Video-conferencing with in-room camera and computer
To use the wall camera and microphones for video-conferencing you must use the Mac mini in the room east wall cabinet (to the far right as you enter the room).
Press the "ON" button on the white wall control panel control. Make sure the power indicator on the bottom left corner of the TV is on. Also try pressing Shift on the keyboard and pressing the mouse button. Push the PC button on the same wall control panel to use the in-room Mac.
The Mac mini should always be turned on. If it is not, turn it on using the power button on one of the corners of the grey Mac mini box the cabinet. If you end up having to turn the Mac on, you'll also likely need to follow the troubleshooting tip below regarding the button on the ‘Canopus’ box.
At the log-in screen, click Other... then type Guest as the user, and log in without a password. When leaving, log out of the Guest account but do not shut the machine down. Turn off the flat screen (with the OFF button on the wall control) and the camera (with its remote).
Use the USB extension cable attached to the back of the Mac mini and extending out the hole in the back of the cabinet to connect a memory stick or other USB device.
Keyboard and Mouse
The wireless keyboard and mouse are on top of the cabinet. They can be detached from their lightning cables when charged. Reconnect the cables to charge.
Press the green power button on the remote control. Button #1 on the remote causes the camera to turn towards and focus on the table. Button #2 points the camera on the back wall so that remote participants can see the whiteboard. You can store additional saved camera positions on the remote control by holding the preset button while you push one of the numbers from 3 to 6. Please do not change camera positions #1 and #2.
Remove one or more microphones from the black sleeves and connect to the outlets on the wall using the black cables. The outlets are about one foot up from the floor and just to the right of the cabinet. There are extension cables for the microphones in the cabinet.
There are a number of video-conferencing applications. Zoom is the campus-provided videoconferencing service, provided for a small monthly fee. Google Hangouts provides audio and video calls with multiple participants for free, also supported by campus. Skype provides audio and video calls with multiple participants for free. Note that there may be issues with your Skype contacts not readily synching between the Mac mini and the Skype server on which your contacts are stored. You may need to add the needed contacts each time you log in.
You can check whether the camera is working by opening an application such as Photo Booth and making sure you see the room from the viewpoint of the camera. If not, the Mac may not be recognizing the camera in which case you may need to turn the camera off and on or restart the Mac mini.
If the camera does not seem to be working, look at the white box labeled ‘Canopus’ in the cabinet. Make sure the blue light indicates “Analog In” and not “Digital In”. If it indicates “Digital In”, press the button just above the blue light.
If the screen does not show the Mac mini display, you may need to press “Input” on the small Panasonic remote (also in the cabinet) and select “Slot Input B”.
Video-conferencing using a personal computer
You can use your laptop for video-conferencing and take advantage of the large screen and its speakers, but you cannot use the microphones in the east cabinet nor the camera. There is a VGA cable and a sound cable connected to the wall by the east cabinet. Connect the VGA cable to your computer (via a Mac dongle if using a Mac) and the sound cable to your headphone jack. Turn on the screen by pushing the “ON” button on the white panel control on the wall. Push the LAPTOP button.
You will then be able to view your laptop screen on the large screen and the sound will come out through the speakers on the sides of the screen rather than your laptop speakers. However, unless you have your own microphone for the laptop, you'll still be relying on the built-in microphone in the laptop. Similarly you'll be relying on the built-in camera on the laptop.
If you'd like to connect your computer to the network via ethernet, take the purple cable out of the west wall cabinet (the cabinet closer to the door). Plug it into the bottom blue jack (marked 260A-443-002-D) of the small white box on the west wall and connect to your laptop. Your laptop must be registered with campus to be able to connect to the network.
You may need to prompt your laptop to recognize the external screen. Go to Applications > System Preferences > Display. Then under the “Display” tab, if you hold down the “Option” button and hover the mouse over the “Gather Windows” button, you’ll have the option to click “Detect Displays”. You may also want to change the screen resolution to 1280 x 768.
To project your presentation on the large screen without any video-conferencing from either the Mac mini or your laptop, simply follow the instructions above ignoring the video-conferencing details.
There are controls on the wall by the podium to lower or raise the projector screen.
You can record your activity on the Mac mini and save it to a movie file. Open Applications > QuickTime Player and select File > New Screen Recording. A small black window will appear. Click the arrow on the right side of this window to select the audio source and click the circular red button to begin recording. You will be prompted to start a full screen recording session or to select part of the screen. Once decided click the Start Recording button. Click the black window’s Stop button to stop recording, then File > Export... with a Format of Movie. You will need to send the movie file to yourself before logging out. You can email the movie file to yourself, or transfer it to your Google Drive, SCF, or Box.com account.
All phone conferencing equipment is located in the west side cabinet.
To use the landline phone (which is a stand-alone phone not part of the built-in video-conferencing), take the phone out of the west wall cabinet (the cabinet closer to the door) and connect to the black phone cable attached to the wall on the west side. If needed, connect additional microphones to the sides of the phone. Dial 9 for outgoing calls. Calls to the US, Mexico and Canada are not charged as long-distance calls.
If you need to make a multi-person call, ReadyTalk has an agreement with the university for conference calls (audio conferences) for a charge of 2.3 cents per participant per person. They also provide accompanying screen-sharing and video capabilities. You need to request access via campus IST by ordering through the IST shopping cart, after which you will obtain a call-in number and password that you can use for multiple calls.