This article describes the step-by-step process of setting up a TEAMS CONFERENCE CALL in one of our ZOOM ROOMS.


There are two parts to this process:

- Scheduling a Teams meeting in a Zoom Room

- Joining the meeting in the Zoom Room


PLEASE MAKE SURE YOU READ THE NOTES AT THE END OF THIS ARTICLE. 


- SCHEDULING A TEAMS MEETING


  1. Go to your OUTLOOK calendar and click “NEW TEAMS MEETING” button on the top menu.



  1. Complete the relevant details such as Title, who is required to attend, set the schedule and any other details as needed.


  2. The Meeting request will automatically put Microsoft Teams Meeting in the Location field. Make sure to invite the ZOOM ROOM as well in the location on the invitation. You can do this by starting to type the room name (with auto-complete) or click the Location button and search for a room. Select the room and click the Rooms button.


  1. Send the invitation and wait for a confirmation email from the Zoom Room that the booking was successful.



- JOIINING THE TEAMS MEETING


NOTE: The HOST needs to start the meeting via Microsoft TEAMS on their laptop.

  1. If you’re physically in the meeting room to join the meeting, go the ZOOM ROOM tablet in the room.


  2. There will be a list of meetings coming up in the Zoom Room. Select the meeting you want to join and click “JOIN”. The room will be added as a GUEST to the TEAMS meeting.






  1. Next, you need to be admitted by the Teams meeting HOST on their laptop.


 


  1. After which you can hold the Teams meeting as per default.



A FEW NOTES TO REMEMBER


  • As the ZOOM ROOM is only a guest / participant on the Teams meeting, it has limited options. You can only mute, increase/decrease the volume, stop and start the video from the ZOOM TABLETin the room. You cannot zoom out or change cameras or share content.




  • You cannot “JOIN” a Zoom Room to a TEAMS meeting similar to how you would with a ZOOM meeting by keying in the Teams meeting ID. You need to add the room to the TEAMS calendar invitation for the room to be able join.


  • If you have booked the room before 25/10/2022 for a TEAMS meeting, you need to send an update to the ZOOM ROOM for the settings to reapply. Booked teams meetings prior to this date will not work. You just need to open the invitation, check that the meeting is a Teams meeting and that the Zoom Room has been added as a location and click "Send Update". 



  • If you are starting the TEAMS meeting from your laptop IN THE MEETING ROOM, please remember to mute your speaker AND mute your microphone on your laptop, or you will get some feedback between your laptop and the Zoom Room AV equipment. Use the Function buttons on your laptop to quickly mute these:

 






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