Teams - Create, manage and set up a breakout room Tutorial

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Objectifs :

This document aims to provide a comprehensive guide on how to set up and manage breakout rooms during a meeting, including configuration options, participant management, and room settings.

Chapitres :

  1. Introduction to Breakout Rooms
    Breakout rooms are a useful feature in virtual meetings that allow participants to engage in smaller group discussions. This guide will help you understand how to set up and manage these rooms effectively, even if you didn't prepare them before the meeting started.
  2. Setting Up Breakout Rooms During a Meeting
    If you need to create breakout rooms during a meeting, follow these steps: - Click on 'Rooms' to access the breakout room settings. - Configure the number of rooms you want to create. - Choose the distribution option for participants: - **Automatic**: Teams will randomly assign participants to rooms, ensuring equal distribution. - **Manual**: You can assign participants to rooms as you see fit.
  3. Managing Breakout Rooms
    You have several options for managing breakout rooms: - **Add New Rooms**: Click on the designated area to create additional rooms if needed. - **Reorganize Participants**: Click on 'assigned participants' to adjust who is in which room. - **Delete Rooms**: If you created excess rooms, you can delete them. Ensure the room is closed before deletion, either individually or all at once. - **Room Limit**: You can create up to 50 rooms per meeting.
  4. Opening and Closing Rooms
    You can open or close all rooms simultaneously or manage them individually. To do this: - Click on the appropriate area to open or close rooms. - Rename rooms at any time for clarity.
  5. Room Settings and Options
    When rooms are closed, you can access various settings: 1. **Assign Presenters**: Designate presenters for each room and update their roles. 2. **Set Time Limits**: Establish a timer for each room. Once the time elapses, rooms will close automatically, returning participants to the main meeting. 3. **Automatic Movement**: Enable automatic movement of participants to their assigned rooms when they open. If not activated, participants will receive a message to join their room. 4. **Return to Main Meeting**: Allow participants to return to the main meeting. If unchecked, they cannot leave their room until the meeting ends. If checked, a return button will be available.
  6. Conclusion
    Managing breakout rooms effectively enhances participant engagement and collaboration during virtual meetings. By following the steps outlined in this guide, you can ensure a smooth experience for all attendees, even if you need to set up rooms on the fly.

FAQ :

How do I set up breakout rooms during a meeting?

You can set up breakout rooms during a meeting by clicking on 'Rooms' and configuring the number of rooms you want. You can choose automatic assignment or manually assign participants.

Can I modify the number of participants in breakout rooms?

Yes, you can modify the number of participants in breakout rooms even after they have been created. You can also add new rooms or delete excess rooms as needed.

What happens if I set a time limit for breakout rooms?

If you set a time limit, a timer will be displayed in each room. Once the time elapses, the rooms will automatically close, and participants will return to the main meeting.

Can participants return to the main meeting from breakout rooms?

Yes, if the option is enabled, participants can return to the main meeting at any time using the return button. If unchecked, they will not be able to leave their room.

Is there a limit to the number of breakout rooms I can create?

Yes, you can create up to 50 breakout rooms per meeting.

Quelques cas d'usages :

Team Brainstorming Sessions

Use breakout rooms to facilitate brainstorming sessions among team members. Each room can focus on a specific topic, allowing for in-depth discussions and idea generation.

Training Workshops

In training workshops, breakout rooms can be used for small group activities or discussions. Presenters can be assigned to guide each group, enhancing the learning experience.

Client Consultations

During client meetings, breakout rooms can be utilized for private discussions between team members while the client is in the main meeting. This allows for strategic planning and decision-making.

Networking Events

Breakout rooms can be set up for networking events, allowing participants to connect in smaller groups. This can enhance engagement and foster relationships among attendees.

Feedback Sessions

Use breakout rooms to gather feedback from participants on specific topics. Each room can focus on a different aspect, allowing for comprehensive insights and discussions.

Glossaire :

Breakout Rooms

Small, separate virtual rooms created during a meeting to facilitate group discussions or activities among participants.

Automatic Teams

A feature that randomly assigns participants to breakout rooms and manages the distribution to ensure equal numbers in each room.

Manual Assignment

The process of individually selecting and assigning participants to specific breakout rooms as per the organizer's preference.

Room Management

The ability to create, delete, open, close, and rename breakout rooms during a meeting.

Presenter Assignment

The option to designate specific individuals as presenters in each breakout room, allowing them to lead discussions or activities.

