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 really benefit from all of its tools and customization, a company that plans 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 stay 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 other touchscreen-enabled device connected 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 own video systems. In order 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 seamlessly connect to Microsoft Teams meetings. Participants just need to follow the below 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. See Downloading the apps for 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, see Using your smartphone to join video meetings with MeetingConnect for 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 with the Pexip mobile app (running on a shared mobile device) and your company’s existing calendar/room booking system. See Meeting room mode (MRM) setup guide for more information. The easiest way to join a VMR (your own room, or one hosted by somebody else) is by accessing a Pexip room invite link. 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. 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 breach. 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 and connect it to Microsoft Teams. We included all the steps and procedures that need to be followed. Leave a comment in the section below and tell us what you think about the article, or share any other feedback regarding the subject.

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