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. 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 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.