Book a Microsoft Teams Room in Outlook or Teams

Questions

• How do I schedule a meeting in a Microsoft Teams Room so it shows up on the room display?
• What steps do I follow to book a Microsoft Teams Room from Outlook or Teams?
• How can I add a Teams Room as a room location to an existing meeting invite?
• How do I make sure my Microsoft Teams Room meeting includes an online "Join" link?
• Can I schedule a Microsoft Teams Room for both in-person and remote participants?

Environment

This article applies to Bowdoin community members scheduling meetings in conference rooms equipped as Microsoft Teams Rooms using a Bowdoin account. You can follow these steps from Outlook on the web, Outlook on your computer, or the Microsoft Teams app, when booking a room that is set up as a Microsoft Teams Room.

Resolution

1. Open your calendar:
   • In Outlook on a computer, click Calendar.
   • In Outlook on the web, select Calendar from the left side.
   • In Microsoft Teams, go to Calendar on the left side.
2. Start a new meeting:
   • In Outlook, click New Meeting or New Event.
   • In Teams, click + New meeting and then choose Schedule meeting.
3. Add a Teams online meeting link:
   • In Outlook on a computer, click Teams Meeting in the toolbar. This adds a "Join Microsoft Teams Meeting" link to the invite.
   • In Outlook on the web, turn on Teams meeting so the "Join" link is added.
   • In Teams, any new meeting you create from the Calendar is already a Teams meeting with a "Join" link.
4. Add the Microsoft Teams Room as the room location:
   • In the meeting invite, click in the "Location" or "Search for a room or location" box.
   • Choose the correct Microsoft Teams Room from the room list. (Room names usually include the building and room number.)
   • Make sure the room appears in the "Required" or "Rooms" line so the system books it as a resource.
   • You can also simply add the room's email address to the list of required invitees to add it.
5. Set the meeting details:
   • Type a clear meeting "Title" so it is easy to recognize on the room display.
   • Select the meeting "Start" and "End" date and time.
   • Add any people you want to invite in the "Required" or "Invite attendees" field.
   • Write any notes or an agenda in the main body of the invite.
6. Check room availability:
   • Use the Scheduling Assistant or similar view (if available) to make sure the room is free at your chosen time.
   • If the room is busy, adjust the time or choose a different Teams Room.
7. Send the meeting invite:
   • Review the information, then click Send.
   • The Microsoft Teams Room will automatically accept or decline based on availability. When accepted, the meeting will appear on the room’s touchscreen and front-of-room display.
8. Join your scheduled meeting from the Microsoft Teams Room:
   • At the meeting time, go to the room.
   • On the room’s touchscreen console, find your meeting listed with its title and time.
   • Tap Join to connect the room’s camera, microphones, speakers, and displays to the meeting.
9. Add a Teams Room to an existing meeting:
   • Open the existing meeting from your calendar in Outlook or Teams.
   • Make sure it is a Teams meeting:
     • In Outlook, click Teams Meeting if the "Join" link is missing.
   • In the "Location" or room field, search for and select the Microsoft Teams Room or add the room's email address to the list of invitees.
   • Click Send Update so the room receives the new invitation.
10. Learn more about Microsoft Teams meetings:
    • Read Microsoft’s guide to scheduling meetings in Teams

Additional Help

If you need further assistance, you have several options:

• Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
• Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
• In person: Visit the Tech Hub in Smith Union during business hours.
• Submit a ticket: Request assistance through the Service Catalog.