Contact Support

If you are an existing client to get support call us on:

+44 (0)1483 412 042

OR

Login to the portal

Support portal

If you've been given a 6-digit support code

click here

Not an existing customer?

Contact us

How to set up Microsoft Teams breakout rooms

Microsoft Teams is constantly evolving, as Microsoft develops new features to improve its collaboration capabilities. A significant new feature allows users to set up ‘breakout rooms’ during meetings. In this blog we explain when and how to use this great new feature.

 

What are Teams breakout rooms why should we use them?

 

A bit like during in person training, it’s sometimes great to be able to break down a large group into smaller discussion groups. With so many meetings and training events now happening online, Microsoft have added the ability to split your meeting participants into up to 50 separate virtual breakout rooms. The meeting organiser can easily move between whole group and break outs, without attendees having to use different meeting links.

 

Large Teams meetings are great for town hall style briefings, but they don’t lend themselves to constructive discussions, the breakout room feature means you can split your team in to small groups, and as the meeting host you can move between virtual rooms. Files created or worked on in the breakout rooms can be shared in the main meeting and meeting chat so everyone can access them.

 

How to enable breakout rooms in Teams

Before creating breakout rooms in Teams, the ‘new meeting experience’ will need to be enabled. To do this, you should ensure you are using the latest teams update and then follow the steps below

  1. Click on your profile (your initials or image in the top right) and choose ‘settings
  2. On the General tab in Settings, select Turn on new meeting experience
  3. To enable this change you will need to restart Teams.

 

How to use breakout rooms in Teams

There are some basic guidelines and points worth noting when using breakout rooms in Teams:

  • Only the meeting organiser can create, rename and delete breakout rooms, it is not possible to transfer or share organiser capabilities.
  • The organiser must be using the Teams desktop client to create and manage breakout rooms and participants.
  • Meeting attendees and presenters will not have visibility of breakout rooms option.
  • Breakout rooms cannot be set up before a meeting they must be created after the meeting has started.
  • The organiser can join breakout sessions, send announcements to breakout rooms and move participants between breakout rooms or back to the main meeting as needed.

 

Setting up breakout rooms

1) Start the meeting in the Teams desktop client and click on the breakout room icon.

 

2) Select the number of breakout rooms required and how you would like to assign participants

 

o Automatically – means that Teams will randomly assign the participants across the number of breakout rooms you select
o Manually – gives you the ability to determine who works with who

 

3) Click ‘create rooms’, a window will appear on the right hand side where you can manage the rooms, including renaming rooms, changing the status of rooms (open or closed) and assigning participants to rooms.

 

4) If you hover over the word closed, 3 dots appear, allowing you to Join, open, rename or close a room

 

5) Once you have added participants you can manually move/assign participants to a room by clicking on the box next to the name of the participant you want to move, select ‘Assign’ and choose any room you want to place them in. Participants who have not yet been assigned to a room will appear under the ‘Assign participants’ section. (If a room is deleted. Any assigned participants will be moved to the list of unassigned participants.)

 

6) Additional room settings are available by clicking on the 3 dots next at the top, here you can make announcements (A text based announcement that will appear in all rooms, for example letting people know they have 5 minutes to round up their conversations), and in Rooms Settings you can choose to automatically move people into opened rooms and allow people to move between the main room and the breakout room. You can also recreate rooms.

 

7) As the organiser, you can then move from room to room yourself, so you can check up on the progress of your participants. To join a breakout room, hover over the word ‘open’ next to the room title and select join room

 

8) At the end of a meeting, if the rooms are left open and the meeting is recurring the settings will be saved for the next meeting. If the rooms are closed the rooms chats become read only and the settings are not saved for future meetings

 

How to use Teams.

In our short demo vlog, learn how to use Microsoft Teams for chatting to colleagues and scheduling video calls with people both inside and outside your organisation

Watch the video

Receive our FREE bespoke IT health assessment

Start
Registration No. 26980136
Terms and Conditions | Privacy Notice
GBH Law
GBH Law
11:29 22 May 20
Changing IT support providers, like changing lawyers, is not a decision any business takes lightly or frequently. The decision is fraught with numerous questions such as whether the new team will understand my business needs, will it cause teething problems, and more importantly, will the reality match the sales pitch! We took that decision to move to Ramsac in January after ten years with another provider and we have not regretted that choice for a moment. Ramsac are simply great! From the get go we have been very well supported from the front line very helpful telephone support team right up to our relationship manager. We feel that the Ramsac team are very much an integral part of us . What however has driven us to write this review is the fabulous support we have received following a cyber attack this week. Something no business wants to happen but is increasingly a sad factor of modern cyber life. The Ramsac cyber support team were superb and really gave us first class support and guidance through what was frankly a horrible experience. Thank you Dan! Denise Herrington
The HR Services Partnership
The HR Services Partnership
17:59 16 Jan 20
We have worked with Ramsac since 2015. They offer a truly winning formula. We have been delighted by their support at all three levels: our network consultant (Colin) understands our set up and is great when we need to upgrade our infrastructure; we have ready access to our account manager who has been great with supporting our growth; and the helpdesk is always so patient for the day-to-day glitches. Very professional and supportive – thank you team ramsac!
Zoe Brooks
Zoe Brooks
13:02 16 Jan 20
Sam on the support desk is extremely knowledgeable and helpful. Every time I have rung with an issue and she has helped the problem has always been rectified smoothly and quickly!
Sarah-Jane Calloway
Sarah-Jane Calloway
16:02 06 Jan 20
Ed spent two days with us following an office reshuffle. He worked to a very high standard and was very helpful, courteous and happy to sort out anything we asked of him!
Luke Hoey
Luke Hoey
14:20 07 Nov 19
Always very helpful and will work hard to resolve any issues you have.
Richard Renson
Richard Renson
16:54 10 Dec 18
Great, helpful IT Kings and Queens
Andrew Worth
Andrew Worth
12:37 30 Aug 18
fine bunch
Colin Warner
Colin Warner
08:46 06 Dec 17
Excellent managed service provider.
Selom B
Selom B
11:58 10 Dec 16
First Class!! Responsive, knowledgeable, professional and very easy to work with - Ramsac have been a fantastic strategic IT partner for the last few years and I'm sure will continue to be for many years going forward. I would highly recommend them!
Ian Windle - Inspiring Leadership
Ian Windle - Inspiring Leadership
08:53 04 Jul 16
Great IT business, with a powerful management team. Could not recommend them more highly.
Patrick O'Luanaigh
Patrick O'Luanaigh
10:55 01 Jul 16
A truly fantastic IT support company - I can't speak highly enough about them.
Sarah Whitemore
Sarah Whitemore
11:59 20 Jun 16
I have known Dan May and Ramsac for 5 or 6 years now. Dan is such a great guy and really helpful with strategic advice and input on all things IT. He's so approachable and doesn't baffle you with IT jargon. If you are looking to outsource your IT or you have a problem you need help with Dan is definitely the one to ask.
Jonathan Richards
Jonathan Richards
12:14 31 May 16
I've worked with Ramsac for many years and whole heartedly recommend their services. They are always professional, approachable and have the rare skill of making IT understandable. Their can do attitude leaves you feeling that you are in safe hands.
See All Reviews
© 2021 ramsac. All rights reserved.