Overview

In the event of a Zoom outage, you may need to switch meeting platforms quickly to continue collaborating and meeting with colleagues both on and off campus. While Zoom is the preferred web conferencing platform at UCSF, Microsoft Teams has a meeting option that can be used as an alternative in the event of an outage with Zoom.

These instructions will detail how to switch an existing Zoom meeting to a Teams meeting for the following platforms:

NOTE: These instructions are for web-based meetings only as UCSF conference rooms are not configured for use with Microsoft Teams. Also, Teams meetings do not have call-in information, which means attendees will need to connect via computer audio. As a reminder, Microsoft Teams Meetings cannot be recorded to comply with Protected Health Information (PHI) regulations, for more information please refer to the Microsoft Teams FAQs page.

• Outlook Desktop
• Outlook Web Application (OWA)
• Outlook Mobile

Outlook Desktop

The process for swapping a Zoom meeting for a Teams meeting is a simple one by completing the following steps:

1. Load the Microsoft Outlook desktop application
2. Select the Calendar icon
3. Navigate to the desired meeting(s) that you want to switch from Zoom to Teams
4. Select the Meeting Invite
5. Click the Open Event button

1. In the Location field, remove the Zoom URL

1. In the body of the meeting invite, remove the Zoom information

1. Select the Teams Meeting button to add the Teams meeting information

1. Click the Send Update button (NOTE: The appointment on your calendar will now say Microsoft Teams)

1. Click the Open Event button to confirm the Teams Meeting information has been added to the invite

1. Close the Meeting Invite window
2. Congratulations! You have successfully switched your meeting platform from Zoom to Teams!

Outlook Web Application (OWA)

If you utilize the Outlook Web Application (OWA), the process for switching from a Zoom to Teams meeting is similar to making the change in the Outlook desktop application.

1. Log into the Outlook Web Application (OWA)
2. Select the Calendar icon

1. Navigate to the desired meeting(s) that you want to switch from Zoom to Teams
2. Click the Open Event button

1. Click the Edit button

1. In the Location field, remove the Zoom URL

1. In the body of the meeting invite, remove the Zoom information

1. Click the Send button to commit the changes
2. Re-select the Meeting Invite and click the Edit button
3. Select the Teams Meeting toggle 

1. Click the Send button to update the meeting invite
2. Select the meeting invite to confirm that the Teams Meeting has been added

1. Congratulations! You have successfully switched your meeting platform from Zoom to Teams in Outlook OWA!

Outlook Mobile

The process for updating the meeting platform from Zoom to Teams in Outlook for mobile can be completed using the following steps:

1. Select and load the Outlook mobile application
2. Navigate to the desired meeting invite
3. Select the meeting invite
4. Click the edit icon at the top of the invite

1. Edit the Location field and remove the Zoom URL

1. Remove the Zoom meeting information from the Description field

1. Select the Meeting Provider field and set the provider to Teams Meeting

1. Select the Teams Meeting toggle to enable it

1. Click the Checkbox icon to save the changes to the meeting invite

1. Congratulations! You have successfully switched your meeting platform from Zoom to Teams in Outlook for mobile!