Teams Room Instructions
The touchscreen console in a conference room is the heart of every meeting. It automatically wakes up when it detects motion. On the screen, there are a few things you can do:
- Join an upcoming scheduled meeting by selecting Join.
- Scan the room QR code to join a meeting on your mobile device using the room system or to cast content from your mobile device to the room display.
- Start a new meeting by selecting Meet now
.
- Make a phone call by selecting Call
and dialing a number.
- Project your laptop by plugging in the cable connected to the console. Depending on the room settings, it may be projected to the room automatically, or you may have to select Share
on the room console.
- Cast content onto the room display from your desktop or mobile device.
- Select Join with an ID
to join a meeting that isn’t on your calendar.
- Select Help ? to report a problem or give feedback.
- Select More
to change settings. You can also adjust the volume of system sounds (notifications, incoming call ringtone, and HDMI content audio playback).
- Select Room controls to switch to an OEM-provided application for in-room media or room lighting and/or blind controls. This option is available when configured by your IT admin.
When you're in a meeting, you'll have options to manage your camera and mic, chat with participants, share content, manage participants, invoke reactions, change layouts for the in-room display, and leave the meeting.
Invite a Room to a Meeting
Use Outlook to reserve a room equipped with Microsoft Teams Rooms
Tip: To prevent the meeting name from being displayed on the Teams Room front-of-room and touchscreen consoles for anyone in the room to see, mark the meeting as "Private" in Outlook.
- Open Outlook and go to your calendar.
- Select New Teams Meeting in the Teams Meeting section or New Meeting, then Teams Meeting.
- 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 the list of available rooms.
- Complete the meeting invitation as you would for any other meeting before sending.
Use Microsoft Teams to reserve a room equipped with Microsoft Teams Rooms
- Open Microsoft Teams and go to your calendar.
- Select New meeting to schedule a meeting. Select a meeting type from the drop-down menu to schedule a webinar or live event.
- Select Add required attendees in the meeting scheduler and type the conference room name or address.
- Choose a room from the list of available rooms.
- Complete the meeting invitation as you would for any other meeting before sending.
Note: For live events, you can add a room as a presenter but not as a producer or attendee.
Use Microsoft Teams to add a Microsoft Teams Room to an existing meeting
- Join the meeting from your personal device.
- Select People.
- Search for the room name (it's on the console) and select OK.
- Accept the call on the console to join the meeting.
Use Teams or Outlook to add a Microsoft Teams Room to an existing meeting
- Open the meeting in Teams or Outlook on your personal device.
- Add the room name (it's on the console) to the participants list or find the room using Room finder in the meeting scheduler (available in Outlook) and send the update.
- If the meeting is accepted, it will appear on the console.
- Select the meeting on the console to join.
BOARDWALK MEETING ROOMS with Logitech System:
Calgary – HO – Large Boardroom
Calgary – C15 – 3rd Floor East Large Boardroom
Edmonton - Boardroom (Regional)
Saskatoon – Boardroom (Regional)
London – Boardroom
Montreal – Boardroom (Regional)
Join a scheduled meeting
Find your meeting on the console and select Join to enter.
The room schedule displays the current meeting on top. Upcoming meetings and available slots are found under the current meeting. You can select an upcoming meeting to view its details.
If your room settings allow joining third-party meetings, you can join other providers' meetings by entering their meeting ID and passcode if required, and selecting Join.
If a scheduled meeting doesn't appear on the room calendar, or if there is no Join button on the meeting tile, you can invite the room, scan the room QR code, select Join with an ID #, or add the room on your personal device to join the meeting on the room system.
Join a scheduled meeting that's not on the console
- Join the meeting on your personal device.
- When you're choosing your audio and video settings, you'll have the option to add a room and use that room's audio and video equipment.
- Your personal device might detect a nearby room using Bluetooth and/or Ultrasound. If it does, you'll see (suggested) next to Room audio. If the nearby room has already joined the meeting, select Don't use audio to join with your audio off and avoid disrupting the meeting. This option will still enable proximity detection.
