104 STEPS

1. This is a tutorial for WQSB staff of how to setup the board office Council Chambers for presentations with the new displays.

It is recommended to click the button with the dashed box to view the tutorial full screen.

2. The default format is a click-through, interactive tutorial in English, but you can change the format using the first button in the toolbar below. You can also click on the settings icon (gear) in this same toolbar to switch the language.

3. This setup has a WQSB laptop connected to the second display, the displays to the right wirelessly mirroring projected content, and the display on the left ready for remote participants connected to a Teams meeting captured by the Polycom camera.

4. Each display has a label on the tray below the screen. Always return WQSB Displays 1 through 4 to this arrangement, going from left to right.

5. Here is the center WQSB display. It is a SMART Board GX175 (v2) touchscreen display on a mobile cart with a Poly Studio x50 camera mounted on top. More info about the board can be found here:

edtech.westernquebec.ca/resources/hardware/smartboards/

6. First, ensure the power bar for the unit is plugged into a wall outlet. You can adjust the cable length as needed to position the display in the optimal position. This delivers power to the display and camera.

7. If needed, a laptop can also be powered from the bar.

Do not remove the power bar, adjust these cables, or turn off the power switch on the bar.

8. If needed, the height of the SMART Board can be adjusted on the mount, but only with two to three people assisting with the adjustment.

9. Click the Power button to turn on the display. It will be blue when powered on, red when in standby mode

10. The Home button will bring you back to the SMARTBoards home screen if needed.

11. The Freeze button will allow you to temporarily freeze the content on the screen until pressed again. This can be useful if needing to switch content on your computer during your presentation.

12. The Volume Down and Volume Up buttons will allow you to adjust the volume of audio being output from the display.

13. This is the location of the display's status light and infrared receiver if using the remote control.

More information about the display's controls can be found here.

14. There is a remote for the display attached to the tray below the screen. The main control icons mirror that of the display.

Please ensure the remotes stay with their assigned screen. There is a label on the back of each remote.

15. The Back button returns the display to its previous screen.

16. The Input button switches the display between connected inputs.

17. The Screen shade button hides screen contents behind an adjustable screen shade.

18. The Share screen button shows or hides the screen share connection info bar which will be outlined in a later step.

More information on using the remote can be found here.

19. This is the Home screen of the SMARTBoard GX175 v2. It is a touchscreen device so all functions can be accessed through tapping their icons.

More information can be found here.

20. There are two pens included with the SMARTBoard that magnetically attach on to the front panel. They can be used for writing, drawing, erasing, and annotating directly on projected content or within apps built into the display.

21. On the left-side of the display, you will find a single USB-C cable. This cable will transmit video and audio from your computer to the display and also allow you to power your computer and use the board's touch input.

22. Each cable has a label indicating its use. For the majority of all use, the only cable you will need to use is "1. USB-C".

Ensure the cable is always returned to the same spot.

23. There will be a USB-C port on the side of your laptop. It is an oval-shaped port and it is reversable.

24. Do not make alternations to any of the cabling at the back of the display.

25. If you are using an older laptop that does not have a USB-C port, there is a HDMI cable labelled "2. Backup" that can be used to transmit video and audio from your laptop to the display.

26. When you connect your computer to the SMART Board, the input should automatically switch to mirror that of your computer. You can also choose to extend your Windows desktop to the display by pressing Windows logo key + P then selecting Extend.

27. If you ever need to switch the display's input, you can use the Input button on the remote, or open the Side Toolbar from the arrow icons on both the left and right edges of the screen.

28. Click the arrow to open the Side Toolbar

29. Click Input to be able to choose from the available inputs.

Learn more about the other functions of the Side Toolbar here.

30. Here you can switch through available inputs. "Android" is the default operating system home screen for the display. If a computer is connected, you will see a green dot beside the corresponding port and can click on it to switch the input.

31. Type-C1 is the input where your computer's input will be displayed when connected with the USB-C cable.

You can also quickly control the display brightness and volume with the sliders at the bottom of this screen.

32. The notification icons in the top-right corner of the screen show you the status of the speakers (on or off), and ethernet / wireless network connections (connected or disconnected).

33. That's it, you're done! You can learn more about the SMART Board GX here.

For information on how to wirelessly connect SMART Boards together, to your laptop, and for running hybrid sessions with the Poly x50 camera, continue the tutorial.

