THE NEW VIDEO CONFERENCING SYSTEM With the new video conferencing system, joining a Skype for Business online meeting is as easy as a press of a button. It allows you to: Join a scheduled meeting with one touch Start an impromptu meeting with Meet Now Present content from a device through wired and wireless options Collaborate with other participants using a whiteboard DISPLAY SCREENS Shows participants, presentation, and whiteboard. CRESTRON TOUCH PANEL Displays the room s meeting calendar for the day and control options to enhance the meeting experience. A touch panel also sits outside the room to show room availability for the day. TABLE OF CONTENTS SCHEDULED ONLINE MEETING Enter the meeting. 2 Manage participants. 3 Adjust camera view.. 4 Set display views and sounds. 5 Send an instant message. 7 Present content and annotate. 8 Use a whiteboard.. 12 Leave the meeting 14 MEET NOW Start an impromptu meeting 14 Page 1 of 15
SCHEDULED ONLINE MEETING The Crestron touch panel displays a calendar view of all meetings booked in the video conferencing room for the day. Skype for Business meetings display a Join button. The Join button does not appear for non-skypefor-business meetings and offline meetings. If you want to start an impromptu meeting, please find instructions to do Meet Now at the end of this user guide. ENTER THE MEETING 1. On the touch panel, scroll through the calendar to find your meeting. 2. Press Join. The left wall display screen will power up and show your room view and views of other participants who have checked in to the meeting. The touch panel will take you to the control screen for the Skype for Business meeting. Page 2 of 15
MANAGE PARTICIPANTS ALLOW A PARTICIPANT INTO THE MEETING If you have set up your meeting to make your participants wait in the virtual lobby, they will show up under Participants. It is best practice to always check Participants if you are unsure how the meeting has been set up. ADD A PARTICIPANT Participants need click the Join Skype meeting link in the email invite to enter the meeting. If you need to bring more people into the conference call, you may add a person or other SLT VC rooms using the touch panel. 1. Press Participants, then Invite More People. 2. To add a Massey contact, begin typing the name in the search bar and once it appears on the dropdown list, tap it and press OK. For external contacts, type in the phone number and press OK. To connect to other SLT VC rooms, search for the room name and press OK. Page 3 of 15
The rooms appear in the directory as: SLT Albany QA2.63 SLT Turitea Uni House (Do not select the old name ISC 1.01) SLT Wellington 5H29 CoCA Long Box After sending the invite, the other party will receive a call. For invited SLT VC rooms, any person occupying the invited room has to answer the call from the Crestron touch panel as the room does not automatically answer calls. REMOVE A PARTICIPANT 1. Press Participants. 2. Below Presenters, tap the name of the person you wish to remove from the meeting. 3. Press Remove. ADJUST THE CAMERA VIEW 1. Press Apps on the bottom right corner of the touch panel. 2. Press Skype for Business. Page 4 of 15
3. Press Camera. 4. Using the wall display screens as your guide, adjust how other participants see you. Use the Arrows to tilt the camera to a certain direction and Zoom In or Zoom Out to make you appear nearer or further. RECALL DEFAULT ROOM VIEW 5. To go back to the default room view, press Recall Preset 1. DISPLAY OPTIONS By default, the left screen shows participants and the right screen shows the active presentation or whiteboard. 1. To choose other screen views, press Display. 2. Under Screen Views, press your preferred option. Gallery & Content shows all participants and presentation. Speaker shows recent active speakers and presentation. Gallery View shows all participants on both screens. We recommend this view if the meeting will not require a presentation. Participant views automatically scale to fit the screen. Skype for Business currently has no option to manually resize and rearrange view windows. Page 5 of 15
MAKE SCREEN VIEWS BIGGER The display screens on the wall may show a near full screen view of the participants video stream. All participant views are displayed spanning across multiple screens. 1. Press Display. 2. Under Room View, toggle the slider for Preview as Off. Bigger screen view is available only for Skype for Business meetings. AUDIO AND VIDEO OPTIONS ADJUST THE VOLUME Drag Room Volume level to the desired loudness. MUTE THE VC ROOM Press Mute Room. Other participants will not be able to hear you but you will still be able to hear them. MUTE ALL PARTICIPANTS Press Speaker Off. You will not be able to hear other participants but they will still be able to hear you. MUTE A CERTAIN PARTICIPANT Press Participants. Tap the name of the participant you wish to mute then press Mute. STOP VIDEO Press Stop Video. The room camera will turn off but you may still communicate via audio. HOLD CALL Press Hold Call. Other participants will not be able to see and hear you as both camera and microphone will turn off. You can go back to the meeting by pressing the same button. Page 6 of 15
SEND AN INSTANT MESSAGE 1. Press IM. An asterisk showing after IM means that you have an unread message. 2. Press Tap to Send an IM. This will pull up the on-screen keyboard. You may also use the wireless keyboard to type your message. 3. To send, press the Left Arrow / Enter button. Instant messages sent from the Crestron touch panel are received by all participants. Page 7 of 15
PRESENT CONTENT FROM A LAPTOP OR MOBILE DEVICE Before presenting any content in a Skype for Business meeting, please make sure that your device s microphone is turned off to prevent feedback. For in-room presentations only, turning the mic off is not mandatory as it remains inactive when the room is not connected to a meeting. Presenting content directly from a storage device (e.g. USB flash drive or external hard drive) is currently unavailable for Skype for Business meetings. WIRED (Recommended for laptops) 1. Press Apps at bottom right corner of the touch panel. 2. Press Skype for Business. 3. Press Content Input on the left menu then press Laptop under Input Source. Choose which among the wired connections is supported by your laptop: HDMI, VGA, or DisplayPort (DP). We recommend using either HDMI or DP for audio-visual content (e.g. Powerpoint presentation, video, or music). For best viewing experience of audio or video content, consider sharing it beforehand by adding the file as an email attachment or OneDrive link in the meeting invite. Page 8 of 15
