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Microsoft teams rooms user guide pdf
Microsoft teams rooms user guide pdf
The individual features and concepts found in our enhanced Microsoft Teams Rooms may also be deployed on their own. Take advantage of our new front row front-of-room display experience in all types of meeting spaces where there is a Microsoft Teams Room solution that supports it.
Implement curved tables and front-facing layouts with traditional Microsoft Teams Room experiences to promote better human connection in the room while maintaining continuity of experience across all meeting spaces. Enhanced Microsoft Teams Rooms are not meant to be a replacement for all other meeting spaces inside your organization, but rather to act as a supplement to existing meeting spaces that utilize Microsoft Teams.
They should be deployed strategically within your organization to the spaces and locations where face-to-face interactions with remote meeting participants will be most valued. Microsoft Teams Rooms will continue to deliver people-centric hybrid meeting experiences made available through software updates.
However, there are hardware technologies and room configuration guidance that play a key role in optimizing some of the enhanced experiences. It's the combination of these components that comprise an enhanced Microsoft Teams Room. When evaluating how many Microsoft Teams Rooms you want to evolve to an enhanced Microsoft Teams Room, consider the following:. Most conference rooms are designed to maximize valuable square footage with a close relationship between room dimension and room capacity.
An enhanced Microsoft Teams Room prioritizes the meeting experience above maximizing square footage. Not every organization can prioritize this way for every meeting space, as it could reduce the number of meeting rooms they can have.
At Microsoft, our flexible work guidelines prioritize giving employees choice and flexibility about where to work and when. This fundamental shift in policy has made us rethink the evolution of our meeting spaces and technology. Our research has shown that remote meetings during the pandemic have had many benefits—particularly around increased feelings of equity and inclusion.
As we think about returning in a hybrid setting, with remote and in-person collaboration happening simultaneously, we sought to create meeting spaces that better support our flexible work policies while maintaining a level playing field for all participants through room design and technology. This space is dedicated to the most immersive Teams meeting experience for a small group of people in the physical room.
Just like a typical Microsoft Teams Room, meeting participants are able to meet remotely and locally to work together seamlessly while both presenting and co-creating content.
The room layout is designed for maximum visibility and engagement with remote participants and content. The layout features a curved table for in-person eye contact and orientation to remote participants with all chairs facing the display so participants are able to follow along. Using audio solutions certified for Microsoft Teams Rooms, people are able to hear and be heard clearly. In the future, Teams Rooms will support audio systems that utilize a concept called spatial audio.
With spatial audio, sound emanates from the direction of the person speaking. For example, if a person located on the right side of the meeting gallery speaks, the audio will come from the speaker located closest to that location.
This kind of immersive audio experience helps meetings more closely resemble an in-person conversation. An ultrawide-angle camera is positioned at the front of the room below the displays to capture everyone in the space.
The ultrawide-angle camera features intelligent tracking of meeting participants so they can be represented individually in a large view instead of as faces within a large image of the entire room. This room is optimized for the Microsoft Teams Rooms layout called front row and is displayed through a specialized short-throw high-resolution projector, creating an immersive front-of-room experience designed specifically for Teams meetings. To give people in the room a greater sense of connection to remote participants and support collaboration before, during, and after meetings, Microsoft introduced a new content layout for Microsoft Teams Rooms called front row.
Visually, this new layout moves the video gallery to the bottom of the screen and is fixed at a specific ratio to keep faces lifelike in size. With this layout, in-room participants can see remote colleagues face to face across a horizontal plane—similar to if they were in the same room.
Meeting content is surrounded by contextual fluid components like the agenda, tasks, and notes, which can be updated in real time, helping participants stay engaged and productive.
Additionally, the meeting chat is brought clearly into view so that when joining a Teams meeting from a Teams Room, you can easily see and engage in the conversation in real time. In an enhanced Microsoft Teams Room, this content is displayed on a wide-aspect-ratio screen to maximize the size of meeting content and the number of participants that can be viewed simultaneously. This layout is supported across both single- and dual-display configurations.
While the front row layout is especially impactful in an enhanced room, front row can be used in any Teams Room running on Windows, regardless of the furniture and hardware configuration. In Microsoft Teams Rooms, users can take advantage of traditional, analog whiteboarding by using the intelligent capture feature.
For a modernized experience where all participants can draw and ink together, Microsoft Whiteboard can be accessed using a touchscreen front-of-room display, companion devices like a PC, phone, or tablet, and through Microsoft Surface Hub. This room features a curved table with participants seated on one side, allowing in-room participants to retain visibility of each other and be positioned face to face with remote participants.
