MS Teams using a dedicated room account

We advise first ensuring that the room calendar is set up according to pre-requisites as outlined in the user guide - summary below.

The Exchange account for the room calendar must be set up as follows:

1. Set mailbox type as a room.
2. Prevent the organiser name from replacing the original meeting subject
3. Set the mailbox to retain the body of the email invitation
4. Set the mailbox to retain the meeting subject
5. Set the mailbox to auto-accept meeting invitations

Once you have the room calendar set up according to the recommended pre-requisites, one-touch meetings should be enabled from the room calendar’s point of view. At this stage we must also ensure any relevant video conferencing tools are set up accordingly. Please see below for MS Teams configuration.

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Setting up Microsoft Teams

Microsoft Teams may be used in in different ways, determined by the sign in method. The sign in method of choice will depend on how you wish to manage meetings for the space, more specifically the level of participation of meeting room participants, along with their admittance to meetings.

We would encourage you to configure MS Teams using the Microsoft Teams Admin Center, where you’ll have the ability to manipulate parameters according to your policy needs (i.e. organization-wide policies, per-organizer policy, etc.) and participant interaction to meetings (i.e. let anonymous people start a meeting, automatically admit people, etc.).

Microsoft’s documentation on this subject is thorough, so we would recommend following the official guidance in this instance. Please see relevant links below:

• Manage meeting policies - Overview
• Meeting policy settings – Participants & guests
• Microsoft 365 Admin Centre – Follow this link > Sign in > Show all in the left-hand navigation > click Teams under Admin Centers

Removing MS Teams chat messages and data is possible thanks to retention policies, which are accessible via the Microsoft Compliance Centre. Again, in this instance we would recommend referring to official documentation on the subject. Here are relevant links on that:

• Retention policies and labels
• Retention for Microsoft Teams
• Microsoft Compliance Center