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Conductor Digital Instructions

3rd Fl - Conf Rm 3012 (3.113)

RP022671

Cisco Microsoft Teams Room

Home Screen
Way to Join Meeting
Webex/Zoom
Start New Meeting
Calls & Camera Controls
Share Content
Join with Meeting ID
Invite Room
Join Device to Meeting
Meeting Controls
Changing the Layout

Home Screen

This is the main screen the Microsoft Teams Room will display while not in use. From here you can access many of the room’s features.

  1. Join a Scheduled Meeting
  2. Start a Meeting
  3. Make a Call
  4. Share content (may not be applicable)
  5. Join with an ID
  6. More Options
  7. Join Meeting with QR Code
  8. Settings

Join a Scheduled Meeting from the Touch Panel

When meetings are scheduled for the room, they will be listed on the home screen.

To join your scheduled meeting simply tap the join button.

You can also join the meeting whilst in the room from your laptop or mobile phone if you want to present or access meeting chat.

Using the QR Code to Join or Share in Microsoft Teams Rooms

Microsoft Teams Rooms on both Windows and Android support a fast, wireless way to bring your meeting to the room using the QR code displayed on the home screen. This eliminates the need for Bluetooth pairing or plugging in your device, making it easier to connect on the fly.

The QR code is always visible on the room’s main screen by default and refreshes every 60 seconds to ensure security. Once scanned with your phone’s camera, you’ll be prompted to take one of the following actions:

  • Join a meeting currently in progress or one scheduled to begin within 10 minutes

  • Start a new ad-hoc meeting directly from your device

  • Cast content from your mobile device to the front-of-room display

If the Microsoft Teams mobile app isn’t installed, you’ll be prompted to download it after scanning the code.

This functionality is available on all Teams Rooms licenses and works across both Windows and Android-based room systems. It also supports external meetings when your organization’s Teams policies allow for it.

Typical Use Cases

  • Walking into a room and wanting to start or join a meeting without connecting a laptop

  • Quickly sharing slides, media, or other content from your phone

  • Using the room’s displays without formally scheduling a meeting

How to Join a Webex Meeting

  • Invite the Room
    Add the room to your Webex meeting invite so the meeting appears on the calendar on the right side of the screen.
  • Wait for the Meeting to Appear
    Once the room has been invited, the meeting will show on the calendar when it is scheduled to begin.
  • Tap Join
    When it is time to start the meeting, tap the Join button on the screen.
1. Swipe from the Right

Swipe in from the right edge of the screen to open the Control Panel.

2. Tap the Webex Icon

In the Control Panel, tap the Webex icon.

3. Enter Meeting Info

  • Type the Webex meeting number from your invite

  • Or search by the host’s name or email for a Personal Room meeting

4. Tap Join

Tap Join to enter the Webex meeting.

  1. Mute
    Tap Mute to turn your microphone on or off during the meeting.
  2. Stop Video
    Tap Stop Video to turn your camera on or off during the meeting.
  3. Share
    Tap Share to share content in the meeting.
  4. Raise Hand
    Tap Raise Hand to notify the host and co-host. Your name will also move to the top of the participant list.
  5. Leave Meeting
    Tap Leave Meeting to leave the current Webex meeting.
  6. Layout
    Tap Layout to change the on-screen video layout.
  7. Reaction
    Tap Reaction to send emojis during the meeting.
  8. Participants
    Tap Participants to view the list of people in the current meeting.
  9. AI Assistant
    Tap AI Assistant to activate the Webex AI Assistant.

