Scheduling a Teams Meeting for an Microsoft Teams Room (MTR) can be as simple as inviting the MTR to a calendar request in the same way as inviting other participants.

When creating a meeting, add the MTR user to the Required People field. Add other participants and or meeting details as required. If the meeting has already been crated, add the MTR by editing the calendar request and adding the MTR user to the required people field.

Once the meeting invite has been sent, the MTR user will return an acceptance email to let you know it has successfully received the invitation.

Configuring Teams Meeting Options #

For the most seamless experience, it is a good idea to setup the meeting so that the MTR is a meeting co-organiser. This will allow a user to admit guests into the meeting from the MTR console, and allow the MTR to share content from the provided HDMI cable to remote participants.

If this is not setup beforehand it will require the meeting organiser to also join the meeting from their device and manage these settings during the meeting.

To edit these settings, create the calendar request and then open it to view the meeting details. Click the Meeting options link below the Join the meeting now link.

From here many of the security settings can be modified including who has permission to bypass the lobby and who can present. Navigate to the Roles section and add the MTR user to the Choose Co-Organisers field.

Once the MTR user has been added don’t forget to hit the save button. While here you may also choose to allow other particpants to be able to present.

Joining a Zoom Meeting from the Microsoft Teams Room #

Joining a Zoom meeting from the MTR is possible with some reduced features. For example, content cannot be shared from an MTR into a Zoom call.

To join a Zoom meeting from the MTR, ensure you have the Zoom Invitation saved in your Outlook calendar, including all Zoom info such as Meeting ID, password and meeting link.

Forward this calendar request to the MTR user you would like to utilise for the meeting. You should receive an acceptance email from the MTR.

Check the MTR console to ensure your meeting has been recognised as a Zoom Meeting. If successful the meeting should be appear in the schedule list AND should be accompanied by a Zoom logo.

Join the meeting by pressing the Join button and wait for the host to admit you to the meeting. If the meeting does not appear or does not have the Zoom logo, please contact the AV team for support.