ZOOM Meetings

To use Zoom in these rooms, there are three caveats:

1. The Zoom meeting must NOT have a password
2. The Zoom meeting must NOT have a CUSTOM passcode
3. Users should not have to authenticate. That is the default setting.

If you are simply joining a Zoom meeting that someone else created:
 Ensure an invitation was sent directly to the ‘Teams Hub’
o You cannot forward an invite to the Teams Hub.
 Reserve the ‘Teams Hub’ & Conference Room for that time.
 Walk into the room and hit the JOIN button for the Zoom meeting. You are now
connected and can view the Zoom call on a TV.
 If you would like to present slides on said Zoom call, please bring a laptop/tablet to the
boardroom with you and join the Zoom meeting from the device so you can share
content.
o Be sure to mute both mic & speaker on laptop/tablet upon entry to the meeting
to avoid sound feedback

To host a Zoom meeting in the Conference Room:

1. Create Zoom meeting at Zoom.us and copy/paste the invite info into Outlook invite
 Ensure that in Zoom.us you do not choose that participants need to authenticate, by
default this is not turned on
 Ensure that there are no MS Teams invitation links in the Outlook invite. If there is/was
a Teams link, please create a new Outlook invitation.
2. In Outlook invite, add ‘Teams Hub’. This will reserve the room and add a JOIN button to the
Teams Hub on the day of the meeting.
3. On the day of the meeting, login to Zoom.us and start meeting.
4. Walk into the Conference Room and hit the JOIN button for the Zoom meeting. You are now
connected and can view the Zoom call on a TV.
5. If you would like to present slides on said Zoom call, please bring a laptop/tablet to the
boardroom with you and join the Zoom meeting from the device so you can share content.
 Be sure to mute mic on laptop/tablet upon entry to the meeting to avoid sound
feedback.