Teams Room Guide

Setting up a meeting

To set up a meeting where you need to use the Teams video conference suite, create a normal meeting request like you normally would in Outlook. For meetings in Carlisle you must also continue to book the room via Condeco to ensure the meeting room is available. Do not use the Room Finder option within Outlook.

In the meeting request window, Click the Teams meeting button. This must be selected so that the room system knows that there is a teams session to join.

Enter the meeting title and in the Required field, enter the room name that you would like to book (list below) along with anyone that needs to join in. Set the date and time and enter a message if required and press Send

Current Teams room systems and their TV inputs

"Story House - Boardroom" - HDMI2 - Use the remote to select the input.

"Chorley Boardroom" - HDMI - Press the input button on the Smart board next to the moon symbol to change input.

"Chorley Meeting Room 1" -  HDMI - Press the input button on the Smart board next to the moon symbol to change input. 

"Scotswood House Boardroom" - HDMI - Press the input button on the Smart board next to the moon symbol to change input. 

Microphones

These are the wireless microphones for the Conference system. They are wireless and can be left on the charging dock if there are only 1 or 2 people in the room sat close to them. If there are more people sat around the table, you can place them towards the ends of the table so they can be heard better. This will also help to give better background noise and echo cancelling.

A red light on the top of the mic means it is charging and green is charged. To mute the microphones, press the large round button and it will go red to indicate they are muted.

Camera Remote

This remote can be used to control the camera. use the directional arrows to move the camera and the scroll wheel is to zoom the camera in and out. The answer, end mute, and volume buttons can also be used.

Starting a meeting

In the room, make sure the Smart Board is on the correct input. On the Yealink Teams touchscreen on the table, you should see your scheduled meeting on the left. Press the Join button and this will start the meeting or join if someone has already started it.

Once in the meeting, you can invite extras using the "Add participants" button.

Start typing their name then select them and press "Invite" and the system will call them.

To end a call, press the red icon in the bottom right.

Presenting during a meeting.

To preset what's on your laptop when using the Teams meeting room, plug in the HDMI cable that is connected to the touchscreen controller and your screen will be presented automatically once your laptop detects it.

To stop presenting, either unplug the cable or press the present/stop presenting button at the bottom of the touchscreen.