Who Can Manage Breakout Rooms in Team (How it Works)?

Imagine you’re part of a spirited team of online marketers, bursting with fresh ideas to elevate your company’s digital presence.

But as your team grows, coordinating and fostering effective collaboration becomes challenging.

Fear not! Microsoft Teams’ breakout rooms are here to save the day.

So, who can manage breakout rooms in teams?

Hosts and presenters can manage breakout rooms in Microsoft Teams. They have the authority to create, assign participants, and control the rooms during meetings. However, participants do not have management privileges and can only join assigned breakout rooms. Ensure appropriate role assignments to maintain organization and seamless collaboration during virtual sessions.

In this practical guide, let’s dive into the world of breakout rooms and discover how they can transform your online marketing efforts.

Step by Step How to Create Breakout Rooms in Microsoft Teams

Here are the steps to create breakout rooms in Microsoft Teams:

  1. Schedule a Meeting: First, schedule a meeting in Microsoft Teams with all the participants you want to include in the session. Make sure to set the date and time for the meeting.
  2. Join the Meeting: At the scheduled time, join the meeting as the host or presenter. You must have the appropriate permissions to create and manage breakout rooms.
  3. Access Meeting Controls: Once you are in the meeting, locate the meeting controls at the bottom of the screen. You will find various options here, including the “…” (More options) button.
  4. Open Breakout Rooms: Click on the “…” (More options) button, and from the dropdown menu, select “Open breakout rooms.” This will open the Breakout Rooms panel on the right side of the screen.
  5. Set Room Options: In the Breakout Rooms panel, you can choose the number of rooms you want to create. Microsoft Teams can suggest room sizes based on the total number of participants, but you can adjust it according to your requirements.
  6. Add Participants Manually (Optional): If you wish to manually assign participants to specific rooms, click on the “Add participants” button in the Breakout Rooms panel. A list of all meeting participants will appear, and you can drag and drop participants into the desired rooms.
  7. Automatically Assign Participants (Optional): Alternatively, you can use the “Automatically” option to let Microsoft Teams randomly assign participants to breakout rooms. This is useful for larger meetings where manual assignments can be time-consuming.
  8. Start Breakout Rooms: After setting up the breakout rooms and assigning participants (either manually or automatically), click on the “Start rooms” button in the Breakout Rooms panel.
  9. Participants Join Breakout Rooms: Once you start the rooms, all participants will be automatically redirected to their assigned breakout rooms. They will receive a notification to join the room.
  10. Monitor and Manage Breakout Rooms: As the host or presenter, you can move between breakout rooms to monitor discussions and provide guidance. You can also send announcements or broadcast messages to all rooms simultaneously to facilitate communication.
  11. Close Breakout Rooms: When it’s time to regroup the participants, click on the “Close rooms” button in the Breakout Rooms panel. This will automatically end the breakout sessions and bring everyone back to the main meeting.

What are Breakout Rooms in Microsoft Teams?

Breakout rooms are virtual havens within Microsoft Teams, enabling you to divide your large meetings into smaller, focused groups.

Picture brainstorming sessions, team-building activities, or project-specific discussions, all flourishing in separate spaces.

These rooms breathe life into collaboration, helping your marketing specialists shine bright like stars.

Who Can Manage Breakout Rooms?

Ah, the cast of roles in this virtual theater! We have the hosts and presenters, bestowed with the mighty powers to create, assign, and manage rooms.

Then there are the participants, eager to join the assigned rooms. By assigning the right roles, you create a harmonious symphony during your meetings.

How to Assign Participants to Breakout Rooms

Picture yourself as a conductor, orchestrating a beautiful harmony among your team members.

To assign participants manually, simply dance your cursor to the relevant person and assign them to the designated room.

But hey, Microsoft Teams has a surprise – the “Automatically assign” feature! Let it work its magic and save you time, especially in those bustling larger meetings.

Moving Participants Between Breakout Rooms

Flexibility is the key to online marketing success! During your meeting, you might find the need to shuffle participants between breakout rooms.

Fear not, dear marketer! As a moderator, you hold the power to whisk team members between rooms effortlessly. Oh, the symphony of collaboration!