How to Join a Zoom Meeting

  • Invite the Room
    Add the room to your Zoom meeting invite so the meeting appears on the calendar on the right side of the screen.
  • Wait for the Meeting to Appear
    Once the room has been invited, the meeting will show on the calendar when it is scheduled to begin.
  • Tap Join
    When it is time to start the meeting, tap the Join button on the screen.
  • Tap Join with an ID
    On the main screen of the touch panel, tap Join with an ID.
  • Select Zoom
    Choose Zoom as your meeting provider.
  • Enter Meeting Details
    Type in the Zoom meeting ID and passcode.
  • Tap Join Meeting
    Once the meeting details are correct, tap Join Meeting.
  1. Volume Up
    Tap Volume Up to increase the meeting volume.
  2. Volume Down
    Tap Volume Down to lower the meeting volume.
  3. Turn Off Camera
    Tap Turn Off Camera to turn your camera on or off during the meeting.
  4. Mute
    Tap Mute to turn your microphone on or off during the meeting.
  5. Leave Meeting
    Tap Leave Meeting to leave the current Zoom meeting.

Start a new Ad-Hoc Meeting

When you want to use the system for a new, unscheduled meeting, the “Meet Now” button allows you to create a new Teams meeting from the Microsoft Teams Room system and invite people to it by searching a name or number in the text field.

Make a Call

Directory Search Only

This room is configured for internal and directory calls. To reach a colleague, please follow these steps:

  1. Tap the “Type a name or number” search bar at the top of the screen.
  2. Using the on-screen keyboard, type the First and Last Name or Company Email Address of the person you want to reach.
  3. Select the correct contact from the search results that drop down below the bar.
  4. Tap the Call button in the top right corner to start your meeting.

Note: External phone numbers (e.g., 555-1234) cannot be dialed directly from this room.

Camera Controls

Accessing Camera Settings

  • Swipe right on the home screen or Room Navigator to open the Control Panel.

  • Select Camera at the top.

Choose a Camera Mode

Tap Camera options, then select Camera control and choose from:

  • Dynamic – Automatically provides the best view.
  • Group – Shows everyone.
  • Group and speaker – Captures everyone while highlighting the speaker.
  • Speaker – Shows the active speaker.
  • Frames – Shows everyone equal size.
  • Or tap Manual to manually adjust and save the camera views you need.
  • Tap Selfview to preview how you appear on camera.

Save a Camera Preset

  1. Swipe right → Camera → Manual.

  2. Adjust pan, tilt, and zoom.

  3. Tap Add New, name it, and save.

  4. Find saved presets under Camera Position Presets.

  5. To edit or delete, select the preset and update or remove.

Adjust Self-View

  • Access: Swipe right → Camera → Selfview

  • Visibility Options: Show, Selfview, Toggle ON or OFF

  • Fullscreen: Tap Fullscreen to expand, then tap again to exit.

  • Move Self-View: In a call, press and drag to reposition — it will snap to preset positions.

Sharing Content

Casting

From a Windows PC:

  1. Open your Microsoft Teams desktop app.
  2. Click the three dots (…) next to your profile picture in the top right corner.
  3. Select Cast from the drop-down menu.
  4. A list of nearby rooms will appear. Select this room from the list and click Next.
  5. Choose Just cast (or Cast and join if you are tying into an existing scheduled meeting), then click Next.
  6. Select the screen or window you want to share. (Check the “Include Computer Sound” box if you are sharing a video).
  7. Click Cast.
  8. To stop sharing: Click Stop Sharing or Leave at the top of your Teams screen.

From a Mobile Device (iOS & Android):

  1. Open the Teams app on your phone or tablet.
  2. Tap the Cast icon in the bottom navigation bar. (If you don’t see it, tap your profile picture or the More menu to find it).
  3. The app will search for nearby rooms. Tap the name of this room when it appears.
  4. Choose Project my screen (to show everything on your phone) or Project a PowerPoint.
  5. For iPhone/iPad users only: A screen recording prompt will appear. Select Microsoft Teams and tap Start Broadcast.
  6. To stop sharing: Tap the red indicator at the top of your phone’s screen and select Stop, or tap Stop Broadcast in the Teams app.

Wired

This is not applicable in ALL rooms. Some rooms have the capabilities for Wired Sharing.

If you need to display a Wired content source, you can easily switch video sources using the touch panel.

