Teams Download Q&A: Everything You Need to Know
Are you looking for a way to make your online meetings more interactive and engaging? Do you want to get feedback from your attendees and answer their questions in real time? If so, you might want to try out Teams Download Q&A, a new feature that lets you manage questions from attendees as an organizer.
In this article, we will explain what Teams Download Q&A is, how to enable it in your meeting, how to manage its settings, how to moderate it as an organizer or co-organizer, how to ask and answer questions as an attendee, how to use it before and after the meeting, how to use it on web, how to access insights from it, how to manage its policies as an admin, how to delete an individual message from it, what are the available languages for it, how to comply with GDPR for it, and how to manage its data lifecycle. We will also provide you with some FAQs at the end. So let's get started!
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What is Teams Download Q&A?
Teams Download Q&A is a feature that lets you manage questions from attendees as an organizer. It is best for large, structured meetings where you want to encourage attendees to ask questions and share their opinions. It is also useful for webinars, trainings, and presentations where you want to keep the audience engaged and informed.
With Teams Download Q&A, you can:
Enable attendees to post questions and reply to conversations in a dedicated Q&A panel
Choose between moderated and unmoderated Q&A, where you can review and publish questions before they are visible to everyone
Pin important or popular questions to the top of the Q&A panel
Delete or dismiss inappropriate or irrelevant questions
Allow attendees to upvote questions that they want to see answered
Filter questions by status (published, dismissed, or unanswered)
Answer questions verbally or in writing during the meeting
Engage attendees before the meeting starts by enabling them to post questions in advance
Continue the conversation after the meeting ends by keeping the Q&A panel open for a period of time
Use Teams Download Q&A on web browser as well as desktop and mobile apps
Access insights from Q&A such as number of questions, number of published questions, number of upvotes, and number of replies
Manage Q&A policies as an admin to control which organizers can use Q&A in large meetings
Delete an individual message from Q&A in Teams if needed
Select from a range of languages for Q&A interface and content
Comply with GDPR for Q&A data protection and privacy
Manage Q&A data lifecycle such as storage, retention, and deletion
Teams Download Q&A is a great way to make your meetings more interactive and engaging. It helps you get feedback from your attendees, answer their questions in real time, and keep them informed and involved.
How to Enable Teams Download Q&A in Your Meeting?
To enable Teams Download Q&A in your meeting, you need to be an organizer or co-organizer of the meeting. You can enable Q&A from Outlook or Teams when you schedule or edit a meeting.
To enable Q&A from Outlook:
Create or edit a meeting in Outlook calendar
Click on Meeting options in the ribbon
In the Meeting options page, under Roles, select who can present in your meeting
Under Features, turn on the toggle for Q&A
Click Save
To enable Q&A from Teams:
Create or edit a meeting in Teams calendar
Click on Meeting options under the meeting details
In the Meeting options page, under Roles, select who can present in your meeting
Under Features, turn on the toggle for Q&A
Click Save
How to Manage Teams Download Q&A Settings?
As an organizer or co-organizer of a meeting with Teams Download Q&A enabled, you can manage various settings for Q&A. You can access these settings from the Q&A panel during the meeting.
To open the Q&A panel:
Join the meeting from Teams desktop or mobile app
In the meeting controls, click on the More actions button (three dots)
Select Show Q&A from the menu
The Q&A panel will open on the right side of the screen
To manage the settings for Q&A:
In the Q&A panel, click on the Settings button (gear icon)
You will see four options: Moderated Q&A, Enable replies, Anonymous posts, and Close conversation.
Select or deselect each option as per your preference. Here is what each option does:
Moderated Q&A: If you turn this on, you will have to review and publish each question before it is visible to everyone. You can also unpublish a question if you change your mind. This option is useful if you want to filter out inappropriate or irrelevant questions.
Enable replies: If you turn this on, you will allow attendees to reply to each other's questions and create conversations. This option is useful if you want to encourage discussion and collaboration among attendees.
Anonymous posts: If you turn this on , you will allow attendees to post questions anonymously without revealing their names. This option is useful if you want to protect the privacy of attendees or encourage them to ask sensitive or controversial questions.
Close conversation: If you turn this on, you will close the Q&A panel and prevent any further questions or replies. You can reopen the Q&A panel later if you want. This option is useful if you want to end the Q&A session and focus on other aspects of the meeting.
Click Save to apply your settings
How to Moderate Teams Download Q&A as an Organizer or Co-organizer?
As an organizer or co-organizer of a meeting with Teams Download Q&A enabled, you can moderate the Q&A panel and manage the questions from attendees. You can perform various actions on the questions, such as review, publish, dismiss, pin, or delete.
To moderate the Q&A panel:
Open the Q&A panel from the meeting controls
If you have enabled moderated Q&A, you will see a list of pending questions that need your approval. You can click on each question to see its details and options.
