This article will serve to help faculty and staff navigate the new AV equipment in their classrooms and huddle rooms and facilitate successful virtual meetings in said spaces.

Classroom Setups

How to Create/Join a Scheduled Meeting:

1. Create a meeting in Outlook, make sure that "Teams Meeting" is checked, and invite the video appliance to the meeting.

2. The name of the video appliance is displayed on the screen and should be named after the room: i.e. "PMC216BVideo"

3. The meeting should appear on the touch screen of the appliance with a Join button

4. A computer is not required during the meeting unless you want to chat and/or share content

Note: If you have an outside Teams and/or Zoom meeting you want to attend with the appliance, forward the meeting invite to the appliance

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Teams Rooms/Huddle Rooms

The new Teams/huddle rooms are equipped with a TV, a rally bar, a wall control panel, and a remote controller.

• The TV is your main display during meetings.

• The rally bar is the video camera and microphone on top of the TV.

• The wall control panel houses all the controls for the TV (audio, video, etc.)

• The remote controller is an alternate way to control the audio, video, etc.

You can use this equipment to begin/join/host meetings in a variety of ways:

How to Join a Scheduled Meeting:

You will know that your scheduled meeting involves a huddle room if the room is listed as a Required participant in the Outlook invitation:

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If you are attending remotely, no further action is needed - you will join the meeting from your device like normal.

If you attend the meeting from the huddle room directly:

1. Once you enter the room, you should see the meeting displayed on both the TV and the wall panel:
   

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2. Once the meeting is ready to begin, you can tap the Join button on the wall panel.

3. The camera and microphone will activate, and remote attendees can join the meeting.

How to Join an In-Progress Meeting:

1. Under the People tab of the meeting, invite the video appliance

   1. This will "ring" the video appliance, hit Accept/Answer on the appliance touch screen

Impromptu Meeting/Share Content to the TV:

This requires Bluetooth to be enabled on the PC

1. From the 3 dots menu in the upper right corner of Teams next to your profile picture, select Cast.

2. Select the Teams Room you want to cast to and click Next

3. Select the content you want to share to the TV and click Cast

Without Bluetooth:

1. Under the Calls section of Teams, search for the video appliance name and call it, accept the call on the tablet

2. Select "Meet now"/"Meet"/"Call" from the video appliance, and type in names to invite (hint: you can invite yourself)

   1. This will "ring" whoever you invited and they will need to accept the call on their device

Teams Rooms

rally bar setup

Rally bar/video camera, wall panel included.

Wall panel/tablet does all the controls.

Button on back of rally bar to reboot. bigger button on back, hold down to reboot.

logged in with a room resource → in outlook, location, can add location and schedule against it. kaylyn martin and namehere will be booking delegates for scheduling on outlook and ems.

eventually admin assistant will do this

eventually want to sync outlook to ems

scheduled ahead of time,

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laptop not needed when scheduled this way, will show up on room:

when started in the room, teams will show notif for invitees:

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teams => no waiting room for internal people vs zoom waiting rooms

camera frames all people in the room.

if you want to share content, laptop needed/bring LT to share content with the room.

join existing meeting: see teams pics

start new meeting from room: wall panel, invite people → meet now, invite

or

lt, invite room a-la above

zoom meeting:

same as above, schedule zoom meeting via outlook, invite pmc216b

note: will have to delete teams meeting after adding zoom → may be disabled

Classroom AV

Event Room AVIf a meeting is already in progress and you wish to attend via the huddle room, you can accomplish this using one of two ways.

Option 1: Add the Room to the Meeting

1. Ask the meeting host to add the huddle room to the meeting as a participant:
   

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2. Once added, the wall panel in the room will ring and a notification will pop up. Click Accept to attend the meeting from the room.
   

Option 2: Forward the Email Invite

1. If you have a meeting invitation on your calendar, open it, and click the forward button:
   

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2. Forward the meeting invite to the huddle room in question:
   

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3. Click Send. You will receive an email from the huddle room once it accepts:
   

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4. The meeting will sync and show up on the wall panel - tap on Join to attend the meeting.

   • Note - it may take a minute for the meeting to sync and show up.

How to Start an Impromptu Meeting:

If you would like to start a meeting from a huddle room without prior invitation/spontaneously:

1. Tap the Meet now button on the wall panel to begin a meeting.

2. Tap the Invite someone field at the top of the wall panel and search for the attendees you wish to add.
   

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3. Once added, the attendees will receive a Teams notification/ring on their computer and can join the meeting.

How to Share Content to the TV:

In order to share content on the TV, you will need to bring a laptop with you to the huddle room. From there:

1. Start/attend the meeting in question from the huddle room as described above.

2. Using the wall panel, add yourself to the meeting (see above).

3. Answer the call from your laptop to attend the meeting. You can now share content from your laptop to the meeting, which will appear on the TV.

How to Start a Zoom Meeting on the TV:

It is possible to attend a Zoom meeting through the TV, although we highly recommend using Microsoft Teams for your conference needs. To start a Zoom meeting in a huddle room:

1. Follow the steps listed above in regards to forwarding an email invite:

   • Open your Zoom invitation.

   • Forward the meeting invite to the Huddle Room.

   • Accept on the wall panel.

Classroom AV

The upgraded AV equipment has optimized your ability to share your screen with the class, and hold conferences directly from the classroom. Upgraded classroom AV equipment includes:

• A wall-mounted TV.

• A wall-mounted control panel, located near the teacher’s desk.

• A ceiling-mounted camera and microphone.

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To turn on the TV in the classroom:

1. Make sure the teacher’s station computer is turned on.

2. On the wall panel, tap Local Presentation to turn on the TV

3. The TV will turn on and duplicate the display on your teacher’s station.

To begin a conference:

1. Make sure the teacher’s station computer is turned on.

2. On the wall panel, tap Conference Presentation.

3. The TV will turn on and duplicate the display on your teacher’s station.

4. The ceiling-mounted camera and microphone will activate.

5. Invite students to a Teams meeting from the teacher’s station.

You can tell if the microphones are turned on in the classroom by observing the color around their rings:

• green = the microphone is on

• red = the microphone is muted

• no light = the microphone is off

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To power off the TV, press the Power Off button on the wall panel:

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