Conference systems enhance meeting experience by extending audio and visual outputs to equipment beyond the users' computer or mobile devices. Teams Room Systems are conference systems designed specifically for Microsoft Teams. Through this system, the Teams meeting screen can be displayed on the conference room TV or display; similarly, the Teams meeting audio outputs can feed through the conference room's audio devices.

This article contains instructions on Purely Cloud's recommended method of screen sharing through Teams Room Systems.

Step 1: Invite Conference System to Teams Meeting

Select the desired Teams meeting invite from Outlook Calendar. If a Teams meeting needs to be created, reference the Schedule Teams Meeting via Outlook Desktop Application (Windows) article.
Next to the Required button, enter the desired conference system's email address and send the invite.
- Users can search for conference rooms through the Room Finder.
- Conference rooms can be found by searching the following combination: company name, room name, office location, room location, etc.

Step 2: Display Setup

Prepare this step prior to the meeting start time. If this is the user's first time using a conference system, the user should allow a preparation buffer of up to 10 minutes to become familiar with the technology. Otherwise, the process itself should take less than 1 minute.

Display Power

Power on the display of the conference room that was previously invited to the meeting from Step 1. In most office settings, a TV is commonly used as the conference system's display.

Display Source

As needed, confirm the correct display source using the device remote. Conference systems are typically connected to either HDMI 1 or Source 1 of the display.

Step 3: Join the Meeting

General Attendee

On the conference system's touch panel, identify the meeting from Step 1.
Select Join. This will automatically engage the conference system's peripheral devices, such as cameras, speakers, and microphones.

As a general attendee, this concludes all steps needed to join the meeting. If the meeting does not successfully populate on the display or feed through audio devices, please reach out to the office / IT administrator who can provide guidance on power cycling all devices.

Presenter

A presenter is one who shares the computer screen to the scheduled Teams meeting. If the presenter is physically present in the conference room where the same meeting is already displayed on the screen, the presenter will still have to join the Teams meeting on his or her own computer.

In other words, both the conference system and the presenting computer will need to join the Teams meeting. Both devices need to be connected to the internet to join the meeting.

Do not involve HDMI cables to share the presenter's computer screen unless trained to proceed with a specific use case.

Step 4: Share Content

Once both the conference system and computer are in the Teams meeting, the presenter can screen share from the computer. The shared content will display through the Teams meeting and on the conference room display.

On the presenter's Teams meeting screen, click Share content on the top-right corner.
Select the content to share.

Step 5: Mute Computer

Mute the presenter's computer or personal device microphone and speaker. This prevents an echo in the meeting caused by both the conference systems and the computer outputting and inputting sound.

On the presenter 's Teams meeting, mute the microphone by clicking the microphone icon next to Share content.
Turn off the computer speaker by selecting the mute button on the keyboard or on Windows Sound Settings.

Do not mute the conference system's microphones or speakers unless the desired effect is to hear no audio from the Teams meeting or share no audio from the conference room to the Teams meeting.

For further assistance, contact Purely Cloud Support at [email protected]..