Microsoft Teams Rooms
Microsoft Teams Rooms brings HD video, audio, and content sharing to Teams or Skype for Business calls and meetings of all sizes, from small huddle areas to large conference rooms.
This article will walk you through how to use your Microsoft Teams Room and how to best utilise it.
Learn about the touchscreen console
The touchscreen console in a conference room is the heart of every meeting. It automatically wakes up when it detects motion. On the screen, there are a few things you can do:
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Join a scheduled meeting by selecting the meeting.
Note: To get a meeting to show up on the room console, organizers should set the room as the meeting location.
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Start a new meeting by selecting Meet now
. -
Make a phone call by selecting Dial pad
and dialing a number. -
Project your laptop by plugging in the cable connected to the console. Depending on the room settings, it may be projected to the room automatically, or you may have to select Present
on the room console. -
Select More
for instructions on how to add the room to a meeting, give feedback on the device, or change settings.
When you’re in a meeting, you’ll have options to manage your camera and mic, share content, add participants, and end the call.
In Skype for Business meetings, you’ll also have the option to check out conversations and content.
Invite a room to a meeting
Use Outlook to reserve a room equipped with Microsoft Teams Rooms
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Open Outlook, and go to your calendar.
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Select New Teams Meeting in the Teams Meeting section or New Meeting, then Teams Meeting.
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Select Room Finder in the meeting scheduler or type the conference room email address.
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Select Show a room list and find a building or list.
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Choose a room from the list of available rooms.
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Complete the meeting invitation as you would for any other meeting before sending.
Use Skype for Business to add a Microsoft Teams Rooms room to an existing meeting
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Join the meeting from your personal device.
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Select Invite More People.
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Search for the room name (it’s on the console), and select OK.
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Accept the call on the console to join the meeting.
Use Outlook to add a Microsoft Teams Rooms room to an existing meeting
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Open the meeting in Outlook on your personal device.
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Add the room name (it’s on the console) under To or find the room using Room finder in the meeting scheduler, and send the update.
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If the meeting is accepted, it will appear on the console.
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Select the meeting on the console to join.
Join a meeting
Join a scheduled meeting
Just find your meeting on the console and select it to join.
Any meetings currently happening are at the top of the list. After a meeting ends, it’ll stay on the screen for a little while so you can easily join again if you need to.
If a scheduled meeting doesn’t appear on the console (or if the meeting tile shows More options … instead of Join), you will need to invite the room or add the room on your personal device.
Join a scheduled meeting that’s not on the console
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Join the meeting on your personal device.
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When you’re choosing your audio and video settings you have the option to add a room so you can use that room’s audio and video equipment. Your personal device may even detect a nearby room using Bluetooth.
If it does, you’ll see the meeting room’s name and the option to Join and add this room. If the nearby room has already joined the meeting, just select Audio off to join with your audio off and avoid disrupting the meeting.
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If your device doesn’t detect the room nearby, select Add a room under Other join options and search for the room you’re using.
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If you’ve already joined the meeting on your personal device, you can select Show participants
, then go to Invite someone or dial a number and search for the room name. Then, select the room and OK to call it into the meeting. -
Then, the room will ring. To join the meeting, select Accept on the room console.
Note: Make sure the audio on your personal device is off before you accept the call on the room console, or you could cause echo.
Start an unscheduled meeting
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Select Meet now
on the room console. -
Under Type a name or number, find the people you want to invite.
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Select people to add them to the list of invitees.
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After all the people you want to invite are on the list, select Invite. Your meeting will begin automatically.
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Or, if you have a URI for a meeting you want to join, select Enter a URI and type the URI for the meeting.
Note: For now, this is only available on Skype for Business.
Share content
Share your screen with in-room participants
To share your desktop with in-room meeting participants, just connect your personal device to the appropriate cable connected to the room console.
Depending on your room settings, your screen may be shared automatically, or you may have to select Present on the room console.
Share your screen with all meeting participants
There are two ways to share with both in-room and online participants from a personal device:
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Join the meeting on your personal device and select Share
, then the item you want to share. Go to Share your screen in a Teams meeting to learn more. -
Connect your personal device to the cable connected to the room console. Depending on your room settings, your screen may be shared automatically or you may have to select Share
on the room console.
Share in-room content
Content cameras allow you to stream a traditional whiteboard into meetings so remote participants can clearly see what’s being drawn. While you write, we’ll square up the board, enhance the ink, and make anyone in front of the whiteboard transparent.
If the room you’re in has a content camera, you can share to it by selecting Share > Content camera on the room console.
Stop sharing your desktop
Select Stop presenting on the console.
Make a phone call
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Select Dial pad
on the room console. -
Dial a number, and then select Call.
Manage a meeting
Add a participant
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Go to Add participants
and find the people you want to invite. -
Select people to add them to the list of invitees.
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After all the people you want to invite are on the list, select Invite.
Pin a participant’s video
When there are multiple people sharing video in a meeting and you want to see one person’s video on your room display, select their name on the room console, then Pin.
Note: This will only pin the video for the room, not for others in the meeting.
Remove a participant from the meeting
To remove someone from a meeting, select their name on the room console, then Remove participant.
Participate in the meeting chat
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Select Conversation on the room console.
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Go to Type a message, use the keyboard to type a message, and then tap Send or press the Enter key.
Note: For now, this is only available on Skype for Business.
Manage the screen layout
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Select Layout on the room console.
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There, you can toggle between different layouts for your room display.
Note: If you have a single display, you can choose between showing just shared content or showing content and a row of people. If you have two displays, one will show content and the other will show people. Selecting Layout will swap which display shows which.
Manage audio
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Select Mic
on the room console to mute or unmute the room mic. -
Select Volume up or Volume down to adjust the speaker volume or mute the speaker.
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Mute participants by going to Participants, selecting a name, and then Mute participant.
Manage video
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Select Camera
on the room console to turn the room camera on and off. -
Choose which video device you want to use, or tap Camera Off to stop streaming the room’s video.
Note: For now, you can only switch between cameras on Skype for Business.
Remove uploaded content
If you leave the meeting room before your scheduled meeting time has ended, you can remove any content that you uploaded for the presentation.
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Go to Content on the room console and select the content that you want to remove.
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Select Remove.
Leave a meeting
Select Leave meeting on the room console to leave a meeting.
Then, rate the call on the room console using a scale of 1 – 5 stars.
Additional in meeting call controls
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Enable/Disable the meeting room camera
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Mute all meeting room microphone devices
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Share screen
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More options (for instructions on how to add the room to a meeting, give feedback on the device or change settings
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Change the layout of how the meeting attendees appear on-screen
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Volume controls
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End Call
