Conference Rooms - How to Join a Hybrid Meeting from a Cisco Conferencing System
In rooms equipped with a Cisco Conferencing System and touch panel (K4/745 and G5/320), you can join meetings from the following services in addition to placing/receiving phone calls:
- Zoom
- Microsoft Teams
- Cisco Webex
Inviting the Room
Each room is tied to a specific Outlook calendar. These can easily be found in the Global Address List in Outlook as well as any Campus-attached services.
The easiest and most reliable way to launch a meeting is to invite the room to the meeting as an attendee.
Below are instructions for inviting the room to your scheduled meeting:
Zoom
In Outlook, be sure to add a Zoom meeting to your new Meeting request
Click the Required button and the Global Address List will be displayed.
Search for "surgery" while All Columns is selected. You will see a list of Surgery rooms. Double-click on the room to add it as a required attendee.
The chosen room will be added as an attendee which will automatically put a tentative appointment on the room's calendar.
To avoid double-booking, it is recommended to Accept the invitation while looking at the room calendar in Outlook.
Microsoft Teams
In Outlook, be sure to add a Teams meeting to your new Meeting request.
Click the Required button and the Global Address List will be displayed.
Search for "surgery" while All Columns is selected. You will see a list of Surgery rooms. Double-click on the room to add it as a required attendee.
The chosen room will be added as an attendee which will automatically put a tentative appointment on the room's calendar.
To avoid double-booking, it is recommended to Accept the invitation while looking at the room calendar in Outlook.
Cisco Webex
In Outlook, be sure to add a Webex meeting to your new Meeting request.
Click the Required button and the Global Address List will be displayed.
Search for "surgery" while All Columns is selected. You will see a list of Surgery rooms. Double-click on the room to add it as a required attendee.
The chosen room will be added as an attendee which will automatically put a tentative appointment on the room's calendar.
To avoid double-booking, it is recommended to Accept the invitation while looking at the room calendar in Outlook.
Inviting the room to the meeting will make things easy and seamless when joining from the room. If you forget, it is still possible to join the meeting from the room.
- Device invited to the meeting:
5 minutes prior to the meeting start, a notification will appear on the Touch10 (tablet) with a green join button that the users will click on.
- Device IS NOT invited to the meeting:
An individual can simply press the “Join Zoom”, “Join MS Teams” etc. buttons that are on the tablet.
Type in the meeting number from the calendar invite
Type in the passcode
The device will need to be admitted into the conference from the host/co-hosts
Joining a Meeting
Note: If you are joining the meeting from your laptop as well, be sure to mute your laptop's microphone and speakers or choose Don't Use/Connect Audio when joining the meeting to avoid echoes or feedback issues.
Zoom
If the room was added to the Zoom event, the meeting will appear on the touch panel 5 minutes before the scheduled start time.
Tap Join to join the meeting.
Note: If the Zoom meeting has not yet been started by the host, you will need to enter your Zoom host key or wait for the meeting to start.
Manually Join
- If the room was not added to the Zoom event, tap Zoom
- Option 1 - Invite the room in Zoom
- In Zoom, click Participants in the meeting controls
- Click Invite at the bottom of the participants panel
- Click the Room System tab
- Enter the "Pairing" code displayed on the TV/Projector
- Option 2 - Join with meeting information
- Open the Keypad if necessary enter the Zoom meeting number and meeting passcode
- Open the Keypad if necessary enter the Zoom meeting number and meeting passcode
- Enter the Zoom meeting number and meeting passcode
Microsoft Teams
If the room was added to the Microsoft Teams event, the meeting will appear on the touch panel 5 minutes before the scheduled start time.
Tap Join to join the meeting.
Manually Join
- If the room was not added to the Teams meeting, tap the Microsoft Teams icon
- Open the Keypad if necessary
- Get the Video Conference ID (NOT the Meeting ID or password) from the meeting invitation (ex. 123 456 789 0)
- Enter the Video Conferencing ID, then press Join
Cisco Webex
If the room was added to the Webex event, the meeting will appear on the touch panel 5 minutes before the scheduled start time.
Tap Join to join the meeting.
Manually Join
- To join a Webex meeting manually, tap Webex on the home screen:
- Enter the Meeting Number (access code) and tap Join
In-Call Settings
- Layout: modify layout of call windows
- Selfview: toggle camera self view visibility, change position, access camera controls
- Camera: choose from presets or manually change camera position
- Participants: view participants in meeting
Sharing Content
The computers in the room are used to share content only. The room's microphones and cameras will not be available if a meeting is started from the house PC located in the podium. This is true for both the Surgery PC (DOS sticker) and the UW Health PC.
Surgery Computer
Once the meeting has started, click on the Share icon
Tap on the Surgery Computer icon
Then click on green button Share in Call
A red box will appear around the Surgery Computer icon when sharing is enabled.
You should see the podium computer being shared on the big screen
Click Stop sharing when you want to stop sharing the Surgery computer screen
UW Health Computer
Once the meeting has started, click on the Share icon
Tap on the Hospital Computer icon
Then click on green button Share in Call
A red box will appear around the Surgery Computer icon when sharing is enabled.
You should see the podium computer being shared on the big screen
Click Stop sharing when you want to stop sharing the Surgery computer screen
Laptop HDMI
Verify that your laptop is connected to the HDMI cable available at the podium.
Once the meeting has started, click on the Share icon
Tap on the Laptop HDMI icon
Then click on green button Share in Call
A red box will appear around the Surgery Computer icon when sharing is enabled.
You should see the podium computer being shared on the big screen
Click Stop sharing when you want to stop sharing the Surgery computer screen