New Conference Equipment User Notes
The new conference equipment in your location is integrated with Microsoft Teams for a more ease of use experience when joining Teams meetings. The Cisco WebEx platform we are using has a web-based Teams application built into it.
The Cisco WebEx device will be installed on top of the TV in your conference room and has the wide-angle camera as well as speaker and microphone built into it.
A few things need to be done for a conference room to join a Teams meeting.
The Teams meeting needs to be created with the conference room set as a location and the conference room user added as an attendee.
The person who created the meeting once the meeting has started will need to admit the conference room to the meeting from the meeting lobby. They will be prompted to do so when the conference room has joined the meeting.
Creating a Teams meeting with Conference Room
The screenshots here walk you through the necessary steps for adding the conference room at your site to a Teams meeting.
The conference room and conference room user for your site are:
Conference rooms – Mauston Conference Room
Conference User – Mauston Conf User (maustonconfuser@famhealth.com)
In Outlook, in your calendar select the option for new Teams meeting.
Fill in title as you normally would. In the “Required” area where you add those being invited to the Teams meeting you need to add the conference room user for your site. Click on Required and in the search bar type STPT you will notice it finds in the address book your user; STPT Dental Conf.
Highlight that user and click the Required button below to add the user to the meeting. Continue adding any other required or optional attendees to your meeting. The click OK. You can go ahead and add the date and time of the meeting now as well. Once you have that done you must add the conference room as a resource, to do so click on the Location button.
Select your conference room and the click the Rooms button and then click OK.
You should now see the room added as a required attendee as well as a location. In the location it should say Microsoft Teams Meeting as well as the conference room you selected.
Fill out the body of your meeting notice with whatever you need to put in there for the meeting and then click the Send button. You will receive an email back within a minute from the conference room letting you know the meeting was accepted. Your part as far as setting up the meeting is complete.
Joining the Teams meeting in the conference room
In each conference room there is now a Cisco WebEx device that has two parts.
The Cisco WebEx camera, speaker and microphone bar which sits on top of the TV
A Cisco WebEx tablet on a shelf or table that is connected/configured for use with the Cisco WebEx system in your conference room
Conference Room tablet
Conference Room TV with Cisco WebEx bar
Steps for joining the Teams meeting on the tablet
On the tablet press the icon for Room Calendar. You will see the scheduled Teams meeting and it will tell you when the meeting is joinable. With Microsoft Teams you can join the meeting 5 minutes prior to the start time.
Notice how the Join button appears now that we are within 5 minutes of the meeting start time.
You may tap on the Join button to join the teams meeting.
Now that you have joined the meeting you can see you the meeting has either not been started by the user who set it up or you have not been admitted from the meeting lobby. As shown on the TV now. Until you are admitted your TV will show your room camera on it inside the Teams environment.
Now the user who is not conference room that joins the meeting can admit the conference room from the lobby. Once that user on their device selects to Join the meeting and it starts in Teams for them, they will receive a notice to admit a user from the lobby. They see the below and click on Admit.
Now in the conference room you will see the Teams meeting has started and your room camera view is in the bottom right corner and anyone else in the meeting will show as well.
It is important that the user who setup the meeting is in the same room to mute the mic and turn off the camera on their laptop.
Sharing over wireless with the Cisco WebEx Device
With new Cisco WebEx conference room devices users also can share content to the TV wirelessly. The following steps guide you through sharing to the TV from your laptop or any other device you have that is connected to the Internet.
On the Cisco WebEx tablet there is an icon called “Share screen”.
You are brought to the sharing screen page.
Open a browser on your computer or device (Must be Chrome, Internet Explorer or Microsoft Edge) to work properly. And go to the website; share.webex.com.
Enter the code from the tablet into the area for the code on your browser. And then click Next.
An authentication code will appear in the upper right corner of your TV, enter it in your browser where it asked for the code and then click Connect. You are now connected and can click on Share Screen.
You are now connected and can click on Share Screen.
You are prompted to chose from your open documents or applications what you want to share. Select what you want to share and then click Share.
When you are done with sharing click the blue button “Stop sharing”.
