1) Creating a meeting

Through Outlook

1) Open Outlook.

2) Click on “New Meeting/Teams Meeting” in your calendar, depending on your program’s language settings. Select Schedule Meeting to schedule the meeting.

3) Add participants (interviewees or external guests).

4) Set the meeting details (location, agenda, etc.). e. Save the meeting invitation.

Through Teams

1) Open Teams.

2) Click on the calendar icon.

3) Select “New Meeting”.

4) Add participants and meeting details.

5) Save the meeting.

2) Joining a meeting:

Through Outlook:

1) Open the meeting invitation in Outlook.

2) Click on the “Join Microsoft Teams Meeting” link.

Through Teams

1) Open Teams.

2) Go to the calendar.

3) Click to join the desired meeting.

4) Click “Join”.

3) Recording and transcribing the interview:

1) When you are in the meeting, go to the meeting controls.

2) Click “More actions” and select “Start recording”.

3) All participants will be notified that the recording and transcription have started.

4) Transcription means the same as text transcription, where the interview is also saved in text form.

4) Stop recording

1) To stop the recording, return to the meeting controls.

2) Click “More actions” and select either:

3) “Stop recording” if you want to stop both the recording and the live transcription.

4) “Stop transcription” if you want to stop only the live transcription.

5) The recording will continue until you select “Stop recording”.

5) Locate and check the location of recordings

1) The recording is saved in different locations depending on the type of meeting. You can find a detailed breakdown of the remote interview meeting types at the end of this guide.

2) Channel Meetings are a Teams feature that allows meetings within a team or group. The recording is processed in the SharePoint document library of the Teams site. By default, those on the channel have editing and viewing rights to the recording content. External and guest users do not have access to the video content.

3) Private Meetings: The recording is saved to the personal OneDrive account of the user who started the recording. External users do not have access to the recording unless it is specifically shared with them. You can find the recording in the Recordings section of the OneDrive folder. Typically, Teams meetings are private meetings and not team meetings (i.e., Channel Meetings).

4) You can find the recording in the meeting chat or channel chat if you conducted the interview as a channel meeting. It is important to note that the recording appears in the remote interview chat section in addition to the OneDrive account.

5) By default, the recording is set to expire in 60 days, but you can set a different expiration date if you wish. The user can remove the automatic deletion, if necessary, but this is not recommended for data life-cycle planning. Once the expiration date has passed, the recording will also disappear from OneDrive, SharePoint, and the Teams chat channel.

6) You can find the recording and its transcribed text by clicking on the recording. You can download the transcribed text from the Microsoft Stream service.

6) Check access rights to the recording

1) By default, no one other than the person who started the recording has access to it. For example, a thesis supervisor does not have access to the recording unless it is specifically shared with them.

2) You can find a detailed breakdown of access rights and different roles in the Teams environment at the end of this guide.

3) Check the OneDrive folder to see if the recording has been unintentionally shared with other participants. You can check the access rights to the recording using the Manage access function.

5) When you press the ‘Stop sharing’ function, the recording becomes completely private. After this, you can ensure that no one else has access to the recording.

6) You can grant access to the recording content using the ‘Grant Access’ function. By entering an email address, you can give access to the desired person via email. You can specify the recipient’s permissions according to whether they can edit the recording without restrictions (Can edit), view and download the recording (Can view), or only view the recording in the browser (Can’t download).

7) Also check the access rights of the recording link. You can set the desired security features for the link you share. With the Anyone feature, anyone with the link you share can access the recording, regardless of whether the recipient is logged into the service. Do not use this feature; instead, require the recipient to authenticate. The People in Metropolia University of Applied Sciences feature requires a Metropolia user account to view and/or edit the file, depending on the permissions you grant for the recording. The People you choose feature allows sharing the link with those who do not have a Metropolia account. It is recommended to use the People you choose feature primarily if you are sharing the file with someone else. You can also set an expiration date for the link to enhance security

7) Backing up recordings and checking data classification

1) When handling information securely, it is important to ensure adequate backups. Backups prevent data loss or content alteration in case something happens to the original data. If you store your recorded interview in the MS Office cloud service environment, you are responsible for its backup.

2) A good strategy for backing up files is to follow the 3-2-1 rule, which involves one original file and two backups. For example, you can keep the original recording in the cloud service, but back up the interview on your personal Z-drive and an external storage device, such as a USB stick, which you mainly keep at home. The IT department backs up the contents of the Z-drive on your behalf. If you transfer the file to the Z-drive, the data backup is sufficiently taken care of, and you do not need to save the interview on a USB stick.

3) It is good to check that the classification of the interview data is confidential, not classified. If you find that the interview is classified, the recording must be transferred to the Z-drive. This is because the backup, encryption, and proper authentication of secret/classified information are regulated by law.

4) Remove classified material entirely from the OneDrive and Teams environments. Classified information cannot be handled in the cloud service environment because the security measures for this type of information are not sufficient and compliant. Inform the supervisor responsible for the thesis data protection and security about this. They can advise whether the interview is suitable for handling in the cloud. If necessary, follow the Zoom guide’s backup practices.

5) For more information on saving files and network drives at Metropolia, refer to the File Saving guide.

8) Dispose of recordings and backups

1) By default, a recording is set to have a 60-day existence period, after which it will disappear from Metropolia’s OneDrive environment.

2) Ensure that the recording does not remain in the Teams and OneDrive environments. For example, Teams channel meeting recordings will persist even after you graduate from Metropolia University of Applied Sciences if no expiration date is set, after which the recording will be removed from the MS Office environment. Microsoft Teams channels will remain even if the user leaves Metropolia. Removing a Teams channel requires administrative actions if the organization does not remove outdated or unnecessary Teams channels.

3) Information from unnecessary Teams channels is considered “dark data” for the organization. Dark data refers to data that has accumulated in the organization’s information services but is no longer used and remains unused in the information service.

4) Also destroy the original recording and its backups, e.g., from the Z network drive, external storage devices, and other storage locations where you have stored the data when you no longer need the interview material.

5) Ensure that no transcribed text remains in any other service you have stored it in.

6) Delete the file from your recycle bin as well. After this, the interview material is permanently destroyed. Remember to also delete the recording and transcribed text from the OneDrive service’s recycle bin.

8) Confirm that the recording has not also remained in the interview discussion area.

Teams-haastattelu opinnäytetyössä (luottamukselliset haastattelut)