Tag: meetings

Goodwin 524 Conference Room

Posted on by lindsey
Jump To:
  1. Available Technologies
  2. Utilization Examples
  3. Teleconference PC
  4. Presenter TV
  5. Meeting Owl Camera
  6. Conference Phone

Available Technologies

Every meeting is unique and may require multiple technologies. Below is a list of equipment available in Goodwin 524 so you can tailor the room to your needs.

Test Your Setup!

Make sure you test your technology setup prior to the scheduled meeting time to ensure you understand the process and resolve any technical issues.

EquipmentUses
Teleconference PC– Hosting or attending a virtual/hybrid meeting
Presenter TV– Hosting or attending a virtual/hybrid meeting from your personal computer or device
– Presenting slides or other media to an in-person audience from your personal computer or device
Meeting Owl 360° Camera– Displaying all in-person guests in a virtual meeting using the Teleconference PC
Conference Phone– Dialing into a virtual meeting (audio only)
– Hosting or attending a meeting over the phone
Whiteboard– Collaborative in-person brainstorming
Presentation Remote– Navigating through a slideshow presentation
– Highlighting key points using the built-in laser pointer
Ethernet– Connecting to the internet (not the QSC wired network)

Utilization Examples

The Teleconference PC will be the main meeting attendee. It will handle the room’s camera and microphone input for the in-person guests via the Meeting Owl Camera and display the virtual guests on its TV.

In-person presenters will join the meeting on their computer to share content. If you have more than one in-person presenter, consider designating one presenter computer and have all the presenters use it to share their content with the meeting to minimize technical issues.

Optionally, you can also use the Presenter TV if you wish to show the content to the in-person guests on a different display than the meeting guests.

Before the meeting starts…

  1. Invite the Teleconference PC to the meeting.
    • See our help page on the internal booking website.
  2. Invite your presenter(s) to the meeting. They will need it to share their presentation.

When it’s time to join…

  1. Join the meeting on the Teleconference PC.
  2. Optional: Connect the presenter’s computer to the Presenter TV to view presentations on a separate display.
  3. Join the meeting on the presenter’s computer.

You can connect your laptop to the Presenter TV using the available HDMI cable (and adapter, if needed) to display content to in-person guests.

Teleconference PC

The Teleconference PC is a computer that is available for use while in GW524. It has its own Teams account already signed in and can be invited to your meeting.

Click for usage information

Using the PC

  1. Turn on the TV using the remote pointed towards the Teleconference TV.
  2. Using the wireless keyboard (with built-in touchpad) also labeled Teleconf TV, log into the PC’s SOC Guest account using the password listed on the keyboard’s label. You may need to press a key or use the trackpad to wake up the computer first.

When you are finished using the PC, lock the computer by pressing ⊞ + L.

Device Settings Quick Guide

Accessing Teams/Zoom Device Settings

SetupSettingDevice
Meeting OwlSpeakersMeeting Owl 3
MicrophoneEcho Cancelling Speakerphone (Meeting Owl 3)
CameraMeeting Owl Camera
Video BackgroundNone
WebcamSpeakersLG TV Speakers
MicrophoneMicrophone (Logitech BRIO)
CameraLogitech BRIO
Video BackgroundNone

Presenter TV

The Presenter TV can be connected to your personal computer. It is best used to share your screen with in-person guests, or to view virtual meeting guests when attending a meeting on your own device.

Click for usage information

Connecting to the Display

  1. Plug in the HDMI cable found on the table into your computer. Various adapters are available if your computer does not have an HDMI port.
  2. Turn on the TV using the remote pointed towards the Presenter TV. Wait a few seconds for the TV to detect the computer input.
    • If the TV still reads “No Signal”, check the TV is on the right input. Press the input  button on the top right corner of the remote and select the GW524 Presenter input.
    • If required, configure your display and audio settings.

    Meeting Owl Camera

    The Meeting Owl Camera is a 360° camera used with the Teleconference PC to show each in-person meeting guest at the conference room table. It has an automatic spotlight feature that focuses on the active speaker.

    Click for usage information

    The Owl Bar

    The Owl Bar is a supplementary camera that provides an additional view of the active speaker so the software can best select an angle where they are facing the camera. It will mainly capture the active speaker while they are facing virtual guests on the Teleconference TV.