Microsoft Teams Key Features and Pricing for Breakout Rooms

Key FeaturesPricingBreakout Rooms
Seamless Collaboration– Microsoft Teams Free– Divide large meetings into smaller groups
– Microsoft 365 Business Basic– Facilitate focused discussions
(starting at $5/user/month)– Boost team engagement and creativity
– Microsoft 365 Business– Assign participants manually or automate
Standard (starting at $12.50/– Moderators control room assignments
user/month)and movements
Video Conferencing– HD video and audio calls– Seamless transition between main
– Virtual background and filtersmeeting and breakout rooms
– Real-time chat and file sharing– Participants receive notifications to join
designated breakout rooms
Screen Sharing & Recording– Share screens and presentations– Moderators can move between rooms to
– Record meetings for referencemonitor discussions and provide guidance
– Keep meeting recordings in– Send announcements or broadcast messages
cloud storageto all breakout rooms simultaneously
Integrations & Productivity– Integration with Office 365– Foster team collaboration with icebreakers
apps (Word, Excel, PowerPoint)and team-building exercises
– Integration with third-party– Assign team leaders to promote unity
apps like Trello and Asanaand collective responsibility
– Planner for task management
Security & Compliance– Data encryption and multi-– Microsoft Teams complies with strict
factor authenticationdata security and compliance regulations
– Compliance with industry– Sensitive information stays protected
standards (HIPAA, GDPR)during breakout sessions

How to Control Breakout Rooms During a Meeting

As an online marketer leading the virtual charge, you wield control over these digital sanctuaries.

Picture yourself traversing between rooms, joining discussions, and sending announcements. Not to mention, broadcasting messages to all rooms at once, uniting your team like never before!

Troubleshooting Common Breakout Room Issues

We get it, even the smoothest melodies might have a hiccup or two. Technical glitches or participants struggling to join rooms can be vexing.

Fear not!

Microsoft Teams has your back with a plethora of support resources, guiding you to troubleshoot and resolve these pesky issues with ease.

Managing Breakout Rooms on Different Devices

As a jet-setting marketer, you’re always on the move.

Be it your trusty desktop, nifty mobile, or reliable web version of Microsoft Teams – breakout room functionality stays strong and consistent across devices.

Wherever you wander, collaboration follows!

Benefits of Breakout Rooms

Breakout rooms in Microsoft Teams offer a range of benefits for online marketers:

  1. Enhanced Collaboration: Breakout rooms divide large meetings into smaller groups, promoting focused discussions and fostering collaboration among team members.
  2. Boosted Team Engagement: Participants feel more engaged and involved when they have the opportunity to actively contribute and share ideas in smaller, more intimate settings.
  3. Seamless Transition: Moving between the main meeting and breakout rooms is effortless, ensuring a smooth flow of discussions and preventing disruptions.
  4. Improved Productivity: Breakout rooms allow moderators to assign participants manually or automatically, saving time and effort in organizing teams.
  5. Effective Monitoring: Moderators can move between rooms to monitor discussions, provide guidance, and ensure productive outcomes.
  6. Streamlined Communication: Moderators can send announcements or broadcast messages to all rooms simultaneously, enhancing communication across the team.
  7. Versatility in Collaboration: Icebreakers and team-building activities can be used to encourage camaraderie and creativity among participants.
  8. Empowerment with Leadership: Assigning team leaders within breakout rooms promotes collective responsibility and a sense of ownership.
  9. Compatibility and Security: Breakout rooms are available across Microsoft Teams pricing tiers, with the platform complying with strict data security and compliance standards.

Overall, breakout rooms empower online marketers with the tools to facilitate efficient teamwork, creative brainstorming, and cohesive collaboration, making them a vital feature for successful virtual meetings.

Table Chart: Pros and Cons of Breakout Rooms

Enhances collaborationTechnical glitches may pop up
Boosts team engagementActive moderation may be required
Facilitates focused discussionsSome participants might feel uneasy
Allows flexible room managementLimited access on certain devices


Breakout rooms in Microsoft Teams are the keys to unlocking your team’s full potential.

Embrace the power of these digital sanctuaries, and witness your online marketing efforts soar to new heights.

From seamless collaboration to creative problem-solving, breakout rooms breathe life into your virtual meetings, creating a symphony of success.

So, rally your marketing warriors, and let the magic begin!