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Using AV system in Science Hall 140
Overview
Science Hall 140 contains a Cisco Room Device. Room Devices can join Zoom, Webex, MS Teams, or Google meetings. They have an integrated camera, speakers, and microphones.
Scheduling a meeting
Outlook desktop app
- In Calendar, click the New Meeting button on the toolbar.
- In the Meeting window, enter your meeting details (Title, attendees [Required and Optional], Start time, End time, notes as needed, etc.).
- Click the Location button. In the window that appears, search for Nelson. Double-click "Nelson Institute - Science Hall Room 140 Seminar Room". Then click OK.
- Depending on which type of online meeting you will be hosting:
- For a Teams meeting, click the Teams Meeting button on the toolbar.
- For a Zoom meeting, click the Add a Zoom Meeting button.
- For a Webex meeting, click the Add Webex Meeting button.
- Once you have everything entered for your meeting, click the Send button.
Outlook Webmail
- In Calendar, click the New Event button on the toolbar.
- In the Event window, enter your meeting details (Title, attendees, Start time and End time, notes as needed, etc.).
- On the line for Add a room or location, enter the name "Nelson Institute - Science Hall Room 140 Seminar Room" or start typing it until the room appears in the search results. Click on the room name in the search results list.
- Depending on which type of online meeting you will be hosting:
- For a Teams meeting, click the toggle for Teams Meeting to the right of the event title.
- For a Zoom meeting, click the Zoom button on the toolbar and click Add a Zoom Meeting.
- If prompted, log into Zoom (using the SSO login option, with uwmadison.zoom.us as the Zoom address).
- For a Webex meeting, click the Cisco Webex Scheduler button and click Add Webex Meeting.
- If prompted, log into Webex.
- Once you have everything entered for your meeting, click the Send button.
Joining a meeting
The Room Device is controlled by a tablet called a Navigator. The Navigator is used to join meetings and adjust sharing, layout, and volume. Tap the Navigator to start the system.
Important Note: If you are joining the meeting from your laptop as well, choose “don’t use audio” or mute your laptop microphone and speakers to avoid echoes and feedback in the room.
Joining a scheduled meeting
When an online meeting is scheduled in the calendar, a green Join button will appear on the Navigator 5 minutes before the start time. Tap the button to join the meeting from the Room Device.
This system also allows voice control via Webex Assistant. When the Join button appears, say “OK Webex, start the meeting.”
Joining a meeting manually
If your meeting does not appear on the Navigator with a Join button, tap the appropriate button for your meeting platform.
Note the Meeting/Conference ID in your invitation or app and tap the ID field to enter it. After entering the ID, tap Join. For Zoom meetings, enter the Passcode as well.
Join notes
Teams
Most UW Teams meeting invitations contain both a Meeting ID and a Video ID. Use the Video ID to join from the room system.
If your meeting does not have a Video ID, tap the Teams button and then tap I don’t have a Video ID at the bottom of the screen. Then enter the Meeting ID and passcode. After joining, the Room Device will need to be admitted to the Teams meeting from the Lobby.
Zoom
You may need to unmute the system in Zoom. Tap the More button 
to open the Zoom menu, then tap Unmute Zoom microphone. The mute button only mutes or unmutes the mic in the room, not in Zoom. The host may also ask the room to unmute.
If the meeting has not yet been started by the host, you may enter the Host Key. If you don’t know the key, a host will need to start the meeting from a computer first.
Webex
The Webex desktop app can connect to nearby Cisco room Devices to share screens and join meetings. In the app, click in the the top right corner to connect (or disconnect ) the Room Device.
During the meeting
Sharing your screen
Laptop screens may be shared wirelessly or with a cable. Tap Share Screen for options.
Note: If the system is in a call, you may need to tap Share in Call before remote attendees can see your screen.
- HDMI: Plug the HDMI cable into your laptop using an appropriate adapter. If your screen doesn’t automatically appear on the TV, tap PC on the Navigator to switch sources.
- Miracast: From a Windows laptop, press W+K to view nearby display devices. Click the name of your room system, then enter the 4-digit code that appears in the top right of the TV screen.
- AirPlay: From a Mac, click Control Center in the menu bar, then click Screen Mirroring. Click the room system name, enter the 4-digit code, and choose Mirror Built-in Display.
Meeting controls
Adjusting Audio: Volume controls are in the lower right on the Navigator. Tap to adjust meeting or computer volume. Outgoing volume is adjusted automatically. In a call, tap Mute or Stop Video to mute the room microphone or camera as needed.
Adjusting the Layout: In a meeting, tap Layout, then choose the desired camera/content layout to be shown on the TV. This setting does not affect what remote attendees see.
Camera Settings: Tap Camera to choose the mode for sharing the Room Device’s camera in a meeting. Tap Manual to see controls for pan, tilt, and zoom. Manual mode also has Advanced controls for creating and editing camera presets.
Selfview: Tap the Selfview button to see options for showing the room camera on the TV screen.
Chat and Captions: Zoom and Webex can show meeting chat and closed captions (if enabled). In a Zoom call, tap More to see the options. In Webex, tap Captions or Chat. Note: These features are not available in Teams meetings yet.
For more information about the Cisco hybrid rooms, please visit DoIT's hybrid room instructions page.