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How to use a Microsoft Teams Room

Intoduction

Teams Rooms should ordinarily be used via Microsoft Teams, even when solely meeting in person. All rooms (apart from Cowey 1/seminar room) include the option to utilise the camera/microphones/speakers outside of Teams, details below.

In normal use you can use the system by either booking in advance or by starting an ad-hoc session.

How to book a meeting room in Nexus 365

Booking the Room

Rooms should be booked both in Calpendo (https://calpendo.fmrib.ox.ac.uk) (to allow easy browsing of availability of all rooms) and, to ease joining, it should be booked in Nexus 365.

If you have a planned meeting, when you schedule the meeting in Outlook (including Office 365 online) or Teams, add the room as one of the participants:

Teams/Outlook.office365: Begin typing the name of the room until the specified name below appears - select it from the list.

Outlook Application: If you haven't already scheduled a meeting in this particular room you should enter part of the name and click on the 'Search directory' pop-up to find it.

If the room isn't already scheduled to be in a meeting at that time then the participant entry will show 'Free'.

To assist with scheduling, both Teams and Outlook provide a Scheduling Assistant that will show the calendar around the proposed meeting time for all participants.

When you send the invite the room should automatically accept the meeting.

​​IMPORTANT - Do not schedule extra time or meetings that might take place. Whilst the room is in a scheduled meeting it will not be possible to start/join another meeting until the booking expires.

Room Outlook/Teams Name
Newsom-Davis (WIN annexe) NDCN - WIN Newsom-Davis Meeting Room - capacity 8
​Radda (WIN annexe) NDCN - WINRadda Meeting Room - capacity 6
Tracey (WIN annexe) NDCN - WIN Tracey Meeting Room - capacity 6
Cowey 2 (WIN annexe) NDCN - WIN Cowey 2 - capacity 30
Goulding (FMRIB) NDCN - WIN Goulding Meeting Room - capacity 6
Cowey 1/Seminar room (WIN annexe) NDCN - WIN Cowey 1 or Seminar Room - capacity 30 or 60
OHBA Lounge (OHBA) ​OHBA - Lounge Area Room
​OHBA Meeting room (OHBA) OHBA - Meeting Room

How to use a Teams room

Using a room

When idle and the room screen is awake a calendar showing the upcoming meetings for today will be on the left of the screen. If you haven't scheduled a meeting, confirm that your use of the room wont overlap with the displayed bookings.

When you enter the room, ensure the display is turned on (either with the supplied remote control or touch panel) and touch the Teams control panel to wake it. Once woken the Poly sound bar's light bar will change state, initially to a red bar (from light amber whilst in stand-by). If you will be using the camera, make sure that the lens cap has been removed (if present).

Important notes

​For all people present in the room who will be presenting content from a device, they should join the meeting on this device and select Don't use audio. If you forget to do this you will almost certainly experience audio feedback - immediately mute all microphones/speakers on these devices, wait for the feedback to subside and then enabled the microphone on the Teams control panel only.

if you wish to share sound from videos/presentations etc from your computer you must choose Don't use audio and then toggle the Include computer sound option in the join meeting window. N.B. on a macOS device you will need to install a driver the first time you do this - follow the prompts on screen.

Joining a scheduled meeting

Use the control panel on the table/desk/shelf to join the scheduled meeting - your meeting should appear on the left of the touch screen, touch it to begin the meeting. 

Ad-hoc

You use the room without booking, you have several options:

Meet now

On the Teams panel touch the Meat Now icon. This will display a meeting creation interface into which you can invite participants. Add the meeting participants and touch Start meeting to initiate the call. If you have participants in the room who are likely to need to share content add them to the invite list. These of course can be added during the call. If you need to use a device to share content, then remember to add your email address to the call.

Invite the room

In your Teams meeting on your device, add a participant and start typing the name of the meeting room to search for the room you are in (see table above). Click Request to join and then on the Teams panel touch Accept to join the room to the meeting. If you didn't schedule the meeting then join the meeting on a device and then add the meeting room's address to the participants.

Room audio

WARNING: This method doesn't always work. If you find the room displays an accept button on the room screen (not the touch panel) please use one of the other methods above - you will need to wait for the call to time out (approximate one minute).

When joining the Teams meeting on your device you can choose 'Room audio'​. If your device has bluetooth enabled then Teams should automatically detect the room you are in and automatically populate the room name field.

