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Enable Your Microsoft Teams Rooms Devices to Join Third-Party Meetings

Why Microsoft Teams Rooms is the key to collaboration when returning to the office in 2022

You can now join a third-party online meeting with Microsoft Teams Rooms. Microsoft Teams Rooms devices support one-touch experience for joining online meetings, also referred to as Direct guest join. When enabled, you can use a Teams Rooms device to join meetings hosted on Cisco Webex and Zoom just as easily as you can join meetings hosted in Microsoft Teams.

Before you can join third-party meetings from a Teams Rooms device, you need to do the following:

  1. Configure the Teams Rooms device's Exchange Online room mailbox to process invites for third-party meetings.

  2. Make sure your organization doesn't have any policies that would prevent you from connecting to third-party meeting services.

  3. Configure your Teams Rooms devices to allow third-party meetings.

The following sections show you how to do each of these steps.

Step 1: Allow Calendar Invite Processing for Third-Party Meetings

The first thing you need to do to enable a one-touch join experience from a Team Rooms device is set the calendar processing rules for the device's Exchange Online room mailbox. The room mailbox needs to allow external meetings and keep the message body and subject so it can see the URL needed to join the third-party meeting. To set these room mailbox options using the Set-CalendarProcessing cmdlet, do the following:

  • Find the name of the room mailbox associated with your Teams Rooms device and make note of its UPN.

  • After you find the room mailbox's UPN, run the following command. Replace <UserPrincipalName> with the room mailbox's UPN:

Step 2: Configure Office 365 Threat Protection and Link Rewrite

To enable the one-touch join experience, meeting join link information from the third-party meeting needs to be present and readable in the meeting invite. If your organization uses the Office 365 Advanced Threat Protection Safe Links feature, or if you use a third-party solution that scans all incoming and outgoing URLs for threats, it may change the meeting join URLs and make the meeting unrecognizable by the Teams Rooms device. To make sure this doesn't happen, you need to add the third-party meeting service's URLs to the ATP Safe Links "do not rewrite" list or the third-party URL rewrite exception list.

To add third-party meeting service URLs to the ATP Safe Links "do not rewrite" list, follow the steps in Set up a custom do-not-rewrite URLs list using ATP Safe Links. If you use a third-party solution, refer to the instructions for that solution to add URLs to its URL rewrite exception list.

Here are some example entries that you may need to add to your ATP Safe Links "do not rewrite" list or third-party URL rewrite exception list:

  • Cisco WebEx **

  • Zoom **, **, **

For a complete list of URLs to add to your ATP Safe Links "do not rewrite" list or third-party URL rewrite exception list, contact the third-party meeting service provider you want to accept meeting invites from.

Why Microsoft Teams Rooms is the key to collaboration when returning to the office in 2022

Step 3: Enable Third-Party Meetings on Device

The last step you need to do is allow each Teams Rooms device to join third-party meetings. Third-party meetings require a username and email address to join them. If the username and email address that you need to use is different than the device's room mailbox, you need to add them to your device. You can do this in the device settings or in the XML config file.

Use Device Settings

To configure the Teams Rooms device using its touchscreen, do the following:

  1. On the Microsoft Teams Rooms device, select More ....

  2. Select Settings, and then enter the device administrator username and password.

  3. Go to the Meetings tab and select Cisco WebEx, Zoom, or both.

  4. If you want to join meetings with the username and email address associated with the room mailbox, select Join with room info.

  5. If you want to join meetings with an alternate username and email address, select Join with custom info and enter username and email address you'd like to use.

  6. Select Save and exit. Your device will restart.

Article by: Microsoft


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