Teams - Set up breakout rooms before the meeting Tutorial

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Objectifs :

This document aims to provide a comprehensive guide on how to effectively use breakout rooms in Microsoft Teams during virtual meetings. It outlines the steps for creating and managing breakout rooms, ensuring a smooth and organized meeting experience.

Chapitres :

  1. Introduction to Breakout Rooms
    Breakout rooms in Microsoft Teams are a valuable feature that allows meeting organizers to divide participants into smaller groups for focused discussions or exercises. This functionality enhances engagement and collaboration during virtual meetings.
  2. Creating Breakout Rooms
    To set up breakout rooms, follow these steps: 1. **Schedule Your Meeting**: Create your meeting using Microsoft Teams or Microsoft Outlook. 2. **Access the Meeting**: Once your meeting is scheduled, go to your calendar and double-click on the meeting entry. 3. **Open Breakout Rooms**: In the top banner of the meeting details, click on 'Breakout Rooms'. 4. **Select Number of Rooms**: Choose the number of breakout rooms you need for your meeting.
  3. Assigning Participants
    After creating the breakout rooms, you can assign participants in two ways: - **Manual Assignment**: You can distribute participants according to your preferences by clicking on the assignment button and selecting individuals for each room. - **Automatic Assignment**: Alternatively, Microsoft Teams can randomly assign participants to rooms, ensuring an even distribution across all rooms.
  4. Modifying Participant Assignments
    If you wish to change the distribution of participants after the initial assignment, you can do so by clicking on 'Assign Participants'. This feature allows you to manage the placement of participants in the rooms or to assign them to no room at all. However, this option is only available before the meeting starts.
  5. Timing for Breakout Room Setup
    It is important to note that breakout rooms can only be created before the meeting begins. For instance, if your meeting is scheduled for 10:00 AM, you can set up the rooms prior to that time. However, once the meeting starts at 10:00 AM, you will not be able to create or modify breakout rooms until the meeting concludes.
  6. Conclusion
    Utilizing breakout rooms in Microsoft Teams can significantly enhance the effectiveness of virtual meetings by fostering collaboration and focused discussions. By following the outlined steps for creating and managing breakout rooms, meeting organizers can ensure a productive and engaging experience for all participants.

FAQ :

What are Breakout Rooms in Microsoft Teams?

Breakout Rooms are smaller virtual spaces within a Microsoft Teams meeting that allow participants to engage in focused discussions or activities in smaller groups.

How do I create Breakout Rooms in Microsoft Teams?

To create Breakout Rooms in Microsoft Teams, schedule a meeting, access it from your calendar, click on 'Breakout Rooms', select the number of rooms needed, and assign participants either manually or automatically.

Can I modify participant assignments in Breakout Rooms?

Yes, you can modify participant assignments in Breakout Rooms before the meeting starts by clicking on 'Assign Participants' and adjusting their placements.

What happens if I try to create Breakout Rooms after the meeting starts?

You can only create Breakout Rooms before the meeting starts. Once the meeting begins, you will not be able to create or modify the rooms.

Is it possible to assign participants randomly to Breakout Rooms?

Yes, Microsoft Teams offers an option to randomly assign participants to Breakout Rooms, ensuring an even distribution across the rooms.

Quelques cas d'usages :

Team Brainstorming Sessions

In a marketing team meeting, Breakout Rooms can be used to divide team members into smaller groups to brainstorm ideas for a new campaign. This allows for more focused discussions and encourages participation from all members.

Training Workshops

During a training workshop, the facilitator can use Breakout Rooms to split participants into groups for hands-on exercises. This enables personalized attention and fosters collaboration among participants.

Project Planning Meetings

In a project planning meeting, Breakout Rooms can be utilized to allow different departments to discuss their specific roles and responsibilities. This helps streamline communication and ensures everyone is aligned on project goals.

Networking Events

At a virtual networking event, Breakout Rooms can be created to facilitate small group discussions among attendees. This encourages networking and relationship-building in a more intimate setting.

Feedback Sessions

In a feedback session, Breakout Rooms can be used to gather input from different teams on a product or service. This allows for diverse perspectives and can lead to more comprehensive feedback.

Glossaire :

Breakout Rooms

Breakout Rooms are smaller, separate virtual meeting spaces within a larger meeting, allowing participants to engage in focused discussions or activities.

Microsoft Teams

Microsoft Teams is a collaboration platform that combines workplace chat, video meetings, file storage, and application integration, facilitating teamwork and communication.

Microsoft Outlook

Microsoft Outlook is an email client and personal information manager that includes email, calendar, task management, and contact management functionalities.

Participants

Participants are individuals who join a meeting or event, contributing to discussions and activities.

Assign Participants

Assign Participants is a feature that allows the meeting organizer to allocate individuals to specific breakout rooms, either manually or automatically.

