Set up a Surface Pro 4 as a Teams Meeting Room device

The following post runs through converting a Surface Pro 4 into a Teams Meeting Room device using a Logitech SmartDock [eBay refurb £349.99] with a Logitech C930E 1080p HD webcam as a Content Camera device [Amazon £65].

The latest version of Teams Meeting Room ‘SRSv2’ being Content Camera support to the Surface Pro device line-up – https://docs.microsoft.com/en-us/MicrosoftTeams/room-systems/srs2-release-note#43210-12092019 – in the previous week I had been trying to set up Content Camera on v4.2.4.0 without success and today (12th Dec) Content Camera has started working; coinciding with these release notes although the version stating support is later than the downloadable version. Content Camera is tested and working ok on v4.2.4.0 but no doubt will be improved with official support in v4.3.21.0.

Given that a Surface Pro 4 was first released over 4 years ago in late 2015 and the Surface Pro 5 came out mid-2017 this is likely the most cost effective way to build a Teams Meeting Room device and extend the life of the Surface Pro 4 for a while longer yet. For me it is a great way to be able to give a real world / long term demo of a Native Teams Meeting Room device for the lowest cost point possible.

There are several stages to the ‘conversion’ process to take you from Surface Pro tablet/keyboard to Surface Teams Meeting Room device in the dock.

The order below is based on the time taken for a Teams Account to be created, configured and replicated. In previous configuration the account has taken 2 hours+ to become a fully functional account with no errors.

  1. Office 365 Teams Room configuration
  2. Creation of the bootable installation media
  3. Installation: Software and Hardware
  4. Setup of the Meeting Room device
  5. Teams Meeting Room device is now ready

1. Office 365 Teams Room configuration

This part is performed using this Microsoft article, followed and my own screenshots added as I go https://docs.microsoft.com/en-us/MicrosoftTeams/room-systems/with-office-365 – [my tenant uses a pure-cloud config with no on-prem AD or sync and this config is reflected in my choices below]

The below series of screenshots are the choices I have made to create a new account, converts to a room, configures Skype, Exchange and sets up room auto responses.

Enter the O365 admin details; this works best on an account that does not have MFA. We recommend always having MFA enabled for this use either a new admin account and remove after or temporarily bypass MFA for this process and reenable immediately after.
Enter the room UPN and password
At the time of writing (12 Dec 2019), the SkypeProvisioning script provided by Microsoft has an issue whereby single-digit SKUs are not accepted and you cannot continue past this point. The workaround is to enter a double-digit SKU and we’ll go and fix it after the account is created. I’ve flagged it to MS to update the script so expect this will happen soon.

While the account and mailbox provisioning is happening you can dive over to the Office 365 portal and assign the correct license to the user and remove whatever random double-digit license you assigned. For me, its the Meeting Room license I want to assign.

By the end of the script you will have a correctly configured Teams Meeting room account with the licenses applied ready for use. Barring any background config/replication that Microsoft need to complete the account is ‘ready’ to be used.

2. Creation of the bootable installation media

Following the instructions here – https://docs.microsoft.com/en-us/microsoftteams/room-systems/console – create your USB installation media using the CreateSrsMedia.ps1 PowerShell script.

You will need either the IoT OEM media or Windows 10 Enterprise (1903 ISO build). At the time of writing don’t use Win10 v1909 as the script expects the build version max of v1903 for now.

Run the script and make sure to include the drivers for the Dock and Surface Pro. This adds them into the USB build to make it a slick install.

After the drivers have been downloaded and signatures validated you can select USB drive and the the path to the Windows 10 installation media, for my install this was e:\

3. Installation: Software and Hardware

Once the USB image creation is finished, boot the Surface Pro from the USB drive (power off, press and hold volume down and power on, then release power on) to install the custom Windows 10 build to the Surface Pro. This will then automatically churn away, flash the disk from the USB build and once complete it will simply shutdown/power off.

At the end of the new image being applied and the device shutting down you can now physically install the Surface Pro into the Logitech Dock following the printed leaflet that comes in the box; remove the bottom panel that covers the USB, HDMI and power ports, the face plate and metal holding plate.

Under the covers you have a mini displayport cable and the surface hub charger/connector cable to plug in the side of the Surface Pro and then rest into the dock. Screws back in and the hardware part is complete. At this stage you should also plug in the Logitech USB webcam and a USB keyboard is helpful (or the on-screen keyboard works ok for the configuration part). I also plugged in 2x HDMI leads (1x out to a 43″ Sony TV and 1x in for later use in Presentation mode).

4. Setup of the Meeting Room device

After the USB build is complete, the device is in the dock and peripherals plugged in, you can power the Surface on and you will be presented with the “Setup” screens.

Accept the License Terms
Configure the sign in, password and select Skype for Business and Microsoft Teams (default) for the Supported meeting mode
Ensure you have the correct mic, speakers selected and make sure to select your Logitech C930e webcam as the Content Camera.
Finish the setup

5. Teams Meeting Room Device is now ready

At this stage (providing all the config worked ok and the Microsoft ‘magic’ has happened in the background – replication across O365 etc) your Meeting Room account and device is now ready. You can use it for meetings, the Content Camera and its transparency will all work with Content Enhancements too.

When meetings are scheduled it shows these upcoming/ongoing meetings on the homescreen
Proximity awareness with Bluetooth beaconing – it knows I am in the same location as the Meeting Room device and recommends I join muted
Enhance content – this will look familiar to users of Office Lens, it recognises the ‘whiteboard’ area and crops/re-orientates the board to be square and level presented in the meeting
Content Camera is configured and working with the whiteboard transposed into the meeting with the subject between camera and board made transparent/opaque

Part 2: Monitoring and Managing this Teams Meeting Room device in Azurethis will following when I have some time to write it up

7 thoughts on “Set up a Surface Pro 4 as a Teams Meeting Room device

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    1. Thanks. Haven’t seen or experienced any 1903 related issues myself but as 1803 is solid and supported there is likely no benefit to using the latest feature version in a cut down build like this. Appreciate the feedback 👍

  1. Am I right, that this will only work on surface pro devices … so it won’t work on Lenovo or Dell devices for example?

    1. Hi Manuel, yes you are right. Though since this post the world has moved on a lot and there are now a lot of Meeting Room devices for ‘personal’ and ‘room’ use from manufacturers.
      The MTR device in the article only really makes sense if you have a spare Surface Pro to begin with. Other options are likely more cost effective and having dedicated hardware is good from a support perspective.
      If you wanted to use a Lenovo or Dell device; you might be able to make use of Microsoft Intune and enrolling the device as a Kiosk device which allows a single-app only to be used at login for (eg) Reception areas and the like.
      Thanks, Neil

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