For Project-Related Enquiries, Bulk Purchases, Or The Best Prices, Click On The Item And Choose "Request For Quotation".
Due To Supply Constraints, Some Products May Require Additional Shipping Time. We Will Contact You If Your Order Is Affected.
Can't Find What You're Looking For? Reach Out Via Our Website Chat Or Email Sales@sourceit.com.sg.
Cart 0

Microsoft Teams Room Setup Guide

Microsoft Teams Room Setup Guide

Overview

Setting up a Microsoft Teams Room (MTR) transforms your workspace into a smart, connected meeting environment for hybrid collaboration. Whether you’re outfitting a small huddle space or a large boardroom, following a structured setup ensures reliable performance, smooth integration, and a professional meeting experience.

Step 1: Plan Your Room Layout

Start by assessing the room size, acoustics, and seating layout. Decide how many participants will typically join and where displays, cameras, and microphones should be positioned.

  • Small Rooms: Use all-in-one video bars and compact touch consoles.

  • Medium Rooms: Add separate cameras, mics, and dual displays.

  • Large Rooms: Use multiple mics, speakers, and ceiling-mounted cameras for full coverage.

Step 2: Choose Certified Teams Room Equipment

Select Microsoft Teams Certified Hardware from trusted brands like Logitech, Poly, Jabra, Yealink, HP, and Lenovo. Ensure your camera, microphone, and console are certified for seamless plug-and-play compatibility.

Step 3: Prepare the Network and Power

Ensure your meeting space has stable wired or wireless internet, proper power outlets, and HDMI or USB connections where needed. For enterprise deployments, use VLAN segmentation and enable QoS (Quality of Service) for better video call stability.

Step 4: Install Hardware Components

  • Mount displays and cameras at eye level.

  • Place microphones evenly around the table or use ceiling arrays for large rooms.

  • Connect the compute unit, camera, and console following the manufacturer’s wiring diagram.

  • Power on all devices and confirm that they detect each other.

Step 5: Configure the Room Account

Create a Microsoft 365 resource account for the meeting room (e.g., meetingroom01@yourdomain.com). Assign the correct Teams Rooms license (Basic or Pro) to the account, and sign in on the device using those credentials.

Step 6: Set Up and Calibrate

Once signed in, configure video framing, microphone sensitivity, and display output. Test a Teams meeting to verify audio, camera angles, and screen sharing work properly.
If using dual displays, assign one for participants and one for shared content.

Step 7: Connect to Teams Admin Center

Add your Teams Room device to the Teams Admin Center for centralized management. This allows remote monitoring, updates, and troubleshooting for all deployed rooms.

Step 8: Test and Finalize

Run a live test meeting to ensure all participants can see, hear, and share without lag. Make small adjustments to lighting, camera framing, or speaker volume for optimal experience.

Best Practices

  • Keep firmware and Teams app updated regularly.

  • Label and document each device connection.

  • Train end users on how to start or join meetings quickly.

  • Use Teams-certified accessories for consistent quality.

Our Partner:SourceIT | Brands We Work With