Meeting Creation

Meeting Creation refers to the process of scheduling a meeting, including setting the date, time, and participants involved.

résultat(s)
00:00:02
During a virtual meeting,
00:00:04
it can sometimes be useful to divide
00:00:06
the participants into small groups,
00:00:08
for example to carry out exercises.
00:00:10
To avoid wasting time during the
00:00:13
meeting setting up these rooms,
00:00:14
Microsoft Teams has implemented a
00:00:16
tool that allows you to distribute the
00:00:18
participants and configure everything
00:00:20
during the creation of the meeting.
00:00:22
Once your meeting is created,
00:00:24
whether from Microsoft Teams
00:00:26
or Microsoft Outlook,
00:00:27
access it from your calendar
00:00:29
and double click on it.
00:00:32
The top banner Click on Breakout ROMs,
00:00:34
Click here and select the
00:00:36
number of rooms you will need.
00:00:43
Your rooms are now created and you can assign
00:00:46
participants by clicking on this button.
00:00:49
Two options are available to you.
00:00:50
You can do it manually and distribute the
00:00:54
participants according to your preferences.
00:00:56
Alternatively, Microsoft Teams can
00:00:58
assign participants for you randomly and
00:01:01
manage the proportions so that each room
00:01:03
has the same number of participants.
00:01:05
If you do not like the distribution,
00:01:08
you can always modify it by
00:01:11
clicking on Assign Participants.
00:01:12
This allows you to manage the placement
00:01:15
of participants in the rooms yourself,
00:01:17
or to assign them to no room at all.
00:01:20
Note that creating rooms before a meeting
00:01:22
is only available before the meeting time.
00:01:25
For example,
00:01:26
if a meeting is scheduled for 10:00,
00:01:28
you can create rooms before 10:00,
00:01:30
but at 10:00 and 2:00 minutes it will no
00:01:32
longer be possible to do so via the calendar.

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résultat(s)
00:00:02
Durante uma reunião virtual,
00:00:04
Por vezes, pode ser útil dividir
00:00:06
os participantes em pequenos grupos,
00:00:08
por exemplo, para realizar exercícios.
00:00:10
Para evitar perder tempo durante o
00:00:13
reunião de configuração destas salas,
00:00:14
O Microsoft Teams implementou um
00:00:16
que permite distribuir o
00:00:18
participantes e configurar tudo
00:00:20
durante a criação da reunião.
00:00:22
Assim que a reunião for criada,
00:00:24
seja do Microsoft Teams
00:00:26
ou Microsoft Outlook,
00:00:27
aceda a partir do seu calendário
00:00:29
e clique duas vezes sobre ele.
00:00:32
O banner superior Clique em ROMs Breakout,
00:00:34
Clique aqui e selecione o botão
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Número de quartos que você vai precisar.
00:00:43
Suas salas agora são criadas e você pode atribuir
00:00:46
participantes clicando neste botão.
00:00:49
Duas opções estão disponíveis para você.
00:00:50
Você pode fazê-lo manualmente e distribuir o
00:00:54
participantes de acordo com as suas preferências.
00:00:56
Como alternativa, o Microsoft Teams pode
00:00:58
atribuir participantes aleatoriamente e
00:01:01
gerenciar as proporções para que cada sala
00:01:03
tem o mesmo número de participantes.
00:01:05
Se você não gosta da distribuição,
00:01:08
você sempre pode modificá-lo por
00:01:11
clicando em Atribuir participantes.
00:01:12
Isso permite que você gerencie o posicionamento
00:01:15
dos próprios participantes nas salas,
00:01:17
ou atribuí-los a nenhum quarto.
00:01:20
Observe que a criação de salas antes de uma reunião
00:01:22
só está disponível antes da hora da reunião.
00:01:25
Por exemplo
00:01:26
se uma reunião estiver agendada para as 10:00,
00:01:28
você pode criar quartos antes das 10:00,
00:01:30
mas às 10:00 e 2:00 minutos não
00:01:32
mais tempo ser possível fazê-lo através do calendário.

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résultat(s)
00:00:02
Durante una riunione virtuale,
00:00:04
a volte può essere utile dividere
00:00:06
i partecipanti in piccoli gruppi,
00:00:08
ad esempio per svolgere esercizi.
00:00:10
Per evitare perdite di tempo durante
00:00:13
riunione, allestimento di queste sale,
00:00:14
Microsoft Teams ha implementato un
00:00:16
strumento che consente di distribuire il
00:00:18
partecipanti e configura tutto
00:00:20
durante la creazione della riunione.
00:00:22
Una volta creata la riunione,
00:00:24
sia di Microsoft Teams
00:00:26
o Microsoft Outlook,
00:00:27
accedi dal tuo calendario
00:00:29
e fai doppio clic su di esso.
00:00:32
Il banner in alto Clicca su Breakout ROM,
00:00:34
Clicca qui e seleziona
00:00:36
numero di camere di cui avrai bisogno.
00:00:43
Le tue camere sono ora create e puoi assegnarle
00:00:46
partecipanti facendo clic su questo pulsante.
00:00:49
Sono disponibili due opzioni.
00:00:50
Puoi farlo manualmente e distribuire
00:00:54
partecipanti in base alle tue preferenze.
00:00:56
In alternativa, Microsoft Teams può
00:00:58
assegnare i partecipanti per te in modo casuale e
00:01:01
gestisci le proporzioni in modo che ogni stanza
00:01:03
ha lo stesso numero di partecipanti.
00:01:05
Se non ti piace la distribuzione,
00:01:08
puoi sempre modificarlo tramite
00:01:11
cliccando su Assegna partecipanti.
00:01:12
Ciò consente di gestire il posizionamento
00:01:15
dei partecipanti nelle sale direttamente,
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o non assegnarli affatto a nessuna stanza.
00:01:20
Tieni presente che la creazione di stanze prima di una riunione
00:01:22
è disponibile solo prima dell'orario della riunione.
00:01:25
Ad esempio,
00:01:26
se una riunione è prevista per le 10:00,
00:01:28
puoi creare stanze prima delle 10:00,
00:01:30
ma alle 10:00 e alle 2:00 non sarà
00:01:32
sarà più possibile farlo tramite il calendario.

