Meeting room guidance for Teams – Microsoft Teams | Microsoft Docs

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These cameras can capture groups or focus on specific individuals while maintaining great visual clarity. Devices that can track and feature only active speakers are regularly used in larger spaces so that many participants may be featured individually throughout a meeting as they contribute their thoughts.

This section explores how Microsoft is transforming standard conference rooms into enhanced Microsoft Teams Rooms that bring the best of the new Teams front row experience. Use this article for room design and technology guidance, recommended products, and Microsoft Corporate Facilities reference specifications.

The future of work will be fluid, dynamic, and powered by the cloud. Microsoft enables meeting experiences that allow people to be there, from anywhere, at any time. These meetings are hybrid, which means you can join them seamlessly.

Meetings enhanced with Microsoft devices are inclusive; every voice is heard, and everyone is clearly represented. Microsoft sees a future where meetings are immersive and spaces are designed around people. Our dynamic meeting views keep everyone connected to the content and each other: Formal presentations are paired with collaborative chats. Digital canvases unleash group creativity.

Everyone can connect face to face wherever they are. The vision for the future of meetings is grounded in a simple belief: meetings should offer so much more than just a one-time transaction.

Meetings will be designed for everyone, whether they’re in the room or across the world. In Microsoft’s hybrid workplace, the next generation of room standards are informed by the needs of both remote and in-room participants.

An enhanced room is a Microsoft Teams Room designed to deliver an elevated hybrid meeting experience, fostering more natural and immersive connections while enabling everyone in the meeting to feel included, represented, and productive. The room follows a set of principles made real through a combination of Teams Rooms software and hardware capabilities and room configuration guidance.

The concept for the enhanced Microsoft Teams Room is designed around two key goals that are supported by a set of experience principles. An enhanced room experience is all those components and ideas put together with no single feature defining the experience. The individual features and concepts found in our enhanced Microsoft Teams Rooms may also be deployed on their own. Take advantage of our new front row front-of-room display experience in all types of meeting spaces where there is a Microsoft Teams Room solution that supports it.

Implement curved tables and front-facing layouts with traditional Microsoft Teams Room experiences to promote better human connection in the room while maintaining continuity of experience across all meeting spaces. Enhanced Microsoft Teams Rooms are not meant to be a replacement for all other meeting spaces inside your organization, but rather to act as a supplement to existing meeting spaces that utilize Microsoft Teams.

They should be deployed strategically within your organization to the spaces and locations where face-to-face interactions with remote meeting participants will be most valued. Microsoft Teams Rooms will continue to deliver people-centric hybrid meeting experiences made available through software updates. However, there are hardware technologies and room configuration guidance that play a key role in optimizing some of the enhanced experiences.

It’s the combination of these components that comprise an enhanced Microsoft Teams Room. When evaluating how many Microsoft Teams Rooms you want to evolve to an enhanced Microsoft Teams Room, consider the following:. Most conference rooms are designed to maximize valuable square footage with a close relationship between room dimension and room capacity. An enhanced Microsoft Teams Room prioritizes the meeting experience above maximizing square footage.

Not every organization can prioritize this way for every meeting space, as it could reduce the number of meeting rooms they can have. At Microsoft, our flexible work guidelines prioritize giving employees choice and flexibility about where to work and when. This fundamental shift in policy has made us rethink the evolution of our meeting spaces and technology.

Our research has shown that remote meetings during the pandemic have had many benefits—particularly around increased feelings of equity and inclusion. As we think about returning in a hybrid setting, with remote and in-person collaboration happening simultaneously, we sought to create meeting spaces that better support our flexible work policies while maintaining a level playing field for all participants through room design and technology.

This space is dedicated to the most immersive Teams meeting experience for a small group of people in the physical room. Just like a typical Microsoft Teams Room, meeting participants are able to meet remotely and locally to work together seamlessly while both presenting and co-creating content.

The room layout is designed for maximum visibility and engagement with remote participants and content. The layout features a curved table for in-person eye contact and orientation to remote participants with all chairs facing the display so participants are able to follow along. Using audio solutions certified for Microsoft Teams Rooms, people are able to hear and be heard clearly.

In the future, Teams Rooms will support audio systems that utilize a concept called spatial audio. With spatial audio, sound emanates from the direction of the person speaking.

For example, if a person located on the right side of the meeting gallery speaks, the audio will come from the speaker located closest to that location. This kind of immersive audio experience helps meetings more closely resemble an in-person conversation.

An ultrawide-angle camera is positioned at the front of the room below the displays to capture everyone in the space. The ultrawide-angle camera features intelligent tracking of meeting participants so they can be represented individually in a large view instead of as faces within a large image of the entire room. This room is optimized for the Microsoft Teams Rooms layout called front row and is displayed through a specialized short-throw high-resolution projector, creating an immersive front-of-room experience designed specifically for Teams meetings.

To give people in the room a greater sense of connection to remote participants and support collaboration before, during, and after meetings, Microsoft introduced a new content layout for Microsoft Teams Rooms called front row.

Visually, this new layout moves the video gallery to the bottom of the screen and is fixed at a specific ratio to keep faces lifelike in size. With this layout, in-room participants can see remote colleagues face to face across a horizontal plane—similar to if they were in the same room.

Meeting content is surrounded by contextual fluid components like the agenda, tasks, and notes, which can be updated in real time, helping participants stay engaged and productive.

Additionally, the meeting chat is brought clearly into view so that when joining a Teams meeting from a Teams Room, you can easily see and engage in the conversation in real time. In an enhanced Microsoft Teams Room, this content is displayed on a wide-aspect-ratio screen to maximize the size of meeting content and the number of participants that can be viewed simultaneously.

