Creating Breakout Rooms in Teams - University of Exeter · Creating Breakout Rooms in Teams This...

Creating Breakout Rooms in Teams This guide will show you how to create a Breakout Room in Teams using the current available functions. Once Teams is updated with a dedicated Breakout Room function this guide will be updated. This will only work if you are an Owner/Member of a Team and are able to create Channels!

Table of Contents Creating Channels for your Breakout Rooms ................................................................................... 2

Creating the Main Meeting & Breakout Rooms for the Channels ................................................... 4

Accessing the Breakout Room .......................................................................................................... 6

Creating Channels for your Breakout Rooms

From the Teams Client Select “Teams”. Locate the team you wish to host the meeting from. Select the “…” icon.

Select “Add Channel”.

Create a meeting channel to host the main meeting from. You can also enable/disable the option to automatically make this channel appear for all members

Commented [JN1]: Should it mention ticking ‘Automatically show this channel in everyone’s channel list’?

Create as many breakout room channels for that meeting as necessary.

From your Team view you should be able to see your:

1. Meeting Channel 2. Breakout Channels

(You can record

Commented [JN2]: Probably too much detail, but what about re-ordering the channels?

Commented [r3R2]: @Neal, Jenny I don’t think you can

Commented [NJ4R2]: @Lawrence, Ryan you could prefix them with 1, 2, 3 etc

Creating the Main Meeting & Breakout Rooms for the Channels

Select the “Calendar” Icon Select a timeslot Or The “New Meeting”.

Inside the Details pane. Create your calendar invitation and instead of using the Add attendees use the Add Channel option. Select your Team & Main meeting channel to invite all members. Select “Send”.

Replicate this for the Breakout Room channels

Commented [JN5]: Highlight the Calendar icon on the left hand rail

You will notice that the meetings all appear in the attendees calendars.

You will also find the invitations located in the Teams channel that you invited.

Commented [JN6]: Change invite’s to attendee’s?

Adding the Breakout Rooms to a Calendar Invite or Meeting Chat

Open the Meeting via Teams or Outlook.

Click “Join” or “Join Online”.

Select “Join Now”.

Select the “Show Participants” Icon.

Select the “Copy Join Info” Icon as highlighted.

Paste the Join Link into the Calendar Invite or the Meeting Chat.

If you select the option to add to Calendar this will update the invitation with an additional Teams link.

If you add multiple rooms, you can add text to make them more easily identifiable. However these meetings will also be available

Commented [JN7]: Are these more optional steps? The meetings for the breakout rooms will already be in everyone’s calendars, so I guess this is just making it obvious to everyone to everyone which meeting to join?