MHP 203 Conference Room

Overview
Room equipment
How to add a Zoom meeting link to the schedule
How to use the room for an in-person meeting
How to use the room for a hybrid or remote Zoom meeting
Settings and troubleshooting
Contact DTS

Overview

Room name MHP 203 Conference Room Room type Display screens with iPad controller Department Dornsife Admission & Student Success Last upgraded November 2023 Printable instructions Download quick guide (PDF)

Room equipment

Use iPad controller for:
- Left, center, and right display screens
- Mics, three adjustable cameras, and speakers mounted in ceiling
Optional HDMI cable with USB-C and MiniDP adapters
Confidence monitor at the lectern

An in-room computer is not provided. You must bring a laptop if you plan to share content (such as a slide presentation or videoclip) in the Zoom Room.

How to add a Zoom meeting link to the schedule

If you are using the Zoom Room for a hybrid or remote Zoom meeting:

Confirm with the department that the Zoom Room is available for your meeting date and time.
Open Outlook calendar, create a new meeting, and invite the Zoom Room:
- To: MHP 203 Conference Room (mhp203conf@resources.usc.edu)
- Location: Paste the Zoom meeting link, or use Outlook calendar's Zoom add-in to generate one.
Send the Outlook invitation. On the scheduled day, you will be able to join the Zoom meeting from the Zoom Room without manually typing in the meeting ID and passcode.

Unsure how to use Outlook calendar? For detailed instructions, refer to our guide: "Creating an Outlook calendar event."

How to use the room for an in-person meeting

Before you begin: Bring a computer if you plan to share content (such as a slide presentation or videoclip) in the Zoom Room.

If you need to record the meeting, refer to the Zoom meeting instructions instead (the ability to record is a Zoom feature).

Screenshare from your computer wirelessly using the Zoom app (recommended)

Quick guide

When you begin sharing your computer screen, the Zoom Room automatically turns on. If it does not, tap Room Controls on the iPad controller.

On your computer:

Connect to USC Secure Wireless or Guest Wireless.
Open the Zoom app. Instead of joining a meeting, click Share Screen.
If prompted, type the Sharing Key (top right corner of Zoom Room screen). Click Share Screen.
- If you don't see a Sharing Key because the Zoom Room is off: on the iPad controller, tap Share Content to display the Sharing Key.
To stop sharing, click Stop Share on your computer.

Detailed guide (with screenshots)

When you begin sharing your computer screen, the Zoom Room automatically turns on. If it does not, tap Room Controls on the iPad controller.

On your computer:

Connect to USC Secure Wireless or Guest Wireless.
Open the Zoom app. Instead of joining a meeting, click Share Screen.
If prompted, type the Sharing Key (top right corner of Zoom Room screen). Click Share Screen.
- If you don't see a Sharing Key because the Zoom Room is off: on the iPad controller, tap Share Content to display the Sharing Key.
To stop sharing, click Stop Share on your computer.

Screenshare from your computer using the HDMI cable

Wireless network not working or Zoom app not installed on your computer? Simply plug the HDMI cable (beside the iPad controller) into your computer. USB-C and MiniDP adapters are also available if your computer does not have an HDMI port.

The screenshare should begin within 5 seconds once you connect your computer.

How to use the room for a hybrid or remote Zoom meeting

Before you begin: Bring a computer if you plan to share content (such as a slide presentation or videoclip) in the Zoom Room.

How to start or join the Zoom meeting

Start a Zoom meeting that is linked on the schedule

Quick guide

On the iPad controller:

Tap Join under the meeting name.
If the Zoom Room is the first participant, it starts the Zoom meeting as a co-host. The camera, mic, and speakers automatically turn on.
The Zoom meeting controls display.

Detailed guide (with screenshots)

On the iPad controller:

Tap Join under the meeting name.
If the Zoom Room is the first participant, it starts the Zoom meeting as a co-host. The camera, mic, and speakers automatically turn on.
The Zoom meeting controls display.

Start a Zoom meeting that is not linked on the schedule

Quick guide

If the Zoom meeting link already exists:

On the iPad controller:

Tap Join.
Type the Zoom meeting ID and tap Join. If prompted, type the meeting password.
The Zoom Room joins the Zoom meeting as a participant. The camera, mic, and speakers automatically turn on.
The Zoom meeting controls display.
- Note that the Zoom Room can only join as a participant with this method: the Zoom meeting host must manually make the Zoom Room a co-host.

