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Setting up and Recording Online Interviews

A guide for researchers

Creating the meeting in Outlook

Accessing your online Outlook calendar

• Log into the Student Hub (northampton.ac.uk/students) or Staff Intranet (northampton.ac.uk/staff).

• Select the E-mail box.

• When your Outlook inbox opens, select your calendar.

Creating and sending a Teams meeting invitation to your interviewee

Important note
• Do not use this process if you are running a session for multiple participants. If you add more than one person to a meeting invitation they will each be able to see everyone else's email address. If your participants have not consented to this beforehand, you will be in breach of the Data Protection Act if you disclose their email addresses to the other participants without their consent. If you are conducting session with multiple participants, see the section below for details of how to set up the meeting without disclosing email addresses.

 

• From your Outlook calendar, select 'New event'.

• Give the event a title.

• Add the email address of your interviewee into the 'Invite attendees' field. If the interviewee is a member of staff or a student at the University of Northampton, ensure that you use the interviewee's non-UON personal email address when setting up the meeting (i.e., don't use their email address ending @northampton.ac.uk or @my.northampton.ac.uk). If you set up a meeting with a member of staff or a students using their UON email address, they will automatically have access to the recording of the meeting.

• Set the time and date of the meeting.

• Toggle on the 'Teams meeting' selector to 'on'

• Click 'Send' to set up the meeting and send the invitation to your interviewee.

Creating and sending a Teams meeting invitation to multiple participants

• From your Outlook calendar, select 'New event'.

• Give the event a title.

• Leave the 'Invite attendees' field blank.

• Set the time and date of the meeting.

• Toggle on the 'Teams meeting' selector to 'on'

• Click 'Save' to set up the meeting.

• Re-open the calendar invitation. You will see a meeting ID and passcode - copy these, and send them in an individual email to each of your participants. Along with the ID and passcode, you will also need to send them the following link to access the Teams meeting:
https://www.microsoft.com/en-gb/microsoft-teams/join-a-meeting

• When the time comes to run your focus group, make sure that you join the meeting by opening the meeting in your Outlook calendar and selecting 'Join Teams meeting'. If you join the meeting using the same method as your participants, you will join the meeting without the necessary permissions to record the session.