Selecting a location for hardware is typically driven by the selection of Teams Room-certified hardware used within a given meeting space. For the initial deployments of enhanced rooms within our Microsoft facilities, we have chosen to mount the Microsoft Teams Rooms compute and touch console at the table, with an integrated camera and soundbar device with discrete left- and right-channel audio for spatial audio mounted on specialized furniture, located below the displayed image as well as between the front-of-room projection and the table.
For the display, a short-throw high-resolution projector is used. Most participants will choose to share content within this type of meeting room by joining the Teams meeting via a personal device. However, in-room local video presentation should also be made available at the table in an easily accessible manner for those who are unable to join the meeting call. The Microsoft Teams Rooms touch console should be mounted in the center of the table within easy reach of meeting participants without blocking usage of the table for personal devices or documents.
Though many participants may choose to share content within this type of meeting room by joining the Teams meeting via a personal device to the Teams call, in-room local video presentation should also be made available at the table in an easily accessible manner. At a minimum, electrical power connections should be provided at both the table for end users and at the equipment mounting location.
If co-create devices are used in the space, electrical power connections may also be required at their location s. Networking connections should be provided at both the table for end users and at the equipment mounting location for the main network for the Teams Rooms solution.
If co-create devices are used in the space, network connections will also be required that connect to the main network for the Teams Rooms solution. At least two walls in a room of this type should be acoustically treated to prevent echo and ambient noise issues during meetings.
Light from windows in a room of this type may negatively affect the lighting and introduce glare and shadows to both the camera image and the front-of-room display. Any space featuring windows should also feature window treatments that allow for external light to be blocked during meetings. The floor in a room of this type should be carpeted or otherwise acoustically treated to prevent echo and ambient noise issues during meetings. Overhead lights should be provided to illuminate the space evenly, with meeting room participants not appearing to be washed out or sitting in a dark space.
Efforts to minimize direct lighting on front-of-room displays, co-create devices, or other reflective surfaces within the space should be taken to avoid introducing glare. A room of this type requires the use of an intelligent, ultrawide-angle front-of-room camera that is appropriately rated for the width and depth of space. The camera should be placed at the front of the room below the front-of-room projection but above the top of the table to capture all the meeting room participants at as close to eye level as possible.
Front-of-room microphone arrays and tabletop and overhead microphones will work for this type of space. Microphone arrays need to be positioned to provide coverage for all meeting room participants within the certified range of the device.
Speakers need to be positioned to provide coverage for all meeting room participants within the certified range of the device or devices used. A room of this type requires the use of an ultrawide aspect ratio, high-resolution front-of-room display that is appropriately sized for the width and depth of space to ensure maximum visibility and clarity. Enhanced Microsoft Teams Rooms, as with all other Microsoft Teams Rooms solutions, require the use of displays that can accommodate the following features for proper operation:.
An enhanced room requires that the display is placed in front of all the in-room meeting participants, directly opposite the table.
An enhanced room requires that the display is either a single wide-aspect ratio display or a blended combination of displays that can achieve the effect of being a single display when seen by in-room meeting participants. All Teams Rooms are able take advantage of Microsoft Whiteboard through an interactive collaboration device such as a Microsoft Surface Hub, a touchscreen front-of-room display, and through companion devices like a PC, phone, or tablet.
All Teams Rooms on Windows can leverage traditional whiteboards in a Teams meeting by using the intelligent capture feature and a secondary content camera. Crestron Flex customizable conference system. Crestron Flex customizable conference system Advanced. Poly GT. Jabra Panacast Jabra PanaCast. Yealink UVC Bose Videobar VB1. Poly Studio. Logitech Rally. Logitech Rally Bar. Logitech Rally Bar Mini. Lenovo ThinkSmart Bar. Biamp Devio conference room hub with Parle Ceiling mic.
Biamp Devio conference room hub with Parle table mic. Nureva HDL audio conferencing system. QSC Meeting room audio: in--ceiling speakers. QSC Directional audio - ceiling audio. QSC Meeting room audio: pendant speakers. Bose DS4 ceiling audio solution.
Bose ES1 ceiling audio solution. For the ideal scenario other display options alternate projectors, LED walls, and flat panel displays should be able to create a table spanning image, support a 4k image, and a aspect ratio. Logitech Scribe. Yealink UVC30 content camera.
Huddly Canvas. Microsoft Surface Hub 2S. Skip to main content. This browser is no longer supported. Download Microsoft Edge More info. Table of contents Exit focus mode. Table of contents. Meeting room uses and layouts Enhanced Microsoft Teams Room Overview Microsoft Teams Rooms solutions offer flexibility of purpose and even flexibility of movement throughout a space that traditional meeting rooms do not.
Presentation-focused meetings Meet and present meetings are the first bucket, and this meeting is generally more formal. Co-creation-focused meetings Meet and co-create meetings are generally less formal with a priority on co-creation, inking, and whiteboard. Presentation and co-creation-focused meetings Remember, both types of rooms can handle both types of experiences when needed.
