Microsoft has unveiled a new digital signage mode for Microsoft Teams Rooms, transforming meeting room displays into dynamic communication tools. This feature allows businesses to leverage existing hardware to display company updates, event announcements, and other important content when the devices are not in use for meetings or presentations.
Optimized Use of Meeting Room Displays
Digital signage mode activates automatically when Teams Rooms devices are idle. It can display a variety of content, including organizational news, HR updates, and internal campaigns. Users have the option to display this content alongside the Teams Rooms banner, which shows room details and schedules, or to present the content in full-screen mode by hiding the banner.
To ensure a seamless user experience, signage mode is easily customizable. Organizations can set timers to determine how quickly signage mode activates after a room becomes idle and how soon it deactivates before a meeting starts.
Designed with sustainability in mind, signage mode adheres to the device’s screen timeout settings by default, helping to prevent screen burn and reduce energy consumption. However, businesses with high-visibility meeting rooms, such as those with glass walls or open areas, can override these settings to ensure maximum content visibility.
Integration with Leading Digital Signage Solutions
Microsoft has partnered with trusted providers Appspace and XOGO, enabling seamless content management through the Teams Rooms Pro Management portal. These integrations streamline the onboarding process, automatically registering Teams Rooms devices within the providers’ content management systems. Once registered, users can update and manage their digital signage content directly through Appspace or XOGO.
For organizations not using these third-party platforms, Microsoft offers the flexibility to use custom web URLs as signage sources, making it easier to display tailored content.
Streamlined Management and Role-Based Access
The Teams Rooms Pro Management portal simplifies the configuration of digital signage settings, allowing administrators to apply configurations at the tenant level or to specific room groups. The platform supports bulk assignments, making it easy to manage multiple devices simultaneously.
Role-based access control (RBAC) ensures flexible governance, with default permissions assigned to Teams Rooms Pro Managers and M365 Global Admins. Additional users can be granted permissions for tenant-wide or room-specific signage management as needed.
Availability and Future Enhancements
Digital signage mode is currently available for Teams Rooms on Windows with a Teams Rooms Pro license for commercial cloud users. Integrations with Appspace and XOGO require separate subscriptions. Microsoft has announced plans to expand support to Government Community Cloud (GCC) environments, including GCC High, Department of Defense (DoD), and Teams Rooms on Android in the near future.
