How to Use Microsoft Teams Room, For Meetings

Overview

Here’s a step-by-step guide for a normal user to start an ad hoc, scheduled, or Joining a Zoom meeting in a Microsoft Teams Room.

Instructions

Here are the three scenarios that can be done using a Microsoft Teams Room.

• Ad Hoc creation
• Scheduling a meeting,
• Joining a Zoom meeting that a different organization or person has set up.

Ad Hoc Meeting

1. Enter the Room: Walk into the Microsoft Teams Room. The room has a console or touch panel mounted to the wall.

2. Wake Up the Console: If the console is in sleep mode, tap the screen to wake it up.
   
   

   Tile	Description
   1-Current time, day, date, and meeting space details	Displays current time, day, date, and meeting space name. The meeting space name is the name of the resource account that signed in to panels.
   2-Meeting space availability and meeting details	Indicates meeting space availability and displays meeting details. See Meeting space availability and meeting details tile.
   3-Upcoming Calendar	Displays the meeting space calendar and availability for up to 24 hours from the current hour. Scroll up or down to determine which time slots are available and which are reserved.
   4-Settings	Displays the Settings icon. Tap it to update available device settings.

   
    

3. Start a New Meeting:

   • On the console, you should see an option that says “New Meeting” or “Meet Now.” Tap on this option.
   • The system will automatically start the meeting and connect the room’s audio and video equipment.
     
     
      

4. Invite Participants:

   • You can invite participants by typing their names or email addresses into the invite field on the console.
   • Alternatively, you can share the meeting link with participants via email or chat.
     
     
      

5. Join the Meeting:

   • Once participants receive the invite, they can join the meeting from their devices.
   • You can also add participants during the meeting by selecting the “Add Participants” option on the console.

6. Manage the Meeting:

   • Use the console to manage the meeting. You can mute/unmute participants, share content, and adjust settings as needed.
   • If you need to share content, you can connect your laptop to the room’s system using the provided HDMI or wireless connection options.

7. End the Meeting:

   • When the meeting is over, tap the “End Meeting” button on the console to disconnect the call and end the session.

Scheduling Meetings in Microsoft Teams Room

1. Open Microsoft Teams:

   • Launch the Microsoft Teams application on your work computer.

2. Go to the Calendar:

   • In the left-hand menu, click on the Calendar icon.

3. Create a New Meeting:

   • Click on the + New meeting button in the top right corner.

4. Fill in Meeting Details:

   • Title: Enter a title for your meeting.
   • Date and Time: Select the date and time for your meeting.
   • Attendees: Add the email addresses of the "Teams Room" (IE: MayorsConference@buffalony.gov) and the people you want to invite.

5. Set Recurrence (Optional):

   • If you want the meeting to repeat, click on the Does not repeat dropdown and choose the recurrence pattern (daily, weekly, monthly, etc.).

6. Add Meeting Details:

   • You can add a description, agenda, or any other details in the Details section.

7. Send the Invitation:

   • Once all details are filled in, click on the Send button to schedule the meeting.

8. Join the Meeting:

   • At the scheduled time, go to the Teams Room. The meeting should appear on the room’s console. Tap on the meeting to join.

Additional Tips

1. Check Room Availability: Ensure the Teams Room is available at your desired time by checking its calendar.
    
2. Test Equipment: Before the meeting, test the audio and video equipment in the Teams Room to ensure everything is working properly.

Joining a Zoom Meeting From Different Organization

1. Go to the Console:

   • On the Teams Room console, tap More and then Join with ID.
     
     
     
     
      

2. Enter Zoom Meeting ID:

   • Set the Meeting Provider to "Zoom" If not selected already
   • Enter the Zoom meeting ID and Pass code.
     
     
     
     
      

3. Join the Meeting:

   • Tap Join. If prompted, enter the passcode.

4. Adjust Settings:

   • Use the console to adjust audio and video settings as needed.