Microsoft Teams Rooms

Before The Meeting

Booking a Teams Room

via Outlook

Open Outlook and go to your calendar
Select New Teams Meeting in the Teams Meeting section
Select Location in the meeting scheduler
Select a room from the drop down or type in the name of a room
Add meeting participants
complete the meeting invitation as you would for any other meeting

via Teams

Open Teams and go to your calendar
Select New Meeting to schedule a meeting
Select Add required attendees in the meeting scheduler
Type in the name of the room
Complete the meeting invitation as you would for any other meeting

via MHPWorld

coming soon...

Adding a Room to your Meeting in Advance

Open the calendar tab in Teams on your personal device
Double click the meeting you want to join
Select Forward
In the Add People field, add the name of the meeting room and select Forward
When you arrive in the room, the meeting will appear on the room console
Select Join on the room to the meeting

Info

The meeting room will only be accepted if it is available to reserve!

Join a scheduled Meeting

One-touch-join

To join a Teams Rooms meeting with one-touch join, look for your meeting on the room console
Click Join

Join with Cortana

Say “Hey Cortana” or select Cortana on the room console
when prompted, say “Join my next meeting.”

Direct Guest Join

To join a 3 rd Party meeting (i.e. Zoom, WebEx) from Teams Rooms, invite the meeting to your room’s address OR
Open the meeting from your Microsoft Outlook calendar
Forward the meeting to your Teams Rooms address
The 3rd Party meeting will appear on the room console. click Join on the room console to connect to the meeting

Using a traditional conference number or bridge

Select Call on the room console
Dial the conference number
select Call button to initiate the call

Info

when prompted for any necessary passcodes use the dial pad!

Proximity Join

Use proximity join to add a Teams Room to the meeting, from your personal device
Join the meeting on your personal device from Outlook or Teams
If your device detects the room, you will see the meeting room name listed in the Room Audio field
Select Join now
Once you select Join Now on your personal device the room will ring
To add the room to the meeting select Accept on the room console

Warning

If your device does not detect the room automatically, select Room Audio and type in the room name to join!

During the Meeting

Join the meeting on your personal device
Select Share and select the screen that you want to share

Join the meeting on your personal device
Select Share select the application window that you want to share

Whiteboards

Microsoft Whiteboard

You can share a whiteboard from your personal device into the meeting, making it available to all participants in the room or remote
After joining a Teams meeting from your personal device, select the Share icon on the utility bar
In the Whiteboard section, select Microsoft Whiteboard

If your IT administrator has deployed a Surface Hub in a Microsoft Teams Rooms, and is running the Coordinated Meetings configuration, both the Surface Hub and the Teams Room will join synchronously

Select Join on either the room console or the Surface Hub
To use the whiteboard on the Surface Hub, select the Share icon on the utility bar
In the Whiteboard section, select Microsoft Whiteboard

Intelligent Content Capture

If you have physical whiteboard in the meeting room, you can use a content camera and the Intelligent Content Capture experience in Teams to intelligently capture, crop and zoom in enhance the view of the whiteboard for remote attendees. Content camera must be configured by your IT administrator

After joining a Teams meeting, click the Share icon on the utility bar on the center of room console
Select Content camera

Participating in a Meeting

Raise Hand

On the utility bar at the bottom of the room console, select the emoji icon to Raise your hand

On the meeting roster, a raised hand icon will appear next to any participant who raised their hand.
If multiple hands are raised, participants will be listed in the order hands were raised

List of raised hands in front row layout

In the front row layout, all meeting participants with a raised hand are shown on the front of room screen, including the raised hand of the room.
If multiple hands are raised, participants will be listed in the order hands were raised.
A yellow outline will appear around the video or avatar of the participants who have raised their hand.

Live Reactions

Select Show reactions on the utility bar on the meeting console
In the center of the meeting console, select from four live reactions, including Like , Love , Applause , and Laugh

Settings and Control during a Meeting

Manage Audio

Use the utility bar at the bottom of the room console
Select the Volume up or Volume down icons to adjust the speaker volume
Select Mic to mute or unmute the room’s audio

Manage Video

Select Camera on bottom utility bar of the room console to turn the room camera on and off
If the room is equipped with more than one camera, select the up arrow next the camera to choose a camera

Pin a Meeting Participant

Select their name on the room console
Select Pin for me (This will only change the gallery view for the conference room)

Spotlight Meeting Participants

Select the person’s name from the meeting roster on the console
Select Spotlight for everyone