Building Facilities & Room Managers

Guidance for building facilities and room managers about installing Microsoft Teams Room (MTR) devices, including install support requests form.

What are Microsoft Teams Rooms (MTRs)

A Microsoft Teams Room (MTR) is an Audio Video (AV) enabled meeting room comprising the necessary devices to deliver an optimal hybrid meeting experience via Microsoft Teams. They provide high quality video conferencing directly from Microsoft Teams without the need to login to a PC. Here are a few of the basic characteristics :

Invite a room from your calendar – Meeting organisers can easily reserve a Teams Room from the Outlook calendar
Simply turn up and Join from a room panel - Meeting hosts/presenters can simple start the meeting from the room panel
Bring Your Own Device (BYOD) - In-person participants should be encouraged to bring their devices to participate with online remote participants. Presenters must have access to a device to share contents when presenting.

What's required to setup Microsoft Teams Room?

Teams Room offers hybrid meeting experience that are easily accessible to everyone. The main benefits of using Teams Room include:

One-touch Join - single button meeting setup, no logging in on the PC.

Bluetooth proximity - personal devices are directed to "room audio" option, muting mic and speaker output for better audio quality

Meet Sheldon! Our example movable Teams Room device which is ideal for hybrid breakout meetings. Sheldon is located in Argyle House Floor K West and is equipped with key components which make up a Teams Room setup suited to hybrid meetings with Teams:

1. Room - A space equipped with Teams Room certified systems and peripherals. The Room itself functions as a person.

2. A Room Account - This is the Office 365 account used to manage the meeting room schedule

3. Devices - The basic set of peripherals include:

MTR device - the control panel for the Room. It can start or end a call, turn on the audio or video at site, and the display of participants on the screen.
Camera - including camera facing the audience and the shared content/ presenter in the Room.
Audio - soundbars are typically installed near the screen to capture the audio in the Room.
Speaker - the most common device is the speaker microphone, typically put nearby the presenter on the table. For larger spaces, ceiling microphones are installed to identify who is speaking in the room.
Screen - display screen in the Room

Note: the quantity and types of the peripherals may differ based on the function and the size of the Teams Room.

4. Teams Room license - the key to connect the Room with Teams Room devices

Typical Meeting Room Examples

Based on the size and capacity of the meeting space, different types of the peripherals are provided. Below gives an overview the suggested devices for different meeting spaces.

	Small Spaces	Medium Spaces	Large Spaces
Room Capacity	Designed for focused collaboration less than 6 in-person attendees	6-12 in-person attendees	more than 12 in-person attendees
MTR device	Required	Required	Required
Camera	1 camera	2 cameras active speaker tracking camera content sharing camera	2 cameras active speaker tracking camera content sharing camera
Audio	1 soundbar	2 soundbars	at least 2 soundbars
Speaker	1 speaker microphone	1 speaker microphone 1 ceiling microphone	1 speaker microphone at least 1 ceiling microphone
Screen	1 screen	2 screens	at least 2 screens
License	Required	Required	Required