Setting up equipment for a Microsoft Teams meeting

Description

Microsoft Teams can successfully host meetings with participants across various modalities, but how people participate can influence what equipment is needed for an optimal meeting experience. 

Environment

Mac, PC, web browser, and mobile app

Solution 

Scenario 1: Microsoft Teams meeting, all participants joining remotely from separate locations

When everyone is joining remotely, each participant will use their device’s camera, microphone, and speakers or headphones.

  • Equipment needed: Each participant will need to load the Teams app or web app on their own microphone/webcam-equipped device, such as a laptop.

 

Scenario 2: Microsoft Teams meeting, some participants co-located and others joining remotely

If any of the participants are co-located (in the same physical location like a conference room), their microphones will pick up the audio from one another's speakers, thus causing echo and feedback. There are a few solutions:

  1. Co-located participants call into the meeting using a speakerphone

    • Pros: Co-located participants can hear and be heard by remote participants.

    • Cons: Non-co-located participants will not be able to see the co-located participants. A speakerphone is not ideal for any more than about six co-located participants.

    • Equipment needed: Telephone or smartphone with speakerphone function.

  2. Only one co-located participant joins the meeting from their own device

    • Pros: Does not require any extra equipment or setup.

    • Cons: Because all audio is going through one microphone and set of speakers, co-located participants sitting far away from the device might have trouble hearing or being heard by remote participants. This arrangement only works for a few co-located participants.

    • Equipment needed: One microphone/webcam-equipped device, such as a laptop, with the Teams app or web app loaded.

  3. Use audiovisual equipment to extend your computer’s camera, microphone, and speakers

    • Pros: Because everyone can see and hear one another regardless of location, the meeting is much more immersive and makes it easier for everyone to participate equally.

    • Cons: Not everyone has available equipment or the budget to purchase it. If there is not a permanent setup for the equipment, larger meetings can take significant time to physically set up.

    • Equipment needed (all available in Bobcat Buy): 

      • For 4-6 co-located participants (approximately 5’ mic/audio radius)

        • Laptop with Microsoft Teams app installed

        • Speaker/microphone unit: Jabra 510 - approximately $125

        • Camera: Logitech Brio - approximately $200

        • Optional tripod to hold the camera

      • For larger numbers of co-located participants (approximately 12’ mic/audio radius)

        • Laptop with Microsoft Teams app installed

        • Speaker/microphone/camera unit: Poly Studio – approximately $900

        • Optional tripod to hold the camera

 

Scenario 3: Microsoft Teams live event or Microsoft Teams webinar

Live streaming a high-profile event or hosting a webinar often requires specialized equipment and an operator or group of operators who have expertise in dealing with highly variable conditions and configurations.

We recommend seeking fee-based assistance from audiovisual professionals. To pursue this route, contact Jeremy Schaffer (schaffej@ohio.edu) with Ohio University’s Event Services.

If you would like to proceed on your own, please review the Preparing to facilitate a Microsoft Teams live event article or Preparing to facilitate a Microsoft Teams webinar article. 

 

Outcome: You should now understand the equipment needed to successfully host your Microsoft Teams meeting, live event, or webinar.

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Details

Article ID: 170
Created
Wed 3/23/22 1:54 PM
Modified
Wed 5/25/22 11:10 AM