How to add students & staff

How to add students and other staff as members of your Team

You can add team members manually or provide a Team code and allow people to join by themselves. If you have many team members to add you might prefer to create a Team code and share this with the members so that they can join for themselves (recommended for large numbers).

NOTE – we recommend manually adding at least one other member of staff and make them an owner, this means there is a back up admin for the team.

Using a Team code to enable members to add themselves

If you have many people to add as members to a Team you can generate a code that people can use to add themselves as members to your Team. You can share the code with students or staff using email or My Studies. Please note you cannot create a team code using the mobile app. You must use either the PC/Mac app, or access Teams via the web on a PC/Mac to generate a code.

This video shows you how to share a code for people to use to join your Team as members.

The Team code you need to share is available from the Manage Teams menu and this is shown in the previous video.

Manually add member(s) or External colleagues (Do not do this for STUDENTS, continue down this page for student Teams enrollment options.)

You manually add members to a Team using the Manage Team menu. You can do this on all devices. There is a specific page here about adding external users and what permissions they have in Teams

You should ensure at least one other member of staff is added to your Team and set as an owner in case of illness.

  • Click the Teams menu (ellipsis ) (1)
  • Select Manage Team 


  • Select the members tab (3)
  • Click Add Members (4)

  • In the text box that appears, begin typing the name or names of people you wish to add to your Team. You can add several members at once
  • Click Add to add the member(s) to your Team.
  • At this point you can change someone’s role from ‘member’ to ‘owner’ if required.  You should ensure at least one other member of staff is added to your Team and set as an owner in case of illness.



Mobile users: You can perform the same function in the mobile app:

  • Tap the Teams in the main menu at the bottom of your screen
  • Tap the 3 dots icon next to the team you wish to edit
  • Tap Manage Members
  • Tap the person icon (next to Team Members title)
  • You can now add users by name
  • At this point you can change someone’s role from ‘member’ to ‘owner’ if required.

How to join a Team with a Teams code

The video below shows how students or staff join the Team with the code you have provided.

What to tell students

Post an announcement in the My Studies module area to let students know about your online session and how to join. Suggested text is:

Due to Covid-Secure arrangements, the lecture on [PASTE LECTURE DETAILS HERE] will take place online using Microsoft Teams at [INSERT DATE HERE] at [INSERT TIME HERE] on our module MS Team.

Instructions on how to join Teams:

The Team code for this module is: [PASTE JOIN CODE HERE]

If you have any questions, please email me.

Email example when using multiple teams with groups of students

This email example is included with permission of Erika Thorne in School of Health Sciences and demonstrates how to write an engaging announcement to get students into the correct team area when you are working with multiple student groups and lecturers.

Screenshot of an example email to students

Click on this image to open the example email as a PDF

Scheduling lectures/meetings with students

Do not use Outlook to schedule lectures or meetings with a large groups of students on one module. You need to follow the running a live lecture instructions to start the session in the correct Team.
Meetings scheduled through Outlook are not associated with a particular Team and live only in the ‘Chat’ feature of Teams – this is also not possible from a Mac.

The reason for this is that staff use Microsoft Exchange Email hosted on premise, so most of the built in Teams meeting and calendar features do not apply.

Scheduling meetings with colleagues or one-to-ones with students

See how to organise a meeting.

NEXT STEP – How to run a live lecture >>>

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