INTRODUCTION

This user guide aims to provide instructions on how to host a meeting using a Teams Room. A Teams Room is an AV-enabled meeting room which has been setup with dedicated Teams hardware. It provides video conferencing facilities directly from Microsoft Teams without the need to login to a PC. Users are also able to schedule meetings, call participants and present from their own devices.


HOSTING A TEAMS MEETING


BOOKING THE MEETING:


  1. Schedule a new meeting in your Microsoft Teams calendar:

    select-calendar-time-slot.png


  2. Invite the participants you would like to attend by adding them to the Add required attendees list.

  3. Add the Teams Room in which you’d like to host the meeting to the list of invited attendees, just like you’d add a colleague. For example, to host your meeting in room Newman B21, simply type Newman B21 – the room will appear and can then be selected and added as a participant.

  4. Suggested available times will be displayed in the Scheduling Assistant tab. If the room is available at your chosen time, complete the booking by clicking Send – this will then schedule the meeting and reserve your chosen Teams Room.



ATTENDING THE MEETING:


  1. When you arrive at the Teams Room you have booked, the Occupancy Panel, if available, outside the door will show the details of your reservation.

  2. Inside the room, press the join.png button on the touchscreen of the Teams device to start the meeting:

• The wall-mounted screen will display your invited participants

• The camera installed in the room will capture in-room video

• The microphone(s) installed in the room will capture audio

NOTE: The location of the camera and microphone(s) will differ depending on the size and layout of the Teams Room you are in.


HOSTING AN AD-HOC MEETING:


As an alternative to scheduling and booking a meeting in advance, you are also able to arrive at an available Teams Room and start a meeting there and then:

  1. Use the Occupancy Panel, if insatlled, to check if the room is available.

  2. If the room is free, press New Meeting on the Teams device touchscreen:

    new meeting.png

  3. In the search box, enter the name of the person(s) you wish to add to the meeting.

  4. You are also able to add participants from outside of SJU by entering their email addresses – external attendees MUST have a Teams account in order to do this. (i.e. you cannot add a Zoom participant in this way – see more below).


HOSTING A NON-TEAMS MEETING


CONNECTING A PERSONAL DEVICE:


To attend or host a video conference on a platform other than Microsoft Teams, a personal device must be connected (e.g. a Laptop or MacBook) – this will also allow you to present content on the wall-mounted display, for example a PowerPoint slideshow:

  1. Book the room as shown above – using the Teams calendar method is best.

  2. Setup the Zoom call (or similar) on your personal device; inviting attendees etc.

  3. Connect the supplied HDMI and USB(C) fly-leads to your device and press the Present button on the Teams device touchscreen – the HDMI lead allows your content to be shown on the wall-mounted display and the USB lead allows the camera and microphone to connect to your device.

    PRESENT.png


  4. Within the settings of your video conferencing software, select the Teams Room microphone and camera devices as your audio and video inputs.

NOTE: The names of the devices will differ depending on the Teams Room you are in. 

  1. You can now use your device to host a video conference, using the in-room AV.


ADDITIONAL INFORMATION


IN-CALL TOUCHSCREEN CONTROLS:

INCALL TOUCH.png