Microsoft Teams Room for Windows Custom Background

Keith Thomas 61 Reputation points
2025-10-16T00:15:35.7533333+00:00

I am having trouble applying a custom background for my microsoft teams rooms on windows. I am following the documentation on https://learn.microsoft.com/en-us/microsoftteams/rooms/custom-backgrounds?tabs=Standard

After uploading the png and xml file to the local state folder, I reboot the device and no change has been made. When logging back into the admin side the xml is gone (expected) but the png is also gone.

Are there log locations where I can see what is happening? Additionally licensing documentation seems to be a bit confusing. I know a pro license means I can configure these settings from the management portal, however the linked documentation clearly states instructions for Teams Rooms without a Teams Rooms Pro license. My assumption is I should be able to apply these settings locally without the pro license.

Microsoft Teams | Microsoft Teams for education | Settings | Other
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  1. AlexDN 11,445 Reputation points Microsoft External Staff Moderator
    2025-10-16T02:36:04.74+00:00

    Hi @Keith Thomas,
    Thank you for posting your question in the Microsoft Q&A forum.
    To better assistance, could you please confirm following information:

    • The exact folder path where you placed the PNG and XML files?
    • The resolution and format of the PNG file?
    • The file naming convention used for both PNG and XML?
    • Whether the XML references the PNG correctly?
    • Did you copy the files under the user account or as an Admin?
    • Which version of Teams Rooms on Windows is installed?
    • Are there any recent updates or patches applied to the device?
    • Are any Group Policies or security baselines applied that could clean up local state folders?

    Based on your description, I recommend some step below:

    1. File Placement and Naming
      Ensure both the PNG and XML files are placed in the correct folder: C:\Users\Skype\AppData\Local\Packages\Microsoft.SkypeRoomSystem_8wekyb3d8bbwe\LocalState The XML file should be named SkypeSettings.xml, and the PNG filename must match exactly what’s referenced in the XML.
    2. Image Format and Resolution
      The PNG must meet specific resolution requirements depending on your display setup. For dual-screen setups, the image should be 3840×1080. For single-screen, at least 1920×1080. Unsupported resolutions may cause the image to be ignored and deleted.
    3. XML Configuration
      Double-check the XML structure. If you’re using a Teams Rooms Basic license, use the <CustomThemeImageUrl> tag to apply a single image. Example:
    
<SkypeSettings>
<Theming>
<CustomThemeImageUrl>YourBackground.png</CustomThemeImageUrl>
</Theming>
</SkypeSettings>
    1. Licensing Consideration
      You are correct that Teams Rooms Basic (non-Pro) supports local configuration of custom backgrounds using the method above. The Pro license enables more advanced configurations (e.g., separate images per display), but is not required for basic theming.
    2. Logs and Diagnostics
      To investigate further, you can check the following log location on the device: C:\Users\Skype\AppData\Local\Packages\Microsoft.SkypeRoomSystem_8wekyb3d8bbwe\LocalState\Tracing\

    Look for log files such as SkypeRoom-Init-*.log and search for entries related to theming or your PNG filename. These logs may indicate if the image was rejected due to resolution, format, or XML issues.

    About what you assume, Microsoft Teams Rooms licensing comes in two main tiers:

    Teams Rooms Basic

    • Included at no additional cost when you purchase a certified Teams Rooms device.
      • Supports local configuration, including applying custom backgrounds by placing PNG and XML files in the LocalState folder.
      • Does not provide remote management capabilities. All changes must be done manually on the device.

    Teams Rooms Pro

    • Paid license that adds advanced features such as remote management, device health monitoring, and centralized configuration through the Teams Rooms Pro Management Portal.
    • While Pro simplifies administration, it is not required for applying custom backgrounds locally. The steps in the documentation apply to both Basic and Pro devices.

    Key Point: Your assumption is right. Custom backgrounds can be applied locally without a Teams Rooms Pro license. The Pro license only matters if you want to manage these settings remotely via the portal.

    If the issue persists after these steps, feel free to share the exact XML content and image resolution you're using, and we can help validate them.
    Please understand that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

    I truly appreciate your patience and understanding. If you have any further questions or need further clarification, please feel free to reach out. I'm looking forward to hearing from you. 

    Thank you for your cooperation.

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment". 

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.
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  2. Ahmed Khan, Afroz 0 Reputation points
    2026-05-29T16:13:21.7933333+00:00

    what about deploy to bulk MTRoW device? is it done via intune ? can you provide some guidance on it.

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