This layout is supported across both single- and dual-display configurations. While the front row layout is especially impactful in an enhanced room, front row can be used in any Teams Room running on Windows, regardless of the furniture and hardware configuration.

In Microsoft Teams Rooms, users can take advantage of traditional, analog whiteboarding by using the intelligent capture feature. For a modernized experience where all participants can draw and ink together, Microsoft Whiteboard can be accessed using a touchscreen front-of-room display, companion devices like a PC, phone, or tablet, and through Microsoft Surface Hub.

This room features a curved table with participants seated on one side, allowing in-room participants to retain visibility of each other and be positioned face to face with remote participants. Selecting a location for hardware is typically driven by the selection of Teams Room-certified hardware used within a given meeting space. For the initial deployments of enhanced rooms within our Microsoft facilities, we have chosen to mount the Microsoft Teams Rooms compute and touch console at the table, with an integrated camera and soundbar device with discrete left- and right-channel audio for spatial audio mounted on specialized furniture, located below the displayed image as well as between the front-of-room projection and the table.

For the display, a short-throw high-resolution projector is used. Most participants will choose to share content within this type of meeting room by joining the Teams meeting via a personal device. However, in-room local video presentation should also be made available at the table in an easily accessible manner for those who are unable to join the meeting call.

The Microsoft Teams Rooms touch console should be mounted in the center of the table within easy reach of meeting participants without blocking usage of the table for personal devices or documents.

Though many participants may choose to share content within this type of meeting room by joining the Teams meeting via a personal device to the Teams call, in-room local video presentation should also be made available at the table in an easily accessible manner. At a minimum, electrical power connections should be provided at both the table for end users and at the equipment mounting location.

If co-create devices are used in the space, electrical power connections may also be required at their location s. Networking connections should be provided at both the table for end users and at the equipment mounting location for the main network for the Teams Rooms solution. If co-create devices are used in the space, network connections will also be required that connect to the main network for the Teams Rooms solution. At least two walls in a room of this type should be acoustically treated to prevent echo and ambient noise issues during meetings.

Light from windows in a room of this type may negatively affect the lighting and introduce glare and shadows to both the camera image and the front-of-room display. Any space featuring windows should also feature window treatments that allow for external light to be blocked during meetings.

The floor in a room of this type should be carpeted or otherwise acoustically treated to prevent echo and ambient noise issues during meetings.

Overhead lights should be provided to illuminate the space evenly, with meeting room participants not appearing to be washed out or sitting in a dark space. Efforts to minimize direct lighting on front-of-room displays, co-create devices, or other reflective surfaces within the space should be taken to avoid introducing glare.

A room of this type requires the use of an intelligent, ultrawide-angle front-of-room camera that is appropriately rated for the width and depth of space. The camera should be placed at the front of the room below the front-of-room projection but above the top of the table to capture all the meeting room participants at as close to eye level as possible. Front-of-room microphone arrays and tabletop and overhead microphones will work for this type of space.

Microphone arrays need to be positioned to provide coverage for all meeting room participants within the certified range of the device. Speakers need to be positioned to provide coverage for all meeting room participants within the certified range of the device or devices used. A room of this type requires the use of an ultrawide aspect ratio, high-resolution front-of-room display that is appropriately sized for the width and depth of space to ensure maximum visibility and clarity.

Enhanced Microsoft Teams Rooms, as with all other Microsoft Teams Rooms solutions, require the use of displays that can accommodate the following features for proper operation:. An enhanced room requires that the display is placed in front of all the in-room meeting participants, directly opposite the table. An enhanced room requires that the display is either a single wide-aspect ratio display or a blended combination of displays that can achieve the effect of being a single display when seen by in-room meeting participants.

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Select Room Finder in the meeting scheduler or type the conference room email address. Use Outlook to add a Microsoft Teams Rooms room to an existing meeting. Add the room name it’s on the console under To or find the room using Room finder in the meeting scheduler, and send the update.

Any meetings currently happening are 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 When you’re choosing your audio and video settings you have the option to add a room so you can 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 the meeting room’s name and the option to Join and add this room. If the nearby room has already joined the meeting, just select Audio off to join with your audio off and avoid disrupting the meeting.

If your device doesn’t detect the room nearby, select Add a room under Other join options and search for the room you’re using. If you’ve already joined the meeting on your personal device, you can select Show participants , 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. 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. Select Meet now on the room console. After all the people you want to invite are on the list, select Invite. Your meeting will begin automatically. Note: For now, this is only available on Skype for Business.

To share your desktop with in-room meeting participants, just 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 on the room console. Join the meeting on your personal device and select Share , then the item you want to share.

Go to Share your screen in a Teams meeting to learn more. 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 on the room console. Content cameras allow you to stream a traditional whiteboard into meetings so remote participants can clearly see what’s being drawn. Select Dial pad on the room console.

Go to Add participants and find the people you want to invite. Note: This will only pin the video for the room, not for others in the meeting. To remove someone from a meeting, select their name on the room console, then Remove participant. Go to Type a message , use the keyboard to type a message, and then tap Send or press the Enter key.

Note: If you have a single display, you can choose between showing just shared content or showing content and a row of people.



Microsoft Teams Rooms help

A lookbook and guide for meeting room optimization with Teams Room solutions and devices. Learn how to setup content cameras – Microsoft Teams. Microsoft Teams Rooms Instructions: Use Outlook to reserve a room equipped with Microsoft. Teams Rooms. 1. Open Outlook, and go to your calendar. Select Room Finder in the meeting scheduler or type the conference room email address. Select Show a room list and find a building or list. Choose a room from.


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