How To Set Up Breakout Rooms Before a Meeting in Microsoft Teams

This tutorial will show you how to set up breakout rooms before a meeting in Microsoft Teams. Specifically, this tutorial will show you how to set up break out rooms before a meeting in Microsoft Teams. It will also show you how to assign participants into breakout rooms in Microsoft Teams before the meeting. It will also show you how to rename breakout rooms in Microsoft Teams. It will also show you how to configure break-out room settings, will explain the role of breakout room managers in Microsoft Teams meetings, and will show you how to assign breakout room managers in a Microsoft Teams meeting.
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Timeline
0:00 - Start
0:25 - How to setup breakout rooms before a meeting in Microsoft Teams
2:30 - How to assign participants to breakout rooms in Microsoft Teams
4:55 - How to delete a breakout room in Microsoft Teams
6:05 - How to rename a breakout room in Microsoft Teams
6:40 - How to change breakout room settings in Microsoft Teams
7:30 - Breakout room manager in Microsoft Teams
8:25 - How to assign breakout room managers in Microsoft Teams
9:30 - How to start breakout rooms in a Microsoft Teams meeting
10:20 - How to move participants into different breakout rooms during a Microsoft Teams meeting
10:50 - How to open breakout rooms in a Microsoft Teams meeting
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[@LuiIacobellis]

GET YOUR COPY OF THE ULTIMATE MICROSOFT TEAMS MEETING PARTICIPANT GUIDE: bit.ly/4bOQrgH FREE GUIDE TO THE BEST FREE MICROSOFT TEAMS APPS: bit.ly/3M3LdSK CHECK OUT MY HOW TO USE MICROSOFT TEAMS PLAYLIST - 90+ TUTORIALS: kzbin.info/aero/PLmE7KGV9-I4ueEmY_oDP9_eMvgIxJUap5

[@stacyb6489]

I'm so glad I found this video. I was hoping there was a way to set them up before the meeting started. Thank you!

[@LuiIacobellis]

You're very welcome and thanks for watching

[@larsrossle8576]

Just the thing I was looking for. Thanks a lot!

[@LuiIacobellis]

You're very welcome and thanks for watching

[@patk3601]

This is perfect! I appreciate the details as this is exactly what I needed to know. Thank you!

[@LuiIacobellis]

@patk3601 You're very welcome! Thanks for watching!

[@marshaguptonking1310]

Very helpful guidance. Thank you!

[@LuiIacobellis]

You're very welcome! Thank you for watching

[@hijranismael9439]

Thank you AWESOME Video.

[@LuiIacobellis]

You're very welcome and thanks for watching

[@frenchclilwithemmanuellela7893]

Thank you, this is very useful. I am running a conference in which people will go into two successive rooms (they choose to attend 2 out of 3 seminars running twice). I see how to allocate them for the first run, but what would be the most efficient (and quickest) way to allocate them to their second chosen room. Thanks!

[@BrianMCollyer]

thanks very helpful

[@LuiIacobellis]

You're very welcome! Thanks for watching.

[@blankey429]

Thanks for the tutorial! The only thing I am stumped on is how do I add myself to a breakout group?? My name doesn't show up on the list...

[@scepticore]

Does anyone know, if I can predefine certain groups for different rooms? So I can easily switch the whole group from one room to another one?

[@mechellev1008]

Thanks for the information. When the actual meeting occur does it start in one group and then it breakout by groups?

[@LuiIacobellis]

You're very welcome and thanks for watching. The meeting will start as a normal meeting with one room. Breakout rooms won't open until the meeting organizers start them.

[@markmmoran]

Good tutorial. Do you know if this works for a Teams webinar? Thanks

[@LuiIacobellis]

Hi Mark, unfortunately it does not appear that you can create breakout rooms in a Teams webinar in advance. I couldn't find any documentation to answer this and so I tested it out & was not able to add them before the webinar. Once the webinar starts, you can create breakout rooms. Hope this helps! Thanks for watching!

[@markmmoran]

@@LuiIacobellis Many many thanks for coming back to me on this Lui :-) Very much appreciated. Mark

[@LuiIacobellis]

@@markmmoran Not a problem and thanks again for watching

[@FridaWestling]

Can the breakout rooms manager for "Idea room" manage the other breakout room, "Room 2", as well?

[@LuiIacobellis]

Hi there, no. In order to have the breakout room manager for idea room manage room 2, you would need to click into Room 2 and add them as breakout room manager (through the meeting options). Hope this helps! Thanks for watching!

