SMART SRS-LYNC-XS, SRS-LYNC-S, SRS-LYNC-M-DUAL, SRS-LYNC-L, SRS-LYNC-XL User Manual

SMARTRoomSystem™

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for Microsoft®Lync®

USER’S GUIDE

FOR MODELS SRS-LYNC-XS, SRS-LYNC-S, SRS-LYNC-M, SRS-LYNC-M-DUAL, SRS-LYNC-LANDSRS-LYNC-XL

FEATURING SMARTBOARD®8055i-G5, 8070i-G4 AND 8084i-G4INTERACTIVE FLAT PANELS

Product registration

If you register your SMART product, we’ll notify you of new features and software upgrades.

Register online at smarttech.com/registration.

FCC warnin g
This equipment has been tested and found to comply wi th the limits for a Class A dig ital device, pursuant to Part 15 of the FCC Rules. These limits are de sig ned to

pro vide re asonable protection against harmful i nterfere nce when the e quipment is o perated in a commercial e nvironment. T his eq uipment g enerates, uses and
can radiate radio freq uency energy and, if not installed and used in accord ance with the manufacturer’s instructions, may cause harmful interference to radio
communications. Oper ation o f this e quipment in a re sid ential area is likely to cause harmful interference in which case the user will b e required to corr ect the
interfere nce at his own exp ense.

Trademark no tice
SMARTRoo mSystem, SMARTBoard, SMARTMeetingPr o, S MARTInk, DViT, smarttech, the SMART logo and all SMART taglines are trade marks or reg ister ed

trademarks of SMARTTechnolog iesULC in the U .S. and/or o ther countries. Microsoft, Windows, Lync, Outloo k, PowerP oint and Office365 are either re gistered
trademarks or trademarks o f Microso ft Corp oration in the U.S. and/or other co untrie s. “HD MI” and all asso ciated logo s are trademarks o f H DMI Licensing, LLC. All
other third-party p rod uct and company names may be trademarks of their res pe ctive owners.

Copyri gh t n ot ice
© 2 013–2015SMARTTe chnologiesULC. All rights re served . No part of this publication may be repro duced , transmitted, transcribe d, stored in a r etrie val system

or translated into any language in any for m b y any means without the pr ior written consent of SMARTTe chnologiesU LC. Information in this manual is subject to
change without notice and does not re pr ese nt a commitmenton the p art o f SMART.

This prod uct and/or use thereof co vered b y one o r more of the follo wing U.S. patents.

www.smarttech.com/patents

01/2015

smarttech.com/kb/170818

Important information

WARNING

l Failure to follow the installation instructions shipped with your SMART product could result in

personal injury and product damage which may not be covered by your warranty.

l Ensure your installation complies with local building and electrical codes.

l Do not open or disassemble the SMART product. You risk electrical shock from the high

voltage inside the casing. Opening the casing also voids your warranty.

l Do not stand (or allow children to stand) on a chair to touch the surface of your SMART

product. Rather, mount the product at the appropriate height.

l To reduce the risk of fire or electric shock, do not expose your SMART product to rain or

moisture.

l If your SMART product requires replacement parts, make sure the service technician uses

replacement parts specified by SMARTTechnologies or parts with the same characteristics
as the original.

l Ensure that any cables extending across the floor to your SMART product are properly

bundled and marked to avoid a trip hazard.

l Do not insert objects inside the cabinet ventilation holes, because they could touch

dangerous voltage points and cause electric shock, fire or product damage which may not
be covered by your warranty.

l Do not place any heavy objects on the power cable. Damage to the cable could cause

shock, fire or product damage which may not be covered by your warranty.

l Useonly extension cords and outlets into which this product’s polarized plug can be fully

inserted.

l Use the power cable provided with this product. If a power cable is not supplied with this

product, please contact your supplier. Use only power cables that match the AC voltage of
the power outlet and that comply with your country’s safety standards.

l If the glass is broken, do not touch the liquid crystal. To prevent injury, handle glass

fragments with care when disposing of them.

i smarttech.com/kb/170818

IMP ORTANT INFORMATION

l Do not move or mount the interactive flat panel by connecting rope or wire to its handles.

Because the interactive flat panel is heavy, rope, wire or handle failure could lead to
personal injury.

l Use SMART supplied mounting hardware or hardware that is designed to properly support

the weight of your product.

l Disconnect all power cables for your interactive flat panel from the wall outlet and seek

assistance from qualified service personnel when any of the following occurs:

o

The power cable or plug is damaged

o

Liquid is spilled into the interactive flat panel

o

Objects fall into the interactive flat panel

o

The interactive flat panel is dropped

o

Structural damage such as cracking occurs

o

The interactive flat panel behaves unexpectedly when you follow operating
instructions

ii smarttech.com/kb/170818

Contents

Important informat ion i

Chapter 1: Welcome 1

About this guide 2
About your room system 2
Resources for users 8
Resources for others 9

Chapter 2: Scheduling and conducting meetings 11

Scheduling meetings 11
Starting meetings 12
Managing meetings using the console 14
Ending meetings 16

Chapter 3: Recording not es 17

Chapter 4: Connecting computers 19

Connecting a guest laptop using the video connection harness 19
Connecting a guest laptop using Lync client software 20
Connecting a room computer 21
Using the SMARTRoomSystem USBBridge 22

Chapter 5: Troubleshooting 27

Appendix A: Supporting users with special needs 29

Appendix B: Hardware environmental compliance 31

Waste Electrical and Electronic Equipment and Battery regulations (WEEE and
BatteryDirectives) 31
Batteries 31
More information 31

