About Microsoft Teams Rooms (MTRs) at IU

• Overview
• Schedule a Microsoft Teams Room
• Join a Zoom meeting that requires authentication
• Join a scheduled Microsoft Teams meeting that does not appear on the console
• Share content using the tabletop HDMI cable
• Share content wirelessly using the Microsoft Teams app
• Share content wirelessly in a Zoom meeting using the Zoom app

Overview

A Microsoft Teams Room (MTR) is a Microsoft-certified conference room hardware package, designated as the recommended replacement for Cisco videoconferencing room systems at IU. MTRs feature easy one-tap dialing to any Microsoft Teams at IU or Zoom meeting from the tabletop control console, and the display capabilities and user interface closely mirror the Microsoft Teams desktop client interface.

For comments or questions, email Videoconferencing Support.

Schedule a Microsoft Teams Room

To make your meeting appear on the MTR tabletop console as a one-tap join event, the Microsoft Outlook meeting request must include both the MTR calendar name as well as the Microsoft Teams or Zoom meeting join URL:

• For Microsoft Teams, be sure to click Teams meeting or New Teams meeting when creating your meeting invite. The join URL will then appear as clickable text, such as Join Teams meeting or Click here to join the meeting near the top or in the body of the meeting invite, depending on your operating system.
• If the meeting will use Zoom, be sure to include the Zoom join URL in the Outlook meeting request's location field.

  

Join a Zoom meeting that requires authentication

When joining certain Zoom meetings, the MTR TV will display this message: "This meeting is for authorized attendees only. Please sign in to Zoom."

This message shows when the individual who scheduled the meeting has the (IU default) setting enabled: "Only authenticated users can join meetings from web client" in their user settings - security section. (The MTR uses the Zoom web client to join Zoom meetings.)

To sign into Zoom and join the meeting, toggle the button on the lower left of the MTR control panel, "Show meeting on this device". This will enable you to tap the Sign in with SSO link and sign in with your IU credentials + Two-Step Login (Duo).

Note that after you hang up the call, no user credentials are stored or cached in any way.

Join a scheduled Microsoft Teams meeting that does not appear on the console

If the Outlook meeting request includes a Microsoft Teams meeting but does not include the MTR as a required participant, the meeting will not appear as a one-tap join event on the MTR console. However, it is still possible to invite the MTR into the meeting using the Microsoft Teams app on your personal device.

Windows or macOS

1. From the Microsoft Teams desktop client or from the calendar invitation, click Join to join the Microsoft Teams meeting.
2. In the "Choose your video and audio options" dialog box that appears, choose the Room audio option, which will offer a dropdown with the names of nearby MTR systems that are available to join the meeting. You can also search for an MTR system name to invite.
3. Click Join now, and accept the incoming call notification on the MTR tabletop console.

iOS or Android

1. From the Microsoft Teams app or from the calendar invitation, tap Join.
2. Tap the dropdown arrow next to "Join Now". Select Join and add a room.
3. Select one of the suggested MTR names that appear, or search for the name of an MTR room. Tap Join, and then accept the incoming call notification on the MTR tabletop console.

Share content using the tabletop HDMI cable (Teams meetings only)

Connect your laptop to the tabletop HDMI cable, and then tap Present on the tabletop console. Your laptop image will be automatically shared with the meeting participants.

Share content wirelessly using the Microsoft Teams app

1. From the Microsoft Teams app or from the calendar invitation, tap Join.
2. In the "Choose your video and audio options" dialog box that appears, choose the Don't use audio option. Choose Join Now.
3. Click the Share Content button, and select the screen or application window you wish to share.

Share content wirelessly in a Zoom meeting using the Zoom app

1. From the Zoom app on your personal device, join the meeting in Share-only mode; that is, do not "join with Computer Audio" nor start camera.
2. In the Zoom window toolbar, click Share screen, and select the screen or application window you wish to share. If your presentation has audio, click the share sound option in the bottom of the "Share selection" window.