Conference Room Technology Quick Reference Guide

Please note that the following instructions refer to MICROSOFT TEAMS MEETINGS ONLY.

If you are looking to start any Zoom, Skype, Webex, or any other third-party meeting applications, simply plug in the purple USB dongle on the table to your device, and start the meeting directly from your laptop once it is displayed on the local TV screen(s).

Available Technology

When entering a conference room, you will discover the following new devices:

• Logitech Speaker/Camera soundbar
• Large wall Sony TV monitor(s)
• Touch control panel located on the table to enable seamless interaction with the controls
• Mic pods located on the table to offer audio clarity and suppress ambient noise

Pre-Meeting Prep (Inviting the Room to a Scheduled Microsoft Teams Meeting)

1. Due to the nature of select conference rooms being available for multiple departments, please make sure to contact Campus Reservations first to physically reserve the meeting/conference room space before proceeding
   • • • This ultimately applies to rooms in general public areas of the university. If you would like more information on which rooms are considered "public use," I'd recommend contacting Campus Reservations or finding the list of "schedulable meeting rooms" on their live "Room Availability" tracker within the "General Conference Rooms" section:
         • • 
2. Digitally create/select your Teams meeting date and time from your Outlook Calendar, or from within the Microsoft Teams App Calendar
3. Next, invite the room to the meeting (as if it were a person) in Outlook or the Teams Calendar Section when sending out meeting invitations to others; this may automatically populate upon selecting location
   
   • • • If you do not know the room's abbreviation/name, you can find it on the top left-hand corner of the TV screen or touch panel:
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4. 
5. Upon inviting the appropriate participants, the meeting will appear on your Outlook and Teams calendars as usual, and you will also receive a message from the room's automated system stating that "your request was accepted" to have the room be an active participant:
6. Closer to the day and time of your meeting, the room's touch panel will automatically display your meeting (and others if scheduled), in a chronological list that includes a button to "join" the meeting directly from the touch panel to start everything:

Starting the Touch Panel

Touch anywhere on the screen to start the system. The control panel is dark/asleep when inactive. Upon approach towards the panel, it will light up and become active.

Choose the appropriate scenario:

Meeting type	Did you invite/include the room already on a Teams meeting?	To join a meeting
Previously scheduled meeting	Yes	Click the "Join" button on the touch panel in the said room, where it indicates you have a scheduled meeting coming up:
Previously scheduled meeting	No	Ask one of the meeting participants to send an invite to the room via the original meeting email. You can also select the "Join with an ID," if you know the exact meeting ID and password Teams created for the meeting (see figure below):
Ad-hoc meeting
	No	Start the meeting from the touch panel by selecting the "New Meeting/Meet" button first: Proceed to directly invite/call others from the touch panel in the conference room via the text field circled in the below picture:
1-on-1 meeting	No	Call the person directly from the touch panel in the conference room via the "Call" button:

Joining your Teams Meeting from your Laptop First

This scenario is for when you already have the meeting in progress on your laptop, but would like to physically move to a conference room with your laptop, and further use the equipment in there instead, to view and run your meeting:

1. First, if you haven't done so already, leave the joined meeting on your laptop
2. Then, once in the room, rejoin the meeting on your laptop
3. When joining the meeting on your laptop, and are presented with your audio/video options, select Room audio as your main audio source
4. The option should then automatically populate the room you are sitting in based on location tracking. Select the said room you’re in from the drop-down menu that appears (see picture below)
5. Click the blue Join now once you have the audio set. You do not need to worry about your camera options as this means your laptop is simply telling the room's system to pick up your meeting now.
6. The room will finally then join automatically as another participant once you select the blue join now button. Once the room joins, you can then leave the meeting from your laptop, and further shut it down or use it for other purposes.

Joining a Teams Meeting from your Mobile Device First

This scenario is for when you already have the meeting in progress on your mobile device, but would like to physically move to a conference room, and further use the equipment in there to view and run your meeting:

1. Click the drop-down arrow next to Join now (1)
2. Select Join and add a room (2)
3. Select the room you would like to add
4. Once the room joins, you can leave the meeting on your mobile device

Using the TAP (control panel on table)

Meeting controls legend:

1. Toggle between room layouts

2. Volume up/down & mute/unmute

3. Turn room camera on/off

4. Mute/unmute room microphones

5. Leave meeting

TAP controls legend:

6. Start an ad hock meeting
7. Dial a number or search for someone within FGCU (if calling someone from outside the university, be sure to type their number starting with a "1" followed by area code---for example, 1239-590-1188
8. Share content from a device connected to the HDMI cable (on the table)
9. Join an already created Teams meeting by entering the associated meeting ID number and passcodes
10. Use the Room audio and video for a Teams meeting initiated on your companion device that already has a Teams meeting in progress
11. Access a menu that allows you to "restart the device" in case of any errors

Leaving the Room

Disconnect from the control panel if using an HDMI cable. Turn off the TV using the accompanying remote.

 For additional assistance, please call the Help Desk at 239-590-1188