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Learn to Create and Manage Teams Breakout Rooms in under 10 Minutes
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- čas přidán 12. 08. 2024
- In this tutorial, learn how to use Teams Breakout Rooms to create multiple virtual meeting rooms and let the meeting participants collaborate in a smaller group session. Then, they can come back to the main meeting with fresh new ideas. The meeting organizer can create and manage rooms, including opening, closing, and moving participants between rooms.
Microsoft Teams Fundamentals Course - Coming in October 2024.
Chapter Markers:
0:00 Must do this first
0:30 Set up Breakout Rooms
2:35 Room Settings
4:51 During Meeting
6:59 Participant from Web App
7:51 Back to the Organizer
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Hi all, wanted to share an update to Breakout Rooms...FINALLY, a co-organizer can help you manage the breakout room during the meeting. They cannot set them up in advance but can while the meeting is happening.
Excellent Video ... thank you Heather, and love your clear style!
You are so welcome! Always happy to share what I learn with others. Wishing you a great day :)
You may wonder why I keep pointing out the difference between Teams Desktop and Teams Web. Well, depending on how companies set up the work-from-home situation, many people are restricted to the Web app and are like “hey I can’t find this feature.” Rather than making you hunt for an answer, I try to include those details.
Really clear and comprehensive instructions - thank you!
You are very welcome.
Thursday May 25
This was great. Up to date. You're ahead of Microsoft.
LOL not really, I just teach Microsoft 365 tools all day at work for a very large company. People constantly amaze me with the unique ways they try to use the Microsoft tools and then I just take notes so I can share.
Thank you very helpful
You're welcome!
Very well presented and explained! New subscriber here.
Hi Jeffrey, glad you found the video useful.
Great intro to Breakout Rooms!
Goran, thank you for the feedback. Hope you are having a wonderful day.
Very well explained, thank you very much. I have already subscribed. It seemed effort less for you to get into the room as an instructor. However, I did not manage it that easily in my trial session with 4 participants. I did not manage to go into 1 out of two rooms to visit the participants. Do you have any idea why that might be?
I have seen this occasionally when there is a bandwidth issue. When the internet connection is weak Teams will struggle to switch from one room to the other. This is way I plug my computer into the internet outlet in the wall when I conduct large training events, especially with breakout rooms.
Thanks Heather, very helpful. Question- can you assign people automatically to breakout rooms whilst the meeting is happening, rather than choosing who will be in each room? I didn't see that option in the video. Thanks.
Hi Izzy, I just double checked my version of Teams and once the meeting is in progress it becomes a manual process. Teams is constantly changing so hopefully the option to auto assign during a meeting becomes available. But for now I don't see it.
@@HeatherMajors thanks Heather
Thanks for the video, quick question: I have added several people from our company to a meeting and several external people. The ones from our company I could assign without problem, the others didn't appear in the selection to be assigned so I was not able to assign them. Do you have an idea why this might be the case?
We have a training coming up with a client and we were planning to use MS Teams for that one. If we cannot pre assign to breakout rooms, however, this would be hard to set up.
Noah, Teams is basically looking at your external people as guests and there are features that do not work for guest as they would for internal people who are basically native to the environment. Assigning to a room is one of those features. The IT people where I work gave me a complicated explanation for it when I had the same question a few months ago but it boiled down to something like, if they are not in the global address list you have to assign them to a room after they join the meeting.
This is SO helpful, thank you!!! Question - it appears that while in the breakout rooms, participants cannot see the room name. Is this the case? I plan to rename my rooms to specific topics, but unsure if once opened, the participants can see what room they are in. Can you advise? thank you!
Hi, what I have noticed is that if the person joins from the Teams web app then no, they don't see the room name. If they join from the Teams desktop app they will see the name. No idea why that is the case just know that is what I see.
Hi Heather, thanks so much for the helpful and well explained video! Question - is it possible to create breakout rooms on behalf of other person? For example, I’ve been given Outlook mailbox delegation of my boss and I create meetings on behalf of him. I’m not quite sure if I could create breakout rooms when the meeting is started. BTW I’ve tried to set up myself as co-organizer, but I still couldn’t see “breakout rooms” button on the top of meeting setting page. Or the co-organizer can only do breakout rooms when the meeting is on?
Much appreciated your help!
Hi Carina, I checked the most recent permissions matrix that I have access to and according to the MS documentation, a delegate cannot set up breakout rooms on behalf of someone.
@@HeatherMajors Thanks so much for your swift reply! If being a delegate doesn’t work, how about co-organizer? I’ve been trying to be co-organizer, but it doesn’t work though.
