Cowboys Conference Room — Conductor Room Guide
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Room Guide
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Cowboys Conference Room

Microsoft Teams Room Custom Room Controls

What are you trying to do?

Tap your task — we'll take you right there.

Join my scheduled meeting

Tap the meeting on the calendar panel

Share my screen

Clickshare, HDMI at the table, or Teams cast

Use the room controls

Content source, lights & camera

Something isn't working

Troubleshooting & quick fixes

Quick Access

Join a Meeting

Scheduled, Meet Now, ID or QR

Share Content

Clickshare, HDMI or cast from Teams

Room Controls

Source, lights & camera

Troubleshooting

Common issues & contact

Main Screen Overview

Teams Room Main Screen

Calendar, action buttons & QR join

This is the main screen the Microsoft Teams Room shows while not in use. From here you can join meetings, start ad-hoc calls, share content, and open the custom Room Controls page.

Cowboys Conference Room main screen
1QR Code — Join with Device
2Date, Time & Room Name
3Calendar — Scheduled Meetings
4Meet Now
5Share
6Call
7Join with an ID
8Room Controls
9More
Ways to Join

Join a Scheduled Meeting

Tap the meeting on the right-side calendar

When meetings are scheduled for the room, they appear on the calendar panel on the right of the main screen. Tap the meeting tile to join.

For a meeting to appear on the room calendar, the organizer needs to invite this room when scheduling — same as inviting an attendee.

Start a Meeting (Meet Now)

Spin up an ad-hoc Teams meeting on the spot

1Tap Meet now on the main screen.
2Add participants by typing their name or email, then tap Start meeting.

Join with a Meeting ID

Enter the Teams meeting ID and passcode

1Tap Join with an ID on the main screen.
2Enter the meeting ID and passcode from the Outlook invite.
3Tap Join meeting.

Join with the QR Code

Scan from your phone to join wirelessly

The QR code in the top-left of the main screen lets you join, share, or start a meeting from your mobile device — no Bluetooth pairing or cables required.

1Scan the QR code with your phone's camera.
2Open the link — the Microsoft Teams app launches (you'll be prompted to install it if you don't have it).
3Choose to join an in-progress meeting, start an ad-hoc meeting, or cast content from your device.

The QR code refreshes every 60 seconds for security.

Make a Call

Call a colleague by name or email

1Tap Call on the main screen.
2Type the contact's first name, last name, or corporate email in the search bar.
3Pick the contact from the results, then tap the call button.

Note: External phone numbers cannot be dialed directly from this room — the call feature is for the internal directory only.

Invite the Room from Your Laptop

Use Room audio when joining the meeting

1Open your Teams meeting invite on your laptop and click Join.
2On the pre-join screen choose Room audio.
3Pick this room from the Search for a room dropdown.
4Click Join now.

The room joins the meeting automatically. Your laptop joins too, but with its mic and speakers muted to prevent echo.

Keep Bluetooth on on your laptop so it can detect the room nearby.

Sharing Content

Cast from Microsoft Teams

Share wirelessly from a Windows PC or phone

From a Windows PC
1Open the Microsoft Teams desktop app.
2Click the three dots (…) beside your profile picture and pick Cast.
3Choose this room from the list, then pick Just cast or Cast and join.
4Pick the screen or window to share. Tick Include Computer Sound if you're playing video.
5Click Cast to begin.
From a Phone or Tablet
1Scan the QR code on the room display with your phone.
2Open the link in the Microsoft Teams mobile app.
3Pick Project my screen or Project a PowerPoint.
4iPhone / iPad: when prompted, select Microsoft Teams in the screen-recording sheet, then tap Start Broadcast.

Share Wirelessly with Clickshare

Pick Clickshare on the Room Controls page

Clickshare is the room's wireless content-sharing tool. Once Clickshare is selected as the content source, on-screen instructions guide you through connecting your device.

1Tap Room controls on the main screen.
2Under Content Source, tap Clickshare.
3Follow the Clickshare instructions that appear on the room display to pair and share from your device.

Share Wired via HDMI

Plug into the HDMI input at the table

1Plug your laptop into the HDMI input at the table.
2On the touch panel, tap Room controls.
3Under Content Source, tap HDMI. Your laptop appears on the room display.
Room Controls Page

Open Room Controls

The custom page unique to this room

This is the only page with custom controls — Content Source, Lighting, and Camera Controls all live here. Open it from the main screen.

Cowboys Conference Room — custom Room Controls page
1From the main screen, tap Room controls.
2Use Back To Meeting Controls in the bottom-left to return to the meeting interface.

Content Source — Clickshare or HDMI

Pick wireless or wired sharing

  • Clickshare — wireless sharing. When selected, on-screen instructions guide you through connecting your device.
  • HDMI — wired sharing. Plug your laptop into the HDMI input at the table, then tap HDMI to display it.

The currently selected source shows a small green dot in the top-left of its tile.

Lighting

On / off and brightness up / down

  • On / Off — turn the room lights on or off.
  • Up / Down arrows — adjust the brightness level in the room.

Camera Controls

PTZ, zoom, and Auto Frame

The camera controls let you manually frame the room or hand off to the camera's automatic framing intelligence.

Manual PTZ
  • Up / Down / Left / Right — pan and tilt the camera using the directional pad.
  • Zoom + / Zoom − — zoom in or out.
Auto Frame

Tap Auto Frame On to let the camera frame people in the room automatically. It moves and re-frames individuals dynamically — you don't need to adjust anything during the meeting. Tap Auto Frame Off to take back manual control.

Troubleshooting

Display shows nothing?

Make sure the display is powered on (use its IR remote if needed) and that the correct input is selected. If you're trying to share content, confirm you picked the matching Content Source — Clickshare or HDMI — on the Room Controls page.

HDMI isn't showing your laptop?

Check the cable is fully seated at the table HDMI input and on your laptop. On the Room Controls page, confirm HDMI is selected as the Content Source (green dot in the top-left of the tile).

Clickshare won't connect?

Make sure Clickshare is selected on the Room Controls page first — the on-screen instructions only appear once it's the active source. Then follow the instructions on the room display to pair your device.

Don't see your meeting on the calendar?

The organizer needs to invite this room when scheduling. Forward the invite to the room and wait a minute, or join manually with the meeting ID.

Far end can't hear you?

Make sure the room microphones aren't muted — check the mic indicator on the in-meeting toolbar. If you joined from your laptop as well, mute the laptop mic and speakers to prevent echo.

Camera framing is off?

If Auto Frame is on but cutting people off, tap Auto Frame Off and use the PTZ and zoom controls to frame manually. Toggle Auto Frame back on once everyone is seated.

Room is too dark or too bright?

Open Room Controls and use the Lighting up / down arrows to adjust the level. Tap On / Off to fully cycle the lights.

Need Further Help?

Call or email us — we love to help.

(469) 630-9909

tech@taurustechinc.com