CONNECT AND COLLABORATE IN HORIZON WORKROOMS

Here you can learn more about how to connect and collaborate in Workrooms. To learn more basic information about Workrooms and how to get started, visit our Getting Started section.

Creating Workrooms and Using the Workrooms Web App


Create a workroom in Horizon Workrooms
To create a workroom:
  1. 1.
    From the Workrooms web app, click next to Workrooms in the left menu.
  2. 2.
    Click Workroom name and enter a name for the Workroom you’re creating.
  3. 3.
    Click Invite members and enter the names or emails of people you want to invite to your workroom.
  4. 4.
    Click Create Workroom.
Note: There is no limit to the number of workrooms you can create

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Invite people to a workroom in Horizon Workrooms
To invite people to a workroom:
  1. 1.
    From the Workrooms web app, click on the workroom you want to invite people to,
  2. 2.
    Click Add People in the top right.
  3. 3.
    Enter the name or email of people you want to invite, then click Add.
Note: There is no limit to the number of people who can have access to the workrooms you create. Keep in mind, there are limits on the number of people who can meet in a workroom at the same time.

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Can I meet in Horizon Workrooms without setting up a meeting?
Yes, anyone who is invited to a workroom can enter the workroom at any time. Keep in mind, a total of 16 people can be in a workroom in VR at the same time, and a total of 50 people can be in a workroom in VR and on video call.

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Managing action items in Horizon Workrooms
To add action items in a workroom:
  1. 1.
    From the Workrooms web app, click on the workroom you want to add action items to.
  2. 2.
    Click next to Action Items.
  3. 3.
    Type a description for the action item.
    • You can tag people on the action item by typing ‘@’ and then the person's name.
    • You can set a due date for the action item by clicking Due Date and selecting a date from the calendar.
  4. 4.
    When you’re finished, click Add.
To edit or delete an action item:
  1. 1.
    Hover over the action item and click .
  2. 2.
    Click Edit or Delete.

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Managing notes, files and links in Horizon Workrooms
You can manage a workroom’s notes, files, and links from the Workrooms web app on your computer or in VR using Oculus Remote Desktop.
You can also manage a workroom’s files on video call during a workroom meeting by clicking in the bottom right.

Creating and managing notes
To create a note:
  1. 1.
    From the Workrooms web app, click on the workroom you want to create a note in.
  2. 2.
    Click next to Notes, Files, and Links, then click Create a note.
  3. 3.
    Edit your note.
    • You can add action items and links to your note by clicking the corresponding icon next to Insert at the top.
  4. 4.
    When you’re finished, click Share to Workroom in the top right.
You can edit a note by clicking on it. To manage a note, hover over it and click . From here, you can:
  • View note details.
  • Copy a link to share the note.
  • Pin the note to the workroom.
  • Delete the note.
Keep in mind, all workroom members can view and edit notes.

Uploading and managing files
To upload a file:
  1. 1.
    From the Workrooms web app, click on the workroom you want to upload a file to.
  2. 2.
    Click next to Notes, Files, and Links, then click Upload a file.
  3. 3.
    Click on the location you want to upload a file from, then navigate to the file and click on it.
  4. 4.
    Click Upload.
You can view a file by clicking on it. To manage a file, hover over it and click . From here, you can:
  • View file details.
  • Copy a link to share the file.
  • Pin the file to the workroom.
  • Download the file.
  • Delete the file.

Sharing and managing links
To share a link:
  1. 1.
    From the Workrooms web app, click on the workroom you want to share a link to.
  2. 2.
    Click next to Notes, Files, and Links, then click Share a Link.
  3. 3.
    Click Paste a link and enter the link you want to share.
    • You can add a description by clicking Add a description (optional) and entering a description.
  4. 4.
    When you’re finished, click Share.
You can visit a link by clicking on it. To manage a link, hover over it and click . From here, you can:
  • View link details.
  • Copy the link to share it.
  • Pin the link to the workroom.
  • Delete the link.

Managing workroom files in VR
To access a workroom’s files from inside a workroom in VR, you need to have Oculus Remote Desktop installed and connected.
To manage workroom files from a workroom in VR:
  1. 1.
    From the desk menu, select the Room tab.
  2. 2.
    Select Room Details, then select Notes, Files, and Chat. This will open the Workrooms web app on your virtual desktop.

