Meetings and Exams

Here you will find help for meetings and supervision, that take place in an AAU meeting room with video conferencing and/or via MS Teams  and AAU Zoom.

Be aware that how you conduct these events depends on whether all participants are placed on AAU locations and on whether participants use MS Teams  or AAU Zoom.

MS Teams

• How to add a shared mailbox to create meetings in MS Teams
• Create a MS Teams meeting in Outlook
• Create a meeting in the Calendar app in MS Teams 
• Starting a MS Teams meeting from a video conferencing system
• Join a meeting without a Teams account
• Recording team meetings
• Breakout rooms in MS Teams
• Create a poll in a MS Teams meeting
• If you cannot share content from macOS

Video conferencing

• Start a meeting in a meeting room at AAU
• Barco Clickshare in a meeting room

AAU ZOOM

• Recommended settings for AAU ZOOM
• Log in to Zoom App and AAU ZOOM portal
• Create a AAU ZOOM meeting in Outlook
• An AAU Zoom meeting as a webinar
• Create AAU ZOOM meetings on behalf of other AAU users
• Starting an AAU ZOOM meeting from a video conferencing system
• Managing Breakout Rooms i AAU ZOOM

• Screen sharing during an AAU Zoom meeting

• Managing Waiting Room
• Create pre-assigned breakout rooms for AAU users

• Polling

• If you cannot share content from macOS

Skype for Business

• Starting a Skype for Business meeting from a video conferencing system
• Participate in a meeting/lecture by using Skype for Business – also as an external participant
• Windows
  • Request a Skype for Business meeting in outlook
  • Participate in a Skype for Business meeting/exam if you have a Skype for Business account
  • Participate via Skype for Business if you do not have a Skype for Business account 
• macOS
  • Request a Skype for Business meeting in outlook
  • Participate in a Skype for Business meeting/exam if you have a Skype for Business account
  • Participate via Skype for Business if you do not have a Skype for Business account 

If you need to conduct an online Ph.D. Defense, you can use MS Teams or AAU ZOOM. Find a comparison scheme of the two tools here. 

Service description

• IT Support offers support for the person responsible for the technical implementation of Ph.D. defense. This applies to both Ph.D. defenses conducted online, partly online (hybrid), and Ph.D. defenses conducted physically at AAU.
• We assist the person in charge with advice about the technical set-up, testing of set-up with participants, and participate in the actual defense as supervisor and security for the responsible secretary until the person has gained the experience to handle the implementation independently. ITS cannot guarantee that we can make resources available at the specific time. IT Support does not offer to perform this task for the responsible secretary.
• In addition, ITS offers free mini-courses and guides for self-help. We recommend that the person responsible for Ph.D. defense book a mini-course via support@its.aau.dk.

Payment model as of 1.8.2021

• Free
  Guidance, test, and start-up help within opening hours 8-15.30 Mon-Thursday and Friday 8-15.
• Payable
  Support of the secretary during the defense. An IT supporter participates physically or online. Test and start-up help outside of opening hours.
• Price
  Within opening hours – 400 kr. per hour per it-supporter
  Price outside opening hours – 800 kr. per hour per it-supporter
  Minimum payment for 3 hours per IT supporter if outside business hours

• Procedure for setting up an online PhD defense using AAU ZOOM.

• Procedure for setting up an online PhD defense using MS Teams

Here you will find help for online teaching, that take place in an AAU meeting room with video conferencing and/or via MS Teams and AAU ZOOM.

Be aware that how you conduct these events depends on whether all participants are placed on AAU locations and on whether participants use MS Teams, or AAU ZOOM.

MS Teams

• How to add a shared mailbox to create meetings in MS Teams
• Create a MS Teams meeting in Outlook
• Create a meeting in the Calendar app in MS Teams 
• Join a meeting without a Teams account
• Starting a MS Teams meeting from a video conferencing system
• Breakout rooms in MS Teams
• Create and manage breakout rooms during class meetings (external link)
• Create a team code to join a team directly
• Use a team code to join a team
• Recording team meetings
• Create a poll in a MS Teams meeting
• If you cannot share content from macOS

Video conferencing

• Start a meeting in a meeting room at AAU 
• Barco Clickshare in a meeting room

AAU ZOOM

• Create a AAU ZOOM meeting in Outlook
• Starting an AAU ZOOM meeting from a video conferencing system
• Managing Breakout Rooms i AAU ZOOM
• If you cannot share content from macOS

Skype for Business

• Starting a Skype for Business meeting from a video conferencing system
• Participate in a meeting/lecture by using Skype for Business – also as an external participant
• Windows
  • Request a Skype for Business meeting in outlook
  • Participate in a Skype for Business meeting/exam if you have a Skype for Business account
  • Participate via Skype for Business if you do not have a Skype for Business account 
• macOS
  • Request a Skype for Business meeting in outlook
  • Participate in a Skype for Business meeting/exam if you have a Skype for Business account
  • Participate via Skype for Business if you do not have a Skype for Business account 

Here you will find help for online exams, that take place in an AAU meeting room with video conferencing and/or via MS Teams, and AAU ZOOM.

Be aware that how you conduct these events depends on whether all participants are placed on AAU locations and on whether participants use MS Teams, or AAU ZOOM.
 

• Guides to hold an online exam - MS Teams
   
• Guides to hold an online exam - AAU ZOOM

On the below link you can see a comparison of the two online conversation tools that IT Services offers to employees and students at AAU.

MS Teams, and AAU ZOOM have similarities and differences. When you select a tool, there is functionality that you both opt-in and opt-out.

If you have any questions, input or comments feel free to contact support@its.aau.dk

See the comparison of MS Teams, and AAU ZOOM here 

On the links below you will find a monitoring website that covers teaching, video conferencing and meeting rooms with AV equipment.

A room can have 1 of 3 types of status:

No faults detected. (All monitored equipment is ok)

Network connection has been lost. AV facilities in this room may be limited due to autodetected system fault. (One or more devices cannot be contacted on the network, but the system is likely to operate normally)

This room is offline and the AV facilities cannot be used. (System is offline and can not be used)

Overview of teaching, video conference and meeting rooms with AV equipment. (You need to use VPN if you are not connected to an AAU network)

Description and room booking