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how to create a break out room while using Microsoft teams?

Emil Estacion 20 Reputation points
2025-08-19T15:31:55.41+00:00

I need a step by step guide on how to create a meeting room while on a meeting using Teams.

Microsoft Teams | Microsoft Teams for business | Meetings and calls | Other
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  1. Ian-Ng 2,615 Reputation points Microsoft External Staff Moderator
    2025-08-19T16:17:13.04+00:00

    Hi @Emil Estacion,  

    Good day! Thank you for reaching out to Microsoft Q&A forum and sharing the detail.

    Regarding your questions, kindly note that:

    • Only the meeting organizer or a presenter who has been assigned as breakout-room manager can create and manage breakout rooms. 
    • Breakout rooms are available only in the Teams desktop app (not in the web or mobile apps). 

    In order to create and manage breakout rooms while being on meeting, please follow these steps below: 
    Firstly, you need to create breakout rooms during the meeting

    • In the meeting controls, select Rooms. 
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    •  Choose how many rooms you want (up to 50) and how participants should be assigned (automatic or manual). 
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    • Select Create rooms.

    Secondly, you can assign people to rooms 

    • Rooms > Assign participants, then pick a room for each person, or use Shuffle to randomize.
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    • Select Save.

    After that, please open and close the rooms 

    • Open: Rooms > Open rooms (to open all) or More options > Open on a specific room. 
    • Close: Rooms > Close rooms (to close all) or More options > Close on a specific room. Participants return to the main meeting when rooms close.   

    Useful options while rooms are running

    • Set a time limit: Rooms > Room settings > turn on Set a time limit, choose the duration, Save. Rooms will close automatically when time expires. 
    • Make an announcement to all rooms: Rooms > Make an announcement, type your message, Send.

    Additionally, you can let a co-presenter manage rooms

    • Rooms > Room settings > turn on “Assign presenters to manage rooms,” choose who can manage, Save. Only one manager controls rooms at a time.

    If you prefer, you can pre-create rooms from the meeting invite: Calendar > open your meeting > Breakout rooms > Create rooms, choose the count, then Assign participants and click Save. This also supports up to 50 rooms.

    Kindly refer to the Microsoft official document to ensure setup is correct: Manage breakout rooms in Microsoft Teams - Microsoft Support

    If anything on your screen looks different, tell me which step you’re on and what you see, and I’ll tailor the steps.

    Looking forward to your response.

    If the answer is helpful, please click "Accept Answer" and kindly give it a positive rating. If you have additional questions about this answer, please click "Comment".

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    1 person found this answer helpful.

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  1. Ian-Ng 2,615 Reputation points Microsoft External Staff Moderator
    2025-08-22T20:03:28.4233333+00:00

    Hi @Emil Estacion,

    Hope things are running smoothly on your end.

    Just following up on our recent thread. I wanted to check if the steps I shared helped you accomplish what you were trying to do. If you have any questions or need further clarification, feel free to reply to this answer.

    My goal is to make sure everything is working as expected and that you’re getting the most out of your experience.

    Thanks again for reaching out, and I look forward to hearing from you soon.

    If the answer is helpful, please click "Accept Answer" and kindly give it a positive rating. If you have additional questions about this answer, please click "Comment".

    Note: Please follow the steps in our documentation to enable email notifications if you would like to receive the associated email notification for this thread.

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  2. Emil Estacion 20 Reputation points
    2025-08-22T20:11:03.64+00:00

    Hi, sorry late reply. I haven't tried it yet. I will work on it on Monday. I will keep you posted.

    I have another question, how do I activate or use AI transcript for Team meeting?

    Thank you

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  3. Ian-Ng 2,615 Reputation points Microsoft External Staff Moderator
    2025-08-22T21:01:02.0566667+00:00

    Hi @Emil Estacion,

    Thank you for keeping me updated. Regarding your further question, to activate and use the AI transcript feature in Teams meetings, please follow these steps:

    1. Join or start your Teams meeting.
    2. Select More actions (three dots) on the meeting toolbar.
    3. Choose Record and transcribe > Start transcription.
    4. The transcript will appear in real time during the meeting.
    5. When finished, go back to More actions and select Stop transcription.
    6. After the meeting ends, the transcript can be accessed from the meeting chat or Recap tab, and organizers can download it.

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    Notes:

    • The transcription option must be enabled by your IT admin in the Teams Admin Center. If you do not see the option, please check with them.

    • With Teams Premium, you also get enhanced AI features such as intelligent recap and live translation.

    To ensure you have detail instructions, please refer the official document: View live transcription in Microsoft Teams meetings

    If you have any additional questions, please don’t hesitate to reach out. I also look forward to your update regarding the previous questions.

    It would be greatly appreciated if you could accept my answer, as this helps other users in the forum easily find the solution.

    If the answer is helpful, please click "Accept Answer" and kindly give it a positive rating. If you have additional questions about this answer, please click "Comment".

    Note: Please follow the steps in our documentation to enable email notifications if you would like to receive the associated email notification for this thread.

  4. Emil Estacion 20 Reputation points
    2025-08-27T20:33:30.0833333+00:00

    Thank you Ian for your help!

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