n
If your event includes material, share it in advance.\u00a0<\/span><\/p>\n
\nThis helps:<\/p>\n<\/div>\n
\n- \n
- Attendees follow along.<\/li>\n
- People consume information at their pace.<\/li>\n
- Improve comprehension and understanding by allowing people to make notes and annotations instead of frantically copying down the information.<\/li>\n
- People who prefer to print material.<\/li>\n
- People who wish to do preparatory reading.<\/li>\n
- Assistive technology users to access and navigate the content.<\/li>\n
- Interpreters, captioners, and transcribers to prepare and know names, terminology, and details.<\/li>\n<\/ul>\n<\/div>\n\n
If there is no material, consider sending a read-ahead or agenda. No one likes surprises. In the context of a class, your content will likely be related to the readings or material on Brightspace, so you may not have to explicitly create anything extra.<\/p>\n<\/div>\n
As always, ensure what you are sharing is accessible.<\/p>\n
Mute on entry<\/h3>\n
For large groups, it may be best to have attendees muted when they enter to reduce confusion and crosstalk. People can unmute as needed later.<\/p>\n
When setting up a Zoom meeting, toggle on Mute all participants when they join a meeting.<\/strong> Learn how to mute all Zoom participants<\/a>.<\/p>\n
In Teams, select Meeting options <\/strong>to set audio and video permissions. Learn more about managing attendee audio in Teams<\/a>.<\/p>\n
<\/a>Enable automatic captions <\/a><\/h3>\n
\n
\nIn Zoom, ensure captions are enabled. In the Zoom toolbar, click the captions button and select\u00a0Enable captions.
\n<\/strong>
\n<\/strong>This allows viewers to enable captions on their device. Learn more about Zoom automatic captions<\/a>.<\/div>\n
\nIn Teams, select\u00a0… More<\/strong> and select\u00a0Settings > Accessibility. <\/strong>In the Accessibility sidebar, toggle\u00a0Always show captions in my meetings\u00a0<\/strong>on.
\n
\nUse live captions in Microsoft Teams meetings<\/a><\/div>\n<\/div>\n<\/div>\n<\/a>During Meeting<\/h2>\n
Make a plan, ask for input, and communicate with attendees<\/h3>\n
Outline the agenda, structure, and expectations of the Zoom session to help with accessibility and anxiety and ensure a smooth flow. Indicate if you plan to use breakout rooms, if there will be polls, and how you would like questions\/comments to be communicated.<\/p>\n
Consider:<\/p>\n
- \n
- Asking how attendees would prefer to communicate and come to a group agreement about communicating.\n
- \n
- Some students may not find it easy to access the chat window and video simultaneously.<\/li>\n
- Some students may prefer to ask questions via chat.<\/li>\n<\/ul>\n<\/li>\n
- Repeating questions aloud before answering them.\n
- \n
- This allows those not looking at the chat to know the question you are about to answer.<\/li>\n<\/ul>\n<\/li>\n
- Asking a volunteer to monitor the chat and ask them to notify you of questions.<\/li>\n
- Encouraging participants to mute their microphone when they are not speaking.<\/li>\n<\/ul>\n
Recording<\/h3>\n
\n
\nTo record a Zoom meeting:<\/p>\n- \n
- Select Record<\/strong> on the Zoom toolbar.<\/li>\n
- Recording can be paused and stopped on the Zoom toolbar.\n
- \n
- The recording will be saved in the default location (Documents<\/strong>\u00a0folder \/\u00a0Zoom<\/strong>\u00a0\/\u00a0Folder with meeting name, date, and time<\/strong>.)<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/div>\n\n
\nTo record a Teams meeting:<\/p>\n- \n
- Under\u00a0More<\/strong> in the meeting controls, open the Record and Transcribe<\/strong> menu.<\/li>\n
- Select\u00a0Start recording.<\/strong><\/li>\n
- Set\u00a0Spoken language<\/strong> and select\u00a0Confirm.<\/strong>\n
- \n
- Recording a meeting automatically starts Transcription.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n
The recording will be available in the Teams chat for the meeting as well as the host’s OneDrive Recordings folder.<\/p>\n<\/div>\n
<\/div>\nMute all participants<\/h3>\n
\n
\nIn Zoom, open the participants panel and select\u00a0Mute All<\/strong>.
\n
\n<\/strong>If appropriate, ensure Allow participants to unmute <\/strong>is checked.Learn more about muting participants in Zoom.<\/a><\/div>\n
\nIn Teams, select\u00a0People<\/strong> and click on the\u00a0…<\/strong>\u00a0More options<\/strong> menu in the top right.Select\u00a0Disable mic for attendees.
\n<\/strong>
\nHosts can then allow individual users to unmute, or enable mic for attendees using the same menu. Learn more about managing attendees in a Teams meeting<\/a>.<\/div>\n<\/div>\n<\/div>\nAvoid complicated virtual backgrounds<\/h3>\n
Animated virtual backgrounds may be distracting for some and could cause anything from motion sickness to seizures for others. If you want a virtual background, use blur or other solid colour.<\/p>\n
\n
\nIn Zoom:<\/p>\n- \n
- Via the video settings menu, select Choose Virtual Background…<\/strong><\/li>\n
- The Zoom settings window will open to Background & Effects<\/strong> where you can choose a background.
\n<\/span><\/li>\n<\/ol>\nRead more about changing
- The Zoom settings window will open to Background & Effects<\/strong> where you can choose a background.
- Via the video settings menu, select Choose Virtual Background…<\/strong><\/li>\n
- Select\u00a0Start recording.<\/strong><\/li>\n
- Under\u00a0More<\/strong> in the meeting controls, open the Record and Transcribe<\/strong> menu.<\/li>\n
- Recording can be paused and stopped on the Zoom toolbar.\n
- Select Record<\/strong> on the Zoom toolbar.<\/li>\n
- Asking how attendees would prefer to communicate and come to a group agreement about communicating.\n
- During Meeting<\/a><\/li>\n
- Before Meeting<\/a><\/li>\n
- After the meeting, the Transcript will be available for download in the meeting chat. Depending on settings, the Transcript may only be available to the meeting host to download.<\/li>\r\n<\/ol>\r\n<\/div>\r\n
- At the bottom of the\u00a0Transcript\u00a0<\/strong>panel, select\u00a0Save transcript.<\/strong><\/li>\r\n \t
- Select the\u00a0...<\/strong> More menu beside the meeting room name.<\/li>\r\n \t
- Open the\u00a0Chat<\/strong> panel.<\/li>\r\n \t
- The Zoom settings window will open to Background & Effects<\/strong> where you can choose a background.\r\n<\/span>
- Via the video settings menu, select Choose Virtual Background...<\/strong><\/li>\r\n \t
- Select\u00a0Start recording.<\/strong><\/li>\r\n \t
- Under\u00a0More<\/strong> in the meeting controls, open the Record and Transcribe<\/strong> menu.<\/li>\r\n \t
- Recording can be paused and stopped on the Zoom toolbar.\r\n
- Select Record<\/strong> on the Zoom toolbar.<\/li>\r\n \t
- Asking how attendees would prefer to communicate and come to a group agreement about communicating.\r\n