If you need to create a new Zoom meeting on the spot:

On the iPad controller:

Tap New Meeting.
The Zoom Room starts a new Zoom meeting as the host. The camera, mic, and speakers automatically turn on.
The Zoom meeting controls display.
- Note that the Zoom Room is the host with this method: any recordings or statistics will be saved to the Zoom Room's account and not an individual's Zoom account.

Detailed guide (with screenshots)

If the Zoom meeting link already exists:

On the iPad controller:

Tap Join.
Type the Zoom meeting ID and tap Join. If prompted, type the meeting password.
The Zoom Room joins the Zoom meeting as a participant. The camera, mic, and speakers automatically turn on.
The Zoom meeting controls display.
- Note that the Zoom Room can only join as a participant with this method: the Zoom meeting host must manually make the Zoom Room a co-host.

If you need to create a new Zoom meeting on the spot:

On the iPad controller:

Tap New Meeting.
The Zoom Room starts a new Zoom meeting as the host. The camera, mic, and speakers automatically turn on.
The Zoom meeting controls display.
- Note that the Zoom Room is the host with this method: any recordings or statistics will be saved to the Zoom Room's account and not an individual's Zoom account.

Screensharing during a Zoom meeting

Screenshare from your computer wirelessly using the Zoom app (recommended)

Quick guide

On your computer:

Connect to USC Secure or Guest Wireless.
Open the Zoom app. Instead of joining a meeting, click Share Screen.
If prompted, type the Sharing Key (top right corner of Zoom Room screen). Click Share Screen.
To stop sharing, click Stop Share on your computer.

Detailed guide (with screenshots)

On your computer:

Connect to USC Secure or Guest Wireless.
Open the Zoom app. Instead of joining a meeting, click Share Screen.
If prompted, type the Sharing Key (top right corner of Zoom Room screen). Click Share Screen.
To stop sharing, click Stop Share on your computer.

Screenshare from your computer using the HDMI cable

The screenshare should begin within 5 seconds once you connect your computer.

Monitoring or moderating a Zoom meeting

Monitor a Zoom meeting from the confidence monitor and iPad controller

Confidence monitor

When you use the Zoom Room for a Zoom meeting, the confidence monitor automatically turns on and displays the active speaker view.

When someone in the Zoom Room is speaking: the confidence monitor displays how the Zoom Room appears to remote attendees.
When a remote attendee is speaking: the confidence monitor displays that remote attendee. If you're standing at the lectern, this allows you to see the remote attendee, without turning to look at the display screens on the wall behind you.

iPad controller

Most Zoom meetings don't require significant moderation: you can monitor the meeting chat and other participant interactions using the iPad controller.

Moderate a Zoom meeting from your computer

To perform more involved functions (e.g. using the chat feature heavily, managing breakout rooms, or using Zoom's Whiteboard feature), you can join your computer to the meeting as a separate participant. Note that you must be the Zoom meeting host or a co-host to use these controls:

Quick guide

On your computer:

Mute your computer speakers to avoid audio feedback.
- Need to screenshare with audio? Instead of muting, plug a pair of headphones or earbuds into your computer: your computer's speaker volume will determine the audio volume.
Open the Zoom app. Instead of Share Screen, click Join and type the Zoom meeting credentials.
Mute your computer microphone to avoid audio feedback.

Detailed guide (with screenshots)

On your computer:

Mute your computer speakers to avoid audio feedback.
- Need to screenshare with audio? Instead of muting, plug a pair of headphones or earbuds into your computer: your computer's speaker volume will determine the audio volume.
Open the Zoom app. Instead of Share Screen, click Join and type the Zoom meeting credentials.
Mute your computer microphone to avoid audio feedback.

Settings and troubleshooting

Starting the Zoom Room

Turn on/off the Zoom Room

Turning on

The Zoom Room automatically turns on when you screenshare from your computer or use the iPad controller to join/start a Zoom meeting.
If it does not, tap Room Controls on the iPad controller. Then, tap Power On for each display screen.

Turning off

The Zoom Room automatically goes to sleep after inactivity.
If it does not, tap Room Controls on the iPad controller. Then, tap Power Off for each display screen.

Screensharing options

Screenshare and audio troubleshooting

When you screenshare to a Zoom Room, sound automatically plays through the Zoom Room's speakers rather than your computer speakers. To change the speaker volume, use your computer's volume control or the iPad controller.