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Customize posters and logos in Horizon Workrooms
You can change the posters and logos in your workroom by selecting from the default options or by uploading your own custom images. You can upload custom images from your computer using the Workrooms web app or from your headset using Oculus Remote Desktop.
To change posters and logos in your workroom in VR:
  1. 1.
    From the desk menu, select the Room tab.
  2. 2.
    Select Customize Room, then scroll down and select Customize Posters and Logos.
  3. 3.
    Select the poster or logo you want to change.
    • Once you select a poster or logo, a flashing blue dot in the workroom indicates where the poster or logo is located. An audio ping will also play to help you locate the object.
  4. 4.
    Select the image you want to use for the logo or poster, or select to upload a custom image from your computer.
    • You will need to connect your computer to your headset using Oculus Remote Desktop in order to upload custom images to your workroom in VR.
    • You can also upload custom poster and logo images from the Workrooms web app by clicking Customize Room in the top left of the corner of the workroom preview.
Note: Changing the posters and logos in a workroom will affect everyone in the room. Posters and logos are persistent and will remain in place until they’re changed.

Poster and logo image requirements and specifications

Portrait poster
  • File type: PNG or JPEG
  • Aspect Ratio: 3:4
  • Min Resolution: 155 x 226 px
Landscape poster
  • File type: PNG or JPEG
  • Aspect Ratio: 4:3
  • Min Resolution: 172 x 121 px
Logo
  • File Type: PNG with a transparent background
  • Aspect Ratio: 16:9 (For the area. Logo sizes are dynamic)
  • Min resolution: 720 x 405 px

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Scheduling and Joining Meetings


Scheduling meetings in Horizon Workrooms

Schedule a meeting
To schedule a meeting from the Workrooms web app:
  1. 1.
    You can access the Schedule a Meeting screen from the Workrooms web app by doing any of the following:
    • From the main page, click New Meeting in the top left.
    • From the Calendar tab, click Schedule Meeting in the top right.
    • From the Workrooms tab, click a workroom, then under Meetings, click Schedule Meeting.
  2. 2.
    From the Schedule a Meeting screen, you can do the following:
    • Create a meeting name.
    • Set the date and time the meeting will take place.
    • Add people to the meeting.
    • Select the workroom the meeting will take place in.
    • Create a meeting description.
  3. 3.
    When you’re finished, click Schedule Meeting in the top right. Your meeting will appear on your Calendar tab and will also be listed under Meetings in the workroom the meeting is scheduled in.
Keep in mind, you don’t need to schedule a meeting in order to meet with others in a workroom.

Edit or cancel a meeting
To edit or cancel a Workrooms meeting from the Workrooms web app:
  1. 1.
    Click on the meeting you want to edit or cancel.
    • You can find meetings on the Calendar tab, or by clicking on the workroom the meeting is scheduled in.
  2. 2.
    From the meeting details window, click , then click Edit Meeting or Cancel Meeting.

Invite people to an existing meeting
To invite people to an existing Workrooms meeting from the Workrooms web app:
  1. 1.
    Click on the meeting you want to invite people to.
    • You can find meetings on the Calendar tab, or by clicking on the workroom the meeting is scheduled in.
  2. 2.
    From the meeting details window, click , then click Edit Meeting.
  3. 3.
    Click below Add people and enter the name or email of people you want to invite to the meeting.
  4. 4.
    When you’re finished, click Save Changes in the top right.

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Joining meetings in Horizon Workrooms
Workrooms meetings can be joined by up to 50 people. A total of 16 people can join a meeting in VR, while others can join the meeting through the Workrooms web app.
Note: Joining a Workrooms meeting from a mobile phone is not currently available.

Join a Workrooms meeting in VR
You can join a Workrooms meeting in VR from your headset or from the Workrooms web app.
From your headset:
  1. 1.
    Open the Workrooms app.
  2. 2.
    From the Workrooms lobby, you’ll see meetings that you’re invited to on the Today tab of your workrooms menu. Select a meeting to join it, or select a workroom from the Rooms tab to enter a workroom.
From the Workrooms web app:
  1. 1.
    From the left menu, click Join next to the workroom your meeting is scheduled in. This will open the meeting window.
    • You can also click on the workroom the meeting is scheduled in and click Join Workroom.
  2. 2.
    From the meeting window, click next to Join Room, then click Join from VR from the dropdown.
  3. 3.
    Click Open next to the headset you want to join the meeting from, then click Ok.
Workrooms will open on your headset once your headset is powered on and connected to the internet.

Joing a Workrooms meeting on video call
You can join a Workrooms meeting on video call from the Workrooms web app or from a web browser on your computer.
From the Workrooms web app:
  1. 1.
    From the left menu, click Join next to the workroom your meeting is scheduled in. This will open the meeting window.
    • You can also click on the workroom the meeting is scheduled in and click Join Workroom.
  2. 2.
    From the meeting window, click Join Room.
From your computer:
  1. 1.
    Open the meeting invite link.
  2. 2.
    Click Join Room.

