The Illawong Room and Main Admin Conference Room are fitted with a Microsoft Teams Room (MTR) solution that allows for Video Conferencing with remote participants, but also serves as the user interface for connecting to the room display.

A MTR solution consists of:

• Compute device (the computer that is installed in the room to run the system)
• Console (touch screen control panel)
• Room Display (local TV)
• Microphone
• Camera

The MTR Console has a motion sensor and will wake up when approached. This will also power on the display.

Connecting a laptop to share content #

Each of our MTR solutions provides a HDMI cable connection that provides a simple way for a user to share content to the display, and into any Teams Meeting the room is participating in.

The HDMI cable is found connected to the MTR Console. To connect a laptop to the display, simply connect the other end of the HDMI cable to the laptops HDMI port.

The display will automatically begin to display the content from the laptop. If the room display was not already on, it should begin to power on automatically.

If the MTR is participating in a Teams Meeting, the content will be displayed on the room display, however the MTR account will only be able to share content to remote participants if it is was/is granted permission by the Meeting organiser.

Starting a Teams Meeting on an MTR #

There are a few ways to start a meeting on the MTR depending on the situation.

One Touch Meetings #

If the meeting is scheduled in advance, the meeting can be started with a single touch of the MTR Console.

The MTR will show meetings scheduled for the day on the room display and on the MTR console. If your meeting is on the list, press the Join button to begin the meeting.

Please see the related document “Scheduling a Teams Meeting for a Microsoft Teams Room” to see instructions for setting up meetings in this way.

Impromptu Meetings #

If the MTR has not been invited to the Teams Meeting in advance getting your meeting underway is still a simple process.

On your laptop, join the meeting from your Outlook or Teams calendar.

On the first screen after joining you will be given options to select your microphone, camera and speaker settings. Select Room Audio from the options and your laptop will search for nearby MTR.

Select the MTR you would like to utilise for your meeting and press the Join button.

The Teams Meeting will begin on your device and on the MTR simultaneously. Importantly your laptop microphone and speakers will be turned off to ensure echo and/or feedback does not occur.

With the Teams Meeting now running on the MTR, the meeting could be closed on the laptop that started the meeting. Alternately, keep the meeting open on your laptop to manage the meeting from your seat, or to share content into the meeting without connecting a cable.

Note that the Teams Room will have joined the meeting with standard privileges and may not be able to admit guests or share content without being made a presenter or co-organiser by the meeting organiser.

To make the MTR (or any meeting participant) a presenter from within the call, open the People tab.

Right click the user you would like to make a presenter and click the Make a Presenter option from the menu.