Teams Room Setup Wizard

Allow 24/7 Booking (No Time Restrictions)
Wheelchair Accessible
Audio System
Display System
Video Conference Equipment
Auto Accept
Add Organizer to Subject
Delete Comments
Delete Subject
Process External Meetings
Allow Conflicts
Keep Private Items Private

Step-by-Step Setup Guide

1. Prerequisites

Required Licenses:
  • Microsoft Teams Rooms Pro license (for final configuration)
  • E5 license (required during migration process)

Common Issues:

  • License not showing as available

    Solution:

    Check your tenant's subscription status and available license count in Microsoft 365 Admin Center. You may need to purchase additional licenses or reassign from unused accounts.

  • Insufficient permissions

    Solution:

    Ensure your account is a member of both Exchange Organization Management and Global Administrators groups. Use "Get-ManagementRoleAssignment" to verify your permissions.

2. Create Resource Room in Local Exchange

Run the following PowerShell commands in Exchange Management Shell:

Common Issues:

  • "The operation couldn't be performed because object '[RoomName]' couldn't be found"

    Solution:

    1. Verify the OU path is correct using: Get-OrganizationalUnit
    2. Check for any typos in the room name
    3. Ensure you're connected to the correct Exchange server

  • Access Denied errors

    Solution:

    Run PowerShell as administrator and ensure you've loaded the Exchange Management Shell using:

    Add-PSSnapin Microsoft.Exchange.Management.PowerShell.SnapIn

3. Configure Calendar Processing

Set up the room's calendar behavior:

Common Issues:

  • Calendar settings not applying correctly

    Solution:

    1. Wait 15-30 minutes for changes to propagate
    2. Force update using: Update-GlobalAddressList
    3. Verify settings using: Get-CalendarProcessing -Identity "[RoomName]"

  • Meetings still not auto-accepting

    Solution:

    Check if the mailbox is in the correct Resource Booking Attendant role group: Get-ManagementRoleAssignment -RoleAssignee "[RoomName]"

4. Prepare for Migration

In Microsoft 365 Admin Center:
  1. Navigate to "Licenses"
  2. Assign E5 license to the room
  3. Wait for license to apply (usually 15-30 minutes)
The E5 license is crucial during migration to ensure all settings synchronize properly.

5. Migrate to Exchange Online

Use the Exchange Admin Center:

  1. Navigate to Recipients > Migration
  2. Create new migration batch
  3. Select "Migration to Exchange Online"
  4. Choose "Remote Move Migration"
  5. Add the room mailbox to migration list
  6. Complete migration wizard

Common Issues During Migration:

  • Migration batch fails to start

    Solution:

    1. Check hybrid configuration is healthy: Get-HybridConfiguration
    2. Verify OAuth is configured between on-premises and cloud
    3. Test connectivity using: Test-MigrationServerAvailability

  • Migration appears stuck

    Solution:

    1. Check migration statistics: Get-MigrationUserStatistics
    2. Look for large items or permission issues
    3. If needed, restart migration: Remove-MigrationUser and recreate

  • License synchronization issues

    Solution:

    1. Force Azure AD Connect sync: Start-ADSyncSyncCycle -PolicyType Delta
    2. Verify license in M365 admin center
    3. Wait 30 minutes and retry migration

6. Post-Migration Configuration

After successful migration, configure room features:

Common Post-Migration Issues:

  • Room not appearing in Teams

    Solution:

    1. Verify Teams Room Pro license is applied
    2. Force Teams directory sync: Invoke-CsUcsRollback
    3. Check room is mail-enabled: Get-Mailbox -RecipientTypeDetails RoomMailbox

  • Calendar permissions lost

    Solution:

    Reapply calendar permissions:
    Set-MailboxFolderPermission -Identity "[RoomName]:\Calendar" -User Default -AccessRights Reviewer

  • Room features not showing

    Solution:

    Run Set-Place command again and verify with:
    Get-Place -Identity "[RoomName]"

License Transition Issues:

  • Cannot remove E5 license

    Solution:

    1. Wait 24 hours after migration completion
    2. Check for active sync jobs: Get-MigrationUser
    3. Force license removal using PowerShell if needed

  • Teams Room Pro license not applying

    Solution:

    1. Check license availability
    2. Remove all other licenses first
    3. Apply Teams Room Pro license using PowerShell:
    Set-MsolUserLicense -UserPrincipalName "[RoomName]" -AddLicenses "tenant:MEETING_ROOM"

7. Teams Configuration

Common Teams Configuration Issues:

  • Device not registering in Teams Admin Center

    Solution:

    1. Check network connectivity
    2. Verify correct resource account credentials
    3. Run: Test-TeamsMeetingRoom -UserPrincipalName "[RoomName]"

  • Auto-answer not working

    Solution:

    1. Check Teams meeting policy settings
    2. Verify IP phone policy is correct
    3. Reset Teams Room client if needed

  • Screen sharing issues

    Solution:

    1. Check Teams Room console firmware
    2. Verify network ports for Teams are open
    3. Test with wired connection first

8. Verification

Test the following:

  1. Schedule a test meeting to verify calendar processing
  2. Check room shows in Teams room list
  3. Verify room features are visible to users
  4. Test external meeting processing if enabled