About Microsoft Teams Rooms (MTRs) at IU

• Overview
• Schedule a Microsoft Teams Room
• Ad hoc dial to Teams or Zoom meeting
• Join a scheduled Microsoft Teams meeting that does not appear on the console
• Share content wirelessly using the Microsoft Teams app
• Share content wirelessly in a Zoom meeting using the Zoom app
• Call a telephone number from a Microsoft Teams room
• Use the Logitech Swytch

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, contact Learning Spaces 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 in the "Required Participants" field 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.

  

Ad hoc dial to a Teams or Zoom meeting

1. On the MTR tabletop console, tap the Join with an ID icon.
2. Use the "Meeting Provider" dropdown to select Teams or Zoom.
3. Enter the Teams or Zoom meeting ID and passcode found in the meeting invitation, and then tap Join meeting.

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 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.

Call a telephone number from a Microsoft Teams room

If the Microsoft Teams room is already joined to a scheduled Microsoft Teams meeting:

1. In the "Invite someone or dial a number" field, enter the ten-digit telephone number, and then tap Add phone.
2. If the room is not already joined to a scheduled Microsoft Teams meeting:
   1. Tap the Meet icon (do not tap the Call icon).
   2. In the "Invite someone or dial a number" field, enter the ten-digit telephone number, and then tap Add phone.

Use the Logitech Swytch

Most MTRs feature an additional hardware peripheral called the Logitech Swytch, which is a device that supports Bring Your Own Device (BYOD) conferencing mode. The Swytch features a purple-ended USB cable that appears at the tabletop. When a user plugs the Swytch USB cable into their laptop, the laptop will connect to the room TV, camera, microphones and loudspeaker, effectively allowing the user’s laptop to serve as the conferencing device while plugged in. When the user unplugs the cable, those peripheral devices revert to the MTR PC.

How to use:

1. Plug the USB-C or USB-A connector of the Swytch cable into your laptop.
2. You'll see your laptop image appear on the big TV.
3. In your laptop's conferencing app (for example, Zoom), select:
   • Camera: Logi Rally Bar
   • Microphone: Echo Cancelling Speakerphone (Logi Rally Bar)
   • Speaker: Echo Cancelling Speakerphone (Logi Rally Bar)

Do not connect the Swytch cable to your laptop during an active call on the Microsoft Teams Room system (that is, a that you've joined using the touch panel controller). Connecting in this way will break the video and audio connection within the active Microsoft Teams Room call.