Microsoft Teams Rooms are purpose-built calling and meeting room solutions that deliver a native Microsoft Teams experience with HD audio and video on Teams-certified hardware.

The Teams Rooms experience is available on modular, integrated, or all-in-one Teams-certified devices. Modular solutions consist of a touch-panel control in the center of the room that allows you to manage the meeting without leaving your seat. These solutions can pair with certified A/V peripherals enabling customizable configurations that scale to any room size. Integrated solutions are designed for smaller spaces and bring together the speakers, microphones, camera, and computer into a single device that can be mounted on any display.

Below is a quick list of things to consider before setting up a Teams Room:

• Teams Room onboarding requests are handled via the helpdesk ticketing system ("Telecommunications" > "Teams Room" request type). Once onboarded, management of Teams Rooms is performed using the Manage Teams Rooms tool in the Resource Coordinator Tools. When a Teams Room request is submitted and approved, the requesting coordinator will receive email notifications as the Teams Room is scheduled for onboarding and when it goes "live" with Teams Voice.
• Front line support (e.g. configuration and mantaining a Teams Room device) is the responsibility of your area's IT support. Please review Microsoft's Meeting room guidance for Teams and have support staff familiarize themselves with the use of various Teams Room functions and options before transitioning a conference room to a Teams Room.
• Telephone records and the current state of conference rooms (e.g., is there a legacy VOIP device in the room with a number that should be re-purposed?) vary widely on campus. As Teams Rooms requests are submitted, Division of IT staff will reach out to the requestor to verify specifics for the requested Teams Room. Providing as much applicable information in the original request aids that conversation.

Teams Rooms requests are typically processed within 7 days of submission. Once approved, it takes a minimum of 4 days to onboard a Teams Room account. The multi-day cutover is required for licensing and M365 settings to be applied before an account can be onboarded. Once the Teams Room account is set up in Microsoft 365, there may be additional configuration steps needed to configure the Teams Room device itself.

Teams Voice onboarding responsbilities can be delegated to any staff member a primary resource coordinator choses, including non-IT staff. Departmental HR Managers, Office Managers or other Administrative Staff can be made secondary coordinators for your department using the existing "Add Coordinator" functionality. Once designated individuals have been aded as secondary coordinators, primary coordinators can use the "Set Coordinator Access" option in the Teams Voice section of the Resource Coordinator Tools.

If a number is present in the conference room being converted to a Teams Room, Division of IT will use existing location data associated with that number for emergency services. To confirm the information on file is accurate or if you are requesting Teams Room service for a new room, please include building and room data when you submit the onboarding request. If you have questions or need to update emergency services location information for existing Teams Rooms in your area, please submit a new support request using the "Telecommunications" > "Teams Room" request type at https://helpdesk.colostate.edu/helpdesk.

Yes, a telephone number is required for Teams Rooms in order to make full use of the available Teams Voice functionality. If you have an existing phone number associated with a conference room, you can port that number to your Teams Room device. If you are onboarding a new room and need a new phone number assigned, please include that information when submitting the Teams Room onboarding request.

Passwords can be set for Teams Room accounts using the Manage Teams Rooms page in the Resource Coordinator Tools - note that you will only see the option to set a password for a room that is already approved for Teams Voice.

Generally, colleges and departments may purchase and use whatever supported Teams Room device they prefer. Please refer to the list of Microsoft Certified Teams Room devices for more information.