Microsoft Teams Breakout Rooms (GA) · 2020. 12. 11. · Microsoft Teams –Breakout Rooms...

Thiago Beier thiago.beier@gmail.com Microsoft Teams – Breakout Rooms – 12/11/2020 Version 1.1

Microsoft Teams Breakout Rooms (GA)

About the Author Thiago Beier

Microsoft Consultant focused on Azure, M365 and Server Infrastructure. Thiago blogs at https://thiagobeier.wordpress.com He maintains a GitHub Repository where he shares his scripts https://github.com/thiagobeier/scripts https://github.com/thiagobeier/posts Located in Toronto, ON Canada joined Long View Systems in 2019 and works on Azure and Modern Workplace team.

Table of Contents About the Author .......................................................................................................................................... 2

Teams Breakout Rooms (GA) ........................................................................................................................ 4

Before you start bear in mind that: .......................................................................................................... 4

Evaluating Teams Breakout Rooms .......................................................................................................... 4

Create Breakout Rooms (Preview) ............................................................................................................ 7

Breakout Rooms options......................................................................................................................... 11

How user joins from a browser ............................................................................................................... 16

Side by side on screen ............................................................................................................................. 19

Managing the Breakout Rooms .............................................................................................................. 20

Assigning users to a Breakout Room ...................................................................................................... 23

Organizer Roles and Options .................................................................................................................. 29

Checking initial Meeting status ............................................................................................................... 32

Participants and Chat .............................................................................................................................. 33

Sharing content on a breakout room ...................................................................................................... 33

Web browser share content experience (same as on regular meetings) ............................................... 34

Web options ............................................................................................................................................ 35

Rejoining experience ............................................................................................................................... 36

Leaving a breakout room ........................................................................................................................ 37

Organizer view ........................................................................................................................................ 38

Side by side full screen experience ......................................................................................................... 40

Close all rooms at the same time ............................................................................................................ 41

Teams Mobile App experience ................................................................................................................... 47

Login Experience ................................................................................................................................. 47

Joining to a Meeting ............................................................................................................................ 48

Checking Meeting Participants ........................................................................................................... 49

Checking on Room 2 meeting experience - 1 ..................................................................................... 50

Checking Room 2 meeting experience - 2 .......................................................................................... 51

Checking Room 2 meeting experience - 3 .......................................................................................... 52

Checking Room 2 meeting experience – 4 .......................................................................................... 53

Checking Room 2 meeting experience – 5 .......................................................................................... 54

Teams Breakout Rooms (GA) Hi there in this post we’re covering how Teams has introduced Breakout Rooms (GA)

More info at Microsoft Teams User Voice Channel

https://microsoftteams.uservoice.com/forums/555103-public/suggestions/35000044-introduce-

breakout-room-functionality

M365 Roadmap https://microsoftteams.uservoice.com/forums/555103-public/suggestions/35000044-

introduce-breakout-room-functionality

Before you start bear in mind that: • You can create up to 50 Breakout Rooms

• Only the Organizer can manage the Breakout Rooms

o add or remove members to Breakout Rooms.

o open, close and remove Breakout Rooms.

o rename and remove Breakout Rooms.

Evaluating Teams Breakout Rooms Open your Teams Client App on Windows and go to Calendar

Click on Meet now to start a new Meeting (your click on New meeting to schedule and send invitation to

other people: internal and external)

Give to this meeting a Name and change your meeting settings and click Join Now

- Computer Audio

- Phone Audio

- Room Audio

- Don’t use audio

- Camera settings (with or without background effects)

On the top right corner at the right side of the raise your hand option you can find the Breakout Rooms

Click on it to set this up – a Wizard will be initiated.

Create Breakout Rooms (Preview)

On the Create Breakout Rooms (Preview) wizard select the options accordingly and click on Create

- Rooms quantity: up to 50

- Participants: Automatically or Manually assigned

Scroll down the quantity menu to select how many Breakout Rooms you’d like to have.

Select the participants options and click on “Create Rooms”

- Automatically - Manual

After you click on Create Rooms you should see the message below “Your rooms are being created”

You have now your 02 (two) Breakout Rooms created

You can freely navigate between the meetings options without losing your Breakout Rooms settings:

- Participants

- Chat

- Raise your hand

- Breakout Rooms

- More options, camera, microphone (mute), share contents and leave meeting.

- If you click on Leave the main meeting and the breakout Rooms are closed / gone.