Index 33

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Chapter 1

About this guide 2
About your room system 2

Features 2

Integration with Lync 2
Simple startup 2
Automatic sharing of video and audio 3
Collaboration 3
Presence detection 3

Components 3

SMARTBoard interactive flat panels 4
Lync appliance 4
Console 5
Camera 5
Table microphones and audio processor 5
Speakers 5
Video connection harness 5
SMARTRoomSystem USBBridge 6

Accessories 6

Additional table microphones 6
Wall stand kit 6

Comparing room sizes 7

Resources for users 8

Table top guide 8
Tutorial 8
Training 8
Support center and knowledge base 9

Resources for others 9

Resources for decision makers 9
Resources for installers 9
Resources for administrators 10

This chapter introduces you to your SMARTRoomSystem™ for Microsoft®Lync® and this guide.

1 smarttech.com/kb/170818

CHAPTER1
WELCOME

About this guide

This guide introduces you to the key features and components of your SMARTRoomSystem and
explains how to use those features and components during Lync meetings.

This guide in intended for individuals who use room systems. Other documentation and resources
are available for individuals who are responsible for installing and administering room systems.

About your room system

Your room system features one or two SMARTBoard® interactive flat panels, a Lync appliance, a
tabletop console, a high-definition camera, microphones, speakers and cables for use with an
optional computer.

Using the installed Lync Room System software, you can start a meeting and connect with other
individuals or meeting rooms with a single tap on the console or the interactive flat panels. You can
write or draw on the interactive flat panels using the whiteboard feature, connect an optional
computer to share its screen and share files with connected individuals and meeting rooms in real
time.

Features

Your room system includes the following features.

Integration with Lync
The SMARTRoomSystem integrates with your organization’s existing Lync infrastructure, enabling
you to schedule meetings, remotely join meetings, and share MicrosoftPowerPoint® files using the
Lync client software already installed on your computer.

Simple start up
After the room system turns on, the console and the interactive flat panels show the meeting
room’s schedule, including when the meeting room is booked and when it’s available. You can
start a scheduled meeting by pressing the meeting’s block in the schedule on either the console or
the interactive flat panels. Lync Room System software enables you to connect to remote
participants and shares video and audio.

Alternatively, you can start ad hoc meetings or whiteboard sessions with a single press of the
console or interactive flat panels.

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WELCOME

Aut omatic sharing of video and audio
When you start or join meetings, the room system shares video and audio automatically without
requiring any manual setup on your part. The room system’s high definition camera, microphones
and speakers facilitate communication during the meeting.

Collaboration
Using Lync Room System software’s whiteboard feature, you can write or draw notes on the
interactive flat panels, automatically sharing with remote participants. You can also write or draw
over PowerPoint files attached to the scheduled meeting as well as connect your laptops or a
room computer to share and interact with the computers’ displays.

Presence detection
The interactive flat panels have presence detection sensors that can detect people up to 16' (5 m)
away. If the sensors detect people in the meeting room, the room system turns on. If the sensors
don’t detect people in the meeting room for a specified period of time, the room system enters
Standby mode.

Components

Your room system consists of the following major components:

Part no. Description Room sizes

SBID 8055i-G5 SMARTBoard 8055i-G5 interactive flat panel Extra small

Medium with dual panels (×2)

SBID 8070i-G4 SMARTBoard 8070i-G4 interactive flat panel Small

Large (×2)

SBID 8084i-G4 SMARTBoard 8084i-G4 interactive flat panel Medium

Extra large (×2)

AM70-L Lync appliance All

CP311 Console All

CAM301 Camera All

MIC500 Table microphones All

MIX500 Audio processor All

CSR500 Speakers All

1019403 Video connection harness All

SRS-USB Bridge SMARTRoomSystem USBBridge All

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WELCOME

NOTES

l This guide documents room systems with SMARTBoard 8055i-G5, 8070i-G4 and 8084i-G4

interactive flat panels. For information on room systems with SMARTBoard 8055i
interactive flat panels, see the

guide

(smarttech.com/kb/170450).

l Other, minor components are documented elsewhere in this guide.

SMARTRoomSystem for Lync setup and maintenance

SMARTBoard interactive flat panels
SMARTBoard interactive flat panels feature SMART’s proprietary
DViT® (DigitalVisionTouch) technology on a 16:9 LCD screen with
e-LED backlight. DViT technology enables you to do the following:

l Interact with content by pressing it with your fingers

l Write digital ink using your fingers or one of the provided pens

l Erase digital ink using your fists, your palms or the provided

eraser

During a meeting, the interactive flat panels show video, shared
PowerPoint files, and video input from optionally connected computers. In addition, you can use
the whiteboard feature to record notes and share them with others.

For information on which interactive flat panel model is included with your room system and the
differences between these models, see

Comparing room sizes

on page7.

Lync appliance
The Lync appliance includes Lync Room System software as well as SMARTProductDrivers. Lync
Room System software enables you to start, join and facilitate meetings and connect with others
through your organization’s Lync infrastructure. SMARTProductDrivers enables the touch features
of the interactive flat panels and the operation of the all components in the room system.

In room systems with SMARTBoard 8055i-G5 interactive flat panels, the Lync appliance is installed
in an enclosure mounted to the wall behind the left interactive flat panel.

In room systems with SMARTBoard 8070i-G4 and 8084i-G4 interactive flat panels, the Lync
appliance is installed in a slot on the bottom of the left interactive flat panel.

