Video Conferencing - Adding a Conference Room to a Cloud Meeting
These instructions primarily apply to conference rooms equipped with a Cisco Video Conferencing System. Upon adding the room to the cloud meeting event, the meeting will appear on the touch panel five minutes before its scheduled start time. For additional information and examples, see Video Conferencing - Join a Cloud Meeting from a Cisco Conferencing System.
To reserve a room in the Hector F. DeLuca Biochemical Sciences Complex (with or without cloud meeting), see Conference Rooms - Reserving a Conference Room.
Adding a Conference Room to a Cloud Meeting via Outlook
The following Outlook Add-Ins are available, which can automatically create meetings and embed them in your Outlook calendar events. For instructions for getting Outlook add-ins, see Microsoft 365 - Getting Started with Add-ins.
- Zoom
- Microsoft Teams (built in to Outlook)
- Cisco Webex
- Google Meet
Note: For all instructions below, you must be logged in with your UW-Madison account to invite or add a room to an event.
- Create an Outlook calendar event with the desired time and settings
- Search for the desired conference room as a Participant (not Location)
Tip: Search for the room number in the Participants field, and the room will likely be one of the top results
- You can also search for the exact room name; the format for the room name will be BIOC-Address-Room#-Type
- Example: Room 175 - BIOC-433Babcock-175-Conf
- Example: Room 1211 - BIOC-440Henry-1211-Audi
- You will see a message/icon indicating if the room is available for that time. Verify the room is available before saving your event.
- Use the desired Outlook Add-In (e.g. MS Teams, Zoom, Webex, Google Meet) to create a meeting and embed it into the Outlook calendar event, OR
paste the meeting's invite link into the Location field of the Outlook calendar event - Click Send to save your event
Note: Unless already reserved, the above instructions will also submit a request to reserve the room for the time specified in the event. The request must be confirmed by the Room Managers.
Special Instructions for Other Services
Important Note: The instructions below will only add the room to your meeting, and they will not submit a request to reserve the physical room. In addition to the instructions below, complete the steps in Conference Rooms - Reserving a Conference Room to reserve the room.
Cisco Webex Desktop App
- Create a new meeting with desired time and settings
- In the Add a Room field, search for the desired room number
- Select the room from the list to add it to the meeting
Note: If you cannot find the room, it may not be available or you should try the method using Outlook above - Click Schedule to save your event
Cisco Webex Web App
- Log in to UW-Madison Cisco Webex using your primary Wisc email address
- Create a new meeting with the desired time and settings
- Type the room's email address (ex. 440henry-1211@biochem.wisc.edu) in the Invitees field and click its name to add it to the meeting
- Click Schedule to save your event
Google Meet Web App
- Create a new meeting with the desired time and settings
- Locate the Guests tab on the right (not the Rooms tab)
- Enter the room's full email address (ex. 440henry-1211@biochem.wisc.edu) and press Enter/Return to add it to the meeting
- Click Save