Microsoft Teams Rooms (Windows)

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:

• Join an upcoming scheduled meeting by selecting Join.

• Scan the room QR code to join a meeting on your mobile device using the room system or to cast content from your mobile device to the room display.

• Start a new meeting by selecting Meet now  .

• Make a phone call by selecting Call 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 Share   on the room console.

• Cast content onto the room display from your desktop or mobile device.   

• Select Join with an ID to join a meeting that isn’t on your calendar. 

• Select Help ? to report a problem or give feedback.

• Select More  to change settings. You can also adjust the volume of system sounds (notifications, incoming call ringtone, and HDMI content audio playback).

• Select Room controls to switch to an OEM-provided application for in-room media or room lighting and/or blind controls. This option is available when configured by your IT admin.

When you're in a meeting, you'll have options to manage your camera and mic, chat with participants, share content, manage participants, invoke reactions, change layouts for the in-room display, and leave the meeting.

Use Outlook to reserve a room equipped with Microsoft Teams Rooms
 

1. Open Outlook and go to your calendar.

2. Select New Teams Meeting in the Teams Meeting section or New Meeting, then Teams Meeting.

3. Select Room Finder in the meeting scheduler or type the conference room email address.

4. Select Show a room list and find a building or list.

5. Choose a room from the list of available rooms.

6. Complete the meeting invitation as you would for any other meeting before sending.

Use Microsoft Teams to reserve a room equipped with Microsoft Teams Rooms

1. Open Microsoft Teams and go to your calendar.

2. Select New meeting to schedule a meeting. Select a meeting type from the drop-down menu to schedule a webinar or live event.

3. Select Add required attendees in the meeting scheduler and type the conference room name or address.

4. Choose a room from the list of available rooms.

5. Complete the meeting invitation as you would for any other meeting before sending.

Use Microsoft Teams to add a Microsoft Teams Room to an existing meeting

1. Join the meeting from your personal device.

2. Select People.

3. Search for the room name (it's on the console) and select OK.

4. Accept the call on the console to join the meeting.

Use Teams or Outlook to add a Microsoft Teams Room to an existing meeting

1. Open the meeting in Teams or Outlook on your personal device.

2. Add the room name (it's on the console) to the participants list or find the room using Room finder in the meeting scheduler (available in Outlook) and send the update.

3. If the meeting is accepted, it will appear on the console.

4. Select the meeting on the console to join.

Use Outlook to forward a third-party meeting invite to a Microsoft Teams Room

1. Find the meeting invite in your Outlook inbox. Note that the third-party meeting must have SIP coordinates.

2. Forward the meeting to the Microsoft Teams Room you'd like to use.

3. You'll see the meeting invite in the room calendar. Select Join.

Join a scheduled meeting

Find your meeting on the console and select Join to enter.

The room schedule displays the current meeting first. Upcoming meetings and available slots are found under the current meeting. You can select an upcoming meeting to view its details.

If a scheduled meeting doesn't appear on the room calendar, or if there is no Join button on the meeting tile, you can invite the room, scan the room QR code, select Join with an ID #, or add the room on your personal device to join the meeting on the room system.

Join a scheduled meeting that's not on the console

• Join the meeting on your personal device.

• When you're choosing your audio and video settings, you'll have the option to add a room and use that room's audio and video equipment.

• Your personal device might detect a nearby room using Bluetooth and/or Ultrasound. If it does, you'll see (suggested) next to Room audio. If the nearby room has already joined the meeting, select Don't use audio to join with your audio off and avoid disrupting the meeting. This option will still enable proximity detection.

• If your device doesn't detect the room nearby, select Room audio and search for a room.

• As a result of joining via Room audio or Don't use audio, you will be grouped under the room node in the Participant panel.

  

• 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. Select the room and choose OK to call it into the meeting.

• 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 an echo.

Join a third-party meeting

If your room settings allow joining third-party meetings like Zoom or Webex, you can join by entering their meeting ID and passcode if required, and selecting Join.