    Even if the devices fail to connect, the tabletop Owl will remain functional.

    Pairing the Owls

    The Owl Bar pairs wirelessly automatically with the tabletop Meeting Owl 3. During the pairing process, the lights on both devices flash so their cameras can spot each other.

    Make sure to face the tabletop Owl towards the Owl bar and the lights on both devices are unobstructed.

    Conference Phone

    The conference phone can be used for ingoing or outgoing calls, including group conference calls. It can also be used to dial into a virtual meeting’s audio. It has a dedicated phone number as listed below.

    +1 (613) 533 – 3303

    Click for usage information

    Keypad Quick Reference

    Calling

    General

    • Starting a call – Dial the phone number on the number pad and press  to initiate the call.
    • Answering incoming calls – Press .
    • Ending calls – Press  .
    • Muting/Unmuting – Press . The LEDs will turn from blue to red when muted.
    • Increasing volume – Press .
    • Decreasing volume – Press .
    • Hold – Press . The LEDs will turn from blue to flashing red when the call is on hold.

    Redialing

    1. Press an arrow button ▲ / ▼ to bring up the call history.
    2. Use the arrow buttons to navigate to the number you wish to redial.
    3. With the number is selected, press  to start the call.

    Three-Way Calling

    1. If you are not already in a call, phone your first participant.
    2. Once they have answered, press  again. A second dialing tone will be heard.
    3. Call the second participant.
      • If they answer – Press  and then 3. This will connect all three participants into one call.
      • If they do not answer – Press  to return to the first call.

    Conference Calls (Up to Six People)

    1. Press the  button.
    2. Use the arrow buttons ▲ / ▼ to select QUICK GUIDE and press OK.
    3. Dial the first participant’s phone number and press OK.
      • If they answer – Press OK and continue to the next step.
      • If they do not answer – Press ●🠈. You will be asked if you would like to redial that person:
        • Redial – Press OK and return to the start of this step’s outcomes.
        • Do not redial – Press ●🠈. You will be asked if you want to call the next participant or end the process:
          • Next participant – Press OK and continue to the next step.
          • End – Press ●🠈.
    4. If you have more participants to call, press OK and repeat step 3. Otherwise, press ●🠈 when you are finished.

    Dialing into a Meeting

    To view the steps, click on the tab for your meeting platform.

    Microsoft – Join a Teams meeting by phone

    Open the meeting details to locate the phone number and phone conference ID.

    • Email – The details are in the body of the meeting’s email invitation.
    • Desktop – Click on the meeting in your calendar. Expand the meeting by clicking the arrows in the top right corner. The details are listed under the Details tab. You may have to expand the Show join info header.
    • Mobile – Click on the meeting in your calendar. In the Details tab under the Join button, click See More to reveal the full meeting description.

    The details should look like the image below. The local phone number is the first 10 digits (plus area code) before the double commas. In this example, the phone number is +1 343-302-7449. The rest of the number is the conference ID.

    Then, call the meeting’s phone number without the conference ID. When the call is connected, follow the instructions to enter your conference ID.

    Zoom – Joining a Zoom meeting by phone

    Virtual and Hybrid Meetings

    Posted on by lindsey
    Jump to:
    1. Accessing Device Settings
    2. Sharing Content

    Accessing Device Settings

    To view the steps, click on the tab for your meeting platform.

    Microsoft – Manage your device settings in Microsoft Teams

    To access the settings inside the desktop app:

    1. In the top right corner of the title bar, click on the ··· (Settings and more) beside your profile picture. Click on Settings.
    2. Click Devices from the sidebar to open device settings.

    TIP: In the Settings > Device > Audio category, there is a button to Make a test call. This will let you try out your audio and video configuration and make sure everything is set up correctly.

    To access device settings before joining a meeting:

    On the join meeting screen, device settings are located…

    • Audio: Select the Computer audio option from the list in the right plane to output audio through the PC. Click the toggle icon to change your audio settings.
    • Video: Click the gear icon located under the video preview on the left plane to change your camera settings.
    • Background/Blur: Change your background with the Background filters button under the video preview on the left plane.