[@vernastaples4507]

We use Teams to host and record our Town Council meetings. If Council needs to go into a Closed Session, I have Breakout Rooms set up in advance (thank you for that), but I'd like to know if there is a way to leave a message on the screen of the main meeting, so that anyone joining the public meeting will see that message and know that Council will be back to the main room once their breakout discussion is done.

[@LuiIacobellis]

Hi Verna, apologies for the delay. Unfortunately there is no built in feature to display a message on the screen however you might be able to accomplish this by having the organizer share there screen in the main room with a document that displays the intended message. Alternatively you could write the message in the meeting chat and pin it so it always appears at the top of the chat. I hope this helps and thanks for watching!

[@patk3601]

You may have figured this out already. I create either a Word or PowerPoint document for this purpose and share it on the screen in Teams. It's simple and it works.

[@sizzlingcaca]

Does this work for people in your Organisation only?

[@LuiIacobellis]

Hi there, users external to an organization are able to join a meeting and be added to breakout rooms. Hope this helps and thanks for watching

[@chiaraziviani887]

I assigned all participates to premade rooms, however not everyone has accepted the meeting invite, will this be an issue?

[@LuiIacobellis]

Hi Chiara, I don't believe this will be an issue. When the breakout rooms are launched, Team will remember the allocation whether the individual accepted or not. Hope this helps!

[@maryamalawiy714]

Can the break out room be used in the free version? I tried the method explained but the breakout tab didn't show!! I need your help

[@LuiIacobellis]

Hi there, this is the response to this question from Microsoft "Please be advised that the breakout room feature is only available in the free organization version, not with the Teams personal life version". Hope it helps and thanks for watching

[@eml7273]

Maybe it's my region (Central America), but I do not have that breakout room button. I've tried everything. My settings say that I have the latest version of the app, and I'm using my desktop to launch the meetings. I'm super disappointed.

[@LuiIacobellis]

Hi there, have you tried enabling the Microsoft Teams new meeting experience? If not, here are the steps to do that: www.uvm.edu/it/kb/article/teams-new-meeting-experience/ - Also note, I've seen issues where other organizational technologies prevent users from accessing the new meeting experience. Specifically, if you have any kind of remote desktop software installed on your computer such as Citrix etc. Teams sometimes thinks that your computer is a virtual machine and blocks certain features. Something to check in with your IT Department on. Hope this helps & thanks for watching!

[@williamlapierre4361]

When I try to assign people to rooms, only 2 of 30 members of the team show up on the list. Why is this happening and how do I fix it? Thanks.

[@LuiIacobellis]

Hi William, thanks for the question. First, you can only assign individuals into breakout rooms who were added as recipients on the actual invite. Second, there have been some known issues where you're unable to assign users who may not have received or enabled the Microsoft Teams new meeting experience. See this article for more information: answers.microsoft.com/en-us/msteams/forum/all/why-cant-i-allocate-some-people-to-ms-teams/55f6ef84-234b-452d-b96b-9b35ba60cf3a I hope this helps & thanks for watching.

[@barryscott7175]

This does not work for me using the Teams desktop app on an iMac. I can create rooms but the "assign participants" button is greyed out.

[@hroffey]

It can only be done if the individual participants are listed in the scheduled meeting. I had to manually add all of my students into the scheduled meeting via the calendar. My meeting was already scheduled for my class's Team, but that did not enable me to assign students to breakout rooms.

[@LuiIacobellis]

Hi Barry, I've taken a look at documentation and only found one other instance where this issue was cited. I myself have never experienced it. Please see this article: answers.microsoft.com/en-us/msteams/forum/all/why-cant-i-allocate-some-people-to-ms-teams/55f6ef84-234b-452d-b96b-9b35ba60cf3a - It seems that this issue "could" be tied to the new meeting experience. I say "could" as there is enough content to support this. I hope this helps and thanks for watching!

[@LuiIacobellis]

Thanks for jumping in to provide a solution Heather!

[@barryscott7175]

I think Heather's solution works for her students because they are part of her school account or members of a team. My high school student participants are in five different districts and not part of my educational account. I wonder if I can add them to a new Teams team and then try to assign them to rooms. Frustrated. Zoom doesn't have this problem but my mentors from a business are required to use Teams.

[@LuiIacobellis]

@@barryscott7175 Your explanation makes total sense. There are inherent restrictions (for better or worse) for users who are external to a Microsoft 365 environment. I'd also suggest asking your Microsoft administrators what permission restrictions have been implemented for external users ("Guest" users in Microsoft speak). Thanks & talk soon!