Instructions for Using the Conference Rooms

The conference rooms support two connection methods:

• HDMI – great for quick screen sharing.
• Poly Video System – ideal for Zoom meetings and video conferencing.

Option 1: HDMI Connection

Use this option when you just want to mirror your screen on the TV.

• Use the USB-C to HDMI cable to connect your laptop to the TV.
• Your screen should automatically be mirrored.
• If it doesn’t:
  • Click the Control Center icon located in the top bar.

  

  • Select Screen Mirroring.

  

  • Choose the content you want to display.

  

  • Click Start Mirroring.

  

Option 2: Poly Video System (Recommended for Zoom)

The Poly system provides the best experience for video conferencing and Zoom meetings.

Getting Started with Poly

1. Turn on the system: Use the Poly remote control or press the power button on the main unit.

2. Connect your laptop:

   • Use the provided USB-C cable to connect your laptop to the Poly system.
   • Your laptop will automatically recognize the Poly as a camera and microphone device.

Using Poly with Zoom

1. Start your Zoom meeting on your laptop.

2. In Zoom’s audio/video settings:
   • Set Camera to: “Poly Studio”
   • Set Microphone to: “Poly Studio”
   • Set Speaker to: “Poly Studio”
3. Camera Controls:
   • The Poly system will automatically track speakers and adjust the camera view.
   • Use the Poly remote to manually adjust camera position if needed.
4. Screen Sharing:
   • Share your screen normally through Zoom.
   • Content will appear on both the room display and to remote participants.

Poly System Features

• Auto-framing: Automatically adjusts camera view based on room occupancy
• Noise reduction: Advanced audio processing for clear sound
• 4K video: High-definition video quality for professional meetings
• Content sharing: Seamless screen sharing integration

Audio Controls

• Room speakers: Controlled through the Poly system or TV remote
• Microphone muting: Use the mute button on the Poly remote or in your Zoom controls
• Volume adjustment: Use either the Poly remote or your laptop’s volume controls

Troubleshooting

HDMI Issues

• Ensure the HDMI cable is firmly connected to both your laptop and the TV
• Try unplugging and reconnecting the cable
• Check your laptop’s display settings to ensure it’s set to extend or duplicate the display

Poly System Issues

• If the Poly system doesn’t appear in Zoom:
  • Unplug and reconnect the USB-C cable
  • Restart Zoom
  • Check that no other applications are using the camera/microphone
• If audio is choppy:
  • Ensure no other devices are connected to the Poly system
  • Check your laptop’s audio settings
• If the camera isn’t tracking properly:
  • Use the Poly remote to reset the camera position
  • Ensure there’s adequate lighting in the room

General Tips

• Test before important meetings: Connect and test your setup 5-10 minutes before scheduled meetings
• Close unnecessary applications: This helps ensure optimal performance
• Use wired internet when possible: For the most stable connection during video calls

For additional support, contact the IT help desk.