Meetings
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      How do I use the meeting room equipment at Holywell Lodge?

      Displaying presentations on the TV screen and joining Microsoft Teams meetings

      Contents

      Scheduling a Teams Meeting for the meeting room

      1. Create a new Teams meeting from your Outlook calendar or in Teams
        1. How to Create Microsoft Teams Meetings >
      2. Invite the room's TV as a required participant:
        1. BoardroomTV@
        2. LargeMeetingRoomTV@

        3. The Small Meeting room X5 no longer has an in-built computer. Instead, bring your own laptop and join the Teams meeting on your device. If you wish to display your Teams meeting on the large screen, connect your laptop using the HDMI cable provided. Note that the X5 mics and X5 cameras are unavailable to use.

      3. Add the room in the location field:
        1. Boardroom Bookings
        2. Large Meeting Room Bookings
        3. Small Meeting Room Bookings

      Joining a Teams Meeting on the TV

      Join a Teams Meeting in the Boardroom

      1. Power on the TVs using the remote.
      2. Go to the tablet:
        1. Select Join on your listed meeting
        2. If it's not listed:
          1. Select Join with an ID and enter the Meeting ID and Passcode found in the meeting invitation and in your calendar.
          2. Or join the meeting on your laptop:
            1. For Room audio select Boardroom TV
              1. If you're already in the Teams meeting, select People and invite the Boardroom TV
            2. On the tablet, select Accept
        3.  For an instant meeting:
          1. Select Meet now
          2. Type names or full email addresses of the people you wish to invite
      3. You can also join the Teams meeting with your laptop to manage the meeting, present and have a camera feed on yourself
        1. If you're in the room, select Room Audio to avoid feedback

      Join a Teams Meeting in the Large Meeting Room

      1. Turn on the screen
      2. Select the Computer as the display source
      3. Log in
        1. Credentials are hanging on the screen or refer to this article >
      4. Open the Microsoft Teams app
      5. Go to the Calendar:
        1. Select your meeting:
          1. Select Join to start
        2. If it's not listed:
          1. Select Join with an ID
          2. Enter the Meeting ID and Passcode found in the meeting invitation and in your calendar
        3.  For instant meetings:
          1. Select Meet now
          2. Type names or full email addresses of the people you wish to invite
      6. You can also join the Teams meeting with your laptop to manage the meeting, present and have a camera feed on yourself
        1. If you're in the room, select Room Audio to avoid feedback

      Join a Teams Meeting in the Small Meeting Room

      The Small Meeting room X5 no longer has an in-built computer. Instead, bring your own laptop and join the Teams meeting on your device.

      If you wish to display your Teams meeting on the large screen, connect your laptop using the HDMI cable provided. Note however that the X5 mics and X5 cameras are unavailable to use.

      Displaying Presentations

      ALL MEETING ROOMS

      Tip: Enable do not disturb in Windows so you don't get any notifications when sharing your screen >

      Online and In-Person: Share your screen in Microsoft Teams

      1. Join the Teams meeting on your own laptop
        1. If you're in the room, select Room Audio to avoid feedback
      2. Share your screen:
        1. Teams Training: Share Screen or Presentation >

      BOARDROOM

      In-Person & Online: Share your screen using ClickShare

      1. ClickShare USB dongle:
        1. Plug in the Clickshare USB dongle: 
          1. USB-C (smaller) : remove the USB-A converter
          2. USB-A (larger) : place the converter on the USB-C plug
        2. Wait until the white LED ring on the button turns solid white - this can take around 5 minutes
        3. Press the circle button in the centre of the ClickShare button to start sharing everything on your screen. The LED ring will change colour to red when the screen is being shared.
          1. Alternatively in the ClickShare window, select:
            1. Screen = Duplicate your screen to show everything
            2. Extend Desktop (if available) = Use the TV as a 2nd monitor
            3. Share a window = Select and show a single open app
        1. To stop sharing, press the button or stop the share in the ClickShare window
      2. ClickShare App (on diocesan laptops or download from the Company Portal app):
        1. Ensure you are connected to the St Albans Diocese Staff WiFi
        2. Open the ClickShare app
        3. Select Boardroom TV
        4. Choose to share your whole screen, a single window or extend your screen (so you have 2 monitors)
      3. If your share does not appear:
        1. Go to the tablet
        2. Select Share
        3. Select Connected device

      Boardroom FAQs

      QS. Can I share using the ClickShare dongle or app in a Teams meeting?

      Yes from a device in the boardroom - it does not need to join the Teams meeting for all participants to see.

      However, for Teams meetings, we recommend using the Share function in Teams rather than ClickShare because it's more straightforward and user-friendly.

      QS. Can I use the boardroom projectors as well?

      Currently the projectors are not connected to the Boardroom TV but you can still connect a laptop to the HDMI switch on the wall as before.

      LARGE MEETING ROOM

      In-Person: Staff SharePoint Library Meetings folder

      1. On your device, place the file in the Staff SharePoint Library at:
        DBF - Staff > Meetings
      2. On the WMD Screen Computer double click the desktop shortcut for the Meetings folder.
        1. If the file isn't there, select the OneDrive app from the bottom right of the taskbar and check it is running and signed in as the 'Meetings' user. For more details see:
          How do I restart the OneDrive app on my Windows Computer?
        2. Alternatively the web version is available if you're having trouble with syncing:
          DBF - Staff > Meetings > Sign in as the 'Meetings' user
      3. Delete the files when you have finished your meeting.

      SMALL MEETING ROOM

      Connect laptop with HDMI cable

      The Small Meeting room X5 no longer has an in-built computer. Please bring your own laptop and, if you wish to use the large screen, connect using the HDMI cable provided.

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