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CHAPTER1
WELCOME

Console
The console is the room system’s primary display. It enables you to access and control
the features of Lync Room System software during meetings.

The console is typically located on the meeting room table. Like the interactive flat
panels, the console features a 16:9 LCD screen with touch technology, enabling you to
interact with buttons and other controls by pressing them.

Camera
The high definition camera automatically captures room video during meetings. You
can temporarily stop the video or shutter the camera for privacy purposes.

In most meeting rooms, digital pan, tilt and zoom (DPTZ) and the camera’s 109° field
of view ensure all meeting participants are captured regardless of where they are in the meeting
room.

The camera is installed on the top of the interactive flat panel in rooms with one interactive flat
panel or between the interactive flat panels in rooms with two interactive flat panels.

Table microphones and audio processor
The table microphones automatically capture audio during meetings. You can
temporarily mute the microphones for privacy purposes.

Your room system comes with two table microphones. Your organization can
purchase additional table microphones (see

Additional table microphones

on the

next page).

Speakers
The speakers transmit audio from remote participants during a meeting. The room
system’s audio-processing features eliminate echos and in-room audio feedback.

The speakers are installed on either side of the interactive flat panels.

Video connection harness
You can connect the video connection harness’s HDMI® cable or VGA cable to a computer to
display the computer’s video output on an interactive flat panel and share it with remote
participants.

The video connection harness’s connectors are typically located on the meeting room table.

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WELCOME

SMARTRoomSystem USBBridge
When combined with the video connection harness, the SMARTRoomSystem USBBridge
enables you to connect your laptops or a room computer to the room system. When you connect
the SMARTRoomSystem USBBridge to a computer, you can interact with the computer by
touching the interactive flat panel’s surface.

The SMARTRoomSystem USBBridge’s connector is typically located on the meeting room table.

For more information, see

Using the SMARTRoomSystem USBBridge

on page22.

Accessories

Optional accessories for the SMARTRoomSystem include the following:

l Additional table microphones

l Wall stand kit

NOTE

For accessory part numbers and ordering information, refer to the specifications (see

for decision makers

Additional table microphones
Your room system comes with two table microphones. Your organization can
purchase and connect up to three additional table microphones for each room
system if needed for a total of up to five table microphones.

Wall stand kit
The wall stand kit includes a wall stand for each interactive flat panel in
your room system and the cable raceway. The wall stand transfers
some of the weight from the wall to the floor and is required for metal
stud walls that can’t support the full weight of the interactive flat panel.
The cable raceway covers cables running across the floor from the
interactive flat panels to the meeting room table.

on page9).

Resources

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CHAPTER1
WELCOME

Comparing room sizes

The SMARTRoomSystem comes in six sizes. This section presents the key differences between
these sizes.

Extra small room (SRS-LYNC-XS)

Intended use: Extra small meeting rooms

(approximately four people)
75 sq. ft. (7 m²)

Display type: One SMARTBoard 8055i-G5

interactive flat panel

Display size (diagonal): 54 1/2" (138.4 cm)

Optional wall stand kit: WSK-SINGLE

Small room (SRS-LYNC-S)

Intended use: Small meeting rooms

(approximately six people)
100 sq. ft. (9 m²)

Display type: One SMARTBoard 8070i-G4

interactive flat panel

Display size (diagonal): 70" (178 cm)

Optional wall stand kit: WSK-SINGLE

Medium room (SRS-LYNC-M)

Intended use: Medium meeting rooms

(approximately 12 people)
180 sq. ft. (17 m²)

Display type: One SMARTBoard 8084i-G4

interactive flat panel

Display size (diagonal): 84" (213.4 cm)

Optional wall stand kit: WSK-SINGLE

Medium room with dual panels (SR S-LYNC-M-DUAL)

Intended use: Medium meeting rooms

(approximately 12 people)
180 sq. ft. (17 m²)

Display type: Two SMARTBoard 8055i-G5

interactive flat panels

Display size (diagonal): 2 × 54 1/2" (2 × 138.4 cm)

Optional wall stand kit: WSK-DUAL

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WELCOME

Large room (SRS-LYNC-L)

Intended use: Large meeting rooms

(approximately 16 people)
300 sq. ft. (28 m²)

Display type: Two SMARTBoard 8070i-G4

interactive flat panels

Display size (diagonal): 2 × 70" (2 × 178 cm)

Optional wall stand kit: WSK-DUAL

Extra large room (SRS-LYNC-XL)

Intended use: Extra large meeting rooms

(approximately 18 people)
400 sq. ft. (37 m²)

Display type: Two SMARTBoard 8084i-G4

interactive flat panels

Display size (diagonal): 2 × 84" (2 × 213.4 cm)

Optional wall stand kit: WSK-DUAL

NOTE

Other, minor differences are noted throughout this guide.

Resources for users

In addition to this guide, there are other resources available for SMARTRoomSystem users.

Table top guide

Your room system comes with a table top guide, which you can place on your meeting room table
and refer to when using the room system. The table top guide includes basic information on using
your room system.

Tutorial

Lync Meeting Room software includes a tutorial that explains how to use the software. To open the
tutorial, press the OpenTutorial button on the interactive flat panels.

Training

The SMART training website (smarttech.com/trainingforbusiness) includes an extensive library of
training resources you can refer to when learning how to use your room system.

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CHAPTER1
WELCOME

Support center and knowledge base

The Support center (smarttech.com/support) contains a library of documents, including this guide,
and a knowledge base that you can search when troubleshooting issues with your room system.