Hi I had to go back to the matrix. From what I see the Co-organizer role and the Breakout Room Manager role are two separate things. If my memory serves, I was in a Microsoft public meeting a few weeks ago and they said the engineers think of Breakout Rooms being a distinct things and they were not going to merge that functionality into the co-organizer role. I recall this because my boss was like this is nuts. Here is a public facing article that talks about co organizer and breakout room. It is not a lot but it does confirm that they are two roles. support.microsoft.com/en-us/office/add-co-organizers-to-a-meeting-in-teams-0de2c31c-8207-47ff-ae2a-fc1792d466e2#:~:text=Co%2Dorganizer%20capabilities&text=Change%20meeting%20options%20during%20channel%20meetings.&text=Note%3A%20To%20make%20co%2Dorganizers,the%20breakout%20room%20manager%20role.
Note: I don't work for MS but do have meetings with them sometimes so I have to be careful only to share public info :)
@@HeatherMajors Hi! I have follow up question to this as I am inquiring about the same topic. The link you referenced mentions that co-organizers can become a breakout room manager. How is that different from them being able to actually start the breakout room session by clicking the button on the the top of the desktop app? For example: I will setup the meeting but will have my co-organizer be the person to create and manage the rooms. Is that possible? From what we've tried, only the person who created the meeting can create rooms. Not the co-organizer.
Dino, Microsoft has a special role called breakout room manager. This will allow a second person to help manage breakout rooms (beyond the organizer). I found this article very helpful when trying to assign a breakout room manager www.marquette.edu/microsoft-teams/breakout-room-managers.php. This role is separate from Co-organizer according to the Microsoft roles factsheet I was given.
Can participants in the breakout rooms see the timer you set? If so, is it necessary that you send an annoucnement that there is '5 minutes left'?
Justin, keeping in mind that Teams can have different features in Education, Government, and Commerical space, I will say the version I use does not show the timer until you get a 1-minute warning. In my experience, this feels too abrupt for some people, thus why I used the example of sending a 5 min announcement. However, even if you see a timer in your version of teams, the organizer can get creative and send any kind of message they want. I have one coworker who uses trivia questions as a team-building exercise. They send the question to all rooms a few minutes before bringing them back to the main meeting and then ask who has the answer. Corny, maybe. But hey they are trying.
Are participants able to move to a particular breakout room of their choosing without being assigned to that breakout room?
HI Antoinette, the organizer is the only one who can move people from one room to another. If someone joins the meeting late or was not assigned they will be in the main meeting room until the meeting organizer assigns a room.
Hi, if a group used the whiteboard in the breakroom and everyone is back in the main room, is there a way to share the whiteboard with all the participants?
Depending on how you admin set up the environment, you should be able to find the whiteboard in the Whiteboard app, open it and get the sharing link. At least I can.
Is it possible to set up waiting rooms for each breakout room and have the presenter admit the attendee’s?
The meeting has a lobby but once you admit people to the lobby they will stay in the main meeting until you move them to a breakout room. You can set up a situation where you don't assign a person to the breakout room so they will remain in the main meeting while everyone that was assigned to a room will move. That can be a defacto waiting room. But that is the closest thing I can think of.
Hello, why the option "add participants" to the break out room is grayed out?
Jay, it could be a couple of things but my best guess is that it has something to do with how your admin has set up Teams Breakout rooms. For the longest time our admin had a setting selected that would not allow people to be assigned to rooms until they joined the meeting. Once the joined the button would be active.
can we use the breakout rooms with the free version of MS teams?
The ability to create breakout rooms is not on the free version of Teams.
I am unable to see any of those options, both during the meeting and before hand even though I am the meeting organiser. What could be the reason for that?
HI Ambica, In my experience there are 3 reasons that you are not seeing breakout rooms. 1 your admin has not turned on the option to use them. 2. You are using the web-based version of Teams. 3. The license you/company has purchased does not include the breakout room feature. I have them at work but not on my personal account since I bought the cheap limited feature license for at-home use.
@@HeatherMajors oh okay I get it mine is a personal account which is maybe why it doesn't seem to have that option. Thank you 😊
Glad I could help figure it out. Yea, there are multiple license options and they are hard to understand for what features come with what price point.
Thursday May 25
Um, I am not sure what that is supposed to mean. Mis tell?
This might be more effective broken down into smaller chunks and steps repeated at least three times. This is a lot to take in with no practice.
Rick you are speaking my instructor language. When I teach live classes I tend to repeat myself a lot to reinforce a concept. But I never know how much I can push that on CZcams before people skip right on over the video. I appreciate that you felt comfortable enough to share your perspective. It all helps me know how to make good videos as we go along learning together.