Training Manual

Updated Spring
2016
Elizabeth Towles
PRESIDENT’S
CONFERENCE
ROOM
USER GUIDE

Last updated: April 1, 2016 Page | 2 Website: http://www.emporia.edu/it/learning
Blog: http://www.emporiastate.blogspot.com
Table of Contents
Room Basics.......................................................................................................................................3
Room Computer.................................................................................................................................6
Switcher.............................................................................................................................................6
Connecting a Laptop...........................................................................................................................8
Connecting to the AirServer................................................................................................................8
Showing a Computer Document Using a Laptop on ONE Screen..........................................................16
Showing a Computer Document Using a Laptop on TWO Screens........................................................16
Cable Television................................................................................................................................16
Conducting Zoom Webinars..............................................................................................................17
Managing Content on 2 Screens........................................................................................................21
Using the Phones, Speakers, and Microphones...................................................................................27
Support Contacts..............................................................................................................................29

Room Basics
Power Grommets
Powergrommets,located inthe middleof the conference table,will open/close if pushedandreleased.
The east-mostgrommetshave standard poweroutletsonly.The west-mostgrommetsincludeanHDMI
connection,aUSB to PC connection,andUSB poweroutlets.Theyare labeled respectively.
East end grommet West end grommet
USB to PC Outlet (number of ports: 2)
This allows you to connect a USB thumb
drive to the room computer.
HDMI Outlet (number of ports: 2)
This connects a laptop to the room
monitors.
USB Charging Outlet (number of ports: 4)
This allows you to charge certain pieces of
equipment without using a wall outlet.

Equipment Storage
The portable equipment,suchasthe keyboard, isstoredinthe frontcabinets.Typically,the keyboard,
mouse, cameraremote, the switcherremote, andmonitorremote are stored inthe upperdrawers,and
the phone systemis storedinthe lowerdrawer.
Monitors
The left monitoris MonitorB and the right monitor isMonitor B. Users can displaycontentoneither
MonitorA, 2, or both. Inorder to turnon the monitorsuse the Sharp remote control.Simplyaimthe
remote at eachmonitorand pressthe redPOWER button.A powerlightindicatesit’son.
A B

Keyboard
Use the switchon the topright handside of the keyboard to turnthe keyboard on/off.Whenthe switch
appearsgreenit’sonand when redit’soff.The keyboardis solarpowered somake sure to turn itoff to
conserve the battery.Trystoringit ontop of the counter. The range of the wirelesskeyboardisseveral
hundredfeet. If itisnotpoweringon,letthe keyboardsitinthe lightfora few minutesandtryagain.
Mouse
The mouse alsoincludespowerswitch locatedonthe bottom.Againgreenindicatedonandred
indicates off. The range of the mouse isseveral hundredfeet. If itisnotpoweringon,replace the
batteries.

Room Computer/Switcher
Room Computer
The computersitssidewaysinthe cabinetandthe powerbuttonislocated onthe upperleft.
Switcher
A smallerswitchersitsontopof the computer.Thisswitchercontrolswhatisdisplayedonthe
twomonitors. Thismustbe poweredonforthe computersignal todisplayonthe monitors.
Note:Leave this on at all times. Even aftera meeting concludes.

Switcher Remote Control
Whenusingthe switcheryouwill needtouse the picturedremote control,also storedinthe
cabinetdrawer. The top 6 numberscontrol Monitor A (OutA) and the bottom 6 numbers
control Monitor B (OutB). To switchthe display youwill pressthe selectbutton, pressthe
correspondingInputselector,andthenpressthe desirednumber. The followingprovidesan
example:
SOURCES
Input #1 isdedicated to the room computer. Example,push Select+ OutA + #1 to show the
roomcomputeron MonitorA.Push Select + OutB + #1 to show theroom computeron Monitor
B.
Input #3 AND #4 are dedicated connecteddevices on the table, such aslaptops.Example,push
Select + OutA + #3 to showthelaptop on MonitorA.Push Select + OutB + #3 to show the laptop
on MonitorB. (Assuming thelaptop isconnected to HDMI 3.)
Input 5 AND 6 are not used.

