Zoom Room - Maxwell 204B

Introduction

Maxwell 204B has upgraded with a Logitech Rally Bar and related equipment which allows easy access to Zoom meetings in that space without having to conduct the meeting through the room's PC.

If a meeting in Maxwell 204B needs to be Zoom-enabled, users with permission to schedule in that room should follow the steps below to add the Zoom Extension to Outlook. When done correctly, this meeting will automatically show up on the Logitech "Tap" device on the 204B conference room table with a "Join" button. 

Tapping the button launches your Zoom session and starts the meeting for people in the room.

Get the Zoom Outlook Extension

Staff who oversee the scheduling of this room should install the Outlook Extension for Zoom.  

1. Open Outlook and click on the File menu and from there Manage Add-ins
   
   
2. Your web browser will open to the Office365 mail client and the "Add-Ins for Outlook" window
   1. Search for "Zoom for Outlook Extension"  and add it
   2. From the browser, create a new meeting in Office365 to force a login window.  Look for the "SSO" login option and enter your SU NetID and password.  If prompted for an a "company domain", use syracuseuniversity (one word, no spaces)
      
      
      

Scheduling a Zoom Meeting in Maxwell 204b

To make your meeting appear on the Logitech Tap controller in 204b and be easily joined from the room perform these steps while creating the meeting:

1. Enter the meeting title, attendees, time and details as you normally would
   
   
2.  When entering the location let Outlook autocomplete "Maxwell 204B" for you.  This will ensure the proper room resource is used.  It will also add the room resource as an attendee and location for you
   
   
3. Click the "Add a Zoom Meeting" button from the Meeting tab.  This will automatically add the zoom link to meeting invitation's Location field and add the usual details to the bottom of the body of the meeting details. 
   
   
   
   

Hosting a Zoom Meeting in 204B

1.  Verify that the room's TV is turned on and that the "Video Conf" input button is selected.  Check wall panel switch to the left of the TV.  If the ON button is not illuminated, tap it and wait 10-15 seconds for the TV to turn on.  
   
   
   
   
2. The Tap controller will show the upcoming scheduled meetings.  If your meeting is scheduled simply tap the "Join" button below it
   
   
   
   
3. If you need to start an ad hoc meeting (one that has not been scheduled), use the "New Meeting" button located in the grouping of buttons on the right side of the Tap controller. 
   Note: these will show up in the day's list of meetings as an "Instant Meeting" as shown in the image below
   
   
4. Typically, Zoom rooms are configured with a Waiting Room.  When remote attendees join the meeting and need to be admitted, you will get an audible alert letting you know they need to be admitted.  You will need to tap "Participants" and then admit the new attendee(s).
   
   

Camera Control Options

 By default, the main camera on the Rally Bar (located under the TV) will behave similar to a traditional webcam and show the entire room.  This is the "Manual"  mode.  The angle and zoom can be controlled by either the Tap controller by entering "Camera Control" and then "Manual" or you can use the remote control which is mounted under the TV next to the power and video input wall plate.

Alternatively, you can select other camera control modes which will attempt to locate and more effectively frame people in the room.  

Speaker Focus

The Rally Bar will try to follow the speaker as that person move around the room.  If there are multiple people in the room, a wide-angle image of the room will appear at the bottom of the screen, but the main image will remain as a tight shot on the person speaking.  

Auto-Framing

This mode is similar to the Speaker Focus but will frame the shot somewhat wider to include people near the person speaking.  An option with Auto-Framing can be enabled which is called Multi-Focus Framing.  This option will slice the auto-framed shot so each person is in their own screen region.  Either way, the Rally Bar will attempt to follow the speaker and keep them correctly framed. 

Multi-Focus

In this mode the focus is on multiple individuals and they will be combined into a single frame.

Multi-Stream

This mode further frames each participant (up to a total of 5) so each person has their own region (stream) in the Zoom meeting.  The individual streams are shown to remote Zoom users in a grid format. 

Video Demo

This YouTube video provides good examples of these various framing options:

Wireless Screen Sharing (Mirroring) 

The Tap controller in Maxwell 204B also allows easy, wireless sharing of your laptop or device screen to the TV display in the room.  This can be done easily even when you are not actively in a Zoom session. 

To share your devices screen, perform these steps:

1. Make sure TV is on and the input is set to Video Conf
2. Open the Zoom application on your laptop or device and make sure you are signed into it with your SU account
3. Click the "Share Screen" button in Zoom to mi
   
   
   
   
   

Joining Microsoft Teams Meetings

While this platform has been optimized to make Zoom meetings quick and easy, you can also use this platform to join Microsoft Teams meetings.  

To do this you will need to know the specific Meeting ID and Passcode for YOUR meeting. 

Locating the Teams Meeting ID and Passcode 

If you have an Outlook meeting invitation, you can find them here: 

You can also look them up from within the Teams session here.  Start by clicking the "..." and More button.

Joining the Teams meeting

From the Tap controller, click the Microsoft Teams button and enter the Meeting ID and Passcode:

When you have successfully joined the Teams meeting, the Tap controller will show you controls similar to what you would see in Zoom: