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How to book Lifesize virtual video conferencing rooms

For an up to date list of all Hull York Medical School Lifesize video conferencing extension numbers please use the following link (Office 365 login required):
https://tinyurl.com/y3w554d7

 

This guide will explain how to:

  • book a virtual video conferencing room
  • invite internal and external guests to the virtual meeting

Book a virtual video conferencing room

Virtual video conferencing rooms allow for many participants to call in to one virtual video conferencing space.

Staff members with a HYMS Office 365 account can check availability and book virtual video conferencing rooms from Office 365 calendar (or it is possible to use Outlook calendar from a HYMS desktop/ the Outlook app). Search for an available virtual meeting room in the location field.

image of location field

You will receive a notification email if your booking request is accepted.

Invite internal and external guests to the virtual meeting

Internal guests

When booking the meeting, add any internal guests by typing the start of their name in the invite required attendees field. Select their name/ Office 365 HYMS profile from the suggested list. Guests will receive an email invitation with the virtual room number included. It is advisable to also send a reminder email to internal guests with the link to our help page regarding how to access the virtual room: Guest access to HYMS video conferencing

External guests

When booking the meeting, add any external guests by entering their full email address in the invite required attendees field. Guests will receive an email invitation with the virtual room number included. It is advisable to also send a reminder email to external guests with the link to our help page regarding how to access the virtual room: Guest access to HYMS video conferencing

Please also see other relevant guides

Lifesize video conferencing – creating a recording

Video conferencing etiquette guide

Updated on 03/26/2020

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