Polycom Meeting Rooms
This article will serve to help faculty and staff navigate the new AV equipment in their huddle/meeting rooms and facilitate successful virtual meetings in said spaces.
Index:
The Equipment
The Polycom meeting/conference rooms are equipped with a TV, a Polycom camera, a digital control panel, a microphone, and a remote control.
TV
The TV will be mounted to the wall. When there is no meeting, it will display a ‘No meetings today’ message:
Polycom Camera
The Polycom camera will be mounted above the TV:
The Polycom camera tracks people as they move about the room, and can fit a group into the frame. It will do so automatically.
Digital Control Panel
The digital control panel will be on a table or designated area in your meeting room:
Microphone
A Polycom microphone will be placed on a table near where the participants sit:
Tap the button in the center to mute or un-mute the microphone:
Remote Control
The remote control allows you to turn the TV on or off, as well as control what source you are using (typically HDMI 1):
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 meeting room if the room is listed as a Required participant in the Outlook invitation:
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 meeting room directly:
Once you enter the room, you should see the meeting displayed on both the TV and the digital control panel:
Once the meeting is ready to begin, you can tap the Join button on the digital control panel (see the purple box in the above image).
The camera and microphone will activate, and remote attendees can join the meeting.
How to Join an In-Progress Meeting
If a meeting is already in progress and you wish to attend via the meeting room, you can accomplish this using one of two ways:
Option 1: Add the Room to the Meeting
Ask the meeting host to add the meeting room to the meeting as a participant:
Once added, the digital control 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
If you have a meeting invitation on your calendar, open it, and click the forward button:
Forward the meeting invitation to the meeting room in question:
Click Send. You will receive an email from the meeting room once it accepts:
The meeting will sync and show up on the digital control 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:
Tap the Meet button on the digital control panel to begin a meeting.
Tap the Type a name field at the top of the wall panel and search for the attendees you wish to add.
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 During a Meeting
In order to share content on the TV, you will need to bring a laptop with you to the meeting room. From there:
Start/attend the meeting in question from the meeting room as described above.
Using the digital control panel, add yourself to the meeting.
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.
Instructions on how to share your screen in a Teams meeting can be found here.
If you have any questions or need further assistance with your meeting, contact the IT Help Desk.