Getting started with conference room technology

How to use the technology in flexspace conference rooms

Table of Contents

• Connecting to the television and PolyCom video/audiobar

  • Extending the display

    • Windows 10 machines

    • Mac machines

  • Disconnecting from the television and PolyCom video/audiobar

• Supplying power to your laptop and USB devices

• Video conferencing

  • Using the video camera

  • Controlling speakers/audio output

  • Controlling microphone/audio input

• Troubleshooting

  • Laptop screen is not displaying on the Samsung television

  • No audio output, microphone input, or video during a video conferencing session

  • Unable to display meeting room via the PolyCom camera after updating settings

Common tasks for conference rooms

Connecting to the television and PolyCom video/audiobar

1. Power on the Samsung television by pressing the red power button. 

2. Connect your laptop to the silver “Blackbox” via your device’s USB 3.0 or USB-C port

   1. Determine your laptop’s connection type (USB 3.0 or USB-C)

      • USB-3.0 ports are often blue in color or labeled with this symbol: 

   2. Locate the “To PC” input on the silver Blackbox

   3. Connect the cord from “To PC” to your device 

      • USB 3.0: Connect the dongle directly from the Blackbox to your device.

      • USB C: Secure the adaptor to the end of the dongle, then connect to your device.

      • Note: Your device screen should automatically mirror to the Samsung television.

   4. Log into your device to begin using the monitors as a mirrored device.  

Extending the display

By default, the Samsung tv will mirror your device screen. However, you can change your device settings so the tv functions as an extension, allowing you to display different content across multiple monitors.

Windows 10 machines 

1. Right-click any free space on your desktop. 

2. Select Display settings. 

3. Under “Multiple displays”, select Extend these displays or Extend on 1 and 2 from the drop-down menu. 

4. Select Keep these display settings.  

To change the order of the laptop and monitor screen(s): 

1. Select Detect. (The number of available displays should be noted). 

2. Select Identify to determine the current screen order. 

3. Drag the monitor icons to the desired position.  

4. Click Apply to update display settings.  

Mac machines 

1. Access “System Preferences” from the dock or the launch pad app. 

2. Select Displays > Arrangement. 

3. Uncheck the box labeled Mirror displays. 

To change the order of the laptop and monitor screens, drag the monitor icons to the desired position. (The selected monitor will be outlined in red on the screen.) 

Disconnecting from the television and PolyCom video/audiobar

1. Remove the display and mouse/keyboard plugs from your laptop. 

2. Power off the Samsung television off by pressing the red power button.

   

Supplying power to your laptop and USB devices

There is a multi-port power supply in the middle of the table for laptop and other device charging. 

Video conferencing

1. Follow the connection instructions above for “Connecting to the television and PolyCom video/audiobar”.

2. Start your video conferencing meeting.

Note: Video, audio, and microphone will connect automatically. 

Using the video camera

The camera and speakers are located at the front of the room.

Controlling speakers/audio output

Access the settings of the video conferencing tool you are using (i.e., Microsoft Teams) and set the speakers/audio output to Echo Cancelling Speakerphone (Polycom Studio Audio).

Use the PolyCom remote to control the speaker volume.

Controlling microphone/audio input

The Polycom’s desktop 3-leg microphone picks up the room’s audio for meetings.

Mute and unmute the microphone

1. Press the microphone icon on the desktop microphone, or

2. Press the microphone icon on the PolyCom remote 

Red = Muted
Green = Unmuted 

Note: The microphone status is also visible on the PolyCom video/audio bar. A red line indicates that the microphone is muted.

Troubleshooting

Laptop screen is not displaying on the Samsung television

Use the “Source” button on Samsung remote to select “HDMI1/DVI” as the input.

No audio output, microphone input, or video during a video conferencing session

Check the settings of the video conferencing tool you are using to ensure that speakers, microphone, and video are set to PolyCom. 

• Speaker – Echo Cancelling Speakerphone (Polycom Studio Audio)

• Microphone – Echo Cancelling Speakerphone (Polycom Studio Audio)

• Camera

  • To capture entire meeting space – Polycom Studio Video

  • To capture laptop webcam – Integrated Camera

To check these settings via Teams

Click on the ellipses (…) in the top bar of Teams or within an active meeting.

• Click the drop-down menu for: 

  • Audio devices – Polycom Studio Audio

  • Speaker – Echo Cancelling Speakerphone (Polycom Studio Audio)

  • Microphone – Echo Cancelling Speakerphone (Polycom Studio Audio)

  • Camera

    • To capture entire meeting space – Polycom Studio Video

    • To capture laptop webcam – Integrated Camera

Unable to display meeting room via the PolyCom camera after updating settings

Remove any background effects from your video conferencing tool. 

To update these settings via Teams

• Click on the ellipses (…) within an active meeting

• Click Apply background effects

• Select the image for no background 

• Click Apply

Get help from OIT

• Visit the Flexspace Technology page to create a ticket

Additional resources

• Download Printable Conference Rooms (PDF)