Microsoft teams rooms end user guide – microsoft teams rooms end user guide.Learning objectives

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Create a Title for your meeting invite. In the Required box, enter the email addresses for the people you want to invite to the meeting. Select a start and end. A lookbook and guide for meeting room optimization with Teams Room solutions and devices. Learn how to setup content cameras – Microsoft Teams. Microsoft Teams Rooms turn any meeting room into an easy-to-manage and inclusive space Follow this interactive guide to learn how to use a Teams Room. Microsoft Teams Rooms Instructions: Use Outlook to reserve a room equipped with Microsoft. Teams Rooms. 1. Open Outlook, and go to your calendar. A Teams Room is an AV-enabled meeting room which has been setup with a Crestron. Mercury unit. It provides video conferencing facilities directly from Microsoft.❿
 
 

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Microsoft teams rooms end user guide – microsoft teams rooms end user guide – Optimizing the meeting experience

 

For the Microsoft Teams Rooms managed service to maintain service quality, enrolled rooms must be Microsoft Teams Rooms supported devices , and you must prepare your environment with all the required Office URLs and IP address ranges fully allowed and reachable by meeting room devices. To learn more, see Prepare your environment in the Microsoft Teams Rooms documentation.

The Microsoft Teams Rooms Pro license is available in the following countries with audio-conferencing:. The Microsoft Teams Rooms Pro license is available in the following countries without audio-conferencing:. Microsoft Teams Rooms Pro management monitors devices, collects device data, and allows Microsoft to remotely access and manage room devices. Microsoft Teams Rooms will continue to deliver people-centric hybrid meeting experiences made available through software updates.

However, there are hardware technologies and room configuration guidance that play a key role in optimizing some of the Signature Teams Room experiences.

It\’s the combination of these components that comprise a Signature Teams Room. Most conference rooms are designed to maximize valuable square footage with a close relationship between room dimension and room capacity.

A Signature Teams Room prioritizes the meeting experience above maximizing square footage. Not every organization can prioritize this way for every meeting space, as it could reduce the number of meeting rooms they can have. At Microsoft, our flexible work guidelines prioritize giving employees choice and flexibility about where to work and when.

This fundamental shift in policy has made us rethink the evolution of our meeting spaces and technology. Our research has shown that remote meetings during the pandemic have had many benefits—particularly around increased feelings of equity and inclusion. As we think about returning in a hybrid setting, with remote and in-person collaboration happening simultaneously, we sought to create meeting spaces that better support our flexible work policies while maintaining a level playing field for all participants through room design and technology.

This space is dedicated to the most immersive Teams meeting experience for a small group of people in the physical room.

Just like a typical Microsoft Teams Room, meeting participants are able to meet remotely and locally to work together seamlessly while both presenting and co-creating content. The room layout is designed for maximum visibility and engagement with remote participants and content. The layout features a curved table for in-person eye contact and orientation to remote participants with all chairs facing the display so participants are able to follow along.

Using audio solutions certified for Microsoft Teams Rooms, people are able to hear and be heard clearly. In the future, Teams Rooms will support audio systems that utilize a concept called spatial audio. With spatial audio, sound emanates from the direction of the person speaking.

For example, if a person located on the right side of the meeting gallery speaks, the audio will come from the speaker located closest to that location. This kind of immersive audio experience helps meetings more closely resemble an in-person conversation.

An ultrawide-angle camera is positioned at the front of the room below the displays to capture everyone in the space. The ultrawide-angle camera features intelligent tracking of meeting participants so they can be represented individually in a large view instead of as faces within a large image of the entire room.

This room is optimized for the Microsoft Teams Rooms layout called front row and is displayed through a specialized short-throw high-resolution projector, creating an immersive front-of-room experience designed specifically for Teams meetings.

To give people in the room a greater sense of connection to remote participants and support collaboration before, during, and after meetings, Microsoft introduced a new content layout for Microsoft Teams Rooms called front row. Visually, this new layout moves the video gallery to the bottom of the screen and is fixed at a specific ratio to keep faces lifelike in size.

With this layout, in-room participants can see remote colleagues face to face across a horizontal plane—similar to if they were in the same room. Meeting content is surrounded by contextual fluid components like the agenda, tasks, and notes, which can be updated in real time, helping participants stay engaged and productive.

Additionally, the meeting chat is brought clearly into view so that when joining a Teams meeting from a Teams Room, you can easily see and engage in the conversation in real time. In a Signature Teams Room, this content is displayed on a wide-aspect-ratio screen to maximize the size of meeting content and the number of participants that can be viewed simultaneously.

This layout is supported across both single- and dual-display configurations. While the front row layout is especially impactful in a Signature Teams Room, front row can be used in any Teams Room running on Windows, regardless of the furniture and hardware configuration. In Microsoft Teams Rooms, users can take advantage of traditional, analog whiteboarding by using the intelligent capture feature. For a modernized experience where all participants can draw and ink together, Microsoft Whiteboard can be accessed using a touchscreen front-of-room display, companion devices like a PC, phone, or tablet, and through Microsoft Surface Hub.