Connecting a Laptop
Connectyourlaptopto an HDMI cord and thento the table grommet. (HDMIcords are provided inthe
storage drawer.) The grommetplug-inwill eitherbe HDMI3 or HDMI 4 and is labeledrespectively.
Connecting to the AirServer
How to connect an iOS device to your Mac/PC
1. ConnectyouriOSdevice andyour computerrunningAirServertothe same Wi-Fi network.
2. On youriOSdevice,swipe upfromthe bottomof yourscreento accessthe Control Center.
3. Tap the AirPlayicon.Youshouldnow see a listof AirPlayenabledreceiversavailable onyour
network.
4. If you do notsee the AirPlayicon,oryour computerisnot showing, visitthe troubleshooting
section.
5. Tap the name of the AirPlayreceiveryouwishtoAirPlayto.Thiswouldbe the name of the
computerrunningAirServer.
6. On iPadswithiOS8 or newer,Apple have hiddenthe mirroringswitch.Scroll uponthe AirPlay
list,afteryouhave tappedthe name of the computer,toreveal the mirroringswitch.
7. To begin mirroring,toggle the mirroringswitch.Thisisonlyavailable if youriOSdevice and
computersupportmirroring.
If you are using iOS 7, follow these steps:
1. ConnectyouriOSdevice andyour computerrunningAirServertothe same Wi-Fi network.
2. On youriOSdevice,swipe upfromthe bottomof yourscreento accessthe Control Center.
3. Tap the AirPlayicon.Youshouldnow see a listof AirPlayenabledreceiversavailable onyour
network.
section.
5. Tap the name of the AirPlayreceiveryouwishtoAirPlayto.Thiswouldbe the name of the
computerrunningAirServer.
6. To beginmirroring,toggle the mirroringswitch.Thisisonlyavailable if youriOSdevice and

Visual Guide for iOS 7 / iOS 8:
Step 1. On your iOSdevice,swipe upfromthe bottomof your screentoaccess the Control Center.In
the Control Center,youwill see anAirPlayicon,if anyAirPlayreceiversare detectedonthe network. If
youdo not see the AirPlayicon,oryourcomputeris notshowing, visitthe troubleshootingsection.

Step 2. Tap the AirPlayicontosee a listof AirPlayenabledreceivers available onyournetwork.

Step 3. Tap the name of the AirPlayreceiveryouwishtoAirPlayto.Thiswouldbe the name of
the computerrunningAirServer.Once youtapthe name,youare connectedtothe computerandcould
immediatelybeginstreamingcontentfromAirPlay-enabledappstoAirServer.However,youare notyet
mirroring.

Step 4. To beginmirroring,toggle the mirroringswitch.Pleasenote,iOS8hidesthe mirroring
switch,whichmeansthatyouwouldhave to scroll upon the AirPlaylisttoreveal the mirroring
switch. Once you toggle the switchto the ON position,whichwouldturnthe switchgreen,youhave
enabledmirroringandyourdevice will be showingonthe computerrunningAirServer.
Mirroring isonly available if your iOS device and computersupport mirroring.

Step 5. Tap the “Done”buttonto close the listof AirPlayreceivers.Notice the AirPlayiconinthe
Control Centernowlistsyourcomputer.

Step 6. Hide the Control Center by swiping the window downwards. Open any app, or show
any content from your iOS device. It will be mirrored to the computer that is running AirServer.

On iOS 6 and older, follow these steps:
1. OpenyouriOSdevice anddouble-tapthe home button.A slidingmenuwill appearatthe
bottomof yourscreen.
2. Swipe fromleft-to-rightuntil yousee the circularAirPlaybutton.
3. Tap the icon and a listof AirPlayenableddeviceswill appear.
4. The computer,on which youinstalledAirServer, will show uponthislist.Toconnect,simplytap
the name of yourmachine.
section.
6. To beginmirroring,toggle the mirroringswitch.Thisisonlyavailable if youriOSdevice and
7. If you are runninganAirPlay-enabledapplication,suchasYouTube,the AirPlayiconwill be
visible inthe video’snavigationbar.Simplytapthe AirPlayiconanda listof AirPlayenabled
deviceswillappear.The computer,onwhichyouinstalledAirServer,will show uponthislist.To
connect,simplytapthe name of your machine.

Showing a Computer Document Using a Laptop on ONE Screen
To showa laptop document, firstconnectyourdevice tothe HDMI table grommetanduse the
switcherremote control tochange to input3 or input4 – dependingonwhichone you’re
connectedto. Input3 isfacesnorth andinput4 facessouth. SwitchtoeitherOutA (MonitorA)
or Out B (MonitorB) usingthe remote control. The laptop screenwill appearoneitherMonitor
A or MonitorB.
For example,toshowalaptopconnectedtogrommet3 on Monitor A,pressOut A + 3. To show
a laptopconnectedtogrommet3 on Monitor B, pressOutB + 3. To show a laptopconnectedto
grommet4 on Monitor A,pressOut 1 + 4. Andso forth.
Showing a Computer Document Using a Laptopon TWO Screens
To share a documentonTWO screensfollow the stepsforsharingadocumentonONE screen.
(Refertopage 21 of thisdocument) Thenuse the othermonitortoadd an additional document
or webpage.
Cable Television
To watch cable television youmustswitchthe monitor(s) fromHDMI1 to TV. Do thisby clicking
the inputbutton to the right of the channel button,selectthe TV option,andthenuse CH
buttonto change channels.