Resources for others

SMART provides resources for SMARTRoomSystem decision makers, installers and
administrators as well as users.

Resources for decision makers

Decision makers can refer to the SMARTRoomSystem website (smarttech.com/smartroom) for
general information on room systems and to the specifications for detailed information on specific
products.

Product Specifications

SMARTRoomSystem for Lync for extra small rooms smarttech.com/kb/170821

SMARTRoomSystem for Lync for small rooms smarttech.com/kb/170449

SMARTRoomSystem for Lync for medium rooms smarttech.com/kb/170448

SMARTRoomSystem for Lync for medium rooms with dual panels smarttech.com/kb/170823

SMARTRoomSystem for Lync for large rooms smarttech.com/kb/170447

SMARTRoomSystem for Lync for extra large rooms smarttech.com/kb/170659

SMART wall stand kits for SMARTBoard interactive flat panels

smarttech.com/kb/170526

Resources for installers

Installers can refer to the installation instructions included with your room system when installing
the product. If installers have misplaced these instructions, they can download PDF versions.

Product Installation instructions

SMARTRoomSystem for Lync for extra small rooms smarttech.com/kb/170857

SMARTRoomSystem for Lync for small rooms smarttech.com/kb/170470

SMARTRoomSystem for Lync for medium rooms smarttech.com/kb/170467

SMARTRoomSystem for Lync for medium rooms with dual panels smarttech.com/kb/170858

SMARTRoomSystem for Lync for large rooms smarttech.com/kb/170468

SMARTRoomSystem for Lync for extra large rooms smarttech.com/kb/170658

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CHAPTER1
WELCOME

Product Installation instructions

SMART wall stand for SMARTBoard interactive flat panels smarttech.com/kb/170466

SMART cable raceway for SMARTRoomSystems smarttech.com/kb/170465

SMARTRoomSystem for Lync table microphone upgrade kit smarttech.com/kb/170560

Resources for administrators

Administrators of your room system can refer to the
included with the room system to prepare for the room system prior to installation and to set it up
after installation. If administrators have misplaced this guide, they can download a PDF version
from smarttech.com/kb/170820.

SMARTRoomSystem for Lync setup guide

After installation and setup, administrators can refer to the

administrator’s guide

(smarttech.com/kb/170819) for information on managing and maintaining

your room system.

SMARTRoomSystem for Lync

10 smarttech.com/kb/170818

Chapter 2

meetings

Scheduling meetings 11
Starting meetings 12
Managing meetings using the console 14
Ending meetings 16

This chapter provides an overview of how you can schedule and conduct a meeting using your
SMARTRoomSystem and Lync Room System software.

Scheduling meetings

Using MicrosoftOutlook on your computer, you can schedule Lync meetings and book the
SMARTRoomSystem as a resource.

To schedule a new Lync meeting

1. Start Outlook, and then click Calendar.

2. Click Home, and then click New Lync Meeting.

NOTE

If you have an older version of Lync software, this button is labeled

A new Lync meeting opens.

3. Select a date and time for the meeting, type a subject and details, and then add participants
and the room resource.

New Online Meeting

.

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CHAPTER2
SCHEDULING AND CONDUCTING MEETINGS

4. If appropriate, change the meeting options:

a. Click Meeting Options.

The

Lync Meeting Options

b. Change the meeting options.

NOTE

The controls in this dialog box vary depending on how your organization has
configured Lync Server.

c. Click OK.

5. Send the meeting invitation to the participants and resources.

To convert an existing meeting t o a Lync meeting

1. Start Outlook, and then click Calendar.

dialog box appears.

2. Locate the meeting in the calendar, and then double-click it.

The meeting opens.

3. Click Appoint ment, and then click Lync Meeting.

NOTE

If you have an older version of Lync software, this button is labeled

4. Add the room system as a resource.

5. Send the meeting update to the participants and resources.

Online Meeting

.

Starting meetings

Your room system’s interactive flat panels have two presence detection sensors on their frames
that can detect people up to 16' (5 m) away when the room system is in Standby mode.

When the sensors detect motion in the room, the room system turns on. If presence detection is

disabled, you can manually turn on the room system by pressing the Standby button
(SMARTBoard 8055i-G5 interactive flat panels) or the Power/Standby button (SMARTBoard
8070i-G4 and 8084i-G4 interactive flat panels)on the front control panel of each interactive flat

panel.

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SCHEDULING AND CONDUCTING MEETINGS

After the room system turns on, the interactive flat panels and the console show the room system’s
schedule as a set of squares:

l When the room system is booked for a meeting, the meeting’s details and

Join

appear in the

square.

l When the room system is available,

Free

appears in the square.

NOTE

If the room system’s schedule doesn’t appear or update correctly, there might be an issue with
the connection between the Lync Room System software and Microsoft Exchange server (see

Troubleshooting

on page27).

You can join a scheduled meeting when the room system is booked, or you can create an ad hoc
meeting when the room system is available.

To join a scheduled meeting

1. Press the meeting’s square on either the interactive flat panels or the console.

NOTE

The schedule shows only the meetings to which the room system has been added as a
resource.

TIP

If you included the room system as a resource but didn’t set the meeting as a Lync meeting,
press I forgot to make this a Lync meeting, and then press Send & Start Meeting to set the
meeting as a Lync meeting and send participants an invitation (Lync Room System software

15.12.01 and later).

2. If the meeting is private, type the appropriate sign-in address, user name and password in the
text boxes, and then click Join.

The console shows a set of tabs for managing the meeting (see

console

on the next page). The interactive flat panels show up to five connected participants’

Managing meetings using the

videos in a gallery.

