Conference Room Equipment Instructions

Conference Room Equipment Instructions

Meeting Room Quick Guide

Microsoft Teams Rooms  •  For everyday users

Everything you need to join a video call, start a meeting, share your screen, and use the room's camera and microphone.

Before You Start

The room has a touchscreen panel — similar to a tablet — that controls everything. You don't need to touch any other equipment unless you're connecting your laptop.

Step 1 — Wake Up the Screen

• If the screen is dark, tap it once to wake it up.
• In most rooms, it will also turn on automatically when you walk in.
• If nothing happens at all, contact IT support. Please don't unplug any cables.

Step 2 — Join a Scheduled Meeting

This is what you'll do most of the time:

1. On the touchscreen, you'll see a list of today's meetings.
2. Tap your meeting from the list.
3. Press "Join."
4. Use the Mute and Camera buttons on screen as needed.

💡 Helpful tip: When booking the meeting in Outlook or Teams, whoever set it up needs to have added the room as an attendee — the same way you'd invite a person. If they did, your meeting will appear on the screen automatically and joining is just one tap. Instructions for how to do this can be found here: https://help.sunshinebouquet.com/hc/en-us/articles/48623868584219-How-to-Reserve-a-Conference-Room-in-Outlook 

Step 3 — Start an Unscheduled Meeting

If you need to start a meeting on the spot without having booked the room in advance:

1. Tap "Meet" or "New Meeting" on the touchscreen.
2. To bring others in, either search for their name on the screen, or share the Teams meeting link from your laptop.

Step 4 — Share Your Laptop Screen

There are two ways to do this. Pick whichever suits you:

Option A — Wirelessly (no cable needed)

1. Open Microsoft Teams on your laptop.
2. Click "Cast" or "Share to meeting room."
3. Select the name of this room from the list that appears.
4. If a code appears on the room screen, type it into your laptop to confirm.
5. Choose whether to share your entire screen or just one specific window.

Option B — Using a Cable (most reliable)

1. Find the HDMI or USB-C cable in the room and plug it into your laptop.
2. Your screen should appear on the room display automatically.
3. If it doesn't, tap "Share" on the touchscreen.
4. When you're done, simply unplug the cable.

Wireless not working? Try these quick fixes:

Step 5 — Adjust Audio and Camera

• Use the on-screen controls to raise or lower the volume.
• Tap "More" on the touchscreen for extra options like participant lists or settings.

Step 6 — End the Meeting

1. Tap "Leave" or "End" on the touchscreen.
2. Make sure you've stopped screen sharing before you leave the room.

General Troubleshooting

If you run into anything not covered here, IT support is always happy to help.