​ Overview This process will go through the steps required to launch a Zoom meeting from a Surface Hub device. In preparation for this process, you will need to have generated a Zoom meeting and have both the meeting ID and the meeting passcode available, ready to enter onto the Surface hub. Using Zoom on a Surface Hub is not a recommended process, while it’s capable, the functionality of the Surface Hub performs much better using the default Microsoft Teams environment.   Process             Connecting to Zoom First, you want to open the Microsoft Edge Application on the Surface Hub device. You can do this by: Pressing on the windows logo found in the bottom centre of the Surface Hub screen Pressing on “all applications” Scrolling to Microsoft Edge and tapping the icon to open it up.   This should open an internet browser, much like you can do on your laptop.                   In the address bar, you want to type in the following web address:                   Join.zoom.us This will load up a Zoom page asking to enter your Zoom meeting ID From here, enter in your Zoom meeting ID and press join, then enter your meeting passcode in the following prompt. Lastly, in the new page that opens, look for and select the Join from your browser link, found towards the bottom of the page.          

Overview This process will explain the recommended methods for setting up both a Microsoft Teams meeting and Zoom meetings within our O365 Outlook client.   Process             Microsoft Teams Meeting                   To create a Microsoft Teams Meeting (note that this may be enabled by default on your account): Open Microsoft Outlook   Create a new meeting invitation   Check if a Teams meeting has been automatically added: If you see the Microsoft Teams meeting details in your Outlook invitation (below) you can add in your participants and send the meeting invitation.   If you do not see the Microsoft Teams details, click on the Add Teams meeting button located in the top ribbon of your Outlook invitation   Zoom Meeting Please note, it is not recommended to have both a Teams meeting, and a Zoom meeting enabled on a single meeting invite. This will cause complications with attendees joining your remote/hybrid meeting. To create a Zoom meeting: Open Microsoft Outlook   Create a new meeting invitation   Ensure that a Microsoft Teams meeting is not enabled   Click on the Zoom add-in for Outlook to add a Zoom meeting (found in the meeting invite ribbon)   You may receive a prompt to sign into your Zoom account, please enter your Zoom username and password to proceed.   If you have any error messages, ensure that you’re logged into your Zoom account within the Zoom Application on your computer.          

Advisory This process is for booking a space in advance, with notice. If you’re wanting to book an ad-hoc hybrid meeting, please refer to the “Portable Orthotics Hub” guide found in the support portal. This process is for staff meetings in Syndicate spaces, if you’re running a program or need multiple spaces reserved, please contact the bookings team directly at bookings@mbs.edu as shown on the Bookings information page on the Communications Hub. For the best experience for all attendees, it’s recommended that you arrive a couple of minutes for your hybrid meetings   Process             Meeting preparation                   First, for any meeting requiring a physical space, you will need to find an available meeting space. To do this, use the bookings form found on the Communications Hub, via this link or via the link shown in the Image below. If you’re unable to find a suitable space, please contact bookings@mbs.edu to discuss your requirements further. During the booking process, you will be able to see the availability of the room based on the colour shown in the image below. Yellow – The room is currently reserved by another person Green – Your booking is available     During the confirmation part of your room booking, please ensure you select Book Now. If you do not see this option and can only see Request Proposal, this will likely be because the room is not available for your time specified. Selecting this option will forward the request to the bookings team for review and recommendation. Once your booking has been received, you will receive an email confirmation. Please pay attention to the wording of the email. As shown below, two different email confirmations are received depending on if an Enquiry or a Booking is made. An Enquiry (shown on the left below) is an unconfirmed booking, either by choice or because the room requested was not available. A Confirmation (shown on the right below) is a confirmed booking, with the room now reserved for your meeting/event.                                Inviting the meeting attendees Once a location has been confirmed/approved, send out an Outlook invitation with Teams/Zoom enabled, or disabled if you’re running a physical-only meeting (depending on the type of meeting you are running) to your meeting attendees. For information in how to do this, please refer to the “Hybrid Meeting guide” found in the Support Portal.   Please note: if there are changes to your meeting location, you will need to update these in your Outlook invitation.     Meeting attendance (Surface Hub) When arriving to your meeting, forward the meeting invitation to the Surface Hub device, the email address for the Surface Hub can be found in the bottom left-hand corner as in the image below.   Meeting attendance (BYOD Room)   When arriving at the BYOD meeting space, connect your laptop using both available cables. Start your Team, Zoom or other Video Conferencing meeting (if required) on your laptop and ensure that the software detects the in-room camera and microphone. The in-room guides can assist with getting connected

  Advisory This process is for creating an ad-hoc meeting with the portable Surface Hub device located in the Orthotics hot desk area. You do not need to pre-book this device; it can be used freely in an ad-hoc manner around any of the orthotics hot desk locations. Upon finishing your meeting, please return the Portable Hub to a suitable charging station (recommended locations, highlighted in red below) Process             Meeting preparation                   To prepare and send a meeting for the Orthotics portable hub: Create a new Microsoft Teams meeting event in outlook. Invite orthoticsportable@mbs.edu Send meeting to device and all participants Accept meeting on Surface Hub            

See attached PDF.

See attached PDF.

Surface Hub Training Recording: Surface Hub User Training Surface Hub Applications (Part 1): Surface Hub Apps Part One Surface Hub Applications (Part 2): Surface Hub Apps Part Two Surface Hub Whiteboard (Part 1): Whiteboard Surface Hub Part 1 Surface Hub Whiteboard (Part 2): Surface Hub Whiteboard Part 2 Surface Hub Whiteboard (Part 3): Surface Hub Whiteboard Part 3

Teams invites sent to Surface Hubs time out after 48 hours to limit congestion.

The easiest way to connect to a Teams meeting on a Surface Hub is to join/create your meeting on your device and invite the Surface Pro as a participant. 1. Join/create your Teams meeting from your device. 2. Before pressing "Join Now", locate the "Room Audio" audio menu and select the Surface Hub you wish to use (orthoticsportable@mbs.edu, for example). 3. The Surface Hub will now be acting as a participant within the meeting. If you wish to display files from your Teams directory on the display, you can log into the Surface Hub using your Microsoft account details. 1. Press the Windows icon () on the bottom of the Surface Hub screen. 2. Press "my meetings and files".  3. Sign into the Surface Hub using your Microsoft credentials.  This will give you access to your files and the ability to take advantage of the Surface Hub's collaborative features. 

You can book a meeting with a Surface Hub by inviting it as a participant in the meeting. This can be done via Outlook or within Teams.  Using Teams: 1. Book the room you wish to use using Office RnD.  2. In the calendar view, double-click the meeting to name it and invite participants.  3. When inviting participants, make sure to invite the Surface Hub account email (eg. syndicateprojectspace@mbs.edu).  The meeting will now be displayed on the Surface Hub.  Using Outlook:  1. Create a new meeting in Outlook.  2. Make sure it is set as a Teams meeting.  3. Invite the Surface Hub account email as a required participant, as well as any other participants.  The meeting will now be displayed on the Surface Hub.