To create an ad hoc meeting

1. Press Meet Now on the console.

2. Add participants to the meeting.

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SCHEDULING AND CONDUCTING MEETINGS

3. Press Start Meeting.

The console shows a set of tabs for managing the meeting (see

console

below). The interactive flat panels show connected participants’ videos in a gallery.

Managing meetings using the

TIP

Alternatively, if the Lync infrastructure supports connecting through POTS, press Dial Pad
and use the dial pad to call a person using the room system. To convert the audio call into a
video meeting, press Start Video and then press InviteMorePeople.

Managing meetings using the console

The console enables you to manage the meeting and the room system features.If you scheduled a
meeting, you would typically sit in front of and operate the console during the meeting.

During the meeting, you can show and use the following tabs on the console:

Tab Contents Actions

Content The name of the participant

who is currently presenting
and the content uploaded
to the meeting including
PowerPoint files and
whiteboard sessions

Press a content item, and then click

l

Start Presenting to present the item.
Press StopPresenting when done.

l

Participants A list of participants in the

meeting

NOTE

If there are more than 30
participants in the
meeting, the list of
participants doesn’t
appear.

Press a participant’s name and then select

l

the appropriate option from the menu:

o

Mute and unmute the participant’s
audio

o

Pin the participant’s video to the
gallery so that it’s always visible

o

Lock or unlock the spotlight on the
participant

o

Remove the participant from the
meeting

Press Invit e More People to invite

l

additional participants.
Press Mut e Audience to mute all

l

participants’ audio except for the
participant who is currently presenting.

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SCHEDULING AND CONDUCTING MEETINGS

Tab Contents Actions

Display Display options for the

room system’s interactive
flat panels

In room systems with one interactive flat

l

panel, select from one of the following
options:

o

Gallery & Content to show the gallery
and shared content

o

Gallery to show only the gallery

o

Presentation to show only shared
content

o

Speaker to show only the presenting
participant’s video

o

Speaker & Cont ent to show the
presenting participant’s video and
shared content

In room systems with two interactive flat

l

panels, select from one of the following
options:

o

Gallery & Content to show the gallery
on one interactive flat panel and
shared content on the other
interactive flat panel

o

Speaker to show the presenting
participant’s video on one interactive
flat panel and shared content on the
other interactive flat panel

o

Gallery View to show the gallery
across both interactive flat panels

Enable Preview to show the video from

l

the room system camera.

IM Instant messages (IMs)

shared during the meeting

Press the input field and then use the
on-screen keyboard to type an IM. All
participants in the meeting can see all IMs.

In addition to the tabs, the console contains a toolbar with the following buttons:

Button Procedure

Stop Video Stop the meeting room’s video.

Hold Call Stop the meeting’s video and mute the audio.

Mute Room Mute the meeting room’s microphones.

Speaker Off Mute the meeting room’s speakers.

Room Volume Move the slider to adjust the volume.

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SCHEDULING AND CONDUCTING MEETINGS

Button Procedure

Dial Pad Show a dial pad to use Lync Room System software’s phone features (if the

Lync infrastructure supports a POTS bridge).

New Whiteboard Create a new whiteboard file.

Email Whiteboard E-mail the whiteboard file.

Leave Meeting Disconnect the room system from the Lync meeting (see

below).

Ending meetings

Ending meetings

At the end of the meeting, press Leave Meeting on the console to disconnect the room system
from the Lync meeting. The Lync meeting ends when all participants have left.

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Chapter 3

Users can use the interactive flat panel’s pens and eraser to write, draw and erase digital ink in a
whiteboard file.Alternatively, they can use their fingers to write or draw digital ink and their fists or
palms to erase it.

In addition to writing, drawing and erasing digital ink, users can move digital ink and other objects
in the whiteboard file and create additional whiteboard files.

To open a whiteboard file when in a meeting

1. Press New Whit eboard on the console or on one of the interactive flat panels.

2. Write or draw digital ink.

NOTES

o

Remote participants see the whiteboard session in real time and can add their own
digital ink notes to it as part of a collaborative effort.

o

Remote participants connecting to the meeting through some smart phones and other
mobile devices are unable to view whiteboard sessions due to limitations of the Lync
client software for those devices.

3. Press Email Whiteboard when you’re done to email the whiteboard file.

To open a whiteboard file when not in a meeting

1. Press St art Whiteboard on the console or on one of the interactive flat panels.

2. Write or draw digital ink.

3. Press Email Whiteboard when you’re done to email the whiteboard file.

17 smarttech.com/kb/170818

Chapter 4

Connecting a guest laptop using the video connection harness 19
Connecting a guest laptop using Lync client software 20
Connecting a room computer 21
Using the SMARTRoomSystem USBBridge 22

Installing software for the SMARTRoomSystem USBBridge 22
Connecting a computer using the SMARTRoomSystem USBBridge 23
Orienting touch 24

You can connect the room system to a guest laptop (on a temporary basis) or to a room computer
(on a permanent basis) to share the computer display during a meeting.

NOTES

l You can share only the computer’s display, not its audio.

l Remote participants connecting to the meeting through some smart phones and other

mobile devices are unable to view shared computer displays due to limitations of the Lync
client software for those devices.

Connecting a guest laptop using the video connection harness

If the video connection harness isn’t connected to a room computer (see

computer

You are unable to share the displays of devices with High-Bandwidth Digital Content Protection
(HDCP).

on page21), you can use the harness to connect your laptop and share its display.

