Cloud Conference Room Guide

Overview

This guide will walk you through setting up a teleconference on Zoom or Teams.

Article Sections

Joining a Created Zoom Meeting

  1. On the white switch box, press ON to turn on the room displays
  2. On the white switch box, press the Laptop 1 button
  3. On the touch screen, select the Join button.  
  4. Type in the Meeting ID number on the touch screen and press Join
  5. The room is now a participant in the meeting session. The touch screen offers the same meeting controls as are available on a computer.

Setup Options

Switching Cameras

There are two cameras in the room: one below the displays and the OWL camera on the table. Use the Switch Camera button on the touch screen to switch between the two.

Camera Controls

The camera controls only work with the camera below the displays. The OWL camera does not have any additional controls.

  1. Press the Camera Control button on the touch screen:
  2. The pop-up window will default to the Neat camera’s manual control. To change the camera mode, press Manual on the right side of the screen.

     
  3. Select the camera mode you would like:


    Your options include:
    1. Manual – the user adjust the camera as needed
    2. Speaker Focus – the camera will focus on the person speaking in the room
    3. Auto-Framing – the camera will automatically frame everyone in the room
    4. Multi-focus – The camera will attempt to frame the people in the room independently
    5. Multi-Stream – The camera will create a gallery that includes a full view of the room as well as individually framed people in the room

Sharing Screens

There are two ways to share your screen while in the conference room. If you are sharing a document or presentation slides, Zoom’s wireless share works best. If you are looking to share a video in the meeting room, the best option is to join the meeting locally and share from your device.

Zoom’s Wireless Share
  1. On the touch panel, press the Share button. A 6-letter sharing key will display on the screen in the cloud room.
  2. From your device, open the Zoom app and select Share Screen.
  3. A pop-up will appear on your device, where you will enter the sharing key. Enter the key on your device and select the Share Screen button.
Sharing from your device
  1. As you are in the Zoom meeting on your device, select the Share Button
  2. Select what you want to share in the pop-up window and select Share at the bottom of the screen.

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Using the Cloud Rooms Personal Meeting Room (Zoom)

The Cloud Room has a Zoom account that can be used to host a meeting.

  1. On the white switch box, press ON to turn on the room displays
  2. On the white switch box, press the Laptop 1 button
  3. On the Touch Screen, press the New Meeting button. This starts a new meeting using the room’s personal meeting room.
  4. Press Invite to add other participants to the meeting.
  5. You can search contacts in the Minnesota State System or enter email addresses.
  6. Once the emails are entered press the Invite button.
  7. Invitees with the Zoom app installed on their computer will get a notification. They should press Join to join the meeting.

Setup Options

Switching Cameras

There are two cameras in the room: one below the displays and the OWL camera on the table. Use the Switch Camera button on the touch screen to switch between the two.

Camera Controls

The camera controls only work with the camera below the displays. The OWL camera does not have any additional controls.

  1. Press the Camera Control button on the touch screen:
  2. The pop-up window will default to the Neat camera’s manual control. To change the camera mode, press Manual on the right side of the screen.

     
  3. Select the camera mode you would like:


    Your options include:
    1. Manual – the user adjust the camera as needed
    2. Speaker Focus – the camera will focus on the person speaking in the room
    3. Auto-Framing – the camera will automatically frame everyone in the room
    4. Multi-focus – The camera will attempt to frame the people in the room independently
    5. Multi-Stream – The camera will create a gallery that includes a full view of the room as well as individually framed people in the room

Sharing Screens

There are two ways to share your screen while in the conference room. If you are sharing a document or presentation slides, Zoom’s wireless share works best. If you are looking to share a video in the meeting room, the best option is to join the meeting locally and share from your device.

Zoom’s Wireless Share
  1. On the touch panel, press the Share button. A 6-letter sharing key will display on the screen in the cloud room.
  2. From your device, open the Zoom app and select Share Screen.
  3. A pop-up will appear on your device, where you will enter the sharing key. Enter the key on your device and select the Share Screen button.
Sharing from your device
  1. As you are in the Zoom meeting on your device, select the Share Button
  2. Select what you want to share in the pop-up window and select Share at the bottom of the screen.

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Microsoft Teams

Microsoft Teams is only available for meetings created on a separate device.

  1. On the white switch box, press ON to turn on the room displays
  2. On the white switch box, press the Laptop 1 button
  3. On the touch screen, select the Microsoft Teams button.
  4. Type in the Meeting ID number on the touch screen and press Join
  5. Type in password (if required)

Setup Options

Camera Controls

The camera controls are under a tab on the right-hand side of the touch screen. While touching the tab, swipe your finger to the left to expand the camera control menu.

           

Inside this menu, you can choose how to display the individuals in the room. The options include: auto focus on the room, auto focus on individuals in the room, auto focus on the individual talking, or manual framing.

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