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How to Connect Your Meeting Room System to Microsoft Teams
7 min. read
Updated onMarch 12, 2024
updated onMarch 12, 2024
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Key notes
The pandemic pushed companies all over the world to adapt to an online work environment. Therefore, as more and more people started working remotely, the demand for online meetings also grew.
As a result, companies such as Microsoft started focusing on improving and expanding the features of their meeting services.
They developed, overhauled, and added new changes to Microsoft Teams, striving to make it the best online meeting tool.
Using MS Teams is simple, but to benefit from all of its tools and customization, a company planning to hold huge meetings needs to ensure that it’s easy to join meetings no matter what type of meeting room system you’re using.
Use meeting room hardware
If you’re part of an organization that has thousands of employees scattered across the world, regular meetings with the team are key to staying in touch.
Organizations need to make it easy for employees in the office to meet with colleagues who are working from home.
Offices set up to ideally accommodate a hybrid workforce ensure that there are plenty of video meeting rooms dedicated to holding online meetings.
Board rooms and huddle rooms must be equipped with gear that facilitates clear and concise collaboration between coworkers and guests.
Beyond the video system, meeting rooms need high-quality microphones, a control device, displays, and tables or desks and chairs.
How do I connect a meeting room system to MS Teams?
1. Connect your physical equipment
The first thing you need to do when creating a meeting room for your company is to make sure you have all the necessary hardware.
A central unit that acts as a console is required, which you will use to connect all the other peripherals needed for the room.
The central unit should have a tablet or othertouchscreen-enabled deviceconnected to it that will serve as a command center.
Ethernet connection is also recommended to make sure there is enough bandwidth for video and screen sharing.
Connecting the display TVs, the microphones, and the other peripherals can be done through cables (HDMI is the best choice) or wirelessly if the devices support it.
Now, in order to access Microsoft 365 services, all the devices need Dynamic IP addresses instead of static ones until the initial configuration is completed.
2. Ensure all employees and guests can connect to Microsoft Teams meetings
Not all participants will be in front of a computer when joining a Microsoft Teams meeting. For the best meeting experience, colleagues at the office will likely want to join from a dedicated video meeting room.
External guests may also be joining from their video systems. To ensure that everyone can join a Microsoft Teams meeting from any device, a Cloud Video Interoperability solution is needed.
Certified Cloud Video Interop (CVI) solutions for Microsoft Teams enable everyone to securely join the meeting, no matter what device they’re using.
3. How to use a third-party CVI solution
It’s easy for meeting participants to use a CVI solution to connect to a Microsoft Teams call.
Pexip enables any standards-based video conferencing systems on SIP and H.323 to connect to Microsoft Teams meetings seamlessly. Participants need to apply the following steps:
3.1. Using a remote control or touch screen
When using the remote control or the VTC’s touch screen, you can call into the meeting either via a Virtual Reception or by directly dialing the meeting address.
3.2.Dialing in via the Virtual Reception
3.3. Dialing the address directly
4. Using the Pexip mobile app
The user needs to download and install the Pexip mobile app and allow the app to read the calendar used for Teams invites. SeeDownloading the appsfor more information.
When using the Pexip mobile app to join a Teams meeting with a VTC you can either join from a list of VTCs or use QR code scanning.
4.1. Joining from a list of VTCs
These options require an active endpoint subscription if your organization has adopted them.
4.2. Scanning a QR code
This option requires an active Pexip endpoint subscription. If your organization has adopted QR codes to join video meetings, seeUsing your smartphone to join video meetings with MeetingConnectfor instructions on how to join the meeting.
5. Meeting room mode
Meeting room mode (MRM) is a simple way to join scheduled video meetings with a single click. It works by integrating your video conferencing units, the Pexip mobile app (running on a shared mobile device), and your company’s existing calendar/room booking system.
SeeMeeting room mode (MRM) setup guidefor more information.
Thankfully connecting systems to MS Teams is a breeze thanks to companies such asPexip, which uses Cloud Video Interoperability (CVI) that enables SIP and H.323 video conferencing system to join MS teams.
These systems will work as if they were native Microsoft clients, letting authenticated systems participate in the conferences without lobby bypasses or other additional user interaction.
Pexip lets you connect to different meeting room systems using different methods. The service also provides both a downloadable app or a web-based version.
The easiest way to join a VMR (your own room, or one hosted by somebody else) is by accessing a Pexip room invite link.
You can also join using a remote control or touchscreen device:
Microsoft Teams receives constant support
Microsoft dedicated a huge amount of resources and time to developing Teams. They are still coming up with new features as we speak.
One of the company’s priorities is security. Since lots of big organizations rely on MS Teams for their conferencing and meetings, the risk of data leaks is high. This is why it’s key that you trust the third-party solutions that are integrated into MS Teams.
The Redmond giant rolls out weekly security updates to stop any possible data breaches. Besides the security updates, they also add new features that will improve your experience with the software.
That’s how you can set up a meeting room system andconnect it to Microsoft Teams. We included all the steps and procedures that need to be followed.
Even more, learn how tocreate Breakout rooms in Teamsand take advantage of them, since they come with various customization options so you can control the flow of the meeting.
We also have a guide onhow to set up Teams Walkie Talkiefeature, and great guide on what to do ifBreakout Rooms in Teams aren’t working.
Leave a comment in the section below and tell us what you think about the article, or share any other feedback regarding the subject.
Alin Lazar
Alin Lazar is a young, free spirit, and open-minded person with a burning passion for technology and writing. Always eager to help, he devoted himself to assisting others with their computer-related problems.
He received his first computer when he was 8, and his interest in hardware and software grew as he got older and technology advanced. Now he always keeps up with the newest gadgets.
When he isn’t writing articles, you will mostly find him reading a book, poorly playing guitar, or goofing around with his friends.
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