How do I schedule a Zoom meeting and invite the 256 AER Zoom Room using Outlook?

Scheduling the 256 AER Zoom Room ahead of time has benefits:

• The room is invited on the same Calendar Meeting invite that you send to other meeting participants.

• The touch panel will display your meeting under Meeting List with a button to start the meeting when you are ready.

• Shortly before the meeting, the calendar event/meeting name will appear on the main wall display indicating that a meeting is about to begin and reminding you to use the touch panel to Start the meeting.

• The touch panel background will turn yellow as the start time approaches. It will turn red at that time of the meeting, indicating that the Zoom meeting still needs to be started.

To schedule the meeting, do the following:

Prerequisite: Your WVU Outlook account must have the Zoom plug-in connected in your Outlook client on your computer, or signed in using the Outlook web app.

1. Go to your Outlook Calendar and click New Event.

2. Add your Meeting Title, invite your attendees, and set your date and time.

3. At end of the New Event window’s icons, on the far right, click on the three dots (…) for more options.

4. Click on Zoom and Add a Zoom Meeting.

   • If your Zoom account is not signed in and connected to Outlook, you will be prompted to do so using the standard SSO button and your WVU Login credentials.

5. The Zoom meeting info will be populated into the body of the new event.

6. In the location field, add ZR_aer_256 and be careful not to delete the Zoom link.

   • Adding this location is the step that connects the Zoom Room system to your event, allowing it to appear on the touch panel with a Start button.

   • If you delete the Zoom link from the location field, leaving only ZR_aer_256, the meeting will appear on the touch panel’s Meeting List but will not have a Start button.

7. Click Send on your event invite.

8. When arriving in 256 AER, wake the Poly system, tap Meeting List, and tap Start to begin the Zoom meeting.

PLEASE REMEMBER TO LEAVE YOUR CALL WHEN FINISHED. You can do this by tapping the red Leave button. The Poly system and displays will power down automatically after a period of time. DO NOT ATTEMPT TO MANUALLY TURN OFF DISPLAYS.