You can choose to publish the question, which will make it visible to everyone in the Q&A panel, or dismiss the question, which will remove it from the list of pending questions. You can also delete the question, which will remove it permanently from the Q&A panel.
If you have not enabled moderated Q&A, you will see a list of published questions that are visible to everyone in the Q&A panel. You can click on each question to see its details and options.
You can choose to pin the question, which will move it to the top of the Q&A panel and highlight it with a blue border. You can also unpin the question, which will remove it from the top of the Q&A panel. You can also delete the question, which will remove it permanently from the Q&A panel.
You can also filter the questions by status (published, dismissed, or unanswered) by clicking on the filter icon in the top right corner of the Q&A panel. You can also search for a specific question by typing in the search box in the top left corner of the Q&A panel.
How to Ask and Answer Questions as an Attendee?
As an attendee of a meeting with Teams Download Q&A enabled, you can ask and answer questions in the Q&A panel. You can also upvote questions that you want to see answered and filter questions by different criteria.
To ask and answer questions as an attendee:
Open the Q&A panel from the meeting controls
If you want to ask a question, click on the Ask a question button at the bottom of the Q&A panel. Type your question in the text box and click Send. If moderated Q&A is enabled, your question will be sent to the organizer for approval before it is visible to everyone. If anonymous posts are enabled, you can choose to post your question anonymously by checking the box next to Post anonymously.
If you want to answer a question, click on the question that you want to answer. You will see a text box below the question where you can type your answer and click Send. If moderated Q&A is enabled, your answer will be sent to the organizer for approval before it is visible to everyone. If anonymous posts are enabled, you can choose to post your answer anonymously by checking the box next to Post anonymously.
If you want to upvote a question, click on the thumbs up icon next to the question. The number of upvotes will be displayed next to the icon. You can also undo your upvote by clicking on the icon again.
If you want to filter questions, click on the filter icon in the top right corner of the Q&A panel. You can filter questions by all, published, or unanswered. You can also search for a specific question by typing in the search box in the top left corner of the Q&A panel.
How to Use Teams Download Q&A Before and After the Meeting?
One of the benefits of Teams Download Q&A is that you can use it before and after the meeting to engage your attendees and continue the conversation. You can enable attendees to post questions in advance and keep the Q&A panel open for a period of time after the meeting ends.
To use Teams Download Q&A before the meeting:
Enable Q&A from Outlook or Teams when you schedule or edit a meeting
Send the meeting invitation to your attendees
Attendees can join the meeting from Teams desktop or mobile app and open the Q&A panel from the meeting controls
Attendees can post questions in the Q&A panel before the meeting starts. They can also upvote, reply, and filter questions as usual.
Organizers and co-organizers can review, publish, dismiss, pin, or delete questions before the meeting starts. They can also answer questions verbally or in writing before the meeting starts.
To use Teams Download Q&A after the meeting:
End the meeting as usual
The Q&A panel will remain open for a period of time after the meeting ends. The default period is 24 hours, but you can change it from the settings.
Attendees can still access the Q&A panel from their meeting chat and post questions, upvote, reply, and filter questions as usual.
Organizers and co-organizers can still access the Q&A panel from their meeting chat and review, publish, dismiss, pin, or delete questions as usual. They can also answer questions verbally or in writing after the meeting ends.
How to Use Teams Download Q&A on Web?
If you prefer to use Teams on web browser instead of desktop or mobile app, you can still use Teams Download Q&A with some limitations. Here are some features that are available or not available for Teams Download Q&A on web:
Feature
Available on web
Enable Q&A from Outlook or Teams when scheduling or editing a meeting
Yes
Open Q&A panel from meeting controls
No (you need to click on Show conversation and then Show Q&A)
Post questions and replies in Q&A panel
Yes
Upvote questions in Q&A panel
No
Filter questions by status or search for a specific question in Q&A panel
No
Publish, dismiss, pin, or delete questions in Q&A panel (as an organizer or co-organizer)
No (you need to switch to desktop or mobile app)
Access insights from Q&A (as an organizer or co-organizer)
No (you need to switch to desktop or mobile app)
Use moderated Q&A, enable replies, anonymous posts, or close conversation settings (as an organizer or co-organizer)
No (you need to switch to desktop or mobile app)
Use Q&A before and after the meeting
Yes (you can access the Q&A panel from your meeting chat)
Delete an individual message from Q&A in Teams (as an organizer or co-organizer)No (you need to switch to desktop or mobile app)
As you can see, Teams Download Q&A on web has some limitations compared to desktop or mobile app. However, you can still use it to post questions and replies, and access the Q&A panel before and after the meeting. If you want to use the full features of Teams Download Q&A, we recommend you to use the desktop or mobile app instead.
How to Access Insights from Teams Download Q&A?