4. Open the presentation on your laptop and connect it using any of the provided cables. Only one laptop can be connected at any given time. 5. On the bottom bar, press Home to go back to the Skype for Business controls page. 6. A prompt will pop up, asking FYI: People will be able to see everything on your screen. Continue? Press Yes. WIRELESS If your laptop or mobile device does not have a wired option, you can still share content using the AirMedia wireless connection. 1. Press Content Input on the left menu then press Wireless under Input Source. For laptops 2a. Connect to a Massey WiFi network. Using any web browser, go to the address showing on the touch panel s AirMedia screen (e.g. http://airmedia-unihouse or the IP address). This will take you to a Crestron webpage. Download AirMedia Utility Software for your operating system and run the file to complete the set up. Login using the Code. For mobile devices 2b. Download the free AirMedia app from the App Store or Google Play using Massey WiFi or data. Login using the Code. 3. Select the content file to present. Page 9 of 15
PRESENT CONTENT TO ROOM AUDIENCE ONLY When not in an online meeting, you can use the display screen on the wall for in-room presentations. For in-room presentations, turning the mic off is not mandatory as it remains inactive when the room is not connected to a meeting. 1. Press Apps at bottom right corner of the Crestron touch panel. 2. Press Presentation. 3. Choose if you want to present using the room PC or your own device. PC Press PC. The display screen on the wall will switch to the room PC. Use the wireless keyboard and mouse to login with your Massey user ID. Page 10 of 15
WIRELESS for laptops Press Wireless. Connect to a Massey WiFi network. Using any web browser, go to the address showing on the touch panel s AirMedia screen (e.g. http://airmedia- UniHouse or the IP address). This will take you to a Crestron webpage. Download AirMedia Utility Software for your operating system and run the file to complete the set up. Login using the Code showing on the touch panel. WIRELESS for mobile devices Press Wireless. Download the free AirMedia app from the App Store or Google Play using Massey WiFi or data. Login using the Code showing on the touch panel. LAPTOP (Wired; Recommended for audiovisual content) Press Laptop. Choose the available connection type for your laptop and plug it to the provided cable. We recommend using either HDMI or DP for audio-visual content. ANNOTATE CONTENT WHILE PRESENTING 1. Load the content on the display screen (see Present Content sections). 2. Tap the screen to show hidden icons. Press Up Arrow at the bottom right corner of the screen to pull up options. Page 11 of 15
3. Press Annotate to begin drawing on screen with your fingers or using an interactive pen. By default, the cursor turns into a black pen but you can change this from the tool bar. All annotations are shared live to participants. USE A WHITEBOARD A whiteboard is a blank page that allows meeting participants to work together. You can use the right display screen to draw and type notes. 1. Press New Whiteboard to turn the right display screen into an interactive touch whiteboard. 2. Start drawing from your seat using the wireless mouse. You may also draw on the wall display screens with your fingers or using your own touch pen. Selecting the whiteboard will replace any active presentation. All activities on the whiteboard are shared live to participants. WHITEBOARD TOOLS Close Closes the whiteboard. A copy is stored and can be sent via email at a later time. Redo Reverses your last undo. Close Redo Undo Shape Stamp Eraser Undo Reverses your last action. Page 12 of 15
Shape Draws shapes such as lines, arrows and squares. Click the down arrow next to the icon to select another shape or colour. Stamp Inserts a stamp on the page: Arrow, Check, or X. Eraser Removes a drawing or annotation. Highlighter Highlights a specific area. Pen Draws freehand. Click and start writing or drawing in black, or click the down arrow next to the button, and then select another colour. Highlighter Pen Select Laser Pointer Select Selects an area to move text and drawing across the screen. Laser Pointer A virtual laser pointer. Click and drag the pointer across the page. A blue circle appears in the meeting indicating the room name. KEEP A COPY OF THE WHITEBOARD 3. To keep a copy of the whiteboard, press Email Whiteboard. 4. A pane will appear. Select whiteboard/s to attach. Press Change to pick who to send to among the list of participants, then press Send. Page 13 of 15
LEAVE MEETING Press Leave Meeting on the bottom bar of the touch panel. The meeting will end once all participants have left. You may go back to a meeting as long as there are participants. On the touch panel s home page, press Join to enter the meeting again. MEET NOW Meet Now is a fast and easy way to hold an impromptu meeting. By default, the meeting will take place immediately. Instant meetings on Skype for Business do not come with a Conference ID. START AN IMPROMPTU MEETING 1. On the Crestron touch panel s home page, press Meet Now. ADD PARTICIPANTS 2. To add a Massey contact, begin typing the name in the search bar and once it appears on the dropdown list, press the name then OK. You can initiate a meeting with another SLT VC room if the room is available. To add a meeting room, begin typing the room name in the search bar and once it appears, select it and press OK. The SLT VC rooms appear in the directory as: SLT Albany QA2.63 SLT Turitea Uni House (Do not select the old name ISC 1.01) SLT Wellington 5H29 CoCA Long Box Page 14 of 15
After adding an SLT VC room through the touch panel, the invited room will ring with a prompt. Any person occupying the invited room has to answer the call from the Crestron touch panel as the room does not automatically answer calls. For external contacts, type the phone number and press OK. You may dial a phone or mobile number using standard format (e.g. 0223211234). The invitee will receive a call, which needs to be answered to join the meeting. If you initiate a Meet Now, note that the participants will not receive an email invite. Meet Now is designed to allow impromptu meetings without having to go through the usual meeting set-up process. Page 15 of 15