UMSN - Zoom Room Guide

zoom ITS-Zoom-Rooms

Overview

Some of our conference rooms have / are being converted into "Zoom Rooms". This technology aims to simplify the process of joining conference room meetings and eliminate the need for an in-room computer that could break or need updates. This system also allows for easy device casting onto the room's TV or meeting.

Current Zoom Rooms

A quick public view of the calendars schedule. You may want to bookmark these links so you can quickly reference each room's itinerary in the future.

3151 (Building #2)

Link to Calendar

4140 (Building #2)

Permissions are granted through Outlook and the Room's owners

Permissions for the Outlook Calendar

Roles

There are three roles you can assign for viewing the calendar

Owner
- They have full admin control over the Calendar, and can request additional owners (through MM-IT's online form) and request Editors
Editor / Can Edit
- They Schedule and edit meetings on the Calendar
Viewer (all details / titles and locations)
- Role to give out for viewing specific elements of a Calendar but not schedule events

Request a new Owner

This is requested via Michigan Medicine's Online service portal and only if you are also an owner of the Conference room's Calendar (If you are unsure please reach out to Rhonda).

Can we have you visit: https://michmed.service-now.com/sp then navigate through the following
Log in with uniqname
Information Technology
Submit a ticket
Accounts and Access (left side column)
Exchange/Outlook Resource Mailbox
Modify Resource Mailbox
Then fill out this form with the conference room name (e.g. CONF-SNB-4140)

If that does not work, you can give HITS a call at: 734.936.8000

Request for ownership changes

Requesting changes to the Conference room's calendar can be sent to Rhonda McCammon (rmccamm@umich.edu)

Configuring Outlook for Zoom Meetings

It is recommended you perform the following in order to sync Outlook with Zoom

Sign into Outlook's Zoom Add-On

This will help you quickly create Zoom meetings to be added to your Outlook events rather then having to visit Zoom's webpage and create the event there.

Sync Zoom with Outlook's Calendar and Contacts

This will allow Zoom to read in your upcoming meetings, as well as syncing any existing Zoom meetings to your Outlook Calendar

Schedule a Zoom Room Event / Meeting

Creating an event in Outlook will be similar to creating a regular meeting event.

View the Calendar

First you'll want to add the calendar as to avoid conflicts

Create the Event

The quickest way to host or join a meeting in the Zoom room will be to recreate your already existing calendar > into your Google Calendar. Then when you arrive in the room you can simply press join meeting.

Requires you have the meeting created in your Outlook calendar

Create event in Google Calendar

Visit the webpage email.umich.edu
Sign in with your lvl1 password and Duo if needed.
Select the app menu (in the upper right by your account icon), then select Calendar. Or go their directly at: calendar.google.com
Press the Create button in the upper left, then select Event
Enter in the same title for your event, that matches what you have in Outlook
Select the same times for the event
Select "Add Room" or select the "Rooms" tab and search for your Zoom room by room number
Copy the Zoom invite url into the description field

* Do not invite anyone to the meeting on this Google Calendar screen, you can still invite people using your Outlook calendar event.

Quickly Schedule Zoom Meetings in Google Calendar with Zoom Extension

By default when you schedule a meeting in Google Calendar it will not schedule a Zoom meeting only add a reserved meeting time slot.
To speed up this process you can add the Zoom Extension to your Chrome Browser, so next time you schedule it will also create a Zoom link through your account

* Note: This only applies when you need a Zoom link. If your Outlook meeting already has a Zoom link just copy that into the meeting description.

Open Google Chrome and Visit the Zoom Store and select "Add to Chrome"
Press "Add extension" on the pop up
Visit umich.zoom.us and "Sign in"
Click on the puzzle piece icon in the upper right of Chrome next to your profile picture, then select the new "Zoom Chrome Extension"
Select "Sign in to Zoom" (this should automatically sign you in per your previous log in)

Next time you add a calendar appointment in Google Calendar you should now see a "Make it a Zoom Meeting" option which will automatically create a Zoom link and add it to the meeting.

* If you do not want to create a Zoom meeting after installing this extension, be sure to select the "Save" option instead of the "Make it a Zoom Meeting" button.