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Sync your calendar with Horizon Workrooms
You can connect your Outlook or Google calendar to Workrooms to more easily manage your meetings. Keep in mind, you can disconnect your calendar from Workrooms at any time.
To connect or disconnect your calendar from Workrooms:
  1. 1.
    From the Workrooms web app, click Calendar.
  2. 2.
    Click in the top right, then click Connect Google Calendar or Connect Outlook Calendar, or click Disconnect Google Calendar or Disconnect Outlook Calendar.

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Who can I invite to a Horizon Workrooms meeting?
You can invite anyone as a guest to join a Workrooms meeting on video call. If you want to invite someone to join a meeting in VR, they will need to have a Workrooms account and be added as a member of the workroom.

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Guest Access in Horizon Workrooms
Anyone with a workroom invite link can join a meeting as long as Guest Access is turned on. There is an audio notification when a guest joins a Workooms meeting and the name of the guest will be visible to everyone. Guests can be removed from a meeting by a member of the workroom at any time.
Guest Access is turned on by default for workrooms you create. You can turn Guest Access on or off from the Workrooms web app or in VR.
To turn Guest Access on or off from the Workrooms web app:
  1. 1.
    Select the workroom you want to change Guest Access for.
  2. 2.
    Select next to Guest Access On or Guest Access Off.
  3. 3.
    Select the toggle next to Guest Access to turn Guest Access on or off.
To turn Guest Access on or off from a workroom in VR:
  1. 1.
    From your desk menu, select the Room tab.
  2. 2.
    From the Room tab, select Room Details.
  3. 3.
    Select the toggle next to Guest Access to turn Guest Access on or off.

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I'm having audio or video issues with a Horizon Workrooms video call
If you're having a problem with your camera:
  • Close any open applications that use a camera or microphone, such as other video calling or chat programs.
  • If you're making a call from the browser, make sure Workrooms has permission to use your camera and microphone. You can change this in your browser settings.
  • Try restarting your browser or computer.
  • If you're using an external camera, make sure your camera is compatible with your computer.
  • Download the most recent drivers for your camera from the manufacturer's website.
If you're having a problem with your video call's sound:
  • If you have an external microphone or speakers, make sure they're connected correctly to your computer.
  • Check that your microphone isn't on mute. Some microphones have buttons to mute or unmute. If you're using a headset, it may have a mute switch on the side of the headset or on the cable that connects to your computer.
  • Close any open applications that use a camera or microphone. For example, other video calling or chat programs.
  • Make sure the other participants have their microphone set up correctly.

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Collaborating in VR


Share your computer screen in VR in Horizon Workrooms
To share your computer screen in VR, you need to first connect your computer to your headset using Oculus Remote Desktop.
To share your computer screen in VR:
  1. 1.
    From your desk menu, select the Computer tab.
  2. 2.
    Hover over your computer screen in VR and select Share screen.
Your screen will now appear on the whiteboard at the front of the room. To stop sharing, hover over your computer screen in VR and select Stop sharing.

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Mute your microphone in Horizon Workrooms
You can mute your microphone at any time by selecting microphone Mute microphone from your desk menu.

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Supported file types in Horizon Workrooms
With the Oculus Remote Desktop app, you can use your computer in VR and view or screen share any files you can access on your computer. Images, video and PDFs can be uploaded to your Workrooms account using the Workrooms web app. You can also upload images and pin them on the whiteboard in VR.

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Changing the seating layout in VR in Horizon Workrooms
Currently, you can select three different seating layouts for your workroom. The different layouts are:
  • Default
  • Conversation
  • Presentation
To change the seating layout of your workroom in VR:
  1. 1.
    From the desk menu, select the Room tab.
  2. 2.
    From the Room tab, select Seating Layout.
  3. 3.
    Select the seating layout you want, then select Change to confirm.
Note: Changing the seating layout will affect everyone in the room.

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Changing the room theme in VR in Horizon Workrooms
You can change the look and feel of your VR workroom by selecting a different room theme.
To change your workroom’s room theme in VR:
  1. 1.
    From the desk menu, select the Room tab.
  2. 2.
    Select Customize Room.
  3. 3.
    Under Room Theme, select the virtual environment you want to change to, then select Change.
Note: Changing a workroom’s theme will affect everyone in the room. Workroom themes are persistent and will remain in place until they’re changed.

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Changing seats in VR in Horizon Workrooms
You can change from your current seat to any open seat in a workroom in VR from the desk menu.
To change your seat in a workroom:
  1. 1.
    From the desk menu, select Change seat.
  2. 2.
    Select the seat you want to change to.

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Using the Whiteboard


Using the whiteboard in VR in Horizon Workrooms
The Workrooms whiteboard allows you to write, sketch, and share images with your team in VR. You can access the whiteboard from your virtual desk or you can go to the whiteboard at the front of the workroom.
Keep in mind, you will need to have a clear area either on your physical desk or in your real-life environment to set up and use the Workrooms whiteboard.