NOTE

Connecting a room

19 smarttech.com/kb/170818

CHAPTER4
CONNECTING COMPUTERS

To share a guest laptop’s display using the video connection harness

1. Connect the guest laptop to the room system using the video connection harness’s HDMI
cable or VGA cable.

2. If the console prompts you to share the display, press Yes.

3. Disconnect the video connection harness’s HDMI cable or VGA cable from the laptop when
you’re done.

Connecting a guest laptop using Lync client software

You can also share your laptop’s display by joining a meeting using Lync client software on the
laptop.

If you share a PowerPoint file during a Lync meeting, other users can write on the shared
PowerPoint file.

To share a guest laptop’s display using Lync client software

1. Join the meeting on the guest laptop using Lync client software.

2. If you’re joining the meeting in person, click Yes when prompted to confirm you’re in the
meeting room.

OR

If you’re joining the meeting remotely, click No when prompted to confirm you’re not in the
meeting room.

To write or draw on a shared PowerPoint file

1. Connect a guest laptop as described in

software

Click Present at ion , select PowerPoint, and then share the PowerPoint file.

2.

If you choose to share the PowerPoint application rather than a specific PowerPoint file, you
are unable to write or draw on the PowerPoint file.

above.

NOTE

To share a guest laptop’s display using Lync client

20 smarttech.com/kb/170818

CHAPTER4
CONNECTING COMPUTERS

3. Click Cont ent, and then select TakeOverasPresenter (on the console).

OR

Press the mode bar (up or down arrow), and then press Yes when prompted to take over as
the presenter (on interactive flat panels).

4. Press the mode bar, press Annotate, and then write or draw using your finger or one of the
interactive flat panel pens.

5. Press St op Presenting on the guest laptop when done.

Connecting a room computer

If you want to connect a room computer to your room system, an administrator must enable the
Room PC View feature as described in the
(see

Resources for a dministrators

pressing the appropriate controls on the console.

on page10). You can then share the room computer’s display by

SMARTRoomSystem for Lync administrator’s guide

NOTE

The Room PC View feature is available only in versions 15.10 and later of Lync Room System
software.

To share the room comput er’s display when in a meeting

1. Ensure the room computer is connected to the room system and the room computer’s video
port is active.

2. Press Cont ent on the console.

3. Press Desktop/Device, and then press St art Presenting.

The room computer’s display appears on one of the interactive flat panels.

4. Press Desktop/Device, and then press St op Present ing when done.

To share the room comput er’s display when not in a meeting

1. Ensure the room computer is connected to the room system through the video connection
harness’s HDMI cable or VGA cable.

Press R oom PC View on the console.

2.

The room computer’s display appears on one of the interactive flat panels.

Press R oom PC View when done.

3.

21 smarttech.com/kb/170818

CHAPTER4
CONNECTING COMPUTERS

Using the SMARTRoomSystem USBBridge

The SMARTRoomSystem USBBridge is an included component of your room system (see

SMARTRoomSystem USBBridge

When combined with the video connection harness, the SMARTRoomSystem USBBridge
enables you to connect your laptops or a room computer to the room system. When you connect
the SMARTRoomSystem USBBridge to a computer, you can interact with the computer by
touching the interactive flat panel’s surface.

NOTE

To use the SMARTRoomSystem USBBridge with your room system, you need Lync Room
System software 15.11 or later.

Installing software for the SMARTRoomSystem USBBridge

SMART recommends that you install the latest versions of SMARTMeetingPro®PE software,
SMARTInk™ and SMARTProductDrivers on all computers you intend to connect to your
SMARTRoomSystem using the SMARTRoomSystem USBBridge.

on page6).

This software enables you to take full advantage of the interactive flat panels’ features, to interact
with applications by touching them and to write or draw digital ink over content.

IMPORTANT

If you have a Mac computer, you must install SMARTProductDrivers to use your computer with
the SMARTRoomSystem USBBridge.

To download and install the latest versions of SMART software

1. Go to smarttech.com/downloads.

2. Click Choose a version under
select the most recent version for your operating system.

3. Click Download, and then save the installer to a temporary location on your computer.

4. Double-click the installer.

SMART Meeting Pro PE (Personal Edition) softwa re

, and then

22 smarttech.com/kb/170818

CHAPTER4
CONNECTING COMPUTERS

5. Follow the on-screen instructions to install SMART software.

IMPORTANT

If you have a Mac computer, you must download and install the latest version of
SMARTProductDrivers. Repeat steps 1 to 5, clicking Choose a version under

Product Drivers

in step 2.

SMART

Connecting a computer using the SMARTRoomSystem USBBridge

After you have installed SMART software on your computer, you can connect it to your room
system using the SMARTRoomSystem USBBridge. The procedure for doing so depends on
whether Room PC View is enabled (see

To connect a computer when Room PC View is disabled

1. Connect the computer to the room system using the video connection harness’s HDMI cable
or VGA cable and the SMARTRoomSystem USBBridge.

Connecting a room computer

on page21).

2. If the console prompts you to share the display, press Yes.

3. If necessary, orient touch (see

Orienting touch

on the next page).

4. Interact with the computer by touching the interactive flat panel.

5. Disconnect the video connection harness’s HDMI cable or VGA cable and the
SMARTRoomSystem USBBridge from the laptop when you’re done.

To connect a computer when Room PC View is enabled and you’re in a meeting

1. Connect the computer to the room system using the video connection harness’s HDMI cable
or VGA cable and the SMARTRoomSystem USBBridge.