34. If needed, you can have other SMART Board GX v2 units (up to four total in the WQSB Council Chambers), wirelessly mirror the content being shown on the primary connected display in the room.

Go to the SMART Board home screen and click Screen Share.

35. Click Menu

36. Click Screen Group

37. The primary display that your computer is connected to will be the "Main screen". Click Create Group.

38. The primary display is now ready to start wirelessly broadcasting its content.

Go to the other displays in the room that you would like to have mirroring the content. Ensure the displays are on the home screen.

39. On the other display that you would like to connect, click Screen Share.

40. Click Menu

41. Under "I am Second screen" click Join Group.

42. If you have already setup the primary display to broadcast, you should see the display listed under "Option 2: Join by connecting the main screen".

Click Connect and join.

43. You will see the message "Connected" once it is wireless connected to the main display.

Click anywhere outside the connection window to hide it in preparation to mirror the main screen content.

44. Back on the primary display, you will see the "Second screens" that are now part of the group.

When ready, click Broadcast.

45. The primary display is now wirelessly broadcasting to the secondary displays.

46. The secondary display (on right), will now wirelessly mirror the content shown on the primary display (on left). This can be done across the four total displays available for the WQSB Council Chambers to allow setup flexibility.

47. If the secondary displays do not start mirroring the primary display within 10 seconds or so and show a black screen with a spinning circle, click Stop Broadcast on your primary screen, then click Broadcast again.

48. To stop the wireless sharing, click Stop Broadcast. You can resume by selecting "Broadcast" from this same menu.

For information on how to wirelessly connect your laptop to the displays and for running hybrid meetings, continue this tutorial.

49. To wirelessly connect your laptop to the WQSB Display, on the display home screen, click Screen Share.

*If you want all screens to wirelessly mirror your laptop content, ensure you are first "Broadcasting" as outlined in the previous steps.

50. Note the wireless sharing code that comes up on the screen. We will enter this on the computer in the next step.

51. On your WQSB laptop, open the Windows start menu and search for "Bytello". In the results that come up, click Bytello Share.

(*If you do not see this software, please submit a ticket to have it installed on your laptop.)

52. Once Bytello Share opens, click in the first box under Input connection code and type in the code shown on the display you want to connect to.

53. This will bring you to the Bytello Share connection window. You should see your status as "Connected". When ready, click Start under "Screen Share".

54. In the menu that comes up, you can choose Desktop to mirror your laptop display, Extend Screen to use the display as a secondary wireless screen, or select to share a single program under Window.

55. Click Privacy Desktop

56. Here you can toggle on to Hide notifications to prevent sharing pop-up notifications from programs like Outlook and Teams while screen sharing.

57. Once you have selected the content you want to wirelessly share to the display, click Mirror.

58. You will see the following message appear, prompting you to accept the wireless sharing request on the display.

59. On the WQSB Display, click Accept.

60. Once the request is accepted, the board will display the content being wirelessly shared from your laptop.

61. Once the wireless connection is active, you will see an icon at the top of your laptop's screen showing "Mirroring".

To manage the settings, click Mirroring.

62. Here you can pause sharing by clicking Pause, switch to sharing other content by clicking Switch, enable touch controls on the board by clicking Touch, and stop sharing with Close.

63. If you had previously set the main display to wirelessly broadcast to the other secondary displays, the wireless screen share from your laptop will also appear on these displays.

That's it, you're done! Continue on to learn how to run hybrid meetings.

64. Each WQSB Display has a Poly Studio x50 camera mounted to the top to allow for running virtual or hybrid meetings using the displays and a Microsoft Teams meeting. Each display can be used on its own or in combination with each other.

65. The Poly Studio x50 is an all-in-one video bar complete with high quality camera, microphones, and speakers. It is configured as a "Microsoft Teams Room" device to make connecting to Teams meetings simply and user friendly.

66. For a hybrid session (some in-person, some remote attendees), the recommended method is to use WQSB Display 1 (far left-side of room) for all video / audio capture and sound from the Teams meeting. Displays 2 - 4 can be used for in-room sharing.

67. On the display you will be using for the Teams meeting, ensure the input is on HDMI2.

WQSB Display 1 will always default to this input when starting up.