Breakout Rooms options - Rooms settings

- Recreate Rooms

Rooms settings - Automatically move

people into breakout rooms

Hove the mouse over the “…” 3 dots for more options on each Room

If any user tries to join / rejoin to the initial meeting you still see the Lobby option (view lobby or admit)

You can check for the participants or who’s trying to get into the meeting.

Once you go to the participants tab, you’re able to admit any user as done on any regular meeting.

How user joins from a browser

User sees the meeting name, pick a name (guest user), configure audio, and video options and click Join

Now (as a guest you need to be admitted to the meeting as shown before)

Side by side on screen - Left side: Organizer joined to the meeting he’s started

- Right side: Guest user joined from a Browser (audio and video disabled for this capture)

- If a content is being shared by organizer (from a PC or Mac) or from the guest user (from the

browser) all joined users can see the content (iOS and Android).

Managing the Breakout Rooms - Expand the Assign Participants to see who’s on the meeting

Select the users and assign them to a Breakout Room

- Select each user (all users)

- Click assign and pick one Room

- Users are now assigned to a specific Breakout Room

Assigning users to a Breakout Room Assigning users to a Breakout Room doesn’t start / initiate the Room

Select the specific room you want to start and click on open room or click o Start Rooms at Manage

Rooms menu (below Assign Participants)

Users are now being moved to their Rooms

- Users will be joined to a new windows / meeting / room

Users will receive a notification

- “The breakout room session has started. You will be automatically moved in 10 seconds”

At the new window you’re now at the breakout room

- Check all options you have:

o Chat: all messages in this chat will be kept on this space as a chat history on Teams

client.

o Participants

o Device Settings

o Keypad

o Turn off incoming video

The message sent pops up on screen

Organizer Roles and Options Organizer can join the breakout rooms by clicking in Open (green) \ Join Room

You can now see Organizer (Thiago Beier) as Room 2 participant

- At this moment the initial meeting is on hold (you can resume to there if you leave this breakout

Checking initial Meeting status Checking initial Meeting (Breakout Rooms) status (alternate Teams Client window)

- Total time on hold (since Organizer joined a breakout room)

- Resume option

Participants and Chat

Sharing content on a breakout room - Users from Windows PC and Mac can share and see content

- Users from iOS and Android can share and see content

Web browser share content experience (same as on regular meetings)

Web options

Rejoining experience - Users who left the meeting room accidentally can rejoin

o Go on Microsoft Teams client

o Check for the meeting name chat (history)

o Click on it and check the join option (click on join) and you’re back to the breakout room

or initial meeting (you need to be admitted again)

Leaving a breakout room - Click on Leave

Organizer view - After the organizer is left from a Breakout room, he/she needs to click on Resume to resume

main meeting

Now Organizer is back to main meeting

- You’re now able as organizer to control Breakout Rooms

o Close rooms

o Add room

o Open specific rooms

o Close specific rooms

Side by side full screen experience - Left: Organizer view

- Right: Guest view (raise your hand and participant tab)

Close all rooms at the same time - Click on Close rooms to close them all at the same time

- Users should be brought back to Main Meeting “Breakout Rooms”

o Sometimes users need to check the chat history on Teams App to rejoin the main

meeting

When users are back to Main Meeting, they’re able to check its meeting separate chat

- Left: Organizer view (chat message)

- Right: Guest view (chat message)

User who failed to be sent back to Main Meeting (rejoining experience)

User shows on Participants tab.

Web browser experience when breakout rooms are closed.

Users are back to Main Meeting (breakout rooms are now closed)

Teams Mobile App experience Login Experience

Joining to a Meeting

Checking Meeting Participants

Checking on Room 2 meeting experience - 1 - Room Name

- Raise your hand

Checking Room 2 meeting experience - 2 - Chat notification

- Participants list

- Raise your hand

Checking Room 2 meeting experience - 3 - Chat history & interaction

- Checking Meeting history on Microsoft Teams App

o Regular Meetings: “Meeting with Name”

o Room 2: Breakout Room Name

Checking Room 2 meeting experience – 4 - Rejoining to a meeting (reported null as meeting name to Microsoft Community)

- Rejoining to a previous Breakout Room

Checking Room 2 meeting experience – 5 - Rejoining to a meeting (reported null as meeting name to Microsoft Community)

- Rejoining to a previous Breakout Room

- Checking Meetings’ history

Microsoft Teams Breakout Rooms (GA) · 2020. 12. 11. · Microsoft Teams –Breakout Rooms...

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