[What and Why]

Microsoft Teams is updating the location and naming of the room optimization experience, previously called “add shared display,” to a context dependent “optimize for room” option. This change improves usability and helps users more easily configure Teams for shared and in-room meeting scenarios. The updated experience automatically optimizes audio, video, and display behavior to support more effective hybrid collaboration.

This message is associated with Microsoft 365 Roadmap ID 564912. 

[Rollout Schedule]

• General Availability (Worldwide): Begins in mid-July 2026 and expected to complete by late July 2026.

[Impact on Your Organization]

Who is affected

• Users who run Microsoft Teams meetings on laptops connected to shared or room-based equipment, such as conference rooms or bring your own device meeting setups.

Platforms/Services

• Microsoft Teams desktop

What will happen

• The “add shared display” option is renamed to “optimize for room.”
• The option is moved to a context dependent location in the Teams interface.
• When enabled, Teams will optimize the meeting experience for room scenarios.
• Connected room peripherals, such as AV devices associated with a room, will be automatically selected instead of laptop audio and video devices.
• If an external display is connected, shared display mode will activate and split Teams into two windows.
• Voice isolation will be disabled so in room participants can be heard clearly.
• Voice recognition will be enabled if allowed by policy.
• A room node will appear in the meeting roster to represent in room participants.
• The feature is user initiated and is not enabled by default.

[Action Required or Recommendations]

No admin action is required.

Recommended actions:

• Inform users of the updated “optimize for room” terminology and where to find it.
• Update internal documentation that references “add shared display.”
• Communicate the change to support and helpdesk teams.
• Encourage users to adopt the feature for improved hybrid meeting experiences.

[Compliance considerations]

No compliance considerations identified, review as appropriate for your organization.