Controlling the room​​ during the m​eeting

On the left of the touch panel you will see details of the meeting itself and on the right the participants in the meeting, along with the status of their cameras and microphones.

Anyone who needs to present or is not in the room needs to have been either invited in advance or added to an existing call. To add a participant, touch the Invite someone field at the top of the touch screen and start typing their (or the remote room's) name.

At the bottom of the touch screen you will find icons that allow you to control the main screen layout, raise the room's hand, control the room volume, turn on/off the camera and microphone and end the call. The ellipsis (...) offers options for holding/resuming the call and turning on live captions.

A summary of controls is available in this PDF.

Presenting without network access

If you have a visitor who wishes to present and who doesn't have Eduroam access and you have been unable to obtain an OWL Visitor WiFi password then you can connect a laptop to the HDMI cable provided (using the lectern's HDMI socket if in the seminar room) and then in the Teams call use the Share icon (box with an arrow coming out of it). 

The seminar room also supports wire-free presentation using the Barco Clickshare, if you have no need for Teams. If you use this HDMI input, the video feed will appear on the in room screens only. If the room is already joined to the meeting then remote participants will be able to see the screen contents via the room camera. 

 

INVITING TEAMS ROOM TO A ZOOM MEETING

Only for use in exceptional circumstances – not university supported.

It is possible to invite a Teams room to a Zoom meeting. This is done by creating an Outlook appointment on your computer and inviting the Teams room by entering its name or email address into the attendee field. The Zoom invite details (Zoom link, meeting ID and passcode) need to be pasted into the location field.  Once this is done the Zoom appointment should appear on the Teams room panel and screen display.

Teams options and features during a call

Controlling the room​​ during the m​eeting

Once in a meeting, the touch panel display changes - on the left you will see details of the meeting itself and on the right the participants in the meeting, along with the status of their cameras and microphones.

Anyone who needs to present or is not in the room needs to have been either invited in advance or added to an existing call. To add a participant, touch the Invite someone field at the top of the touch screen and start typing their (or the remote room's) name.

At the bottom of the touch screen you will find icons that allow you to control the main screen layout, raise the room's hand, control the room volume, turn on/off the camera and microphone and end the call. The ellipsis (...) offers options for holding/resuming the call and turning on live captions or other miscellaneous features depending on room capabilities..

A summary of controls is available in this PDF.

Some rooms have additional features - see the room specific page for further details.

Whiteboard sharing in​​ OHBA meeting room

The OHBA meeting room has a whiteboard camera, if you wish to share this with meeting participants use the Share icon on the touch panel to enable the camera. The system will ghost the person writing on the screen, the mechanism used means that any writing on the board will take a few seconds to become visible to remote participants as the system learns to differentiate between the presenter and the content.

​​​N.B. The content on the physical whiteboard is not saved with the meeting; if you wish to preserve this then take a screen grab on device joined to the meeting.

Camera Tracking Controls  in the seminar room

N.B. Due to technical issues please do not attempt to change these settings without discussing this with IT support.

It is possible to alter the way that the camera frames the room view, choosing from four options:

  • Speaker tracking. This uses microphones on the camera to identify the person speaking and zooms in on them
  • Group tracking. This aims to keep all faces in visible to the camera in shot
  • People tracking. This tracks faces visible to the camera
  • Manual mode. If Speaker Tracking is proving unreliable then manual mode can be engages to lock the camera in position

N.B. When using the ceiling camera in the seminar room, Speaker Tracking or Group Tracking should be selected. At present, due to some technical issues with the camera software we advise that this is not changed from Group Tracking.

Choosing from these settings can be done either from the pre-meeting screen, by clicking on the three sliders icon in the bottom right of the touch panel, or within a meeting, by opening the meeting menu (three dots) and choosing Room Controls.

Pre-meeting video settings iconPre-meeting video settings iconIn meeting camera controlsIn meeting camera controls
Once in the settings you can select one of the three tracking modes (SPEAKER, GROUP, PEOPLE):

Camera tracking mode selection screenCamera tracking mode selection screen

Tracking can be disabled using the slider on the bottom left, which will then present the camera controls.

Manual camera pan-tilt-zoom optionsManual camera pan-tilt-zoom options


On the right of the screen are presets, Preset 1 should be optimal for most lecture style meetings, please do not change this preset.


On the left you will find the pan arrows and the zoom controls, along with a reset to home button.