2. Press Cont ent on the console.

3. Press Desktop/Device, and then press St art Presenting.

4. If necessary, orient touch (see

Orienting touch

on the next page).

5. Interact with the computer by touching the interactive flat panel.

6. Press Desktop/Device, and then press Stop Presenting when done.

To connect a computer when Room PC View is enabled and you’re not in a meeting

1. Connect the computer to the room system using the video connection harness’s HDMI cable
or VGA cable and the SMARTRoomSystem USBBridge.

Press R oom PC View on the console.

2.

23 smarttech.com/kb/170818

CHAPTER4
CONNECTING COMPUTERS

3. If necessary, orient touch (see

Orienting touch

below).

4. Interact with the computer by touching the interactive flat panel.

Press R oom PC View when done.

5.

Orienting touch

You need to orient touch on each computer you connect to your room system using the
SMARTRoomSystem USBBridge. The procedure for orienting touch differs depending on
whether SMARTProductDrivers is installed on the computer.

You might need to repeat the orientation procedure at a later time if touch isn’t accurate. This can
happen if you change the resolution on the computer or connect another computer to your room
system.

To orient touch when SMARTProduct Drivers is installed

1. Ensure the computer is connected to the room system.

Press the SMARTBoard icon in the notification area (Windows operating systems) or the

2.
Mac menu bar (MacOSX operating system software), and then select Orient .

The orientation screen appears on the interactive flat panel’s display.

NOTES

o

If you connect a computer that’s configured to duplicate the desktop on multiple
displays, the orientation screen appears on both the interactive flat panel’s display and
the computer’s display.

o

If you connect a computer that’s configured to extend the desktop across multiple
displays and the orientation screen appears on the computer’s display rather than the
interactive flat panel’s display, press SPACEBAR until the orientation screen appears on
the interactive flat panel’s display.

3. Follow the on-screen instructions to orient touch.

24 smarttech.com/kb/170818

CHAPTER4
CONNECTING COMPUTERS

To orient touch when SMARTProduct Drivers isn’t installed (Windows operating systems only)

NOTE

This procedure varies depending on your version of Windows operating system and your system
preferences.

1. Ensure the computer is connected to the room system.

2. Open Control Panel.

3. Press Hardware and Sound, and then press Tablet PC Settings.

The

Tablet PC Settings

dialog box appears.

4. Select the appropriate display in the

The

Calibrate pen or touch input screens

Display

drop-down list, and then press Calibrate.

dialog box appears.

5. Press Touch input.

The orientation screen appears.

6. Follow the on-screen instructions to orient touch.

25 smarttech.com/kb/170818

Chapter 5

In most situations, your room system should either be on or turn on automatically when you first
enter the room. If the room system as a whole or any of its components are not on or running as
expected, contact your administrator for assistance. Your administrator can refer to the
troubleshooting chapter in the
on how to troubleshoot the room system (see

The following are issues that might arise when you are using your room system and solutions for
those issues:

Issue Solution

SMARTRoomSystem for Lync administrator’s guide

Resources for a dministrators

on page10).

for information

The LyncRoom System software calendar
doesn’tappear on the console and interactive
flat panels,or if it indicates that the room is free
for 24 hours when you know that is has been
bookedfor meetings.

The camera is on but not recording video. Open the privacyshutter. (The privacyshutter is marked with a red spot to

Remote participants are unable to hear audio
from the room.

You can hear audiofrom remote participants,
but its it’s distorted,or there’s feedback.

You’re unable to hear audio from remote
participants.

You’re unable to write or draw digitalink over a
PowerPoint file.

There is an issue with the connection between the room system and your
organization’s Microsoft Exchange server. Contact your administrator for
assistance.

indicate when it’s closed.)

Ensure the microphones are not muted.

One or more of the remote participants’ audio systems is causing the
distortionor feedback. Mute individualremote participants until you
identify the remote participants with problematicaudio systems. Ask
those remote participants to troubleshoot their audio systems.

Turn up the volume using the console (see

console

on page14).

Ensure you’re sharing the PowerPoint file (and not the screen, part of the
screen or the PowerPointapplication) and that permissions are set so
that either you or everyone can write or draw digital ink over the file.

Managing meetings using the

27 smarttech.com/kb/170818

CHAPTER5
TROUBLESHOOTING

Issue Solution

Videoinput from a connectedguest laptop or
room computer isn’tappearing on the
interactiveflat panels.

Touch isn’t working for a connected guest
laptop or room computer.

Do the following:

l Ensure the HDMI cable or the VGA cable from the video connection

harness is properly connected to the computer.

l Ensure the deviceyou’re connecting to the room system doesn’t

use HDCP.

l For guest laptops:

o

Ensure the laptop’s external display connector is enabled.

NOTE

Depending on the laptop,the external displayconnector
might be enabled automaticallyor you might need to press
a key on the keyboard. See the laptop’s documentation for
instructions.

o

If the console prompts you to share your screen with
everyone in the meeting,press Yes.

l For room computers:

o

Ensure the Room PC View feature is enabled (see

Connecting a room computer

o

On the console,press Content, Start Present ing and then

on page21).

Start Presenting (if you’re in a meeting) or Room P C View (if
you’re not in a meeting).

Do the following:

l Ensure the SMARTRoomSystem USBBridge is properly connected

to the computer.

l Ensure the necessary software is installedon the computer (see

Installing software for the SMARTRoomSystem USBBridge

page22).

l Orient touch (see

Orienting touch

on page24).

on

NOTE

If you come across an issue not in the above table, refer to the

troubleshooting decision tree

SMARTknowledgebase (see

28 smarttech.com/kb/170818

and other troubleshooting information in the

Support center and knowledge base

SMARTRoomSystem for Lync

on page9).

