Page content

To book the Video Conferencing Room for a Teams Meeting

If you wish to book a Teams meeting that uses one or more of the video conferencing or telepresence rooms create the Teams meeting as normal in Outlook. You would then add the relevant room as the Location from the options available.

Using Outlook Location to Book a Videoconferencing Room

Outlook Location field highlighted in a screenshot image

You will receive confirmation that the room has been booked via an acceptance email and if the room is unavailable the meeting will be declined by the room. This will contain information on who has the room booked at this time.

Checking the availability of the Video Conferencing and Immersive Suites

The Videoconferencing and Immersives suites can be added to your Outlook calendar as you would any other staff account. You can select the rooms from Room List under the Add Calendar option in Outlook.  This allows to you to view their availability throughout the year.

During the meeting

During the meeting there are specific action that can be carried out using the TC10 tablets found on the desktop and functions that are only available via individual devices of participants.

Desk top TC10 Tablet Functions

Participants can display emojis to the rest of the meeting via the tablet. The Face and Waving Hand icon on the bottom menu bar of the tablet will list the options available.

To view the meeting chat on the large screens within the rooms select the Quartered Square icon on the bottom menu bar of the tablet. This will display the chat on the right hand side of the screen or hide it as appropriate.

Individual device in the room

To share content with meeting participants connect your device via the HDMI cable beside the tablet. This will automatically start to share your screen with participants both in the room and with those joining from other locations.

To stop sharing your content simply disconnect the HDMI or press the Cross in a Box icon on the tablet.

If participants within the videoconferencing room wish to contribute to the chat this must be done via individual devices and so these staff must be invited as participants to the meeting.

Recording of the meeting for audio visual and/or with transcript can only be carried out on devices and not via the TC10 tablet. Please note that for transcript purposes the rooms do not differentiate between individuals within the room. Any contribution by a participant in the room will be assigned to that room on the transcript.

Good Practice

If any participants have their own device within the room and are connected to the meeting to contribute to the chat or record the meeting it is good practice to mute the speaker and microphone to avoid any feedback disruption.

Please note when sharing your screen this will also share any pop up notifications that may occur and participants are encouraged change their availability on Teams during meetings to avoid this.