Teams Conference Room Technology - Reference Guide

  • Updated

What this article covers

This article covers how to use the conference room technology. In this article, the following is covered:

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:

Alico Arena 310

Arts Complex 105

Ben Hill Griffin 142

Ben Hill Griffin 240

Cohen Student Union 286

Cohen Student Union 245

Cohen Student Union 246

Cohen Student Union 249

Campus Recreation Aquatics Modular 109

Campus Support Complex 14

Daniels Public Media Center 25

NLV Eagles Landing 115

Edwards Hall 210

Edwards Hall 309 (Presidential Suite)

Emergent Technologies Institute 108

Holmes Engineering 109

Holmes Engineering 210

Holmes Engineering 306

Holmes Engineering 406

Howard Hall 134

Howard Hall 212

Howard Hall 230

Health Services Modular 119

Lucas Hall 126
Lutgert Hall 1302A Lutgert Hall 3335 Lutgert Hall 4200 Library 431
Marieb Hall, Room 402 McTarnagan Hall, Room 114 Merwin Hall, Room 135 Merwin Hall 203A
MOD1 39 MOD2 28 MOD3 109 MOD4 06
Bower School of Music 201 Outdoor Sports Complex 211 Reed Hall 125 Reed Hall 223
Student Community Counseling Center 112 Student Community Counseling Center 212 Siedler Hall 223 Siedler Hall 402
Sovi Mod2 117 Sovi Mod1 102 Sugden Resort & Hospitality Management 225 Sovi Mod1 151
Whitaker Hall 225A Whitaker Hall 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

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Pre-meeting Prep (inviting the room to a scheduled MS Teams meeting)

  1. Digitally create/select your Teams meeting date and time from your Outlook Calendar, or from within the Microsoft Teams Application Calendar
  2. 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. 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:mceclip0.png
  5. 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:

    6. 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," 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:

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

  1. 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.
  2. 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)
  3. Share content from a device connected to the HDMI cable (HDMI cable coming from touch panel)
  4. 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:
  5. Access various accessibility settings for the device, such as an option for enabling a "color blind" mode.
  6. 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

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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:

  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.

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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

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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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