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Teams - Set up breakout rooms before a meeting Tutorial

Set up breakout rooms before a meeting. Start from an existing Teams meeting or create one with the required participants, then open its details and access breakout rooms. Create rooms directly or import from a CSV, specify the number of rooms, and assign participants automatically, manually, or allow self-selection. Each room has a menu to rename, adjust options, or delete. Configure presenters, set a time limit with a timer, enable automatic movement to rooms, and save to finalize the setup.

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Parteger

Available in Microsoft365

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several separate spaces during a team's meeting.

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The point of preparing them before the meeting

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is to save time on the day of the exchange

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and to avoid making the distribution in front of everyone.

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To get started,

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start from a team's meeting that has already been created

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or create a meeting with the relevant participants.

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Add the people who need to participate,

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review the main information,

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and then send the invitation.

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Once the meeting is created,

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open its details

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in the top bar,

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click the three dots,

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then choose breakout rooms.

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Teams opens the room preparation area.

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If no rooms have been created yet,

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you can either import a breakdown from a CSV file

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or create the rooms directly in Teams.

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CSV import is especially useful

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when the list of people in their rooms are already prepared in a file.

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In this example,

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we create the rooms directly in teams.

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Click create rooms.

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Choose the number of rooms you need.

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You can use the arrows or enter the number directly.

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For example,

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if you want 3 work groups,

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specify 3 rooms,

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then click add rooms.

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Teams displays created rooms as cards

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for the moment they exist.

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But the participants are not necessarily distributed yet.

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Each room has its own menu with the three dots.

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This menu allows you to rename the room,

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open its options,

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or delete it.

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To break down people,

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click assign participants.

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Teams offers several methods.

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You can automatically assign participants if teams

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can do the distribution for you.

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You can manually assign people to rooms if you wanna compose the groups yourself.

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You can also allow participants to choose their own

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room if this freedom is appropriate for your meeting.

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In this example,

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choose automatic assignment and then click next.

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Teams distributes participants into rooms.

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You can then check the names displayed below each

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room to quickly see who is in which group.

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At the top right,

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the room menu gives access to other actions.

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You can add a room,

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import a breakdown from a CSV file,

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or delete all rooms if you need to start over.

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Now open the room settings.

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The first option allows you to designate presenters to manage the rooms

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for this to be possible,

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the people involved must have a suitable role in the meeting options.

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You can also set a time limit

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when enabled Teams displays a timer to participants

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and helps close rooms at the right time.

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The automatically move people to rooms option

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allows participants to be sent to their room

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without them having to confirm.

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If it is disabled,

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participants receive an invitation

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and must join the room themselves.

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You can also allow users to choose their own room

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or allow them to return to the main meeting.

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When the settings are correct,

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click save.

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The breakout rooms are now prepared for this meeting.

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