- If your device doesn't detect the room nearby, select Room audio and search for a room.
- As a result of joining via Room audio or Don't use audio, you will be grouped under the room node in the Participant panel
- 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. Select the room and choose OK to call it into the meeting.
- 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 an echo.
Start an instant meeting
- Select Meet now
on the room console. Your meeting will begin automatically.
- Under Type a name, search for who you want to invite.
- Select peoples' names from the search results.
- Select Request to join to add them to the meeting.
Make a call
- Select Call
on the room console.
- Dial a number, then select Call
.
Each Boardroom has an assigned conference phone number that can be used to make outbound/inbound calls. This can also be used for conference calls as well using the Logitech Speakers and Microphone.
Calgary – HO – Large Boardroom - (587) 743-0511
Calgary – C15 – 3rd Floor East Large Boardroom - (587) 743-0526
Edmonton - Boardroom (Regional) - (587) 743-0516
Saskatoon – Boardroom (Regional) - (306) 912-5587
London – Boardroom - (226) 210-3350
Montreal – Boardroom (Regional) - (438) 799-0674
Edmonton – White Hall Square - TBD
Share your screen in a Teams Room (outside of a Teams meeting)
To share your desktop with in-room participants outside of a Teams meeting, 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 Share 
on the room console.
If you are in a room with dual displays, you can select Duplicate content 
or Stop duplicating 
to adjust whether the local HDMI content is shared on one screen or both screens.
You can also cast content from your personal device. To learn more, see casting from a mobile device or casting from a desktop.
Share your screen with all meeting participants (during a Teams meeting)
There are three ways to share with both in-room and online participants from a personal device:
- 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
> Connected device > Share on the room console.
- Cast content from your personal device. Learn more about casting from a mobile device or casting from a desktop.
Share in-room content (during a Teams meeting)
Content cameras allow you to stream a traditional whiteboard into meetings so remote participants can clearly see what's being drawn. While you write, we’ll square up the board, enhance the ink, and make anyone in front of the whiteboard transparent.
Note: Depending on your device settings, you may see different content sharing options.
If you're in a room that has a content camera, you can share to it by selecting Share 
> Content camera > Share on the room console.
If your room has a touch display, you can use Microsoft Whiteboard in your meeting by selecting Share 
> Microsoft Whiteboard > Share on the room console.
To stop sharing, select Stop sharing on the room console.
Manage the view on the front of room display
Select 
View on the room console. You can toggle between different views for your room display.
Note: Depending on the type of license assigned to your room account, some functionalities may not be available.
View
Use it to...
Gallery
Optimize the layout of shared content to make that content as large as possible, while also showing more video participants.
Large gallery
View up to 49 video streams at once. Large gallery view is available when at least 9 people have their cameras turned on.
Together mode
See everyone who has a camera turned on seated together on one virtual background. Together mode view is available when there are at least 4 participants whose cameras are turned on.
Front row
Enhance hybrid meetings and provide in-room participants with greater context of the meeting. On the front-of-room display, you can see remote attendees at eye level, including meeting experiences like chat and a rostered view of participants with raised hands. You can also control what panels are opened inside of the view switcher.
Focus on content
Choose when you'd like to pay close attention to the shared content without the distraction of seeing remote participants’ videos.
Swap screens
Swap what each display shows when a room device is in dual display mode. If you have two room displays, one will show content and the other will show people.
Show chat
Turn on/off the chat toggle in Gallery, Large gallery and Together mode, or select Chat in Front row’s dropdown menu in the view switcher. Room users can see the meeting chat sent by remote participants on the front-of-room display. However, a room device cannot send a message.
Change meeting settings
The meeting controls on the touch console are similar to those found on the Teams desktop app.
Control
Use it to...
Learn more
View
Customize the view you see on the front of room display to focus on different aspects of the meeting.
