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Microsoft Teams Rooms for Windows (formerly Skype Room Systems version 2) brings HD video, audio, and content sharing to Microsoft Teams or Skype for Business calls and meetings of all sizes, from small huddle areas to large conference rooms.

What do you want to do?

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.

    Note: To get a meeting to show up on the room console, organizers should set the room as the meeting location.

  • Start a new meeting by selecting Meet Meet now button.

  • Make a phone call by selecting Call  and dialing a number.

  • Use Cortana voice assistant to join a meeting, or call someone by saying "Hey, Cortana," or selecting the Cortana icon (push-to-talk).

  • 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  Share desktop buttonon the room console.

  • Select More More options button for instructions on how to add the room to a meeting, give feedback on the device, see accessibility options, or change settings. You can also snooze Cortana from here and adjust volume levels for system sounds (incoming calls, HDMI content audio playback, and system notifications).

  • 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, share content, manage participants, invoke reactions, change layouts for the in-room display, and end the call.

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.

Note: For live events, you can add a room as a presenter but not as a producer or attendee.

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.

Join a scheduled meeting

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

Current meetings will be 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  More options button instead of Join), you'll need to invite the room or add the room on your personal device.

Join a scheduled meeting that's not on the console

  1. Join the meeting on your personal device.

  2. 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 may even detect a nearby room using Bluetooth.

    If it does, you'll see (suggested) next to Room audio. If the nearby room has already joined the meeting, just select Audio off to join with your audio off and avoid disrupting the meeting.

    Teams prejoin screen with Room audio (suggested) option.

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

    Screenshot of search bar for Room audio option in Teams meeting prejoin screen.

  4. If you've already joined the meeting on your personal device, you can select Show participants Add people to team button, 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.

  5. 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.

  1. Select Meet  Meet now button on the room console.

  2. Under Type a name, search for who 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.

  5. Or, if you have a URI for a meeting you want to join, select Enter a URI and type the URI for the meeting.

    Note: For now, this is only available on Skype for Business.

Share your screen with in-room participants

To share your desktop with in-room meeting participants, 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  Share screen button, 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  Share screen button on the room console.

Share in-room content

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 Present  Share screen button > Content camera on the room console.

To stop sharing, select Stop presenting on the console.

  1. Select Call  on the room console.

  2. Dial a number, then select Call .

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's video

When there are multiple people sharing video in a meeting but you want to focus on one person’s video, select their name on the room console, then Pin.

Note: This will only pin the video for the room, not for others in the meeting.

Remove a participant from the meeting

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

Participate in the meeting chat

  1. Select Conversation on the room console.

  2. Go to Type a message, use the keyboard to type a message, and then tap Send or press the Enter key.

Note: This feature is currently only available on Skype for Business.

Manage the screen layout

  1. Select  Change meeting video layout view button Layout on the room console.

  2. There, you can toggle between different layouts for your room display.

Note: If you have a single display, you can choose between showing just shared content or showing content and a row of people. If you have two displays, one will show content and the other will show people. Selecting Layout will swap which display shows which.

Manage audio

  • Select Mic Mute button  on the room console to mute or unmute the room mic.

  • Select Volume up or Volume down to adjust the speaker volume or mute the speaker.

  • Mute a participant by selecting their name and choosing  teams unmute icon Mute participant.

Manage video

  1. Select Camera Video call buttonon the room console to turn the room camera on and off.

  2. Choose which video device you want to use, or tap Camera Off to stop streaming the room's video.

    Note: For now, you can only switch between cameras on Skype for Business.

Remove uploaded content

If you leave the meeting room before your scheduled meeting time has ended, you can remove any content that you uploaded for the presentation.

  1. Go to Content on the room console and select the content that you want to remove.

  2. Select Remove.

Leave a meeting

Select Leave meeting icon Leave meeting on the room console to leave a meeting.

Then, rate the call on the room console using a scale of one to five stars.

See also

Microsoft Teams Rooms requirements

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