68. The Poly x50 runs is connected to the WQSB-SCHOOLS wireless network. If available, plugging the ethernet cable located at the back of the display, into an active port will provide the most reliable high-speed connection.

69. Ensure the lens cap for the Poly x50 camera is off.

70. The Poly x50 has high quality built-in microphones that will capture sound close to the display with excellent clarity. A microphone with a 25-ft cable is also located on the tray and can be placed centrally when needed.

71. The system will automatically switch between the cameras built-in mic and the extension mic as needed. Always test with your remote attendees to ensure they can clearly hear in-room speakers.

72. Once you see this screen, the display is ready to be connected to your Teams meeting.

73. Open Microsoft Teams on your WQSB computer. It is always recommended for WQSB staff to use the desktop application on your computer to access Teams (see this link if you need support using Microsoft Teams).

Click Calendar.

74. You can connect the Poly x50 to previously scheduled or impromptu Microsoft Teams meetings. It is recommended to schedule your Teams meetings in advance so that all participants have the meeting time and link available in their calendars.

75. If you want to connect the Poly x50 to an impromptu Microsoft Teams call, use the option "Meet now" from your Teams calendar then send your participants the meeting link once it has started.

76. In this tutorial, we will use a previously scheduled Teams meeting. Click Guest speaker presentation!

77. Click Join

78. Here you will see the Teams join meeting screen where you can configure your video and audio settings. Normally, you connect to Teams meetings using the default "Computer audio" option.

79. When you are connecting to a Teams meeting and you are near a Poly x50 that is on and ready to connect, you will see a purple bar and the word "suggested" appear beside "Room audio". Click Room audio.

80. Confirm that the name of the detected device matches what is on the WQSB Display connected to the Poly x50.

81. By default, using the "Room audio" option will turn off your computer's microphone and webcam. You can choose to enable your laptop webcam in addition to the Poly x50 video feed if desired.

82. It is essential that the microphone on your laptop remain off and speakers muted to avoid echo. This applies to any other people in the same room joining the Teams meeting. The WQSB Display connected must be the only active mic / unmuted speaker.

83. When ready, click Join now.

84. On the WQSB Display you will see the Teams meeting interface appear. You will also see the LED light strip on the video bar turn GREEN indicating that the device's microphone is ON.

85. Click highlight

86. Click highlight

87. Click highlight

88. Click highlight

89. Click highlight

90. Using the mouse connected to the Poly x50, you can turn the devices audio and video feeds on and off.

91. To mute the microphone on the Poly x50, click the Microphone icon.

92. When its microphone is OFF, the lights on the video bar will appear RED

93. The camera icon is used to disable and enable the video feed from the Poly x50.

94. The + and - icons are used to control the volume of the Poly x50's speakers.

95. You will manage other Teams meeting controls such as screen sharing, meeting chat, participants, and breakout rooms as normal from your computer so these icons are not necessary to use when connected to a Teams meeting on your computer.

96. To access the Poly x50s camera controls to enable or disable camera tracking and zoom, use the mouse connected to the video bar and place the cursor to the far right edge of the monitor. Click, hold and drag the cursor to the left.

96b. Drop

97. Here you will see the Poly x50 device info screen appear which shows you the name of the unit, its IP address (useful if ever needing to submit a HelpDesk ticket for support), and the Camera Settings menu.

Click Camera Settings.

98. You can click Tracking On to enable automatic speaker tracking. This can work well in certain environments, although in classrooms with many sources of noise, it is recommended to leave it disabled (indicated when the button shows as "Tracking On")

99. Click Camera Control

100. For classrooms, a better option than relying on automatic tracking is to set the level of zoom and pan the camera to best capture the desired area of the room.

The + and - icons in this menu control the camera zoom.

101. Once zoomed in, you can use the four arrow icons to pan the camera to the desired location.

102. Once complete, you can end the Teams meeting as normal on your computer. Replace the lens cap on the video bar. The Poly x50 and monitor will automatically go into a sleep mode after a period of inactivity.

103. You can leave the unit plugged in for its next use. Alternatively, you can unplug the cables and move to another room or store in a safe location as needed. When next plugged in, it will automatically boot up, sign-in, and be ready to connect.

104. That's it. You're done! If you would like to see videos outlining the full setup and connection process, see the link here.

Please contact the WQSB technology department if you have any questions or need support with your Poly Studio x50.