Chat
Open and close the meeting chat panel.
React
Send live reactions or raise your hands to engage in a meeting.
Live reactions
Raise your hand
More actions
Customize your meeting audio, video, chat, call settings, and more.
Turn on/off live captions
Show/hide chat bubbles
Turn on/off incoming video
Turn on/off room remote
Turn on/off noise suppression to remove background noise
Put a call on hold
Report a problem
Volume
Adjust the volume of the speakers.
Camera
Turn the camera on or off or choose the video device you want to use.
Mic
Turn the mic on or off.
Share content
Share connected device content, Microsoft Whiteboard, and content camera.
See above section Share content
Leave
Leave a meeting.
Cast content from a mobile device to a Microsoft Teams Room
When there's content on your mobile device that you want to share with colleagues on a larger screen, just head over to a Teams Room. You'll be able to project the content directly from your device to the overhead screen, without setting up a meeting.
Caution: If the content you want to share is a PowerPoint presentation, see Cast a PowerPoint presentation from a mobile device to a Microsoft Teams Room.
Before you begin
- The Teams mobile app must be installed on the mobile device, and Bluetooth must be turned on.
- Both the mobile device and the Teams Rooms device must be connected to the internet.
- The mobile device must be within 10 meters (32.8 feet) of the room device.
Cast your mobile device screen
Caution: Everything on your device screen, including notifications, will be projected. You may want to set your device to Do Not Disturb before sharing your screen.
- In Teams, tap Cast in the navigation bar.
If you don’t see the Cast app when you open Teams, tap More 
to access it.
The app will search for and then list nearby Teams Rooms. If you don't see the Teams Rooms device you want, move closer to it.
- Tap an available Teams Room.
The app will connect to the room.
- Tap Project my screen to share everything that appears on the screen.
-
For iOS only: Select Microsoft Teams on the next screen.
- Tap Start Broadcast on the same screen.
Note: You won't be able to answer a call, join a meeting, or switch to a different Teams account while casting.
Stop projecting
- Tap the pill icon at the top of the screen.
- Tap Stop.
Cast content from your desktop to a Microsoft Teams Room
You can cast content from your computer to a Microsoft Teams Room (MTR) or a Surface Hub device. This includes screens, windows, and PowerPoint live. You can choose to Just cast or Cast and join meetings that are scheduled on your calendar. Additional attendees can be added through the desktop app or by using the MTR device console.
Before you begin
- Ensure you have access to MTR on Windows, MTR on Android, or Surface Hub devices.
- Enable the Bluetooth Beaconing setting on your Teams devices.
- Enable Automatically accept proximity-based meeting invitations setting on the Teams device for best results.
- Your account must be signed into an account that's in the same tenant as the Teams device you want to cast to. If accounts are on different tenants, the tenants must be federated.
Note: Automatically accept proximity-based meeting invitations will only function when a wireless icon is present next to the room name.
Cast from the desktop app to an MTR device
1. From your computer, open the Teams app and sign in with your Teams account.
2. On the top menu bar, select Settings and more 
next to your profile picture.
3. Select Cast from the dropdown menu.
4. Select a nearby Teams Room from the list. Rooms that have a wireless icon under the name will automatically accept the casting session if casting is enabled on the room device.
5. Select Next.
6. If you have a meeting scheduled in that room, you can choose to either Just cast or Cast and join a scheduled meeting. If the user has no meetings scheduled for the remainder of the day, the user will not be presented with these options.
7. Select Next.
8. Choose the content you want to cast to the device, then select Cast.
- If auto-accept is enabled, confirm that the content was cast automatically to the MTR device.
- If auto-accept is disabled, confirm that the content was cast to the MTR device after accepting the cast session on the MTR device.
- Confirm that your computer joined the cast session with Audio off.
End casting
To end the cast session, select End meeting via your computer. This will end the meeting for both the computer and the room. If you select Leave via Teams on your computer, you'll need to also end the call via the device you were casting to.