As an organizer or co-organizer of a meeting with Teams Download Q&A enabled, you can access insights from Q&A to understand how your attendees engaged with the Q&A panel. You can see various analytics such as number of questions, number of published questions, number of upvotes, and number of replies. You can also download a report of the Q&A session in CSV format.
To access insights from Teams Download Q&A:
Open the Q&A panel from the meeting controls
Click on the Insights button (chart icon) in the top right corner of the Q&A panel
You will see a dashboard with four metrics: Total questions, Published questions, Upvotes, and Replies. You can hover over each metric to see more details.
If you want to download a report of the Q&A session, click on the Download button (arrow icon) in the top right corner of the dashboard. You will get a CSV file with the following columns: Question ID, Question text, Question status, Question author name, Question author email, Question timestamp, Reply ID, Reply text, Reply author name, Reply author email, Reply timestamp, Upvotes.
How to Manage Teams Download Q&A Policies as an Admin?
If you are an admin of your organization's Teams account, you can manage Teams Download Q&A policies to control which organizers can use Q&A in large meetings. You can create a custom policy for Q&A and assign it to specific users or groups. You can also edit or delete an existing policy for Q&A.
To manage Teams Download Q&A policies as an admin:
Sign in to the Microsoft Teams admin center
In the left navigation, go to Meetings > Meeting policies
Click on Add or Edit a policy for Q&A
In the policy settings, under Features, turn on or off the toggle for Allow Q&A
If you want to create a new policy for Q&A, enter a name and description for the policy and click Save
If you want to edit or delete an existing policy for Q&A, select the policy from the list and click Edit or Delete
If you want to assign a policy for Q&A to specific users or groups, select the policy from the list and click Manage users
In the Manage users page, search for users or groups by name or email and click Add
Click Apply to assign the policy for Q&A to the selected users or groups
How to Delete an Individual Message from Teams Download Q&A?
If you want to delete an individual message from Teams Download Q&A, you need to be an organizer or co-organizer of the meeting. You can delete a message from Q&A in Teams desktop or mobile app.
To delete an individual message from Teams Download Q&A:
Open Teams desktop or mobile app and go to your meeting chat
Click on Show conversation and then Show Q&A
Find the message that you want to delete and click on More options (three dots)Select Delete from the menu
Confirm that you want to delete the message
Note that deleting a message from Q&A in Teams will also delete it from the Q&A panel in the meeting. However, deleting a message from the Q&A panel in the meeting will not delete it from Q&A in Teams.
What are the Available Languages for Teams Download Q&A?
Teams Download Q&A supports a range of languages for its interface and content. The interface language is determined by the language settings of your Teams app or browser. The content language is determined by the language of the question or answer that you post or read.
Here is a list of supported languages for Teams Download Q&A:
Arabic
Bulgarian
Catalan
Chinese (Simplified)
Chinese (Traditional)
Croatian
Czech
Danish
Dutch
English
Estonian
Finnish
French
German
Greek
Hebrew
Hindi
Hungarian
Indonesian
Italian
Japanese
Korean
Latvian
Lithuanian
Norwegian (Bokmål)
Polish
Portuguese (Brazil)
Portuguese (Portugal)
Romanian
Russian
Serbian (Latin)
Slovak
Slovenian
Spanish
Swedish
Thai
Turkish
Ukrainian
Vietnamese
If you want to change the interface language of Teams Download Q&A, you need to change the language settings of your Teams app or browser. If you want to change the content language of Teams Download Q&A, you need to use a different keyboard or input method to type your question or answer in the desired language.
How to Comply with GDPR for Teams Download Q&A?
Teams Download Q&A is compliant with the General Data Protection Regulation (GDPR), which is a set of rules that protect the personal data and privacy of individuals in the European Union (EU) and the European Economic Area (EEA). GDPR gives individuals the right to access, rectify, erase, restrict, or object to the processing of their personal data, as well as the right to data portability and the right to withdraw consent.
If you are an organizer or co-organizer of a meeting with Teams Download Q&A enabled, you need to respect the rights and preferences of your attendees regarding their personal data and privacy. You also need to inform your attendees about how their personal data is collected, processed, stored, and shared by Teams Download Q&A.
Here are some steps that you can take to comply with GDPR for Teams Download Q&A:
Before you enable Q&A in your meeting, make sure that you have a valid legal basis for processing the personal data of your attendees, such as consent, contract, legal obligation, vital interest, public interest, or legitimate interest.
When you send the meeting invitation to your attendees, include a clear and concise privacy notice that explains how their personal data is collected, processed, stored, and shared by Teams Download Q&A. You can use the Microsoft Privacy Statement as a reference.
If you enable anonymous posts in your Q&A settings, make sure that you inform your attendees that their names will not be displayed when they post questions or replies. However, their names will still be recorded by Teams Download Q&A and will be visible to you as an organizer or co-organizer.
