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Using the Dean’s Boardroom

Discover the functionality of the Ivey Boardroom, including AV control, laptop projection, wireless presentation, and conference calling. Learn how to operate lights, blinds, and sound, as well as make telephone calls and host video conferences using Zoom.

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Using the Dean’s Boardroom

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  1. Using the Dean’s Boardroom October 26, 2018 Update Darren Eveland, Classroom Technology Services, Ivey

  2. Boardroom – Overall Functionality The boardroom has the following functionality: • Crestron Touch panel to control all A/V aspects of the Room • 2 inputs for Laptops to project (Laptop 1 and 2), on the table • Air Media for wireless laptop presentation • Room PC with webcam and Crestron Mercury conference phone/microphone • Projection screen with projector • Blind control, lighting control

  3. Boardroom How to get started: Input selection • Use the Crestron Touch Panel, you may select from the following inputs. Simply touch the screen to select your input: • Air Media – will allow you to project your laptop to the screen wirelessly. You need to have the Crestron Air Media client application installed. Please consult the Ivey Help Desk for assistance on installing the client. • Laptop 1 – will allow you to project your laptop to the screen using an HDMI or VGA cable. Laptop 1 location is at the EAST end of the table, closest to Western Road. HDMI and VGA cables are located in the circular cut-out on the top of the table. Adapters for mini display port and USB-C are typically left inside the cut-outs or on the boardroom table. • Laptop 2 – same as Laptop 1 but is located on the WEST end of the table, closest to the projection screen. HDMI and VGA cables are located in the circular cut-out on the top of the table. • Room PC – will allow you to use the built-in Room PC running Windows 10. Use the keyboard/trackpad located on the boardroom table to sign into the Room PC. Once the Windows 10 start screen is displayed on the projector, Press the space bar on the keyboard to show the login screen. Login with your Ivey username and password. Access H: drive by clicking on “This PC”.

  4. Boardroom: Operating the Lights and Blinds • Select Lighting and Blinds on the touch panel • For Lights: • All On – all lights are on • All off – all lights are off • Presentation – dims lights by a small amount • Movie – dims lights by a slightly larger amount • Blinds • To operate the blinds, use the wall controls located in the north west corner of the room (behind the door). You can select Up, Stop, or Down.

  5. Boardroom: Sound • Sound will be heard through the ceiling mounted speakers on either side of the projection screen in the following cases: • When Laptop 1 or 2 is selected and “Crestron Audio” is selected as your default audio playback device on your laptop. • When Air Media is being used Sound for the Room PC will be played back through the ceiling speakers for websites like Youtube, or for any videos played back with Windows Media Player. If using Zoom, sound will play back through the Crestron Mercury device on the boardroom table. This is normal as the echo canceling microphone required for Zoom uses internal sound for the echo canceling functionality to work properly. You can adjust the sound level by moving the Source Volume slider at the bottom left of the Crestron Touch panel.

  6. Using the Crestron Mercury Conference phone The Crestron Mercury conference phone, which sits on the boardroom table in the centre, allows you to make telephone calls and acts also as a microphone for video conferences such as Zoom.

  7. Making a Telephone Call To make a Telephone call: • Press the Telephone icon on the Crestron Mercury. • Next, Press the Audio button • The extension is 16013 for people to call into the Crestron Mercury.

  8. Making a Telephone Call (continued) • Dial the phone number using the keypad. Press the green phone icon to start the call. To dial an outside number, dial 9 then the number beginning with country code then area code, then the number. Country code is not typically needed for local calls. To end your call, press the red phone icon. • To dial an internal Ivey or Western extension, simply dial the extension then press the green phone icon. To end your call, press the red phone icon.

  9. Using Zoom to make a video conference. • Select Room PC from the Crestron touch panel located on the Crestron touch panel just inside the door to the Boardroom. • The projection screen will come down and the projector will turn on. After a few seconds you will see the Room PC on the projection screen. Press the Spacebar on the keyboard (located on the boardroom table). Log in using your Ivey username and password. • The Windows 10 desktop will load.

  10. Using Zoom (continued) • If you have never used Zoom before, perform the following one-time steps • Click on the start menu, start Google Chrome. • Go to the following website: http://ivey-uwo.zoom.us • Click Sign In • Enter your Ivey username and password then click Sign In • Click Save password to save your password for Zoom • Move your mouse over “Host A Meeting” in the top right, then click with Video On

  11. Using Zoom (continued) • The zoom client program will download automatically. On the bottom left click the Zoom.exe file to install it. • You will see a message that your meeting will start soon • If all worked as planned, you will see the camera image of the boardroom and an option to Join with Computer Audio. Click the option at the bottom of that window that says “Automatically join audio by computer when joining a meeting”. Then Click the green “Join with Computer Audio”. • In the bottom right of the window you will see an icon of a microphone with the word “Mute” below it. Speak and verify a green bar goes up and down inside the microphone icon. If you see that then you know the microphone is working.

  12. Using Phone Audio for Zoom (instead of computer) • If the computer audio is not working well, you may switch to Phone audio. • To switch to phone audio for your zoom meeting, first ensure that you are currently in a Zoom meeting. • Select the small arrow beside the microphone icon, and select “switch to Phone Audio”. Next, dial into the phone number presented on the screen, enter the meeting ID and participant ID. NOTE: participant ID is very important as it will identify you on the call as your voice. • Once that is done, the Crestron Mercury phone will be used as your audio source. • On the Crestron Mercury, press the Phone button, select the Audio icon, then select the Zoom Audio Dial-in option. Enter the meeting ID and participant ID.

  13. Scheduling a Zoom Meeting • Now that you have setup Zoom on the Room PC for your profile, you may schedule a meeting. • Go to http://ivey-uwo.zoom.us and sign in, you can schedule a meeting. Documentation on scheduling a meeting is located on the Ivey IT Support site at http://support.ivey.ca • Direct link: https://support.ivey.ca/hc/en-us/articles/115005591403-Creating-a-Zoom-Meeting

  14. Boardroom: Turning off • Press the System Off icon on the Crestron touch panel (top left). Say “Yes” and the screen will go up, the projector will turn off. • The system will also automatically shut down at midnight every night, if it was left on.

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