Time Limit

A set duration for breakout rooms, after which the rooms automatically close and participants return to the main meeting.

Return Button

A feature that allows participants to leave their breakout room and return to the main meeting at any time, if enabled.

résultat(s)
00:00:03
If you didn't have time to set up breakout
00:00:05
rooms before the start of the meeting,
00:00:07
it is entirely possible to do so during
00:00:10
the meeting by clicking on Rooms. Here.
00:00:12
Configure the number of rooms you want
00:00:14
and choose the option that suits you for
00:00:16
the distribution of the participants.
00:00:18
Automatic teams will randomly assign
00:00:20
participants to breakout rooms and will
00:00:23
also manage the proportions so that each
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room has the same number of participants.
00:00:28
You can still modify this
00:00:30
if it doesn't suit you,
00:00:32
otherwise you can manually
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assign participants as you wish.
00:00:38
You can add new rooms if needed
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by clicking on the right here and
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reorganize the participants by
00:00:45
clicking on assigned participants.
00:00:48
However, you cannot move participants if
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they are already in a meeting in A room.
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You can also delete rooms if
00:00:56
they were created in excess.
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The room must be closed to delete it,
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either individually or delete all at once.
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You can create up to 50 rooms per meeting.
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You can open or close all rooms at
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the same time, or open and close them
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individually by clicking right here.
00:01:14
You can rename the rooms at any time.
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Settings are available when the
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rooms are closed. First option,
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you can assign presenters for each room,
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activate this option, update their role.
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Second option,
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you can set a time limit for the rooms.
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A timer will then be displayed in each room.
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Once the time has elapsed,
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the rooms close and the participants
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return to the main meeting.
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Third option,
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automatically move people to rooms,
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Automatically move participants to
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their assigned room when it opens.
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If this option is not activated,
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a message will appear on the
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participant side,
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giving them the choice to join
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their room or not.
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Fourth option Let people return
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to the main meeting.
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If this option is unchecked,
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it does not allow participants to leave
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their room and return to the main meeting.
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If this option is checked,
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a return button will be available to return
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to the main meeting whenever they wish.

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résultat(s)
00:00:03
Se você não teve tempo de configurar o breakout
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salas antes do início da reunião,
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é perfeitamente possível fazê-lo durante
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a reunião clicando em Salas. Aqui.
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Configure o número de quartos desejado
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e escolha a opção que mais lhe convier
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a distribuição dos participantes.
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As equipas automáticas atribuirão aleatoriamente
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participantes para salas de breakout e
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também gerenciar as proporções para que cada
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sala tem o mesmo número de participantes.
00:00:28
Você ainda pode modificar isso
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se não lhe convém,
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caso contrário, você pode manualmente
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Atribua os participantes como desejar.
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Você pode adicionar novos quartos, se necessário
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clicando à direita aqui e
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reorganizar os participantes por
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clicando nos participantes atribuídos.
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No entanto, não é possível mover participantes se
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eles já estão em uma reunião em uma sala.
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Você também pode excluir salas se:
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foram criados em excesso.
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A sala deve estar fechada para apagá-lo,
00:01:01
individualmente ou apagar tudo de uma vez.
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Você pode criar até 50 salas por reunião.
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Pode abrir ou fechar todos os quartos em
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ao mesmo tempo, ou abri-los e fechá-los
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individualmente clicando aqui.
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Você pode renomear os quartos a qualquer momento.
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As configurações estão disponíveis quando o
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Os quartos estão fechados. Primeira opção,
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você pode atribuir apresentadores para cada sala,
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ativar esta opção, atualizar sua função.
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Segunda opção,
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Você pode definir um limite de tempo para os quartos.
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Um temporizador será então exibido em cada sala.
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Decorrido o tempo,
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as salas fecham e os participantes
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regressar à reunião principal.
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Terceira opção,
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mover automaticamente as pessoas para as salas,
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Mover automaticamente os participantes para
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a sala que lhes foi atribuída quando abre.
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Se esta opção não estiver ativada,
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aparecerá uma mensagem na seringa
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lado do participante,
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dando-lhes a opção de aderir
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o seu quarto ou não.
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Quarta opção: Permitir que as pessoas voltem
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à reunião principal.
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Se esta opção estiver desmarcada,
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não permite que os participantes saiam
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a sua sala e regresso à reunião principal.
00:02:06
Se esta opção estiver marcada,
00:02:07
Um botão Voltar estará disponível para retornar
00:02:10
à reunião principal sempre que desejarem.

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