Teams Rooms on the day
On this page you will find useful practices when using Teams Rooms on the day of your event.
Before you begin
Please check if the digital signage screen outside the door shows the details of your meeting.
In the Team Room, you can find:
- QR code posted on the wall for support
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MTR device with the details of your meeting, press Join when you are ready to start
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A quick-start user guide on the table
Note:
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For access to chat, raise hand functions etc., you should also join meeting on your personal device
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Sound will be enabled when the event starts
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Camera Control is available on the touchscreen
- The microphone can also be muted at anytime by pressing the microphone icon on top of the MTR device, or the microphone on the table
How to manage the meeting
Meeting controls are the same as Teams Meeting. Below are some guidelines that will help you engage with your audience more effectively using Teams Room.
We encourage in-person participants to bring their own devices to participate in online activities where possible.
MTR device
- Camera Control is available on the touchscreen automatically. You can use the Remote Control or touchscreen to adjust the camera
- The microphone can also be muted at anytime by pressing the microphone icon on top of the touchscreen or the microphone on the table
Audio
- Audio set is already installed in the Teams Room. This allows online participants to hear the audio in the room
- If you are joining in-person with a personal device, please mute your audio
Useful practices in-meeting
PowerPoint Live is a function in Teams. By sharing the slides with PowerPoint Live through OneDrive/ Sharepoint, users can pass control, translate language, and read at their own pace if meeting organisers switch on this ability. This allows user to:
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Pass control easily
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Let users read at their own pace (if allowed)
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Less bandwidth so better for slow connection
Note: please notify the attendees about this feature so they can navigate the slides at their own pace without interfering others
- Share your screen with in-room participants
To share your screen with in-room meeting participants, connect your personal device directly to the touchscreen unit using the HDMI cable. Your screen will be shared automatically.
- Share your screen with all meeting participants
There are two ways to share with both in-room and online participants from your personal device: Join the meeting on your personal device and select Share then the item you want to share. Connect your device to the HDMI cable labelled (Share Content) connected to the touchscreen unit.
Microsoft Teams offers 40 whiteboard templates across categories including brainstorming, strategy, project, games, retrospectives, workshops that might be helpful for discussions. Participants can also annotate your shared screen in a Team meeting.
Insert templates in Whiteboard - Microsoft Support
Use annotation while sharing your screen in Teams - Microsoft Support
If you want to focus on particular people in the meeting, you can spotlight people to make their video screen bigger for everyone. Meeting organizer or a presenter can choose up to seven people's video feeds to highlight for all attendees.
Spotlight someone's video in a Teams meeting - Microsoft Support
Large gallery view can show the video feed of the participants on the screen when at least ten people have their cameras turned on. To turn on during a meeting, click (…) in the meeting control bar and select “Large Gallery” or “Together Mode”.
If the room is equipped with a content camera, you can turn on the camera and share the whiteboard or documents with remote participants.
Share whiteboards and documents using your camera - Microsoft Support
You can pop out content (shared screen, PowerPoint Live, etc.) in a separate window by clicking “Pop Out” button in the meeting toolbar. This features is really helpful if you are using multi screens when joining in the meeting.
Further Queries
We encourage any staff wanting to use this facility to read the useful links below:
Getting Started with Teams Room | The University of Edinburgh
Hybrid Meetings Etiquette | The University of Edinburgh
If you have inquiries about Teams Room, please see our Teams Rooms FAQs page.
For more information, please contact IS Helpline.