How to set up a Teams Rooms device

The guidance here should work with all Teams Rooms certified systems.

Step 1: Set up a Teams Rooms account

For staff in colleges and departments:

Speak with your local IT team to confirm or set up a suitable Teams Rooms account.

For ITSS:

1. Check if there is already a Nexus resource account used for booking the room
2. If you need a new Nexus resource account then use the IT Self Service Catalogue and search for Secondary Mailbox / Account Request (select the Nexus resource mailbox, and then Teams Room options)

For staff in UAS:

1. Check if there is already a resource account used for booking the room
2. If you need a new Nexus resource account then use the IT Self Service Catalogue and search for Secondary Mailbox / Account Request (select the Nexus resource mailbox, and then Teams Room options). Your request will be reviewed by the UAS IT Support Team, who may be in touch to discuss your requirements
3. If you have a mailbox and need to convert to a Teams Room, contact the IT Service Desk confirming the display name, email address and a cost centre to receive the Teams Room licence and call costs. These will be passed to the UAS Support Team to process    

Step 2: Configuring the Teams Room device

The process to configure a Teams Room device is usually model-specific: do read through the user guide for your device before proceeding.

1. Connect the device according to the user guide
2. Ensure that the device has power and network, then turn it on and leave for 24hrs to allow any updates to install. The login process in the next step will normally fail if a Teams update is pending, and the update cannot be initiated manually
3. Refer to the user guide to confirm, and change, the default administrator password. Record this in a secure password store as it cannot be retrieved / reset later. Some device models require you to complete the next configuration step before you can change the administrator password

4. Follow prompts on the device to configure it. Refer to the user guide or your supplier for assistance if required. In general this will require you to accept terms and conditions and then configure a number of device / account settings.

   Whilst settings vary from one device to another and may change with Teams Room updates, the following fields cover most variations (you will only need to use the settings available on your device):

   Setting	Configuration
   Email	The resource account address in the form abcd1234@OX.AC.UK
   Teams	Same as the email field above
   Exchange sign-in	Same as the email field above
   Password	The password for the resource account
   Supported meeting mode	Microsoft Teams (default)
   Modern Authentication	On
   Domain\username	Leave blank
   Configure domain	Leave blank
   Bluetooth beaconing	Off
   Auto screen-sharing	On
   Hide meeting names	Off
   Dual monitor mode	Off (unless you are connecting a second monitor to display shared content)
   Options and Third party meetings	Enable all options
   Join with room info	On