Microsoft Teams

Modified on Tue, 3 Mar at 1:12 AM

Overview

Organizations who use Microsoft Teams for virtual meetings have the option to add users' MS Teams meeting links to reservations in Tango Reserve. Two-way synchronization of MS Teams meeting info is enabled in the following interfaces:

Web Application
Exchange
Mobile Apps
Exchange Add-in

The organization must have an M365 Connector already in place. An administrator with the right to Manage System must enable MS Teams as a collaboration tool in Reserve's settings screen. Once enabled, MS Teams becomes an option in the reservation screen. Users must be mapped in M365 with their Reserve email address for the Teams information to sync properly. The user will check off the MS Teams box while creating or modifying a reservation for a collaboration space. As of October 10, 2025 the MS Teams checkbox is no longer an option for workspace reservations. After the reservation has been successfully submitted, the reservation owner's Teams information will be added to the reservation and M365 will create an Outlook appointment containing the Teams information.

Settings

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An admin must check off the box for MS Teams in Settings -> General -> Properties.

Note that if an admin chooses to later disable this by unchecking the MS Teams checkbox, they will see a warning saying "Disabling this collaboration tool will remove all collaboration tool data from all active reservations. This is an irreversible process. Are you sure you want to disable this collaboration tool?" If they select Yes, then the MS Teams data will be removed from the reservation data in Reserve (not Outlook). If they select No, then nothing will be changed.

Reservations

When the MS Teams box is checked off in Settings, the MS Teams option is displayed in the screens where reservations and events are created and modified.

The user can check the MS Teams box to add a Teams link.

After the reservation has been saved successfully, the Teams information is displayed within the reservation. If the Teams information needs to be removed, the box may be unchecked and the reservation resubmitted.

Once the reservation syncs with M365, the Teams information is displayed within the Outlook appointment. The phone number is the same across all Teams meetings for the organization. The Meeting ID and Phone Conference ID are unique.

If a user checks off the MS Teams box within their reservation but their Reserve login email address does not exist in Exchange, the MS Teams information will not be added to the reservation. After submitting, the following text will be added to the bottom of the reservation's comments field: "Microsoft Teams Meeting was disabled automatically because the user {email} could not be found in Outlook."

If a user creates a reservation as a Delegate (meaning they change the owner to another user), the reservation owner will be marked as the initiator in the Teams meeting. Initiator is a Microsoft designation.

M365 (Outlook)

The organization's Outlook settings will determine whether or not MS Teams is automatically enabled when appointments with invitees are created. If Teams is not automatically enabled, the User may have the option to add Teams within the appointment window. When a user creates an M365 appointment with Teams enabled and it includes a room mapped to Reserve, the Teams information will be brought into the reservation in Reserve as long as MS Teams has been enabled in Reserve's Settings and the user is mapped properly. Direct room bookings (creating an appointment directly on the room's calendar) are not supported.

Mobile Apps

The following applies after the mobile app release which is planned for November 8-9, 2022. The Microsoft Teams checkbox is available in reservations within the mobile apps if MS Teams has been enabled in web settings and the organization has an M365 Connector in place. Checking the box adds a clickable link and MS Teams meeting info to the reservation.

The Teams information appears in the reservation after it has synced with the M365 Connector.

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M365 Add-in

MS Teams may be enabled in the Outlook appointment window as described in the section above.

For Outlook Desktop: If Teams is enabled in the Outlook appointment window, when the M365 Add-in is opened, the MS Teams checkbox will be checked off in the summary screen. If Teams is not enabled in the Outlook appointment window, when the M365 Add-in is opened, the MS Teams checkbox will not be checked off in the summary screen. If collaboration space assets have been selected, the user may check the box to enable Teams for that reservation.

For OWA: There is no MS Teams checkbox within the M365 Add-in's summary screen within OWA because of limitations in OWA. Teams must be enabled within the appointment window. When enabled in the appointment window, the Teams information will be brought into Reserve upon submission as long as MS Teams has been enabled in Reserve's Settings and the user is mapped properly.

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