NB: Presenters are welcome to join a Microsoft Teams rehearsal in the afternoon of Tuesday 6 October. More information will follow.
Instructions for Microsoft Teams (as a presenter)
EvoDemo7 will be carried out as a partly virtual, partly real-world conference. Whilst the conference will be broadcasted from Røros, presenters and viewers will be connecting from different countries across the world.
The impression the audience gets from your presentation is largely dependent on your setup. A computer with a decent webcam, headphones with a microphone, a tidy background, and a couple of good lamps, is what you need.
In addition, you will need the software Microsoft Teams installed on your computer. This is free software, but you will need a Microsoft account (free or available via a Microsoft 365 license) to be able to be a presenter in a Teams Live Event.
The impression the audience gets from your presentation is largely dependent on your setup. A computer with a decent webcam, headphones with a microphone, a tidy background, and a couple of good lamps, is what you need.
In addition, you will need the software Microsoft Teams installed on your computer. This is free software, but you will need a Microsoft account (free or available via a Microsoft 365 license) to be able to be a presenter in a Teams Live Event.
How do I register for, download & install Microsoft Teams?
If you have an “outlook”, “hotmail” or “live” email address, you already have a Microsoft account, and should be good to go. Log in at https://teams.microsoft.com.
If you are affiliated with a company or school/university, it would be a good idea to check with your IT department if you have a Microsoft 365 subscription that incorporates Teams. They also should be able to get you up and running, ready to present.
If none of the above applies to you, you could still have a Microsoft account if you ever have registered your email address. The easiest way to find out is to try and register at https://teams.microsoft.com. If your email address is registered, you will get a message similar to the one in Fig. 1.
If your email address is not already registered, you will be able to do that by following the steps taken in Figs. 2-8. now.
After logging in, you need to download and install the Teams app for your platform (Mac or Windows).
Attention: You have to download and install the program on your computer (Fig. 9); it is not possible to present in a live event from the web app.
*** If your Teams login email address is different from the email address you used to register for the conference, please let us know so we can add the correct email address to our Teams live events. ***
If you are affiliated with a company or school/university, it would be a good idea to check with your IT department if you have a Microsoft 365 subscription that incorporates Teams. They also should be able to get you up and running, ready to present.
If none of the above applies to you, you could still have a Microsoft account if you ever have registered your email address. The easiest way to find out is to try and register at https://teams.microsoft.com. If your email address is registered, you will get a message similar to the one in Fig. 1.
If your email address is not already registered, you will be able to do that by following the steps taken in Figs. 2-8. now.
After logging in, you need to download and install the Teams app for your platform (Mac or Windows).
Attention: You have to download and install the program on your computer (Fig. 9); it is not possible to present in a live event from the web app.
*** If your Teams login email address is different from the email address you used to register for the conference, please let us know so we can add the correct email address to our Teams live events. ***
After logging in, you need to download and install the Teams app for your platform (Mac or Windows). Attention: You have to download and install the program on your computer (Fig. 9); it is not possible to present in a live event from the web app.
*** If your Teams login email address is different from the email address you used to register for the conference, please let us know so we can add the correct email address to our Teams live events. *** |
How do I check that everything is working correctly?
Provided you already read and successfully followed the steps above, you should be ready to present. A presentation normally consists of two separate components: a face with a voice, and presentation slides.
To check the correct audio/video settings, click your initials in the upper right corner of Teams, and choose “Settings” in the menu. Inside the settings, click on “Devices”. Make sure the correct microphone and camera are chosen. You can make a test call to check the sound, and you should see yourself in the camera window at the bottom.
The presentation will be shared through the desktop sharing functionality in Teams, see next section.
To check the correct audio/video settings, click your initials in the upper right corner of Teams, and choose “Settings” in the menu. Inside the settings, click on “Devices”. Make sure the correct microphone and camera are chosen. You can make a test call to check the sound, and you should see yourself in the camera window at the bottom.
The presentation will be shared through the desktop sharing functionality in Teams, see next section.
How do I participate as a presenter in a Teams Live Event?
We will invite you as a presenter to the live event(s) you are going to present in. You will get a link in your mailbox. Please make sure that you provide the email address you will use in Teams as mentioned above.
The conference will be split into several live events; each session is a new live event. If you are presenting in multiple sessions, you will get one link per event. You need to keep track of them yourself, so you use the correct link at the right time. When you arrive at the event (have clicked on the right link, that is), you will be waiting in the lobby until the producer lets you into the event. Please be sure you do this in the break prior to your session’s start before you are scheduled to present, so we have the opportunity to troubleshoot if something goes wrong. Also make sure that your video and microphone are turned on (Fig. 10). |
When the producer lets you in, you will get a notification. You can share your presentation by clicking the share button (marked in red in Fig. 11). Be sure to choose your desktop to be shared (Fig. 12), not PowerPoint or your PDF viewer itself. Also check that “Include computer sound” (Fig. 12) is turned on if you have sound included in your presentation.
If all of this seems a bit overwhelming, just relax. We will help you as far as we can. It’s in all our interest that the conference is a smooth experience for both presenters and attendees.
The only thing we must ask is that you don’t postpone if you need help! We will not be able to help you getting set up from the first day of the conference on, so contact us immediately if you’re not able to get things right. If you have questions related to Teams or your video/audio setup, contact our Teams expert (@TeamsSupport) directly or through the #-support channel in Slack. |
Watch recording of the session you presented in
To watch the recording of the session you have presented in, click the link provided in your #session channel on Slack.
***Make sure to click Attendee in the bottom right corner (red box in Fig. 13)***
***Make sure to click Attendee in the bottom right corner (red box in Fig. 13)***
Instructions for Microsoft Teams (as a viewer)
We will invite you as a viewer to the live events in which you do not present. These links will be posted in the designated Slack channel (e.g., the link to Session 1 will be in #session01).
You can view the streaming of the live event in three ways: 1. If you have Microsoft Teams installed on your computer, you may open the stream there (Fig. 14) 2. You can also watch the stream in the web browser (Fig. 14) A. By signing in (Fig. 15) B. Or anonymously (Fig. 15) |
Asking questions goes through the Live Event Q&A.
***Please try and post your questions during the presentation since the streaming may have a delay of up to 20-30 seconds.***
Keep in mind that not all questions might reach the presenter since there is limited time for questions (5
minutes for keynote talks; 2 minutes for lightning talks). Any question or comment that you have for a
presenter afterwards, can be posted in its #session channel on Slack. See Slack instructions!
***Please try and post your questions during the presentation since the streaming may have a delay of up to 20-30 seconds.***
Keep in mind that not all questions might reach the presenter since there is limited time for questions (5
minutes for keynote talks; 2 minutes for lightning talks). Any question or comment that you have for a
presenter afterwards, can be posted in its #session channel on Slack. See Slack instructions!