Everything you need to run a great meeting
1 Joining a Meeting
The touch console on the table is your control centre. Here's how to get started:
| 1 | Walk into the room The screen should already be on, and show any meetings booked for this room. There is a TV remote in the room if it needs turning on, switch it to HDMI 1 if you do not see the Teams interface. |
| 2 | Tap your meeting on the console Your scheduled meeting will appear on screen. Tap it and then tap Join to start with one touch. |
| 3 | No meeting listed? Join manually Tap 'Meet now' for an instant call, or enter a meeting ID from your Teams invite. |
| 4 | You're in! The room's camera, microphone, and speakers will connect automatically, no cables needed. |
Tip: Already in a Teams meeting on your laptop? You can transfer it to the room by selecting the room from the 'Join' options on your device.
2 Meeting Controls (Touch Console)
All meeting controls live on the touch console at the centre of the table. Here's a quick reference:
| Mute / Unmute | Tap the microphone icon. A line through it means you are muted. |
| Camera On / Off | Tap the camera icon to show or hide your video feed. If the camera is crossed out, it’s off. |
| Volume | Use the volume slider or +/- buttons on the console. |
| View Participants | Tap the people icon to see who is in the meeting. |
| End / Leave | Tap the red hang-up button. Choose 'Leave' to exit, or 'End' to close for everyone if you’re the host. |
3 Sharing Your Screen or Content
Sharing content is like plugging a projector into a laptop, but wireless and much simpler.
| 1 | Join the meeting on your personal device Open the same Teams meeting on your laptop or phone. |
| 2 | Share from your device In Teams, click the Share button (the upward arrow icon) and select your screen or a window. |
| 3 | Content appears on the room display Everyone in the room and on the call will see your shared content instantly. |
Note: If the room has an HDMI cable at the table, you can also plug in directly to share without joining the Teams call.
4 Audio & Video Tips
The room's microphones and speakers are certified for Teams, they're designed to pick up every voice without feedback. Here’s a couple of tips that could make a difference:
- Only one person should be the audio source for the room. If joining on a personal device in the same room, mute your device's microphone and speaker to avoid echo..
- If remote participants can't hear you, check the mute button on the console first.
5 Quick Troubleshooting
| Screen is blank | Touch the console, the display should wake on interaction. Wait 30 seconds. |
| Can't hear remote callers | Check the volume on the console. Ensure the call has not been muted. |
| Remote callers can't hear us | Check that the room microphone is not muted (cross through mic icon = muted). |
| Meeting not showing on screen | Ensure the meeting was booked to this room's calendar, or join manually using a meeting ID. |
| Content not displaying | Confirm you are sharing from within the active Teams meeting. Try stopping and restarting the share. |
| Still stuck? | Scan the QR code on the door for IT support. |
This guide is based on Microsoft's official Teams Rooms documentation. For advanced setup, visit learn.microsoft.com/microsoftteams/rooms
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