What This Article Covers
This article covers how to use the conference room technology. In this article, the following is covered:
- Applicable Conference Rooms
- Layout of Equipment
- Pre-meeting Prep (inviting the room to a scheduled MS Teams meeting)
- Starting the Touch Panel
- TAP (Touch Panel) Menu Controls
- TAP (Touch Panel) Meeting Controls - Microsoft Teams
- Joining your Teams meeting from a laptop first
- Joining your Teams meeting from a mobile device first
- Leaving the Room/Ending Meeting
Important Note: The following instructions refer to MICROSOFT TEAMS MEETINGS ONLY. If you are looking to join an existing Zoom meeting, please scroll down to the "TAP (Touch Panel) Menu Controls" section and refer to option #4.
Applicable Conference Rooms:
- AC 105
- Alico Arena, 310
- BHG 142
- BHG 240
- CSU 215
- CSU 245
- CSU 246
- CSU 249 A & B
- CSU 286
- CSC 14
- DPMC 25
- Eagle Conference 319G
- Eagle's Landing 115
- EH 210
- EH 309
- ETI 108
- HE 109
- HE 210
- HE 306
- HE 406
- HH 134
- HH 230
- HSMOD 119
- Lucas Hall 126
- LH 1302A
- LH 3335
- LH 4200
- LIB 431
- MAR 402
- MAR 447
- MCT 114
- MH 135
- MH 203A
- MOD 1, Room 39
- MOD 2, Room 28
- MOD 3, Room 109
- MOD 4, Room 32
- MUS 201
- OSC Conference
- RH 125
- RH 223
- SCCC 112
- SCCC 212
- SH 223
- SH 402
- SOVI MOD 1, Room 102
- SOVI MOD 1, Room 151
- SOVI MOD 2, Room 117
- SRHM 225
- URWC 101B
- WH 225A
- WH 227
Layout of Equipment
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 offer audio clarity and suppress ambient noise
Pre-meeting Prep (inviting the room to a scheduled MS Teams meeting)
- Digitally create/select your Teams meeting date and time from your Outlook Calendar, or from within the Microsoft Teams Application Calendar
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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
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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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- 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:
- 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:
5. Due to the nature of select conference rooms being available for multiple departments, please make sure to contact Campus Reservations to physically reserve the meeting/conference room space as well. This ultimately applies to rooms in general public areas of the university. If you would like more information on which rooms are deemed for "public use," we recommend contacting Campus Reservations or finding the list of "schedulable meeting rooms" on their live "Room Availability" tracker within the "General Conference Rooms" section:
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:
TAP (Touch Panel) Menu Controls
A. Start an ad hoc meeting (i.e., walk into room - begin new meeting in real-time).
- You can also use this option to call into the meeting anybody from FGCU, OR external, in real-time to the meeting as you begin to start it.
B. Dial a phone number or search for someone within FGCU (if calling someone from outside the university, be sure to begin with a "1" followed by area code - for example, 1239-590-1188)
C. Share content from a device connected to the HDMI cable (HDMI cable coming from touch panel)
D. Join an already created Teams OR Zoom meeting by entering the associated meeting ID number and passcode for the said meeting. See pictures directly below for the on-screen menu for entering meeting info:
E. Access various accessibility settings for the device, such as an option for enabling a "color blind" mode.
F. Select this button to enter an options menu that allows you to also "Restart the device" should you be experiencing any issues with the room system.
TAP (Touch Panel) Meeting Controls - Microsoft Teams
1. Toggle between room layouts
2. Volume up/down & mute/unmute
3. Turn the room camera On/Off
4. Mute/unmute room microphones
5. Leave meeting
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:
- First, if you haven't done so already, leave the joined meeting on your laptop
- Then, once in the room, rejoin the meeting on your laptop
- When joining the meeting on your laptop, and are presented with your audio/video options, select Room audio as your main audio source
- 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)
- 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.
- 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:
- Click the drop-down arrow next to Join now (1)
- Select Join and add a room (2)
- Select the room you would like to add
- Once the room joins, you can leave the meeting on your mobile device
Leaving the Room/Ending Meeting
Disconnect from the control panel if using an HDMI cable. Turn off the TV using the accompanying remote.
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