Microsoft Teams Breakout Room FAQ for Mac and PC Users

1. What are breakout rooms in Microsoft Teams?

Breakout rooms allow the meeting organizer to split the main meeting into smaller sessions for focused discussions. After the breakout sessions are completed, participants can return to the main meeting.


2. Why can't I create breakout rooms on my PC/Mac?

If you’re unable to create breakout rooms, it might be due to one of the following reasons:

  • You’re not the meeting organizer: Only the person who scheduled the meeting can create breakout rooms.
  • Outdated Teams version: Make sure you are using the latest version of Microsoft Teams.
    • To update Teams: Click on your profile picture in the top-right corner of Teams, select Check for updates.
  • Breakout rooms not supported for your meeting type: Make sure the meeting is not a live event, as breakout rooms are only supported in regular Teams meetings.

3. Why can't participants join breakout rooms automatically?

This could happen if the automatic room assignment option is not selected:

  • When creating breakout rooms, make sure the “Automatically move people into opened rooms” checkbox is selected during setup.

If participants still can't join automatically, advise them to manually click Join when prompted.


4. Why can’t I assign participants to breakout rooms?

If you’re unable to assign participants to rooms:

  • You must be the organizer: Only the meeting organizer can assign participants to breakout rooms. If someone else is trying to manage them, they won’t have permission.
  • Participants may have left the meeting: Double-check that all attendees are still present in the meeting and haven’t dropped off or rejoined using a different account.
  • Teams update: Make sure your version of Teams is up to date.

5. How do I manually assign participants to breakout rooms on PC/Mac?

  1. Click the Breakout rooms icon in the meeting controls.
  2. Select Assign participants.
  3. Choose the participants you want to assign and select a breakout room for them.
  4. Click Assign.

6. Why are some users unable to join breakout rooms?

This can occur if:

  • Teams client is outdated: Users may be using an outdated version of Teams, which can prevent them from joining breakout rooms. Ask them to update Teams by selecting their profile picture > Check for updates.
  • Platform-specific issues: Ensure that users on both Mac and PC are running the latest operating system version compatible with Teams.
  • Permissions or connection issues: Make sure the participant’s network or firewall settings aren’t blocking their connection to the breakout room.

7. What should I do if breakout rooms are not opening?

If breakout rooms don’t open:

  • End and restart the rooms: Try closing and reopening the breakout rooms from the breakout room control panel.
  • Restart Teams: Exit and restart the Microsoft Teams app. Rejoin the meeting and attempt to open breakout rooms again.
  • Check meeting options: Ensure the meeting settings allow breakout rooms.
    • You can access these settings by clicking on More actions (three dots) > Meeting options.

8. Why can't I record in breakout rooms?

Recording in breakout rooms isn’t automatically available. If you want to record a breakout room:

  • Organizer control: The meeting organizer must enable recording permissions for each breakout room.
  • Alternative method: Appoint a participant as a room manager or use a screen recording tool if needed.

9. How do I manage breakout rooms once they are created?

  1. Opening/Closing Rooms: To open breakout rooms, click Start rooms. To close, click Close rooms.
  2. Send announcements: Click on Breakout rooms > Make an announcement to send a message to all rooms.
  3. Move participants: To move participants between rooms, click on Assign participants, then reassign them to different rooms.

10. Can I switch between breakout rooms as an organizer?

Yes, as the organizer:

  • Open the Breakout rooms panel and select the room you wish to join.
  • Click on Join next to the breakout room name.
  • To switch to another room, simply repeat the process and leave the current room.

11. Why is my breakout room option missing on my Mac/PC?

If you do not see the option for breakout rooms:

  • Check if you are the organizer: Only the organizer can create and manage breakout rooms.
  • Update Teams: Make sure your Teams app is fully updated by selecting your profile picture and choosing Check for updates.
  • Check meeting type: Breakout rooms are not available in channel meetings or live events.
  • Check policies: Your organization's admin settings might restrict the use of breakout rooms. Contact IT support for clarification.

12. Why am I experiencing audio/video issues in breakout rooms?

If you encounter audio or video issues in breakout rooms:

  • Restart Teams: Close the Teams app and reopen it.
  • Check audio/video settings: Click on the More actions (three dots) in the meeting controls and select Device settings to check your microphone, speaker, and camera settings.
  • Network issues: Ensure your internet connection is stable and strong.

13. How can I leave a breakout room and return to the main meeting?

  • To return to the main meeting, click Return at the top of the Teams window.
  • You will automatically be moved back to the main meeting once the organizer closes the breakout rooms.

14. What should I do if breakout rooms are freezing or unresponsive?

  • Restart Teams: Close and reopen the Teams app.
  • Check for updates: Ensure you are using the latest version of Microsoft Teams by selecting your profile and choosing Check for updates.
  • Reopen rooms: As the organizer, close and reopen the breakout rooms to refresh them.

If you continue experiencing issues with breakout rooms, please contact IT support by sending an email to itsupport@institut-francais.org.uk or logging a ticket at https://institutfrancais.freshdesk.com/.

 


Guillaume Manouan

Head of IT