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résultat(s)
00:00:02
Во время виртуальной встречи
00:00:04
Иногда бывает полезно разделить
00:00:06
участников на небольшие группы,
00:00:08
например, для выполнения упражнений.
00:00:10
Чтобы не тратить время впустую во время
00:00:13
организация встреч в этих комнатах,
00:00:14
Microsoft Teams внедрила
00:00:16
инструмент, позволяющий распространять
00:00:18
участников и все настраивать
00:00:20
во время создания встречи.
00:00:22
Как только собрание будет создано,
00:00:24
будь то от Microsoft Teams
00:00:26
или Microsoft Outlook,
00:00:27
получите доступ к нему из своего календаря
00:00:29
и дважды щелкните по нему.
00:00:32
В верхнем баннере нажмите на Breakout ROMS,
00:00:34
Нажмите здесь и выберите
00:00:36
количество комнат, которые вам понадобятся.
00:00:43
Теперь ваши комнаты созданы, и вы можете назначать их
00:00:46
нажав на эту кнопку, участников.
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Вам доступны два варианта.
00:00:50
Вы можете сделать это вручную и распространить
00:00:54
участников в соответствии с вашими предпочтениями.
00:00:56
В качестве альтернативы Microsoft Teams может
00:00:58
назначать участников для вас случайным образом и
00:01:01
управляйте пропорциями так, чтобы каждая комната
00:01:03
имеет одинаковое количество участников.
00:01:05
Если вам не нравится распределение,
00:01:08
вы всегда можете изменить его следующим образом
00:01:11
нажав на кнопку «Назначить участников».
00:01:12
Это позволяет вам управлять размещением
00:01:15
участников в комнатах самостоятельно,
00:01:17
или распределить их вообще ни в одну комнату.
00:01:20
Обратите внимание, что создание комнат перед собранием
00:01:22
доступно только до начала собрания.
00:01:25
Например,
00:01:26
если встреча запланирована на 10:00,
00:01:28
вы можете создать комнаты до 10:00,
00:01:30
но в 10:00 и 2:00 минут этого не будет
00:01:32
больше можно будет сделать это через календарь.

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résultat(s)
00:00:02
Durante una reunión virtual,
00:00:04
a veces puede resultar útil dividir
00:00:06
los participantes en grupos pequeños,
00:00:08
por ejemplo, para realizar ejercicios.
00:00:10
Para evitar perder tiempo durante la
00:00:13
reunión para configurar estas salas,
00:00:14
Microsoft Teams ha implementado un
00:00:16
herramienta que permite distribuir el
00:00:18
participantes y configurarlo todo
00:00:20
durante la creación de la reunión.
00:00:22
Una vez creada la reunión,
00:00:24
ya sea desde Microsoft Teams
00:00:26
o Microsoft Outlook,
00:00:27
acceda a él desde su calendario
00:00:29
y haz doble clic en él.
00:00:32
En el banner superior, haga clic en las ROMs de Breakout,
00:00:34
Haga clic aquí y seleccione el
00:00:36
número de habitaciones que necesitará.
00:00:43
Sus habitaciones ya están creadas y puede asignarlas
00:00:46
participantes haciendo clic en este botón.
00:00:49
Tienes a tu disposición dos opciones.
00:00:50
Puede hacerlo manualmente y distribuir el
00:00:54
participantes según sus preferencias.
00:00:56
Como alternativa, Microsoft Teams puede
00:00:58
asignarle participantes de forma aleatoria y
00:01:01
gestiona las proporciones para que cada habitación
00:01:03
tiene el mismo número de participantes.
00:01:05
Si no te gusta la distribución,
00:01:08
siempre puedes modificarla mediante
00:01:11
pulsando en Asignar participantes.
00:01:12
Esto le permite gestionar la colocación
00:01:15
de los participantes en las salas usted mismo,
00:01:17
o para no asignarlos a ninguna habitación.
00:01:20
Tenga en cuenta que crear salas antes de una reunión
00:01:22
solo está disponible antes de la hora de la reunión.
00:01:25
Por ejemplo,
00:01:26
si la reunión está programada para las 10:00,
00:01:28
puede crear salas antes de las 10:00,
00:01:30
pero a las 10:00 y 2:00 minutos no lo hará
00:01:32
ya no será posible hacerlo a través del calendario.

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