Online and Digital Events Service

The University is moving from Zoom to Microsoft Teams, and this change affects all staff who still use Zoom or have recordings on the Zoom cloud that need to be kept. The deadline for transitioning to Microsoft Teams is 14 June 2026, with the exception of those who have been granted a reasonable adjustment or have an exceptional circumstance, as agreed with their College or Professional Service Group Head of IT.

Accessibility & Reasonable Adjustments:

For accessibility and reasonable adjustments, in collaboration between the project group, the Staff Disability Service and HR EDI (Equality. Diversity, Inclusion) team, the process for those of you who require an ongoing Zoom license should be to contact the Project Manager (Richard.Bailey@ed.ac.uk) by 5 June 2026 to secure a license and ensure no disruption. 

Arrangements for accessibility-related Zoom licenses are being finalised, and further information will be shared shortly on how ongoing arrangements will work after the Zoom Enterprise license has ended. It is expected that BSL / Accessibility requests for Zoom licenses going forward will follow the standard process and support outlined in the Reasonable Adjustments Policy and guidance.  

Zoom Recordings:

If you have recordings on the Zoom cloud that you need to retain, please move them, as these will be deleted by Zoom. Guidance on moving your files can be found at: Moving your recordings from Zoom.

Users who receive a transition Zoom license will be limited to 5GB of recordings and are still advised to move their recordings now. To continue making Zoom recordings, you will need to drop your individual usage below the Zoom-imposed 5GB threshold.

Other Points to Note:

Colleagues should not purchase individual Zoom licenses using University funds, and those who provision a Zoom license using personal funds will not be reimbursed. The University will only fund Zoom access where there is a clear legal, regulatory, or exceptional business requirement.  This approach is essential to ensure institutional savings are realised and to maintain a consistent, supported collaboration environment.

What you need to do now:

• Reschedule all meetings and events to Microsoft Teams by 14 June 2026
• Check if a series has been set up by a colleague who has left, as these could still run until the end of the Enterprise license and attendees may not realise until it stops abruptly
• Do not schedule Zoom meetings for dates on or after 14 June 2026
• Review and move any Zoom recordings or content you still need as these will automatically be deleted in 30 days by Zoom, following the 14 June 2026
• Colleagues who require Zoom as a reasonable adjustment must contact the Project Team via the Project Manager (Richard.Bailey@ed.ac.uk) to secure a licence and ensure no disruption by no later than 5 June 2026
• Remember to update any web pages that point to your recordings, so that it points to the new file location and not to Zoom
• Visit the Smarter Meetings Hub for step-by-step guidance and support on using and transitioning to Teams.