Conducting Zoom Webinars
Step 1: Locate and clickthe Zoom application shortcut.Be sure you’ve beensetupwithaPro account by
LearningTechnologies before proceeding.Note:Zoommobileworksexactly thesameasthe desktop
client.
Step 2: Clickthe Sign In button.

Step 3: Clickthe Sign In with SSO (Single SignOn) button.
Step 4: Type https://emporiastate.zoom.us inthe EnterSSOsite URL field.Thisinformationis“sticky”
and shouldonlyneedtobe typedinonce.

Step 5: ClickSign In and loginusingyour ESU credentials.
Step 6: You’ll be forwardedtothe Zoom Launchpad to start yourmeeting.Use the Zoom Settingsoption
to configure the roomcamera.Use the portable phone/microphone forthe speakersandmic(referto
page 27).

Step 7: Use the Zoom Remote control topan/tilt/zoomthe camera. The camerasitsinbetweenboth
monitorsandwill automaticallyturnononce you openZoom. The remote islocatedinthe storage
drawer.The directional wheel controlsthe left-rightandup-down.Zoomiscontrolledusingthe
magnifyingglassbutton.
Mirror- Mirrors image
CameraMute- Turnsthe cameraoff
ZoomsIn
PIP(Picture inPicture)
Pan/TiltCamera
Pre-SetPositions-Move camera
to a differentangle,holdthe
button,everytime youpress
one inparticularit will move the
camera to that setposition.
ZoomsOut
Home- movescamera
“home”to a preprogrammed
position

Managing Content on 2 Screens
The contentyou wantto put on bothscreensisentirelyuptoyou.You can add otherdevices,see page 7
as a reference,youcanadd a worddocumentto one screen,follow the stepsbelow,oryoucan do both.
Input3 and 4 are for connecteddevices.Use Input3 and4 on bothmonitors,A and B, for a total of 4
differentscreens.Youcanalsouse Input1 whichisdedicatedtothe room computer. Utilizingboth
monitorsandInputs1, 2, and 3 you can show a total of 6 differentscreensatonce if youwantedto.
Before youdoany of that thoughbe sure the computerisin ExtendedDesktopmode rather than
Duplicate. Todo thisfollowthesesteps:
1. OpenScreenResolutionby rightclickingonthe screen
2. ClickPersonalize, clickDisplay,clickAdjustScreenResolution
3. Choose fromthe drop-downmenu,nexttodisplay,ExtendedDisplay
4. ClickOkayand thenExit
Step 2, Click Display Step 2, Click Adjustment Resolution

Moving Content from Screen to Screen
1. Move the mouse to Monitor A.

2. Clickon the Windowiconinbottomleftcorner.

3. ClickAll Apps

4. Locate the MicrosoftOffice folder

5. Clickon Wordor PowerPointtoopen.
6. Drag it across the screenand onto MonitorB.
7. Openanotherapplicationon MonitorA.

Using the Phones, Speakers, and Microphones
Setting Up
Remove the wirelessRevophonesystemfromstorage.The systemisimmediatelyreadytouse.
Remove the twobase microphonesandplace onopposite endsof the conference table.
(Standinguprightorlayingdown.) Removethe handset.The cone shapeddevice isthe speaker
and shouldbe placedinthe middle of the audience onthe table.
Using the Microphones
Both microphoneshave amute button;whentheyare flashingredthatmeanstheyare muted.Hold
downthe buttonuntil itturns green. The microphonesshouldbe illuminatedgreen whentalking.

Making a Basic Teleconference Call
1. Remove the handset.
2. To make local phone callsdial 9 before the phone number.Forlongdistance callsdial 91
before the phone number.Toll freephone numbersare 91-800 and thenthe phone
number.
3. Whenthe speakersare on the chargingstationyou’ll use the phone totalk,listen,and
hearlike a regularphone call.
Speakers and Microphone
The Revowirelessphone automatically connectswiththe base station speakersand
microphone. Moreover,speakeraudiocanalsobe heardthroughthe two roommonitors.
Control the audiousingeither/boththe volumeup/downonthe handsetorthe volume
up/downonthe monitors.
Speakers and Microphone for Zoom Conferencing
Locatedon the bottomright cornerof the computermonitorisa speakericon.Clickonit and
change the volume tothe desiredlevel.Or, usingthe small telephone handset,control the
speakersbypressingthe downorup arrows.

Support Contacts
For all supportissuescontactthe Help Deskat 5555 and requestimmediate assistance.

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