Zoom to Teams Transition
Overview
Effective June 1, 2026, KU will stop the auto-provision of licenses to Zoom, reduce the use, and complete the transition to Microsoft Teams Meetings for online meetings and classes. Microsoft Teams is already our software of choice for voice calls, instant messaging, and collaboration at KU. By making this change, we will capitalize on our longstanding partnership with Microsoft and reduce a significant cost. A thorough examination of features has been done and a comparison list is available below.
To prepare for this change, we will provide resources, support, and communications to ensure a smooth transition to Microsoft Teams Meetings.
By planning ahead, we can make this transition seamless and successful. Thank you for your cooperation as we move forward together toward a more connected and collaborative future at KU!
This article will be updated on a regular basis during this transition.
Key Details
Transition Timeline
Effective June 1, 2026, virtual meetings and classes hosted by KU should be conducted through Microsoft Teams. Our enterprise licensing with Zoom will have expired.
Resources and Support
All instructions for Teams meetings
Questions about general Teams meetings: training@ku.edu
Questions about Teams meetings for classes: itedtech@ku.edu
Next Steps
- Review instructions for meetings on our howto.ku.edu site
- Review FAQs at the bottom of this site
- Begin using Teams meetings to prepare for the transition.
Meetings Comparison
| Function | Zoom meetings | Teams meetings |
|---|---|---|
| Automated/Live Captioning | yes (manual or 3rd party vendor options available, machine-generated in non-HIPAA only) | yes |
| Breakout Rooms | yes | yes |
| Guest join | yes | yes |
| Lobby/ Waiting Room | yes | yes |
| Max number interactive attendees | 500 | 1000 |
| Outlook Calendar Integration | limited | yes |
| Recording | Local or Cloud (local only with HIPAA) | Cloud |
| Webinar Registration | yes | yes |
| Remote control | yes | yes |
| Screen Sharing | yes | yes |
| Video Background Blur | Blur, Custom | Blur, Custom |
| Video Sharing | yes | yes |
| Whiteboard Feature | yes | yes |
| Full licensing available to faculty and staff | yes | yes |
| Full licensing available to students and GTAs | no (only limited licensing available through Zoom) | yes |
Webinar Comparison
| Function | Zoom webinars | Teams webinars |
|---|---|---|
| Use case | Single or panel presenters, attendees can chat, Q&A, reactions | Single or panel presenters, attendees can chat, Q&A, reactions |
| Roles | Host Co-host Panelists Attendees | Organizer Co-organizer Presenters Attendees |
| Registration | yes | yes |
| Chat | Host and panelists Direct chat to host, panelist | Open to all – can be disabled |
| Pre-live set-up | yes | yes |
| Recordings | yes | yes |
| Accessibility | Automated transcription and captions Assigning users to provide human generated captions Dedicated sign language interpretation video feeds Separate audio channels for multi-language interpreters | Automated transcription and captions Assigning users to provide human generated captions (CART) Dedicated sign language interpretation feeds |
Security
Microsoft cloud offerings, including Azure and Office 365 are fully certified to meet the highest security standards established by the United States government. This includes FedRAMP and NIST 800-171.
As with OneDrive and SharePoint, it is acceptable to use Teams meetings for conducting meetings containing sensitive University information, such as PHI, HIPAA and other personally identifiable data. These solutions will be provisioned by KU IT according to Microsoft security configurations.
FAQs
How do I join a meeting?
Meeting organizers will include a link to meetings, which can be found in your meeting invitation. Additionally, just before the meeting begins, you will see a join button on the outside of the meeting invitation.
Once someone has entered the meeting, a notification will pop up on the bottom right of your screen (on Windows, top right on Mac).
Go to instructions for joining a meeting.
Can people outside of KU join a meeting?
Yes, you can invite external users to meetings when you create the meeting. Additionally, participants can be added when you start the meeting or after the meeting has begun by selecting People in the top of the meeting interface and typing their contact information in the panel to the right.
How do I create a meeting?
Teams meetings can be created in Outlook or Teams calendar, chat, and channels in a team. Go to our Teams Meetings page to find all instructions for creating meetings.
How do I manage attendee entry into a meeting?
You can manage various of the meetings, such as lobby bypass, designating co-organizers, presenters, keeping attendees' mic and video off, auto recording, etc.
View how to manage meeting entry features in the More options area of a Teams meeting.
How do I share my screen?
You may choose to present your entire screen, a window, a PowerPoint file, or a whiteboard. By default, any meeting participant is a presenter and can share screens. There are options available to restrict sharing to only certain participants.
View Microsoft's instructions for sharing screens and additional features.
Mac permissions
You may need to grant permission to Teams to record your computer's screen before you can share.
Find Mac instructions to grant permission to share screen.
Can I create breakout rooms?
Yes, breakout rooms are available in any meeting using the desktop app. View instructions to set up breakout rooms.
At this time, this feature is available only in the Teams Desktop app, not in the Teams browser. If you don't have the Desktop app in your toolbar, you can download it from the Teams web app under Settings.
View ScreenshotSelect 3 dots at top-right of screen, select Download desktop app.
Where can I find my meeting recordings?
All videos in Microsoft 365 apps (SharePoint, Teams, OneDrive) can be found in Clipchamp, a hub for all your videos, whether they were uploaded, shared with you, or part of a meeting recording.
View more information about Clipchamp and alternate storage locations for your videos.
How long are Teams recordings available?
We have set the expiration to 500 days. If you would like to keep the file indefinitely, you can download the file, then upload to MediaHub or alternate storage area.
How do I change the view of attendees?
While in the meeting, go to View at the top menu and you have a variety of selections.