Create and Start a Quick Online Meeting in a Microsoft Teams Room

Questions

  • How do I start an ad-hoc (on-the-fly) meeting in a Microsoft Teams Room space?
  • What steps do I follow to quickly begin a Teams meeting from a room touch panel?
  • How can I invite others to join a meeting I started directly from the Microsoft Teams Room?
  • How do I share my laptop screen in a Microsoft Teams Room ad-hoc meeting?
  • What do the main buttons on the Microsoft Teams Room console do during an impromptu meeting?

Environment

This article applies to Microsoft Teams Room–enabled spaces (conference rooms, classrooms, and meeting rooms) where the room has a dedicated Microsoft Teams Room console on the table or wall, connected to in-room cameras, microphones, speakers, and one or more displays.

It is for anyone using these rooms to start a quick, unscheduled (ad-hoc) Microsoft Teams meeting.

Resolution

  1. Wake up the Microsoft Teams Room console
    If the screen on the room console is dim or shows a clock or background image, tap the screen once to wake it.
  2. Check that the room is ready
    Make sure the room displays (TVs or projectors) turn on and you can see the Microsoft Teams Room home screen. You should see options such as "New meeting", "Present", or a list of upcoming meetings.
  3. Start an ad-hoc meeting from the room
    On the console, tap "New meeting" or "Meet Now". This creates an instant Microsoft Teams meeting using the room system as the main device (camera, microphones, and speakers).
  4. Add people to your ad-hoc meeting
    After tapping "New meeting", use one of these options:
    • On the console, tap "Invite people" or the "People" icon (a person or people symbol).
    • In the search box on the console, type the person’s name, username, or email address, then tap their name to add them.
    • To invite someone by phone (if available), choose the option to add by phone number, type the full number, and confirm.
  5. Join the meeting from your own device (optional)
    To use chat, share files, or manage invites from your laptop or mobile device:
    • Open the Microsoft Teams app on your laptop or mobile device.
    • Go to the "Calendar" or "Activity" area and look for a meeting called something like "Room meeting" or similar, or use the option in your Teams client to join a nearby room if supported.
    • Select the meeting and tap "Join".
    • When Teams asks how you want to join, choose to keep your microphone and speakers off on your personal device to avoid echo, since the room system is already handling audio.
    For more detail on Microsoft Teams Rooms features, see Microsoft Teams Rooms Overview.
  6. Share your laptop screen in the room
    To show content from your laptop on the room display and to people in the meeting:
    • Using a cable: Connect your laptop to the room’s HDMI or USB-C cable. On the console, tap "Present" or, if prompted, confirm that you want to share the connected device.
    • Your shared screen should appear on the room displays and in the Teams meeting for remote participants.
    For general guidance on sharing in Teams, see Share Content in a Teams Meeting.
  7. Use basic meeting controls on the console
    During the ad-hoc meeting, you can control the room system from the console:
    • "Mute": Tap the microphone icon to turn the room microphones on or off.
    • "Camera": Tap the camera icon to turn the room camera on or off. Some rooms may also let you adjust framing or choose a camera.
    • "Volume": Use the volume controls on the console to raise or lower the sound from remote participants.
    • "Leave" or "End meeting": When you are done, tap "Leave" or "End meeting" and confirm if asked. This disconnects the room from the meeting and returns the console to the home screen.
  8. End the ad-hoc meeting
    When the meeting is finished:
    • On the console, tap "Leave" or "End meeting".
    • If you see a confirmation message, tap "End meeting" again to confirm.
    • Disconnect any laptop cables you used for sharing.

Additional Help

If you need further assistance, you can chat with Bowdoin Bot of contact the Bowdoin College Service Desk by phone at (207) 725-3030 or in person at the Tech Hub in Smith Union.

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