Desk whiteboard
To use the whiteboard at your desk:
  1. 1.
    From a workroom in VR, select Desk whiteboard from the bottom right corner of your virtual desk.
  2. 2.
    Select Create and follow the on-screen instructions to set up your desk whiteboard.
Note: The whiteboard is not private and is meant for collaboration. Content added to your desk whiteboard will appear on everyone else’s desk whiteboard as well as the room whiteboard.

Room whiteboard
To use the whiteboard at the front of the workroom:
  1. 1.
    From a workroom in VR, select Go to whiteboard from your desk menu.
  2. 2.
    Select Confirm, then follow the on-screen instructions to position the virtual whiteboard in your physical environment.
  3. 3.
    When you’re finished, select Confirm Position, then select Continue.

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Add images from your computer to the whiteboard in Horizon Workrooms
You can upload images from your computer in VR using Oculus Remote Desktop and add them to the whiteboard.
To upload an image in VR using Oculus Remote Desktop:
  1. 1.
    From your desk whiteboard menu, select Images. This will open the Notes and Files window.
  2. 2.
    From the Notes and Files window, select in the top right. This will open the Upload File window on your computer.
  3. 3.
    From your computer, select the location you want to upload an image from, then navigate to the image and select it.
  4. 4.
    Click Upload. This will add the image to your workroom files.
To add an image to the whiteboard in VR:
  1. 1.
    From the whiteboard menu, select Images. This will open the Notes and Files window
  2. 2.
    Select the image you want to add to the whiteboard. The image will be added to the center of the whiteboard.
You can select and drag an image to reposition it. To resize an image, hover over a corner and select .
To remove an image from the whiteboard in VR:
  1. 1.
    Select the image and drag it to the garbage can at the bottom of the whiteboard.

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Add a screenshot to the whiteboard in Horizon Workrooms
Using Oculus Remote Desktop, you can take a screenshot of your computer and add it to the whiteboard in VR. Screenshots you add to the whiteboard will also be saved to the workroom’s files.
To add a screenshot to the whiteboard in VR:
  1. 1.
    Hover over your virtual computer screen and select Screenshot.
  2. 2.
    Select Save to Whiteboard. Your screenshot will be added to the center of the whiteboard.

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Managing whiteboards in Horizon Workrooms

Export a whiteboard
Exported whiteboards will be available as a .png file in the workroom’s Notes and Files.
To export a whiteboard in VR:
  1. 1.
    From the whiteboard menu, select Load & export whiteboards.
  2. 2.
    On the Active whiteboard, select Export.
  3. 3.
    Select Export to confirm.

Create a new whiteboard
Creating a new whiteboard will affect everyone in the room and will automatically save the existing whiteboard.
To create a new whiteboard in VR:
  1. 1.
    From the whiteboard menu, select Load & export whiteboards.
  2. 2.
    Select New Whiteboard.
  3. 3.
    Select Create.

Load a previous whiteboard
Loading a previous whiteboard will affect everyone in the room and will automatically save the existing whiteboard.
To load a previous whiteboard in VR:
  1. 1.
    From the whiteboard menu, select Load & export whiteboards.
  2. 2.
    Select the whiteboard you want to load, then select Open.

Delete a whiteboard
Deleting a whiteboard is permanent and cannot be undone.
To delete a whiteboard in VR:
  1. 1.
    From the whiteboard menu, select Load & export whiteboards.
  2. 2.
    Select Delete on the whiteboard you want to delete, then select Delete to confirm.

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Avatars


Edit your avatar in Horizon Workrooms
Workrooms uses the same Oculus avatar you create for other VR experiences. You can edit your avatar from the Workrooms lobby in VR.
To edit your avatar:
  1. 1.
    From the Workrooms lobby menu, select Settings.
  2. 2.
    Select next to your avatar.
  3. 3.
    Select Continue to temporarily leave the Workrooms app and edit your avatar.
  4. 4.
    Edit your avatar, then select Save Avatar & Continue. This will return you to the Workrooms app.

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See what your avatar looks like during a meeting in Horizon Workrooms
To see what your avatar looks like during a Workrooms meeting, select Settings from the Workroom menu.
Keep in mind, you can’t edit your avatar while in a workroom. To edit your avatar, you need to exit to the Workrooms lobby or click on your profile picture from the Oculus universal menu.

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Why did someone's avatar turn gray during a Horizon Workrooms meeting?
If someone’s avatar turns gray, it means they’re still in the meeting but are temporarily unable to see what is happening in the Workroom’s virtual space. They may also have a ‘Passthrough’ tag placed above them. This can happen for a few reasons, including:
  • Moving outside the bounds of your virtual desk or whiteboard’s Guardian boundaries.
  • Redrawing your virtual desk.
  • Moving to or from the room whiteboard.
The avatar will regain color once the person finishes their current task.

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