How to Use Microsoft Teams Rooms (MTR)

This guide is designed to help you understand and use Microsoft Teams Rooms (MTR) effectively. Whether you’re hosting a meeting, joining a call, or sharing content, this step-by-step guide will walk you through everything you need to know

For additional guidance on Microsoft Teams Rooms, we recommend watching this video, which provides a clear, visual, step-by-step walkthrough to help you get started. You can also refer to the official Microsoft documentation for the most up-to-date information and detailed instructions.

Learn about the touchscreen console

The touchscreen console in a conference room is the heart of every meeting. It automatically wakes up when it detects motion. On the screen, there are a few things you can do:

• Join an upcoming scheduled meeting by selecting Join.

• Scan the room QR code to join a meeting on your mobile device using the room system or to cast content from your mobile device to the room display.

• Start a new meeting by selecting Meet now

• Make a phone call by selecting Call Teams call icon and dialing a number.

• Project your laptop by plugging in the cable connected to the console. Depending on the room settings, it may be projected to the room automatically, or you may have to select Share Share screen button on the room console.

• Cast content onto the room display from your desktop or mobile device.

• Select Join with an ID Join with meeting ID button to join a meeting that isn’t on your calendar.

When you're in a meeting, you'll have options to manage your camera and mic, chat with participants, share content, manage participants, invoke reactions, change layouts for the in-room display, and leave the meeting.

Invite a room to a meeting

Use Outlook to reserve a room equipped with Microsoft Teams Rooms

1. Open Outlook and go to your calendar.
2. Select New Teams Meeting in the Teams Meeting section or New Meeting, or New Meeting, then Teams Meeting.
3. Select Room Finder in the meeting scheduler or type the conference room email address (Skip steps 4 and 5 if you choose to manually enter the conference room email address.)
4. Select Show a room list and find a building or list.
5. Choose a room from the list of available rooms.
6. Complete the meeting invitation as you would for any other meeting before sending.

Use Teams or Outlook to add a Microsoft Teams Room to an existing meeting

1. Open the meeting in Teams or Outlook on your personal device.
2. Add the room name (it's on the console) to the participants list or find the room using Room finder in the meeting scheduler (available in Outlook) and send the update.
3. If the meeting is accepted, it'll appear on the console.
4. Select the meeting on the console to join.

Start an instant meeting

Use Outlook to reserve a room equipped with Microsoft Teams Rooms

1. Select Meet now on the room console. Your meeting begins automatically.
2. Under Type a name, search for who you want to invite.
3. Select peoples' names from the search results.
4. Select Request to join to add them to the meeting.

Join a meeting or event

Join a scheduled meeting or event

1. Find your meeting or event on the console and select Join to enter.

2. The room schedule displays the current meeting first. Upcoming meetings, events, and available slots can be found under the current meeting. You can select an upcoming meeting or event to view its details. If a scheduled meeting or event doesn't appear on the room calendar, or if there's no Join button on the meeting tile, you can invite the room, scan the room QR code, select Join with an ID #, or add the room on your personal device to join the meeting on the room system.

3. Join a scheduled meeting or event that's not on the console

• Join the meeting or event on your personal device.

• When you're choosing your audio and video settings, you'll have the option to add a room and use that room's audio and video equipment.

• Your personal device might detect a nearby room using Bluetooth and/or Ultrasound. If it does, you'll see (suggested) next to Room audio. If the nearby room has already joined, select Don't use audio to join with your audio off and avoid disrupting the meeting. This option will still enable proximity detection.

• As a result of joining via Room audio or Don't use audio, you'll be grouped under the room node in the Participant panel.

• As a result of joining via Room audio or Don't use audio, you'll be grouped under the room node in the Participant panel.

• If you've already joined on your personal device, you can select Show participants. Add people to team button, then go to Invite someone or dial a number and search for the room name. Select the room and choose OK to call it into the meeting or event.

• The room will ring. To join, select Accept on the room console.

Note: Make sure the audio on your personal device is off before you accept the call on the room console, or you could cause an echo.

Updated on: 05/09/2025