If you enable moderated Q&A in your Q&A settings, make sure that you inform your attendees that their questions and replies will be reviewed by you before they are published. You also need to ensure that you review and publish questions and replies in a timely and fair manner.
If you access insights from Q&A, make sure that you use the analytics for legitimate purposes only, such as improving your meeting quality and attendee satisfaction. You also need to ensure that you do not disclose or share the analytics with any unauthorized parties.
If you download a report of the Q&A session, make sure that you store and handle the CSV file securely and confidentially. You also need to ensure that you do not disclose or share the CSV file with any unauthorized parties.
If you receive a request from an attendee to access, rectify, erase, restrict, or object to the processing of their personal data, or to exercise their right to data portability or their right to withdraw consent, you need to respond to the request promptly and appropriately. You can use the Microsoft GDPR Dashboard as a tool to help you manage such requests.
How to Manage Data Lifecycle for Teams Download Q&A?
Teams Download Q&A has a data lifecycle policy that determines how long the data from Q&A is stored and when it is deleted. The data lifecycle policy applies to both the Q&A panel in the meeting and the Q&A in Teams chat.
The data lifecycle policy for Teams Download Q&A is as follows:
The data from Q&A is stored in Azure Media Services (AMS) for 30 days after the meeting ends. This includes questions, replies, upvotes, insights, and reports.
The data from Q&A is deleted from AMS after 30 days. However, if you have enabled retention policies for Teams chat messages in your organization's Microsoft 365 compliance center , the data from Q&A will be retained in Teams chat according to the retention policies. This means that you can still access the Q&A panel from your meeting chat after 30 days, unless the retention policies delete the chat messages.
The data from Q&A is deleted from Teams chat when the chat messages are deleted by the retention policies or by the user. This means that if you delete a chat message that contains a Q&A panel, the Q&A panel will also be deleted. However, deleting a chat message will not delete the data from AMS, unless it is past 30 days.
If you want to manage the data lifecycle for Teams Download Q&A, you need to be aware of the data storage, retention, and deletion policies for Q&A. You also need to consider the impact of deleting a chat message that contains a Q&A panel on the Q&A data.
Conclusion
Teams Download Q&A is a feature that lets you manage questions from attendees as an organizer of a meeting. It is best for large, structured meetings where you want to encourage attendees to ask questions and share their opinions. It is also useful for webinars, trainings, and presentations where you want to keep the audience engaged and informed.
In this article, we have explained what Teams Download Q&A is, how to enable it in your meeting, how to manage its settings, how to moderate it as an organizer or co-organizer, how to ask and answer questions as an attendee, how to use it before and after the meeting, how to use it on web, how to access insights from it, how to manage its policies as an admin, how to delete an individual message from it, what are the available languages for it, how to comply with GDPR for it, and how to manage its data lifecycle.
We hope that this article has helped you understand Teams Download Q&A better and how to use it effectively in your meetings. If you have any questions or feedback about Teams Download Q&A, please feel free to contact us or leave a comment below. We would love to hear from you!
FAQs
Here are some frequently asked questions about Teams Download Q&A:
What is the difference between Teams Download Q&A and Teams Live Events Q&A?
Teams Download Q&A is a feature that lets you manage questions from attendees as an organizer of a regular meeting. Teams Live Events Q&A is a feature that lets you manage questions from attendees as a producer or presenter of a live event. Both features have similar functionalities, but they are designed for different scenarios. Teams Download Q&A is best for large, structured meetings where you want to encourage attendees to ask questions and share their opinions. Teams Live Events Q&A is best for broadcast-style events where you want to control the flow of information and interaction with attendees.
How many questions can I post in Teams Download Q&A?
There is no limit on how many questions you can post in Teams Download Q&A as an attendee. However, if moderated Q&A is enabled, your questions will need to be approved by the organizer or co-organizer before they are visible to everyone. If unmoderated Q&A is enabled, your questions will be visible to everyone immediately after you post them.
How do I know if my question has been answered in Teams Download Q&A?
If your question has been answered in Teams Download Q&A, you will see a green check mark next to your question in the Q&A panel. You will also see the answer below your question. You can also filter questions by unanswered status to see which questions have not been answered yet.
Can I edit or delete my question or answer in Teams Download Q&A?
No, you cannot edit or delete your question or answer in Teams Download Q&A as an attendee. Once you post a question or answer, it cannot be modified or removed by you. Only the organizer or co-organizer can delete a question or answer from the Q&A panel.
Can I export or print the Q&A session from Teams Download Q&A?
Yes, you can export or print the Q&A session from Teams Download Q&A as an organizer or co-organizer. You can access insights from the Q&A panel and download a report of the Q&A session in CSV format. You can then open the CSV file in Excel or another spreadsheet program and export or print it as you wish. 44f88ac181
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