Teams Room User Guide

In Room Touch Panel Controls

Main Menu

Additional Settings Menu

Room Control Menu

In Room Display

The television will automatically Power On when a meeting starts or screen sharing is initiated. It will automatically Power Off 10 minutes after the meeting ends or sharing is stopped. If manual override is required, please follow the steps below.

Powering On/Off the Display

Tap Room Controls on the Touch Panel.
Tap TV Power on the touch panel to turn the TV on or off.

Hosting and Joining a Meeting

When using the Microsoft Teams Room system to host or join a Zoom meeting natively (via Direct Guest Join), the “Share my screen” feature is not supported.

To share content in a Zoom meeting, use Bring Your Own Device mode by connecting your laptop via USB-C. For more details, see Step 2 – “USB-C Wired Connection (Bring Your Own Device Prompt)” under the Share Your Screen section.

Join a Scheduled Meeting

Join a meeting that was booked in advance using Outlook or Teams. The meeting must include this room as a participant to appear on the touch panel for one-touch join.

Tap the Join button next to your scheduled meeting.

One-touch join works for both Microsoft Teams and Zoom meetings, if the invite includes all required details, such as the meeting link and the room added as a participant.

Host An Ad-Hoc Meeting

Start a meeting instantly without a calendar invite. Use this option for impromptu meetings, then manually invite participants if needed.

Tap Meet Now on the touch panel.
Tap the Invite someone or dial a number field to add participants.

An on-screen keyboard will appear, allowing you to type a name, number, or email address.

You can invite both internal and external participants, including other rooms, as long as their contact method (email or phone) is supported by the system.

Join With meeting ID

Use this option to join an existing meeting that someone else has scheduled, using a Meeting ID and passcode.

Tap Join with ID on the touch panel.
Select the meeting provider (Microsoft Teams or Zoom).
Enter the Meeting ID and Meeting Passcode when prompted.
Tap Join Teams/Zoom Meeting to connect.

Share Your Screen

Present content from your device to the room display and meeting participants using either a wired or wireless connection.

In-Meeting Content Sharing

To share content while in a meeting, tap the Share Content button located in the bottom right-hand corner of the touch panel.

Out-of-Meeting Content Sharing

To share content when not in a meeting, tap the Share button on the touch panel.
The Share button is enabled by default. If it appears inactive, simply press it to begin screen sharing.

USB-C Wired Connection

Present content from your device to the room display and meeting participants using either a wired or wireless connection. A direct USB-C connection is the preferred method for Bring Your Own Device meetings, allowing your laptop to take full control of the room’s camera, microphone, and speakers. It offers the most reliable experience, avoiding wireless interference and network issues, and also charges your device while connected, making it ideal for extended meetings or presentations

Upon connecting your laptop to the USB-C cable, a prompt will appear asking you to select how you’d like to use the room system.
Press Present Content (default).

Use the room display for screen sharing only. This does not connect the room’s camera, microphone, or speakers to your laptop.

Wireless Sharing via AirMedia App

Use the AirMedia App if you're presenting from a Mac, Windows PC, or mobile device and want a reliable, secure wireless connection without needing any physical adapters. It’s ideal for company-owned devices on the same network and supports moderator controls.

On your personal device, launch the AirMedia app. The application will automatically scan for available devices on your network. Select the appropriate room from the list, the room name is shown in the bottom left corner of the room display under Present Wirelessly.
Enter the 4-digit code displayed on the room screen, then click Connect to begin sharing.
To stop sharing click Disconnect.

Wireless Sharing Via Miracast

Use Miracast when you want to wirelessly present from a Windows 10 or 11 laptop without installing any apps or joining the internal network. Miracast uses Wi-Fi Direct, establishing a direct connection to the display. It’s ideal for fast, ad-hoc screen sharing, especially for guests or users with limited network access.

Press Windows + K on your keyboard to open the Cast menu and scan for available devices.
Select the appropriate room from the list, the room name is shown in the bottom of the room display under Windows with Miracast.
Enter the 4-digit code displayed on the room screen, then click Connect to begin sharing.
To disconnect press Windows + K to open the Cast menu, then click Disconnect.

Wirelessly Share Via AirMedia Transmitter (Display Puck)

Use this method to wirelessly share content from your laptop using the AirMedia Transmitter, also known as the display puck. This device allows for one-touch wireless presentation without installing any software, making it the ideal choice for both internal staff and guests who want a fast, plug-and-play experience without connecting to Wi-Fi or launching an app.

Plug the Transmitter into a USB-C port on your laptop. No batteries are needed, the device is powered by your computer.
Upon startup, the LED ring will glow white.
Once connected, the LED ring and Screenshare button will turn green, indicating that screen sharing is active.
To pause or disconnect, press the Screenshare button on the transmitter.
The Screenshare button will return to white, indicating that screen sharing has stopped. Removing the transmitter from your laptop will also end the screen sharing session.

Bring Your Own Device

Connect a laptop to the room system to host meetings on platforms other than Microsoft Teams. This allows you to use Zoom, Webex, Google Meet, or other conferencing applications while utilizing the room’s built-in camera, microphone, and speakers.

USB-C Wired Connection (Bring Your Own Device Prompt).

To initiate a meeting using your preferred platform, connect your laptop via the USB-C cable and select “Host a meeting from your computer” on the touch panel. This will activate Bring Your Own Device mode, allowing your device to manage the meeting while seamlessly integrating with the room’s AV system.

Upon connecting your laptop to the USB-C cable, a prompt will appear asking you to select how you’d like to use the room system.
Host a Meeting from Your Laptop (Bring Your Own Device Mode).

Select Host a meeting from your computer after connecting the USB-C cable. The system will automatically enter Bring Your Own Device mode.

The touch panel will display status messages to let you know the system is preparing the room’s AV hardware. No interaction is required during this process.

Initialization Screen: Please wait, initializing the camera and speakerphone...

The system is configuring the room equipment for use with your laptop.

Ready Screen: The camera and speakerphone are ready!

You're now ready to start your meeting from your laptop with full access to the room's AV equipment.

To ensure proper audio and video functionality, configure your conferencing application to use the following devices:

Camera: Huddly L1
Microphone: Shure P300
Speaker: Shure P300

These options can typically be found in the audio/video settings of your meeting platform (e.g., Zoom, Webex, Google Meet).

Note: Be sure to adjust the volume level on your laptop, as your computer controls speaker volume during Bring Your Own Device meetings.

To exit Bring Your Own Device mode, simply disconnect the USB-C cable. The system will return to its standard room mode automatically.

CED Large Conference Room