  1. Tap Share Options on the touch panel’s “Swipe from the Right Menu” to open the sharing menu.
  2. Look at the list on the left side of the screen to see all available in-room video sources (Options will vary by room)
  3. Tap the name of the device you want to use.(Note: A green “Connected” status under the name means the device is active and ready to be shared).
  4. Tap the white View/Share button in the bottom right corner to push that video source to the room’s main display and to the other participants on the call.
  5. To stop sharing: Tap the Stop Sharing button that will appear on the touch panel once your content is live.

Join with Meeting ID

  • Tap Join with an ID
    On the main screen of the touch panel, tap Join with an ID.
  • Select Teams
    Choose Teams as your meeting provider.
  • Enter Meeting Details
    Type in the Teams meeting ID and passcode.

You will find the meeting ID and passcode in your Outlook Calendar invite.

Invite and join the Room to a Meeting

  1. Open your Teams meeting calendar invite on your laptop and click Join.
  2. On the pre-join screen, look at the audio options on the right side and select Room audio. (Teams may automatically suggest this if you are sitting in the room!)
  3. Click the Search for a room dropdown menu just below the Room audio option.
  4. Select the room you are currently in from the list (for example, Rangers Training Room or Mavericks Conference Room).
  5. Click the Join now button.

The room system will automatically join your meeting! Your laptop will also join the meeting, but its microphone and speakers will be muted automatically to prevent any background echo.

Note: “Make sure your laptop’s Bluetooth is turned on so it can detect the room nearby!”

You might also want to join the meeting from your own device to share content or view participants on your device while content is shown on the room display.

When joining from your device, select Don’t Use Audio so you join completely muted with sound off.

If you need to use the room’s speakers and microphones, select Room Audio instead.

Important: If you are connected to the meeting from both the room system and your personal device, all audio on your personal device must be fully muted — both microphone and speakers — to prevent echo or feedback.

Meeting Controls

Here’s a quick overview of the controls available when you are in a meeting.

  1. View Options
  2. Raise your hand/Reactions
  3. Reactions
  4. Options
  5. Volume control
  6. Camera on/off
7. Mute on/off
8. Share Content
9. End Call
10. Invite someone
11. Participants (tap to manage)

How to Change Your Meeting View

Want to focus on a presentation or see everyone’s face at once? You can easily customize how the meeting appears on the room’s main display.

  1. Tap the Layout icon (the small rectangle with a sidebar) in the bottom left corner of the touch panel.
  2. In the left column, select your preferred main layout:
  • Gallery: The standard grid view of remote participants.
  • Front Row: Places participants at the bottom of the screen at eye level, with content and chat above
  • Focus on content: Maximizes the shared presentation and hides participant videos.
  1. In the right column, use the toggles to fine-tune your screen:
  • Choose between seeing Content + People or People Only.
  • Select Hide me if you want to remove this room’s camera feed from the big screen (don’t worry, remote participants can still see you).

Troubleshooting

  • Display not showing an image?
    • Ensure the display is on. This can be confirmed by using it’s IR remote
    • Also make sure the display is on the correct input. This can be tricky as to exactly which input is correct so please don’t hesitate to call us!
  • Content not showing up when wireless casting?
    • Ensure you are connected to a network (Wi-Fi or wired).
    • Ensure you have followed the proper steps for your personal device or laptop (see Sharing Content sections).
  • Don’t see my meeting?
    • There may have been a conflict with the room receiving the invite. You can try to forward the invite to the room and wait a few minutes for it to show up or type in your meeting ID (see Join with Meeting ID section).
  • The volume of the speakers is too low / high.
    • Along the bottom the volume control will allow you to correct this.
  • They can’t hear me.
    • Make sure your microphones aren’t muted. This can be done by ensuing the icon is active on the touch panel or by ensuing your microphones are illuminated green.
  • I can’t see the other participant in the call, but they can see me.
    • If their image is completely blank / black, there could be something wrong with their camera. Ask them to disconnect and reconnect to the call to see if it corrects the issue.
  • Any other issue…. PLEASE call or email us! We love to help!

Need Further Help?
Contact Us!