How to Use Microsoft Teams Rooms: A Step-by-Step Guide

Unlock the Full Power of Teams Rooms

Transform your meeting spaces with Microsoft Teams Rooms, a powerful solution that simplifies video conferencing and hybrid collaboration. This guide will walk you through everything from setting up your Teams Room to joining, hosting and managing meetings. Whether you're in a small huddle space or a large boardroom, Teams Rooms make professional communication seamless.

Want to learn more about Microsoft Teams Rooms technology? Visit the official Microsoft Teams Rooms site for detailed specifications and updates.

👥 Joining a Scheduled Meeting in Teams Rooms

• Tap the meeting name on the room’s touchscreen console.
• The camera, microphone, and display will turn on automatically.

➕ Starting an Ad-Hoc Meeting

• Tap "Meet Now".
• Enter a name (optional) and select "Start Meeting".
• Add participants using the "Invite people" option.

📞 Making a Call

• Tap "Call".
• Enter the name or number using the on-screen keyboard or search bar.
• Tap Call to connect.

🔗 Joining with a Meeting ID

• Tap "Join with ID".
• Enter the Meeting ID and Passcode.
• Tap Join.

📧 Inviting the Room to a Meeting

• In your Outlook calendar, add the room's name/email under Location.
• Once the meeting starts, the room will auto-join or show up as a tap-to-join option.

💡 More Options

Tap the More (…) button to:

• Adjust volume and camera settings.
• Manage device settings.
• Restart the meeting room system (admin only).

📲 Join from Your Device

• In your Microsoft Teams app, choose Join.
• Select "Add this room" when prompted.
• Both your device and the room system will join seamlessly.

📺 Sharing Content

• Tap Share on the console.
• Select from available content sources (HDMI input, Microsoft Whiteboard, or wireless via Teams).

🎛️ Meeting Controls

During a meeting, you can:

• Mute/unmute the mic.
• Turn the camera on/off.
• Raise your hand.
• Share content or whiteboard.
• End the meeting.

🔄 Changing Layout

Tap Layout to switch between:

• Gallery (all participants)
• Large Gallery (more participants)
• Together Mode (shared background view)

Need Help with Teams Rooms Setup?

Our experts at Databox Solutions can help you design, install and manage your Teams Rooms across Australia. We provide custom solutions for hybrid offices, video conferencing and Microsoft 365 environments.

📞 Call us on 1300 603 404 or Enquire Online