Optimizing the meeting experience A great meeting experience is the result of using the best possible technology for a meeting space in ways that facilitate the exchange of ideas without being intrusive. Native Teams Rooms experiences versus other devices Teams Rooms go beyond what can be done with Teams on personal devices by providing unique in-room capabilities, like one-touch join, content cameras to share physical whiteboards into the meeting in an intelligent way, and proximity features like seamlessly transferring a Teams meeting from your personal device to the room.
Using Teams to create the best possible meeting experience By having both Teams on all your personal devices and properly deployed Microsoft Teams Rooms in all your spaces, you will be able to facilitate the best possible meeting experience for every one of your users. Good experience — Personal devices alone in a meeting space You can start with this plan by addressing all your non-AV or non-collaboration-equipped meeting spaces. Better experience — Teams Rooms solutions and no personal devices If you install Teams Rooms solutions or if you already have rooms that have already been deployed with appropriate Teams Rooms devices for their respective spaces, then you are well on your way to having great meeting experiences.
Best experience — Teams Rooms solutions used in conjunction with personal devices Training your users to use technology in coordination leads to the most efficient and streamlined outcome. Technology considerations The right audio and video technology choices will help users get the most out of their Microsoft Teams meetings.
Audio Audio considerations are critical to ensure both remote and in-room participants can be clearly heard and understood. The right audio devices for each space : A single source of audio for a space is required to ensure that there are no audio issues in a meeting room. Video Video is equally important as audio. The right cameras for each space : As important as good audio, high-quality video is a necessity for modern Teams collaboration.
Enhanced Microsoft Teams Room This section explores how Microsoft is transforming standard conference rooms into enhanced Microsoft Teams Rooms that bring the best of the new Teams front row experience.
Microsoft's vision for the future of meeting rooms The future of work will be fluid, dynamic, and powered by the cloud. What is an enhanced Microsoft Teams Room? Goal 1: Everyone in the meeting feels included, represented, and productive. Design principles: Remote participants can establish a genuine presence in the room In-room participants can retain their individual identity in the meeting All meeting participants can engage in boundaryless collaboration. Goal 2: Connections feel natural and immersive.
Design principles: Experiences are scaled for human connection, enabling interactions that feel like everyone is in the same room. Examples of specific feature deployment: Take advantage of our new front row front-of-room display experience in all types of meeting spaces where there is a Microsoft Teams Room solution that supports it.
When should you deploy this room type? Understanding this space Balancing hybrid flexibility with inclusion : At Microsoft, our flexible work guidelines prioritize giving employees choice and flexibility about where to work and when.
What is this space used for? How is this space laid out? How does the audio work? How does the camera work? You can acquire Microsoft Teams Rooms from a number of partners who are listed in the requirements article. Please visit the partners' websites to learn more about these solutions and procurement options. Depending on your deployment scale and approach, you might decide to have the Microsoft Teams Rooms and supported peripheral devices shipped to a central location for initial configuration and assignment.
This might be a good approach for a staged rollout across many sites. Or, you might choose to ship the bundles directly to your sites. Your organization must execute monitoring, administration, and management tasks on an ongoing basis, and it's key to agree who will undertake these tasks early in your deployment. Many organizations have an AV team or partner who manages their conference rooms and devices. Decide who will manage the Microsoft Teams Rooms devices going forward to monitor performance as well as deploy software updates and hotfixes.
Consider which helpdesk queue you'll route Microsoft Teams Rooms-related calls to, and provide an FAQ to the helpdesk team so they can better understand how to use Microsoft Teams Rooms and the key troubleshooting steps they can take. A good starting point for this FAQ is the user help and Known issues. Microsoft Teams Rooms systems introduce new capabilities to your users. It's important that you recognize that this will be a change for your users, and you should ensure your internal marketing campaign identifies the benefits the new system will have for your users and the key talking points leads can use to discuss with their teams.
Consider scheduling show-and-tell events and poster drops at each site to inform your users of the new capabilities. You might also create in-room "quick start guides. Skip to main content. This browser is no longer supported. Download Microsoft Edge More info. Table of contents Exit focus mode. Table of contents. Submit and view feedback for This product This page.
View all page feedback. In this article. Decision points. Will you deploy Microsoft Teams Rooms in your organization? How will you procure your Microsoft Teams Rooms systems?
Next steps. Identify who will undertake the key activities throughout your deployment. Review the meeting rooms you have and plan to set up to understand where you want to deploy Microsoft Teams Rooms and the peripheral devices that would be appropriate for the room size. Room inventory and capability planning. Configuration and deployment. Deployment checklist.
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