Join Zoom or Teams meetings from a Microsoft Teams Room

Guidance for Bowdoin community members on using Microsoft Teams Rooms to join Microsoft Teams or Zoom meetings from the touch panel and to connect to Zoom via Direct Guest Join or, if unavailable, by sharing a laptop to the room display.

Emphasizes adding the room (and full Zoom details) to invitations so meetings appear on the room calendar and provides tips for managing audio, video, and content sharing.

Questions

• How do I join a Microsoft Teams meeting from a Teams Room in a classroom or conference room?
• How can I connect to a Zoom meeting using a Teams Room system?
• What is the easiest way to join a Bowdoin-hosted Zoom or Teams meeting from a Teams Room?
• Can I join a meeting from the Teams Room touch panel if the meeting was scheduled in Outlook?
• What should I do if I only have a Zoom link but the room system is a Teams Room?

Environment

This article applies to Bowdoin community members using a Microsoft Teams Room system in a classroom, conference room, or meeting space to join scheduled Microsoft Teams or Zoom meetings. It covers joining meetings that appear on the room’s calendar and joining Zoom meetings through the Teams Room system when only a Zoom link is available. Instructions may vary slightly depending on the model of the Teams Room touch panel, but the overall steps are the same.

Resolution

1. Make sure your meeting invite includes the Teams Room
   1. When you create a meeting in Outlook or Microsoft Teams, add the room like a person:
      • In Outlook, add the room under "Location" or use Rooms to choose the correct space.
      • In Microsoft Teams, use Add required attendees or Add location and select the room.
   2. Send the meeting invitation so the room shows the meeting on its schedule.
   3. Check that the Teams Room touch panel shows your meeting at the correct date and time on its home screen.
   4. For Zoom meetings, paste the full Zoom invite (including the Zoom link) into the Outlook or Teams invitation so it appears in the room’s calendar details.
2. Join a Microsoft Teams meeting from a Teams Room
   1. Go to the room a few minutes before your meeting start time.
   2. On the Teams Room touch panel, find your meeting listed on the main screen by its title and start time.
   3. Tap Join next to the meeting name.
   4. Wait a few seconds while the room connects. The front-of-room display will show the meeting and any shared content.
   5. Use the touch panel to:
      • Tap Mute or Unmute the room microphones.
      • Tap Camera to turn the room camera on or off, if available.
      • Tap Share to share content from the room computer or a connected laptop.
   6. When the meeting is over, tap Leave on the touch panel.
3. Join a Zoom meeting using Direct Guest Join (if enabled on the Teams Room)
   1. Open your Zoom meeting invitation on a laptop or mobile device.
   2. Copy the full Zoom meeting link (the text that starts with https:// and includes the Zoom meeting ID).
   3. Go to the Teams Room and wake up the touch panel if the screen is dark.
   4. On the touch panel, tap More or … (three dots), then look for an option like Join with a meeting ID or Join a meeting (this label can vary by device).
   5. Paste or carefully type the Zoom meeting link or meeting ID into the field on the panel. If there is a field for "Passcode," type the Zoom passcode from your invite.
   6. Tap Join.
   7. Wait while the Teams Room connects to the Zoom meeting using "Direct Guest Join." The room camera, speakers, and microphones should switch to the Zoom call automatically.
   8. Control mute, volume, and camera from the Teams Room touch panel during the meeting.
   9. Tap Leave when you are finished.
   10. For more background on this feature, see Microsoft guidance on Direct Guest Join for Teams Rooms.
4. Join a Zoom meeting by sharing your laptop to the Teams Room (if Direct Guest Join is not available)
   1. Bring a laptop that can join the Zoom meeting (with the Zoom app or a web browser).
   2. Join the Zoom meeting on your laptop, but:
      • Turn your laptop speakers volume all the way down.
      • Mute your laptop microphone.
      • If you are in the same room as the Teams Room, do not connect audio on the laptop when Zoom asks; choose options like "Join without audio" to avoid echo.
   3. Connect your laptop to the Teams Room:
      • If there is a cable on the table (HDMI or USB-C), plug it into your laptop.
      • On the touch panel, tap Present or Share and choose the correct input (for example, "HDMI" or "Table input").
   4. The Zoom meeting window from your laptop will now show on the room display. Everyone can see and hear through your laptop, and you can use the room speakers by turning the laptop volume up slowly if needed.
   5. Share content in Zoom from your laptop as usual. The room screen will mirror whatever you share in Zoom.
   6. When finished, stop sharing on the Teams Room touch panel and leave the Zoom meeting on your laptop.
   7. Unplug the cable from your laptop.
   8. You can learn more about using Zoom on different devices at Zoom’s guide to joining a Zoom meeting.
5. Tips for a better meeting experience
   1. Join a minute or two early to confirm sound and video are working.
   2. If people say they cannot hear you, check that:
      • The room microphones are not muted on the touch panel.
      • The meeting app (Teams or Zoom) shows the room as the microphone and speaker device, if you are connecting through a laptop.
   3. If you cannot hear the remote participants, raise the volume using the touch panel volume controls.
   4. Stand or sit where the room camera has a clear view of the group.
   5. Avoid joining audio on both the Teams Room and a nearby laptop or phone to reduce echo.
   6. For general background on Teams Rooms features, see Microsoft overview of Teams Rooms.

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.