Appendix A

Lync Room System software includes the following features to support users with special needs:

l High contrast themes

l Screen narrator

l Screen magnifier

To apply a high contrast theme

1. Press Opt ions on the console.

2. Press Dark Theme to apply a high contrast theme with light text and graphics on a dark
background.

OR

Press Light Theme to apply a high contrast theme with dark text and graphics on a light
background.

Lync Room System software appears in the selected theme.

NOTES

o

Some features of Lync Room System software behave differently when you apply a
high contrast theme, including the availability of ink colors.

o

To return to the default theme, press Options on the console, and then press Default
Theme.

To use t he screen narrator

1. Ensure the speakers are properly connected and working.

2. Press Opt ions on the console, and then press St art Narrat or.

The

Microsoft Narrator

dialog box appears.

29 smarttech.com/kb/170818

APPENDIX A
SUPPORTING USERS WITH SPECIAL NEEDS

3. Set the controls in the

Microsoft Narrator

dialog box.

TIP

For more information on the controls in the

Microsoft Narrator

dialog box, press Quick Help.

4. Use the screen narrator to read text on the screen.

To use t he screen magnifier

1. Press Opt ions on the console, and then press St art Magnifier.

The

Magnifier

2. Set the controls in the

toolbar appears.

Magnifier

toolbar.

TIP

For more information on the controls in the

Magnifier

toolbar, press Help .

3. Use the screen magnifier to magnify text and graphics on the screen.

30 smarttech.com/kb/170818

Appendix B

compliance

SMARTTechnologies supports global efforts to ensure that electronic equipment is manufactured,
sold and disposed of in a safe and environmentally friendly manner.

Waste Electrical and Electronic Equipment and
Battery regulations (WEEE and BatteryDirectives)

Electrical and electronic equipment and batteries contain substances that can be harmful to
the environment and to human health. The crossed-out wheeled bin symbol indicates that
products should be disposed of in the appropriate recycling stream and not as regular
waste.

Batteries

The remote controls for SMARTBoard 8070i-G4 and 8084i-G4 interactive flat panels contain 1.5V
AAA batteries. Recycle or dispose of batteries properly.

More information

See smarttech.com/compliance for more information.

31 smarttech.com/kb/170818

Index

A

accessibility 29
accessories 6
ad hoc meetings 13
annotations 20
audio processor 5
audio, sharing 3

B

batteries 31

C

cable raceways 6
calendar 12
calls 14
cameras 5
collaboration 3
computers Seelaptops
consoles

about 5
managing meeetings with 14

drawing 20
DViT technology 4

E

e-mail 17
extra large rooms 8
extra small rooms 7

F

field of view 5

G

gallery of participants 15
guest laptops Seelaptops

H

HDCP 19, 22
HDMI 5, 28
high contrast themes 29

D

dial pad 14, 16
digital ink 20
digital pan, tilt and zoom 5
displays

consoles Seeconsoles
interactive flat panels Seeinteractive

flat panels

documentation 8

33 smarttech.com/kb/170818

I

ink 20
instant messaging 15
interactive flat panels 4

K

keyboard Seeon-screen keyboard
knowledge base 9

INDEX

L

laptops 5-6, 19, 28, See alsoroom

computers
large meetings 14
large rooms 8
Lync appliances 4
Lync infrastructure 2
Lync Room System software

about 2
using 11

M

magnifier Seescreen magnifier
media, enabling in PowerPoint files 20
medium rooms 7
meetings

converting existing meetings to Lync

meetings 12
ending 16
managing with the console 14
presneting content during 17, 19
scheduling 11
starting 12

microphones

about 5
connecting additional 6
muting 15

Microsoft Lync appliances SeeLync

appliances

Microsoft Lync infrastructure SeeLync

infrastructure

Microsoft Lync Room System

software SeeLync Room System

software
Microsoft Outlook 11
Microsoft PowerPoint 3, 20
mute 15

N

narrator Seescreen narrator

O

on-screen keyboard 15
Outlook SeeMicrosoft Outlook

P

participants, meeting 14
phone features 14, 16
presence detection sensors

about 3
turning on the room system with 12

privacy 5

R

room computers 5-6, 21, 28, See

alsolaptops

room systems

about 2
accessories for 6
comparing 7
components of 3
features of 2
turning on 12
using 11

S

screen magnifier 30
screen narrator 29
screens

consoles Seeconsoles
interactive flat panels Seeinteractive

flat panels
shutters, camera 5
small rooms 7

34 smarttech.com/kb/170818

INDEX

SMART Board interactive flat

panels Seeinteractive flat panels

SMART Room System USB Bridge

about 6
connecting a room computer to 21
installing software for 22

orienting touch 24
SMART Room Systems Seeroom systems
speakers

about 5

muting 15
special needs 29
startup 2, 12
support 9

T

themes 29
touch panels Seeinteractive flat panels
training 8
troubleshooting 27
tutorial 8

U

USB Bridge SeeSMART Room System

USB Bridge

V

VGA 5, 28
video connection harness 5
videos 3, 15, See alsocameras
volume 15

W

wall stand kits 6
WEEE and Battery Directives 31
whiteboard feature 3, 17
writing 20

35 smarttech.com/kb/170818

SMARTTECHNOLOGIES

smarttech.com/support

smarttech.com/support/entsupport

smarttech.com/kb/170818