Invite a Teams conference room to your Zoom meeting and join from the room

Questions

  • How do I invite a Microsoft Teams conference room to my Zoom meeting?
  • What address do I use to add a Teams room to a Zoom calendar invite?
  • Can a Zoom meeting show up on the Teams room touch screen so I can join from the room?
  • Why doesn’t my Teams conference room join my Zoom meeting when I add it to the invite?
  • How do I start a Zoom meeting from a Teams room once it has been invited?

Environment

This article applies to anyone scheduling a Zoom meeting who wants to use a Microsoft Teams conference room in a Bowdoin-managed space. It covers adding the room to your calendar invite, sending the invite, and starting the Zoom meeting from the Teams room display or touch panel. Steps may look slightly different depending on the version of Outlook or Zoom you use, but the overall process is the same.

Resolution

  1. Open your calendar:
    • On a computer, open Outlook or your preferred calendar app that is connected to your Bowdoin account.
    • You can also use Outlook on the web by signing in to Office 365 and opening your calendar.
  2. Create a new Zoom meeting:
    • Create a new meeting on your calendar.
    • Give the meeting a clear subject, such as “Team Check-In – Zoom”.
    • Set the date, start time, and end time.
    • If you have the Zoom add-in, click the Zoom button (for example, Add a Zoom Meeting) so the Zoom join link and details are added into the meeting body.
    • If you do not have the Zoom add-in, first schedule the meeting in the Zoom app or on the Zoom website, then copy the Zoom join link and paste it into the meeting body.
    • Make sure the Zoom link appears in the meeting description so the room can see it.
    • For general Zoom scheduling steps, you can review Zoom’s guide to scheduling meetings.
  3. Add the Teams conference room to the invitation:
    • In the meeting invite, go to the field labeled “Location” or “Search for a room or location”.
    • Click Rooms or start typing the name of the Teams room (for example, “Sills 104 Conference Room”).
    • Select the correct room from the list. This adds the Teams conference room as a resource.
    • Alternatively, you can type the room’s email address in the “Required” or “Optional” field, if you know it. The room address usually looks like an email account assigned to that space.
    • Confirm the room shows as a guest or room on the invite, the same way a person would appear.
  4. Check for room conflicts:
    • Look for any warning that the room is “busy” or already booked at that time.
    • If the room is busy, adjust the date or time until the room shows as available.
    • This ensures your Teams conference room is reserved for your Zoom meeting.
  5. Add your attendees:
    • In the “Required” or “To” field, add the people you want to invite.
    • Include anyone who will join from their own computer, phone, or another room.
    • Make sure they can see the Zoom link in the body of the invite.
  6. Review and send the invitation:
    • Confirm these details:
      • The Zoom meeting link is visible in the description.
      • The Teams conference room is listed as a room or attendee.
      • The date and time are correct.
    • Click Send to send the invite to all attendees and to the Teams room.
    • The meeting should now appear on the Teams room’s calendar for the scheduled time.
  7. Go to the Teams conference room at meeting time:
    • Arrive a few minutes early.
    • On the room’s touch panel or front-of-room display, look for your meeting listed at the correct time.
    • The meeting entry will usually show the subject you set in the invite.
  8. Start the Zoom meeting from the Teams room:
    • On many Bowdoin Teams rooms, Zoom meetings can be joined through a “Direct Guest Join” or similar feature when the Zoom invite was sent to the room.
    • On the touch panel, tap your meeting entry.
    • If you see an option to Join or Join via Zoom, tap Join.
    • The room should connect to your Zoom meeting using its built-in camera, microphones, and speakers.
  9. If the Zoom meeting does not show a join button:
    • Confirm that:
      • The Zoom link is in the original invite.
      • The Teams room was added as a room or attendee, not just typed in the “Location” field without selecting it.
    • If the room still does not show a Zoom join button, you can:
      • Join the Zoom meeting from your laptop.
      • Connect your laptop to the room display and audio (for example, using HDMI or the provided cable), then choose the room display and speakers as your output and your laptop as the microphone and camera if needed.
    • For more about Zoom joining options, see Zoom’s guide to joining meetings.
  10. End the meeting:
    • When your Zoom meeting is finished, tap Leave or End on the Teams room touch panel.
    • If you joined from your laptop as well, click Leave or End in the Zoom window on your computer.
    • Make sure that the room’s microphones and cameras are no longer active when you leave.

Additional Help

If you need further assistance, you can chat with Bowdoin Bot of contact the Bowdoin College Service Desk by phone at (207) 725-3030 or in person at the Tech Hub in Smith Union.

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