Teams Room Documentation

Teams Room Documentation

Video conference rooms can be identified by camera near TV & touch controller on the table. Teams Rooms have Yealink-branded equipment.

Use Outlook to reserve a room equipped with Microsoft Teams Rooms

  1. Open Outlook select New Items (or arrow next to 'New Email'), Teams Meeting 
     or 
    1. If you have a Meeting window open already you can click the 'Teams Meeting' button at the top to convert it
  2. Select Room Finder in the meeting scheduler or type the conference room email address.
  3. Select Show a room list and find a building or list.
  4. Choose a room from the list of available rooms.
  5. Complete the meeting invitation as you would for any other meeting before sending.

Join a scheduled meeting

  1. 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.

Join a scheduled meeting that's not on the console

  1. Join the meeting on your work laptop, or work cell phone.
  2. 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 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.


Join an unscheduled meeting

  1. Select Meet Now on the Console.
  2. Under Type a name or number, find the people you want to invite.
  3. Select people to add them to the list of invitees.
  4. After all the people you want to invite are on the list, select Invite. Your meeting will begin automatically.

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 Share desktop button 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:
  1. Join the meeting on your personal device and select Share screen button, then the item you want to share. 

  2. Connect your work 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 screen button on the room console.

How to dial a phone number

  1. Select Call on the room console.
  2. Dial a number, and then select Call.

FAQ

  1. I'm having trouble reserving a conference room. Additional guidance in Nexus Service Desk article: Reserving Conference Rooms in Outlook for Windows
  2. Meeting doesn't have a 'Join' button on the touch controller. When the room was reserved in Outlook a video call was not setup by clicking Teams or Zoom button which creates a link. If you need a video call your two options are: 1) Start an instant meeting by clicking 'Meet Now' & inviting people in the organization, you may not be able to email people; 2) Go to meeting in Outlook & click the Teams or Zoom button then click 'Send Update'
  3. I'm having trouble joining a Zoom meeting. You can ONLY join a Zoom meeting if you put the link in the Outlook meeting when reserving the room. You CANNOT join by a Zoom meeting ID or start a new instant Zoom meeting

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