Using Vevox with Microsoft Teams

International companies together with world-class universities use the Vevox integration with colleagues, clients and students to vote anonymously in polls, submit & upvote Q&A comments, complete surveys and quizzes straight from within Microsoft Teams. This easy integration can be added to a Teams Chat, Channel or Meeting. When adding the integration in the Web or Desktop version of Microsoft Teams, Vevox will appear clearly on the side panel and requires no switching of screens.

Once the integration is added by the host, Teams users, including mobile users will see the Vevox icon in their Teams meeting.

Teams webinars can also use the Vevox integration. Read more about it in the recent blog updates.

Restrictions & limitations: 

• Microsoft Teams Live events does not support apps integrations
• Team owners or companies can restrict who can add apps. If you do not find Vevox in the search bar or Teams does not allow you to add Vevox, get in touch with your systems administration to get permission.
• When you are in a Teams Meeting, Channel or chat when Vevox is being used but cannot see the Vevox tab at the top of the toolbar, you must update your version of the Microsoft Teams application.
• Microsoft Teams allows up to 10,000 attendees to join a Teams meeting. After the capacity of the main meeting has been reached (which is when 1000 users enter a meeting), additional attendees will join with a view-only experience. This means the Vevox add-in would not be available to those participants in the sidebar of the Teams meeting. But they can still take part by joining the Vevox session on their phones - they would need the 9-digit session ID to join.

Tips for Microsoft Teams

This article covers the following sections:

1. Adding Vevox to Teams:
   • To a pre-scheduled Teams Meetings
   • To Channel or Chat Meetings
   • During a meeting
2. How to create your polls in Teams
3. Control polling within Teams meeting
   • Run your polls
   • Use a countdown timer
   • Show a leaderboard
   • Show dynamic real-time results
4. Manage the Q&A board in your Teams meeting
5. What participants see
6. Where to find Vevox as a mobile user
7. Replace current session with new session
8. Remove Vevox from Teams
9. Using PowerPoint slides in your Teams meeting

1. Adding Vevox to your Teams Meeting

From within Teams, go to the Apps icon on the left of Teams, search for Vevox and add it to your Teams chat or Meeting. Log in, choose the Vevox session you want to link and save. Click on the Vevox tab to see it displayed in the meeting side panel, channel or chat.

Pre-scheduled Teams meeting

Open your pre-scheduled Teams meeting from your Teams calendar to 'Edit' it. Click the plus sign + to Add a tab.

Search for Vevox and create or choose the session to link to this meeting. Press 'Save'. As a meeting host, you will see the Vevox admin view to set up your polls & control your session from within the Teams app.

To see what it will look like during your meeting, click the meeting 'Join' button and select the Vevox icon from the top menu. The Vevox admin view will appear in the side panel of your meeting with the controls to operate your polls.

All meeting participants will see a Vevox tab at the top as soon as they join the meeting. They must click on the Vevox tab to participate in the polls or anonymous Q&A.

Channel & Chat meetings:

With the Vevox integration, you can configure meetings associated with a specific Teams channel/chat. Select the meeting from within the Channel or Group Chat, add a tab, search for Vevox, and then add it. The meeting can be recurring or a once-off.

During a meeting

You might realize during a meeting that Vevox can add clarity to the discussion or reach a consensus without the debate. After the meeting starts, select 'Apps +’in the menu bar. Search for Vevox, login and press the 'Save' button. The Vevox icon will now appear at the top and the session will show in the side panel of the Teams meeting

The Vevox icon will now appear at the top and the session will show in the side panel of the Teams meeting.

2. Create a new poll with Teams

1. Set up a poll directly from within Teams

Creating polls in Teams is similar to doing so in the dashboard, but you'll set them up in the Teams App view or the side panel within Teams. For setting up polls before a meeting, we suggest using the App view because it offers a larger interface. However, you can also add polls via the side panel after joining the meeting, as shown in the video below.

Setting up polls in the App view:

• From the App view in Teams or in the Teams side panel -start the session. If your session is already started in the dashboard, then you will not see the black warning banner.
• Click on the ‘+Create new’ button (not on the dropdown arrow).
• Select the poll type you want to create from the dropdown menu and enter your question. You can add an image to the question title if you desire.

