How To Use The Conference Room

Jump to: How to Schedule a Meeting/Conference Room
Boston
Jump to: How to present on a Mac in the Conference Room (Boston)
Jump to: How to present on a PC in the Conference Room (Boston)
Philly
Jump to: How to present on a Mac in the Conference Room (Philly)
Jump to: How to present on the PC in the Conference Room (Philly)

GoTo Meeting Credentials

Username: jsilver@bostonmagazine.com
Password: Video2016

How to Schedule a Meeting/Conference Room

Open your own Calendar in Outlook.
Right click on the date and time that you want to schedule your meeting
Select the type of Meeting or Appointment
Enter the following details: To, Subject, Start Time, End Time, and (optional) body of message.
Next, click on the Scheduling Assistant icon in the top of the window
When the Scheduling Assistant opens, click the Add Rooms button near the bottom left of the window
Click on the room that you want, then click OK to save this selection.
A list of possible times will appear on the right side of the window. Select your desired time range. If there is a conflict with another meeting, it will show you.
Finally, press the Send button. This will put your meeting on the Calendar and send the invitation to anyone that you invited. Even if it is just a room reservation with no attendees, you are “sending” the reservation to the room.
If there is a scheduling conflict with the room you requested, you will receive an automated email stating “Your request was declined because there are conflicts.” Otherwise, you will get an automated email confirming your room reservation.

To make the Room Calendars available to view in your list of calendars:

In your Calendars tab in Outlook, right click on My Calendars → Add Calendar → From Room List…
The chart below will appear. Add all of the rooms in your city by double clicking each room then clicking OK.

To schedule a room in Office365:

In Office365 the same steps will be used as in Outlook, but the screens will look a little different.

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How to present on a Mac in the Conference Room (Boston)

Basic Information

There is a computer that is permanently connected to the TV screen located in the left hand cabinet of the white cabinet unit
You can switch users and log in as yourself or log in as “conference”
The password to the cabinet computer is “Password1”
You can access the server by typing “\\192.168.2.18” at the Windows Prompt & then provide your network credentials
We have the ability to video conference, share presentations (or anything on computer) with people elsewhere
If presenters prefer to use their own computers, they can connect to the TV screen using the directions in this document
The Metrocorp guest wifi network password is “6172629700”

Connecting a Mac Laptop Via HDMI For a Presentation

Since Mac laptops do not have an HDMI port, you must use an adapter.

On the wall panel next to the TV, press Display “On” and “Wired HDMI” on the right

Plug the appropriate Mac display HDMI adapter (located in right cabinet) to the presenter’s computer.
Using the HDMI chord located in the computer cabinet, connect the computer rack “Wired HMDI” to the HDMI end of the adapter you plugged into the presenter’s laptop

Connecting a Mac Laptop Via VGA Connection

You may connect Mac laptops via VGA, but you must use a Mac Display to VGA converter

Overview: If the presenter’s laptop does not have a HDMI port, more likely than not it will have a VGA port. In order to connect to VGA to our HDMI system, you must use our Atlona converter box.

Make sure the Atlona box is plugged into a power source. There is one on the floor underneath the conference room table.
Connect the Atlona box to the computer rack in the cabinet with the HDMI chord, plug into rack where it’s labeled “wired HDMI.”
Next, plug the VGA chord from the Atlona box into the VGA port on the presenter’s laptop.

On the wall panel next to the TV, press Display “On” and “Wired HDMI” on the right
Some laptops will automatically recognize the new connection and display on the TV screen, others will require a change in the settings. Often pressing the function key “FN” plus the “F7” key will force the PC laptop to display on the screen.
If the presentation being shown has audio, connect the audio chord from the Atlona box into the headphone jack of the presenter’s laptop

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How to present on a PC in the Conference Room (Boston)

Basic Information

There is a computer that is permanently connected to the TV screen located in the left hand cabinet of the white cabinet unit
You can switch users and log in as yourself or log in as “conference”
The password to the cabinet computer is “Password1”
You can access the server by typing “\\192.168.2.18” at the Windows Prompt & then provide your network credentials
We have the ability to video conference, share presentations (or anything on computer) with people elsewhere
If presenters prefer to use their own computers, they can connect to the TV screen using the directions in this document
The Metrocorp guest wifi network password is “6172629700”

Using the Cabinet for PC Presenting

On the wall panel, press “On” under display and “Cabinet PC” on the right

Make sure computer in cabinet is on. If it asks you for a password, type in “password”
If presenter has their presentation on a thumb/jump drive, plug the drive into the USB port located on the front of the computer in the cabinet.

If not, the presenter can email the presentation to you and you can load it by accessing your email via outlook.office365.com

Connecting a PC Laptop Via HDMI For a Presentation

Overview: Laptops with a HDMI port my connect directly into the HDMI port on the computer rack located in the cabinet

On the wall panel next to the TV, press Display “On” and “Wired HDMI” on the right

Using the HDMI chord located in the computer cabinet, connect the computer rack “Wired HMDI” and the HDMI port on the presenter’s laptop

Some laptops will automatically recognize the new connection and display on the TV screen, others will require a change in the settings. Often pressing the function key “FN” plus the “F7” key will force the PC laptop to display on the screen.

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How to present on a Mac in the Conference Room (Philly)

Basic Information

Turn on the TV set with the LG controller. Press the INPUT button on the upper right to switch to RGB-PC (which will connect to the VGA cable in the popup on the table or to a Mac laptop).

Connecting your Mac to the TV

Locate the Video Output on the left side of the laptop
Connect the VGA Adapter from the black VGA cable that is in the pop-up Video connector in the conference table
Plug the Video Cable Adapter into the Mac laptop as shown
Use the TV controller to select INPUT – RGB-PC

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How to present on the PC in the Conference Room (Philly)

Basic Information

Open the cabinet door on the left of the credenza. Press the square Power Button on the PC – it should light up blue when it is on.

Turn on the TV set with the LG controller. Press the INPUT button on the upper right to switch to HDMI-1 (which will connect to the PC and other video equipment).

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