Scheduling & Planning

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• Open or create a new meeting in Teams or Outlook - remember to make it a Teams Meeting  
• Add the room as location and attendee. A list of room names is published under the link below:
• building specific information pages.
• If the location is not listed in the above link, please check if the room is added in the room finder.  
• Add all other participants as normal and select Send
• Important! The booking must include a Teams invite link, otherwise the touch panel will have no "Join" option. If this is the case, the booking needs to be removed and rebooked. Please contact the local support for information on how to remove existing bookings. This can be found under building specific information pages. 

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Microsoft offers training to help users familiarise with the tool. 

Get started with Teams Room – Microsoft Learn 

The University also offers guidance on holding hybrid meetings spaces, including location, booking and support. 

Hybrid Meetings | Information Services | Information Services

Meeting Organisers

• Before you enter the room, please check if the digital signage screen outside of the door shows the details of your meeting
• Once you have entered the room, ensure the screen is on at the control panel by pushing 'On' then 'Teams'
• The meetings for that day will appear on the MTR device. Press 'Join' on the meeting you have booked. If there is no 'Join' button, this is because the meeting does not have a Teams invite link. Refer to local support for further information.

In-person attendees

• We would encourage everyone to bring their own devices when joining a hybrid meeting. This facilitates better communication between in-person attendees and their remote colleagues as it allows all attendees to see one another, access the chat, raise hands, participate in Poll apps, and more.

Online participants

For users attending the meeting remotely, you can join through:

• The meeting invite sent to you through Outlook -  This invite will include a link which you can click to join the meeting
• Your Teams calendar - All meetings you are invited to will appear in your Teams Calendar. Double-click the meeting in the calendar, and click the 'Join' button to join the meeting
• The Teams Channel - This option is only available for meetings which have been added to a Channel. You can go to the meeting post in the channel and select 'Join'
• The meeting chat - if the meeting has begun, you will see the meeting chat appear in your recent chat list. You can join the meeting from here

Before and during a meeting, the organiser can assign participants to breakout rooms with time control and reassign users to different rooms. The University offers a full page about using Breakout Rooms below:

Breakout Rooms | The University of Edinburgh

You can add Q&A as a meeting organiser or co-organiser through Outlook meeting options before or during a meeting or webinar. After turning on the function, the organiser and co-organiser can moderate questions, pin conversations, and dismiss or remove questions in the meeting. This feature is useful for large events such as Town Halls, Webinars, and training sessions.  

How to enable Q&A in your meeting - Microsoft Support

If you are a meeting organiser, co-organiser, or presenter, you can create polls for your meeting by clicking on the scheduled meeting in Calendar, and adding the Polls tab. The poll will be saved as a draft, and you can launch it before, during, or after your meeting. You can also close a poll, export results, and delete the poll via the same Polls tab. See further guidance below:

How to create a Poll in your meeting - Microsoft Support

Any Teams meeting or call can be recorded by the organiser or users from the same organisation. The audio, video, and screen-sharing activity will be captured in the recording. After the meeting was scheduled to end, you can access the meeting recordings in OneDrive for Business (non-channel meetings) or SharePoint (channel meetings). Users who are the owner of the video or have granted permission can download the video from OneDrive or SharePoint. Microsoft offers further guidance below:

How to play, share, and download meeting recording in Teams - Microsoft Support

Attendance report can be accessed by everyone unless organisers opt-out. The report will pop into the chat around five minutes after your meeting ends. Participants can select and download the file if they wish. See below for further guidance:

Opt-out of attendance reports 

If you are the organiser, you can also access the report from the Attendance tab in the meeting invite. The report can be viewed directly in Teams, or downloaded as a CSV file. For details about accessing and managing meeting reports, please check the following guidance from Microsoft:

Manage meeting attendance reports in Teams - Microsoft Support