• You will be asked to enter choice options, correct answers, values, decimal places, label axis, items to rate or images used for pinning options depending on the question type you selected. The multichoice poll choice options can also have images attached to them.
• Decide if you would like to apply the default session settings to the poll or if you would like to set up custom settings for the specific poll. These options include:
  • Display real-time results (great for word clouds).
  • Display results on poll close to remove all question bias.
  • Enable the countdown timer and the length of the countdown timer.
• Next, press ‘Create’ to finish the setup. The poll will now appear in the main body. Repeat these steps to add more polls.
• All polls can be edited, moved in order, duplicated, or deleted by pressing the three dots next to them in the side pane.
• Use the shortcut to help with poll creation by pressing the down arrow next to ‘+Create New’. From there, you can create AI quiz questions, import polls, or add previously created questions from different sessions.

Setting up polls in the Teams side panel

Set up the polls the same way you would do it in the dashboard, but only use the side panel for set up.

3. Control polling within Teams meeting

• Run your polls – start, stop, and show the correct answer from the controls.  Use the arrow next to the poll to minimize or maximize the poll in the admin view.

• Cancel - When selecting to cancel a poll, no poll results will be saved. When you cancel a poll it can be re-opened again.

• Dismiss a poll - Once an open poll has results in it, you can dismiss the poll. This will remove the poll from view for both you the host (it will take you back to the polls list) and it will also remove the result view for participants.

Use the custom settings for your poll to:

• Use a countdown timer – The countdown timer can be set up using the poll customs settings in Teams when creating or editing a poll. Once it is started, you will see the timer in the Teams Admin view at the bottom. From the Admin view, stopping the poll before the time has run out is also possible. 

Show a leaderboard – any time during your polling you can show a leaderboard by pressing the trophy icon. Press it again to remove it. Each participant will see their own score in their Teams meeting interface and the Admin view will show a combined scoreboard.

Show dynamic real-time results - Toggle the live results between ON and OFF. The default is that participants will see the vote results on poll close in the side panel of their Teams meeting. Real-time results is a great way to see how a word cloud or number cloud grows bigger.  If you want real-time live updates as the votes come in, toggle it to ON in the custom settings for the poll.

4.  Manage the Q&A board

The setting for managing the Q&A board is also in the Teams side panel. Create new labels, turn moderation on and send out announcements to the Q&A board to encourage discussions.

The Q&A board can also be sorted according to most likes, most recent or oldest messages first. Reply from inside the Admin view to send responses.

Messages can also be moved to the archive folder too remove them from participant view. They can be moved back to the published list. 

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Upvotes will automatically show next to each comment or question. To enable downvotes, simply go to the dashboard settings and toggle on the downvote option.

5. What participants see

Once participants have joined the meeting and clicked on the Vevox tab at the top, they will see Vevox appear in the side panel of their meeting. From here, they can answer the polls, contribute to conversations in the Q&A board, answer surveys, or even compete in a quiz. The meeting host must first start the session and open the poll before participants can partake.

Another way to view what your participants will see is to switch from the admin view to the participant view, go to settings, click on your initials, and toggle off the admin view.

Meeting participants can also log in to www.vevox.app using any browser instead of using the Vevox app in the Teams meeting side panel, which helps keep the meeting interface uncluttered. Just make sure to use the session ID to join.

6.   Where to find Vevox on a mobile

As a meeting host 

You can control the polls and Q&A from your mobile as well. To access the Admin view from your mobile, do the following:

STEP 1: Add Vevox to the Teams meeting. From your Teams Desktop or browser app, add the Vevox session to your pre-scheduled Teams meeting. See number 1 above. 

STEP 2: Link the Admin view on your mobile. 

From your mobile – inside the Teams app, do the following:

Go to your calendar and click on the actual meeting. 

Three tabs will appear at the top – select Apps.

Click the three dots next to the Vevox icon. And go into ‘Settings’.

Enter your login details for Vevox and choose the session you want to run. Press ‘Save’.

STEP 3: Join the Teams meeting

Go back to your calendar and join the actual meeting.

Select the three dots again, Apps, and click on Vevox. The Vevox Admin view will appear on your screen. From here you can run all your polls and manage the Q&A board.

As a meeting participant:

After you have joined the meeting, click on the three dots, select Apps, click on the Vevox icon and select 'Add'.   

7. Replace current session with new session

Select the three dots (more options) in the top right of the side panel from within the Teams meeting. Then select 'Settings' and pick your new session.

 8. Remove Vevox from your Teams meeting

Or go to your meeting invite/chat in edit mode, click on Vevox in the top tab to see the drop-down menu, and select 'Remove'.

9.Using PowerPoint slides with your Teams meeting