This room features a curved table with participants seated on one side, allowing in-room participants to retain visibility of each other and be positioned face to face with remote participants. Selecting a location for hardware is typically driven by the selection of Teams Room-certified hardware used within a given meeting space. For the initial deployments of Signature Teams Rooms within our Microsoft facilities, we have chosen to mount the Microsoft Teams Rooms compute and touch console at the table, with an integrated camera and soundbar device with discrete left- and right-channel audio for spatial audio mounted on specialized furniture, located below the displayed image as well as between the front-of-room projection and the table.

For the display, a short-throw high-resolution projector is used. Most participants will choose to share content within this type of meeting room by joining the Teams meeting via a personal device. However, in-room local video presentation should also be made available at the table in an easily accessible manner for those who are unable to join the meeting call. The Microsoft Teams Rooms touch console should be mounted in the center of the table within easy reach of meeting participants without blocking usage of the table for personal devices or documents.

Though many participants may choose to share content within this type of meeting room by joining the Teams meeting via a personal device to the Teams call, in-room local video presentation should also be made available at the table in an easily accessible manner. At a minimum, electrical power connections should be provided at both the table for end users and at the equipment mounting location.

If co-create devices are used in the space, electrical power connections may also be required at their location s. Networking connections should be provided at both the table for end users and at the equipment mounting location for the main network for the Teams Rooms solution. If co-create devices are used in the space, network connections will also be required that connect to the main network for the Teams Rooms solution.

At least two walls in a room of this type should be acoustically treated to prevent echo and ambient noise issues during meetings. Light from windows in a room of this type may negatively affect the lighting and introduce glare and shadows to both the camera image and the front-of-room display.

Any space featuring windows should also feature window treatments that allow for external light to be blocked during meetings. The floor in a room of this type should be carpeted or otherwise acoustically treated to prevent echo and ambient noise issues during meetings. Overhead lights should be provided to illuminate the space evenly, with meeting room participants not appearing to be washed out or sitting in a dark space.

Efforts to minimize direct lighting on front-of-room displays, co-create devices, or other reflective surfaces within the space should be taken to avoid introducing glare. Deliver better hybrid meeting experiences Learn about the features that provide meeting experiences designed to make everyone feel included. Overview Guided Tour. Guided Tour Home. Ready to get started? Inclusive and interactive meetings Make sure everyone can be seen, heard, and fully participate from anywhere.

Easily share content in a meeting from a personal device with no cables or wires required. Make the most of your time together with consistent, friction-free meeting experiences. Enjoy a predictable, familiar experience with the Teams app on devices. Instantly join meetings and engage the audio and video equipment with one touch. Enjoy strong security and operations that help ensure the room is up to date and ready for use. Stay up to date on some of the new features and innovations coming soon to Teams Rooms.

Previous Next. Share tour. Bring Microsoft Teams to any meeting space See some examples of how Teams Rooms can work in various spaces.

Ideate and collaborate in spaces that are ideal for three to five people. Share ideas and connect with up to eleven people in the room and many more online. Teamwork across all spaces As people become more mobile, organizations will need to adapt office spaces and technology to meet the needs of a hybrid workforce.

Reserve a temporary workspace Create a personal workspace in a shared environment by reserving a temporary desk and accessing personal chats and files with hot desking on a Teams display. Teams panels Efficiently access and use shared office spaces with a management solution on a wall-mounted device.

In Skype for Business meetings, you\’ll also have the option to check out conversations and content. Use Outlook to reserve a room equipped with Microsoft Teams Rooms.

Select Room Finder in the meeting scheduler or type the conference room email address. Use Outlook to add a Microsoft Teams Rooms room to an existing meeting. 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.

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 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. 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. 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. Select Meet now on the room console. After all the people you want to invite are on the list, select Invite. Microsoft Teams Rooms Pro is great for organizations that have 25 or more meeting room devices or who want the most comprehensive meeting and device management experiences.

Hybrid Teams meetings become more immersive with features like Front row, Content camera, AI-powered noise suppression, and other features available with Microsoft Teams Rooms Pro. Teams Rooms admins can centrally manage all their certified Teams Rooms devices from the Teams admin center from configuring conditional access policies to analyzing rich telemetry about device health and meeting quality.

Microsoft Teams Rooms Basic is available for organizations that only have a few meeting room devices and who only need basic meeting and management functionality. Microsoft Teams Rooms Basic lets you join meetings, share content and live video, join Zoom and Webex meetings with Direct Guest Join, and perform basic device inventory and monitoring in the Teams admin center. Before you can use a meeting room device, you need to assign a license to it.

For more information, see Microsoft Teams Rooms licenses. User licenses aren\’t supported for use with meeting devices. User licenses that have been assigned to teams meeting devices need to be replaced by a Teams Rooms Basic or Teams Rooms Pro license prior to July 1, Meeting devices that have a user license after July 1, will be blocked from signing in until a Teams Rooms license is assigned. Use the approach illustrated below to guide you through your deployment, and customize the sample outputs provided as needed for your organization.

Begin with understanding what conference rooms you have and envisioning what would work best for you in the future, then move through selecting and procuring the equipment you need, readying your sites, configuring and deploying your service, managing change and user adoption, and developing operations and maintenance procedures. You might need to coordinate these activities across several teams.

We provide a high-level view of the main activities that you should cover, and also suggestions for the teams who are typically involved in deploying and managing conference room systems, to help you decide who you need to work with.

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