1. Select Meet now  on the room console. Your meeting will begin automatically.

2. Under Type a name, search for who you want to invite.

3. Select peoples' names from the search results.

4. Select Request to join to add them to the meeting.

Place a Teams call:

1. Select Call  on the room console.

2. Make sure the dropdown menu in the upper left corner is set to Teams call. 

3. Dial a number, then select Call .

Place a SIP/H323 call:

1. Follow the steps above, but change the type of call in the dropdown menu to either SIP or H323.

2. Dial a SIP or H323 url, then select Call .

Share your screen in a Teams Room (outside of a Teams meeting)

To share your desktop with in-room participants outside of a Teams meeting, 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 Share  on the room console.

If you are in a room with dual displays, you can select Duplicate content  or Stop duplicating  to adjust whether the local HDMI content is shared on one screen or both screens.

You can also cast content from your personal device. To learn more, see casting from a mobile device or casting from a desktop. 

Share your screen with all meeting participants (during a Teams meeting)

There are three ways to share with both in-room and online participants from a personal device:

1. 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. 

2. 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   > Connected device > Share on the room console.

3. Cast content from your personal device. Learn more about casting from a mobile device or casting from a desktop. 

Share in-room content (during a Teams meeting)

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 you're in a room that has a content camera, you can share to it by selecting Share  > Content camera > Share on the room console.

If your room has a touch display, you can use Microsoft Whiteboard in your meeting by selecting Share  > Microsoft Whiteboard > Share on the room console. 

To stop sharing, select Stop sharing on the room console.

Add a participant

1. In the meeting, type the name of the participant you want to add in the search bar.

2. Select the participant's name from the search results.
   

3. Select Request to join. 
   

Pin a participant

When you want to focus on specific participant(s), select their name(s) on the room console, then Pin for me.

Remove a participant from the meeting

To remove someone from a meeting, select their name on the room console, then Remove from meeting.

Manage the view on the front of room display

Select   View on the room console. You can toggle between different views for your room display. 
 

View	Use it to...
Gallery	Optimize the layout of shared content to make that content as large as possible, while also showing more video participants.
Large gallery	View up to 49 video streams at once. Large gallery view is available when at least 9 people have their cameras turned on.
Together mode	See everyone who has a camera turned on seated together on one virtual background. Together mode view is available when there are at least 4 participants whose cameras are turned on.
Front row	Enhance hybrid meetings and provide in-room participants with greater context of the meeting. On the front-of-room display, you can see remote attendees at eye level, including meeting experiences like chat and a rostered view of participants with raised hands. You can also control what panels are opened inside of the view switcher.
Focus on content	Choose when you'd like to pay close attention to the shared content without the distraction of seeing remote participants’ videos.
Swap screens	Swap what each display shows when a room device is in dual display mode. If you have two room displays, one will show content and the other will show people.
Show chat	Turn on/off the chat toggle in Gallery, Large gallery and Together mode, or select Chat in Front row’s dropdown menu in the view switcher. Room users can see the meeting chat sent by remote participants on the front-of-room display. However, a room device cannot send a message.

Change meeting settings

The meeting controls on the touch console are similar to those found on the Teams desktop app.

Control	Use it to...	Learn more
View	Customize the view you see on the front of room display to focus on different aspects of the meeting.
Chat	Open and close the meeting chat panel.
React	Send live reactions or raise your hands to engage in a meeting.	Live reactions Raise your hand
More actions	Customize your meeting audio, video, chat, call settings, and more.	Turn on/off live captions Show/hide chat bubbles Turn on/off incoming video  Turn on/off room remote  Turn on/off noise suppression to remove background noise Put a call on hold Report a problem
Volume	Adjust the volume of the speakers.
Camera	Turn the camera on or off or choose the video device you want to use.
Mic	Turn the mic on or off.
Share content	Share connected device content, Microsoft Whiteboard, and content camera.	See above section Share content
Leave	Leave a meeting.