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Teams Room User Guide

To improve the accessibility and ease-of-use for hybrid meetings, HOURCAR has installed a Microsoft Teams Room setup in the Conference Room at the 755 Prior Ave office. This system uses a Yealink A30 MeetingBar, an all-in-one camera, microphone, speaker, and computer, for easily hosting or joining a Teams meeting.

What's Installed

Image of installed Microsoft Teams Room equipment

Quick Start Instructions

Joining a scheduled meeting

To join a scheduled meeting from the Teams Room, ensure that the Conference Room (conferenceroom@hourcar.onmicrosoft.com) has been invited to the meeting or is included as a location in the calendar invitation.

Invited meetings should be listed on both the main display, and the touch panel. To join, tap the meeting on the touch panel, then tap join.

Video and audio are automatically set for the best meeting experience, no adjustment is necessary.

Starting an Impromptu Meeting

If your meeting is not currently on the calendar, you can quickly begin one from the Touch Panel. Find the "Meet Now" button on the touch screen, and invite any attendeees by email or email. They will receive a call on their Teams application. An instant meeting guide is here.

What to Expect When Using the Teams Room

Because these tools are setup to help meetings be easier, they have some functions that may be different than what you expect when using an individual device. Below are some things to remember.

  • Remote attendees will have a view of the whole table. Sitting closer to the monitor and MeetingBar will help with their audio experience. Just remember that the chair facing away from the camera setup won't be helpful!
  • The audio experience is fairly even across the whole table. Normal speaking volumes are suggested, there is not a need to raise your voice.
  • Remember that your remote attendees are just as important in the meeting! Interacting with the camera and not just your in-room colleagues is the most helpful.
  • Following the established Hybrid Meeting Protocols will help everyone. This includes designating a Tech Lead and a Communication Lead for before and during your meeting.

Sharing Content

To share content from your laptop with other attendees, simply join the meeting from your computer and share your screen as you normally would.

If you would like to use the display to share your screen in an in-person meeting, without starting a Teams Meeting, you can use the Teams "Cast" feature to share your screen.

A screenshot of Microsoft Teams, showing the "Cast" feature

Audio Recommendations for a Laptop

To prevent audio feedback loops from your laptop, IT suggests selecting the "join with room audio" option. This will just utilize the same microphone as the large monitor system, instead of your laptop.

Don't change the TV input!

To keep the Teams Room setup simple to use, please don't change the TV input or plug in other devices to this display. The TV should only be used for the Teams MeetingBar.

Optional features

IntelliFrame face and voice enrollment

The Teams Room is set to auto focus on individuals who are speaking. If you'd like to be identified in Teams Meetings with your name, based on your face and/or voice, you can optionally add your face and voice data to Teams. This biometric information is kept private, is only used for this feature, and can be deleted at any time. For instructions on setup, see Microsoft's documentation article: Overview of voice and face enrollment.

Teams Premium features

Teams Rooms use Microsoft Teams Premium, granting meetings in this Room a few extra features:

  • Conference Room phone line: attendees that are unable to connect to the meeting over the internet can be given a phone number to dial in. The Teams Room can also be used as a conference phone if needed.
  • Copilot meeting summaries: If a meeting transcript is enabled for meetings in the Teams Room, an optional Copilot (AI) summary of the meeting can be generated.