Portland Conference Room Audio/Video Equipment Reference Guide

Portland Conference Room Audio/Video Equipment Reference Guide

Overview

The Portland office has two conference rooms named Harbor View and Coffee. Connecting to the camera is similar in each room. It is important to note that these rooms do not have speakers so you will need to use your laptop speakers or bring headphones.

Usage

Connect the provided USB cable to your laptop. Because the cable should be removed after use in Harbor View, you will also need to plug the other end into the jack labeled "Camera" below the whiteboard. The cable should remain connected in Coffee and the end that connects to your laptop can be found near the spider phone on the table.

In the settings for your meeting software, make sure to select the relevant microphone (the device that will capture room audio to send to remote participants) and camera (the device that will capture room video): for the microphone, select "Microphone Array (Realtek Audio)," and for the camera, select "HD Pro Webcam C920." For speakers, you can leave "Speakers (Realtek Audio)" selected to use your laptop's built-in speakers or headphones if you have any plugged in.

These settings can be selected during an active meeting but can also be changed and tested from outside of meetings to confirm that everything is functioning as expected.

Device Settings in Microsoft Teams


  1. Open Teams
  2. In the upper right corner, find the three white dots to the left of your picture or initials
  3. Select "Settings" from the menu
  4. Select "Devices"
  5. Ensure that you are using "Speakers (Realtek Audio)" for the speakers and "Microphone Array (Realtek Audio)" for the microphone
  6. Ensure that camera is set to use "HD Pro Webcam C920" in the section found by scrolling down

Teams Audio Settings

Device Settings in Zoom


  1. Open Zoom
  2. Select your initials in the upper right corner
  3. Select "Settings"
  4. In the "Video" section, ensure that camera is set to use "HD Pro Webcam C920"
  5. Ensure that you are using "Speakers (Realtek Audio)" for the speakers and "Microphone Array (Realtek Audio)" for the microphone

Zoom Video Settings

Zoom Audio Settings

Call In Options


Both Teams and Zoom provide multiple methods for participants to call into meetings. This is an important alternative option to be aware of in the event a user cannot join by video or has other technical issues.

Teams

The first call-in option on Teams is one-tap mobile. This is the simplest method: the user simply needs to open the invitation or email and select the link from their mobile device. The link opens the phone application and inserts the phone number along with the meeting PIN automatically. Once opened to the phone interface, the person only needs to press dial to start the call and join the meeting. 

Alternatively, the participant can dial the meeting number manually but will also need to enter the conference ID by hand as well. To do this:

  1. Dial the phone number listed in the invite (+1 207-315-9986 in the example below)
  2. Enter the "Conference ID" when prompted (814 828 8# in the example below)

The highlighted information is needed to join a Teams meeting by phone

Zoom

Zoom also provides multiple methods of joining a call. One tap mobile is the simplest method: the user simply needs to open the invitation or email and select the link from their mobile device. The link opens the phone application and inserts the phone number along with the meeting PIN automatically. Once opened to the phone interface, the person only needs to press dial to start the call and join the meeting.

Alternatively, the participant can dial the meeting number manually but will need to enter the "Meeting ID" by hand as well as the appropriate meeting "Passcode." To do this:

  1. Dial the phone number listed in the invite (+1 929-205-6099 in the example below)
  2. Enter the "Meeting ID" when prompted (813 2387 3269 in the example below) followed by #
  3. Enter the "Passcode" when prompted (495835 in the example below) followed by #

The highlighted information is needed to join a Zoom meeting by phone

Questions and considerations for different scenarios

  1. Are there multiple people attending in person with you?
    1. The cameras and mics are able to capture several people in the meeting room without any extra configuration or action needed on your part beyond plugging in as described above
    2. Only one person needs to join online but you likely will want to connect your laptop to the projector so that everyone can see remote participants
    3. There are no speakers so the quality of audio from remote participants might be a bit iffy from just your laptop: consider a headset if you are the only in-person participant
  2. Do you need to show content to remote attendees, in-person attendees, or both?
    1. You can connect to the projector without needing to use the webcam
    2. You can also use the projector either via the dock or completely wirelessly with the Epson iProjection software
    3. When sharing your screen in Teams, the initial share screen has a checkbox to share sound as well: otherwise, remote attendees would see your screen but not hear any sound being played
  3. Can you arrive early and check your settings in a test call?
    1. Reduce surprises and find road blocks early when there is time to fix them without disruption
    2. Having time to prep is an important step toward success and allows your meeting to proceed as planned

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