    To access device settings while in a meeting:

    Along the meeting bar, click on the arrow ˅ beside the Mic button for audio settings and Camera button for video and background/blur.

    Zoom – Changing settings in the Zoom desktop/mobile app

    To access the settings inside the desktop app:

    1. Open the Zoom Desktop app.
    2. On the main page, click on your profile picture and click Settings.

    To access device settings while in a meeting:

    1. Click the arrow ˄ beside the Video button in the meeting window’s menu bar to bring up additional options. Click Video Settings… to open the Settings window. Once the device settings are open, you can change between setting categories with the sidebar.

    In Zoom, you have to join the meeting’s audio to use your microphone and hear other guests. To do so…

    • If a popup titled Choose ONE of the audio conference options appears when you join the meeting, click the Join with Computer Audio button.
    • Otherwise, look at the bottom left corner of the meeting window’s menu bar. If it reads Join Audio , click it, and select the Join with Computer Audio button.

    To always join audio when entering a meeting, enable the Automatically join audio toggle at the bottom of the Choose ONE of the audio conference options window before clicking the Join with Computer Audio button.

    Sharing Content

    To share content like a PowerPoint or your screen to meeting guests, click on the Share (Teams) or Share Screen (Zoom) button from your meeting’s menu bar. Here, you can choose to either share a specific app window, or your entire screen.

    Heads Up!

    To protect confidential or personal information, you should be mindful of what you’re showing on screen.

    Only share the presentation window instead of the whole screen whenever possible. Close any unnecessary browser tabs, files, chats and applications. Consider silencing your desktop notifications to prevent distractions and revealing information.

    Teams Tip!

    If you’re sharing a PowerPoint, you can use the PowerPoint Live feature to share the presentation directly into the meeting. Guests can customize their viewing experience without affecting the live presentation, while presenters retain access to their notes and guest view.

    To do so, choose the file from the Share Content window when you’re choosing what to share with the guests instead of sharing a PowerPoint window.

    Including Desktop Audio

    If you’d also like to share desktop audio, you’ll need to enable some additional settings.

    To view the steps, click on the tab for your meeting platform.

    Microsoft – Share sound from your computer in Microsoft Teams meetings or live events

    If you have not started sharing:

    After clicking Share , enable Include sound before you begin sharing.

    If you have already started sharing – From the toolbar along the top of the screen (you may need to hover your mouse there to reveal it), click Share Sound . You can also disable it by clicking Share Sound again. The line through the icon means sound is not playing.

    Windows

    If your computer’s audio device is different than the meeting’s audio device, you will receive the following error message:

    Matching your computer’s audio device to the meeting’s audio device will resolve the issue. See…

    • Audio Settings on how to change your computer’s audio device.
    • Device Settings on how to change your meeting’s audio. Only adjust the audio device settings to change your Speaker.

    Mac

    You’ll need to install the latest Team’s audio driver to include computer audio in Teams meetings. See the Microsoft Support Article for more information and the driver download link.

    Zoom – Sharing background music or computer audio on Zoom

    If you have not started sharing – After clicking Share Screen, turn on Share Sound before starting the share screen. If you don’t see the right options plane, you might need to click Layouts and options to show it.

    If you have already started sharing – Click More ··· from the share screen’s menu bar and select Share sound. The green bar below the menu bar that reads You are screen sharing will have a speaker icon when sound is being shared.

    Hybrid Presenters

    During a hybrid meeting, presenters will need to join the meeting to share their content with the virtual guests.

    Consider presenting from a single designated computer if you have multiple in-person presenters, or are sharing the content full screen on a separate display for in-person guests. Each presenter will then access their content via the designated computer, minimizing technical issues that could arise from setting up multiple computers.

    For the purposes below, the main meeting attendee is the computer that is overseeing the camera and microphone input for the in-person guest(s).

    1. If the presenter’s computer is not the main meeting attendee, mute the computer.
    2. Join the meeting on the presenter’s computer.
    3. If the presenter’s computer is not the main meeting attendee, mute the presenter’s microphone and turn off the camera.
    4. Share the presentation by clicking the Share (Teams) or Share Screen (Zoom) button.