If sound is coming through your computer speakers instead of the Zoom Room's speakers

Cause: This issue has been known to happen on certain computer models such as the MacBook Pro.

Solution: Open your computer's audio settings and manually change the output from your computer's speakers to the Zoom Room's speakers. On the MacBook Pro, click the Settings icon in the menu bar (top right corner) and select the icon next to Sound. Then, select a different output source.

If sound is coming simultaneously through both your computer speakers and the Zoom Room's speakers

Cause: When your computer is joined to the Zoom meeting as an attendee separate from the Zoom Room, Zoom cannot detect that your computer speakers and the Zoom Room speakers are in the same location.

Solution: Plug a pair of headphones or earbuds into your computer. This will dampen the sound from your computer while still allowing it to play from the Zoom Room's speakers.

Alternative solution: If you don't need to moderate the Zoom meeting from your computer, then on your computer:

Exit the Zoom meeting.
In the Zoom app, select Share Screen instead of Join.

Screenshare specific windows instead of the entire desktop

If you are connecting your computer to the Zoom Room, by default your entire desktop gets shared.

If your computer is connected to the Zoom Room wirelessly using the Zoom app, you can change this setting in the Zoom app:

Enabling screensharing options from your computer to a Zoom Room

If your computer is connected to the Zoom Room via the HDMI cable, you can't select specific windows but you can switch the Zoom Room screen from Mirror/Duplicate to Extended display as a workaround:

Switching between Mirror/Duplicate and Extended display modes

Screenshare a PowerPoint in Presenter View

Screensharing PowerPoints in Presenter View in a Zoom Room

Screenshare from an iPad or iPhone

Screensharing from an iPad/iPhone in a Zoom Room

Allow others in the Zoom Room to screenshare

Anyone in the Zoom Room can use the Zoom app to screenshare from their computer to the Zoom Room. Just be aware that only one person can screenshare at a time. To screenshare, they should follow these steps on their own computer:

Connect to USC Secure Wireless or Guest Wireless.
Open the Zoom app. Instead of joining a meeting, click Share Screen.
If prompted, type the Sharing Key (top right corner of Zoom Room screen). Click Share Screen.

Zoom Room controls

Adjust the volume during an in-person, non-Zoom meeting

Use the volume slider on the iPad controller. If your computer is wirelessly connected to the Zoom Room via the Zoom app, you can also use your computer's volume control to change the Zoom Room's speaker volume.

Adjust the volume, view, or cameras during a Zoom meeting

Use the iPad controller to adjust any settings during a Zoom meeting:

Volume

Use the volume slider. If your computer is wirelessly connected to the Zoom Room via the Zoom app, you can also use your computer's volume control to change the Zoom Room's speaker volume.

View

Tap View and select any of the options to switch your view of the other Zoom meeting attendees.

By default, Zoom does not display attendees if their video is off. There are two ways to change this setting so that you can view all attendees:

Option 1: Tap View > Show Non-video Participants
Option 2: Tap Participants > More > Show Non-video Participants

Cameras

Quick guide

On the iPad controller:

First, make sure that you are in gallery view: tap View and select Gallery. This isn't required but will make it easier to see which camera is being adjusted, since this Zoom Room has multiple.
Close the View options. Tap Camera Control.
Use the dropdown at the top to select which of the cameras you want to adjust. Then, use the controls to adjust the selected camera.

Detailed guide (with screenshots)

On the iPad controller:

First, make sure that you are in gallery view: tap View and select Gallery. This isn't required but will make it easier to see which camera is being adjusted, since this Zoom Room has multiple.
Close the View options. Tap Camera Control.
Use the dropdown at the top to select which of the cameras you want to adjust. Then, use the controls to adjust the selected camera.

Other settings

Retrieve a meeting recording

When a Zoom meeting is recorded to the cloud, the recording files live on the Zoom account that hosted the meeting.

If you selected Join or Start to join the Zoom Room to the meeting: An individual hosted the meeting and the recording files are located on their Zoom account.

If you selected New Meeting in the Zoom Room: The Zoom Room hosted the meeting and the recording files are located on the Zoom Room account. Email ts@dornsife.usc.edu with the following details, and we will contact ITS to retrieve the recording files:

Zoom Room location (building name and room number)
Meeting date and time (must be within last 365 days)
Meeting ID if known

Recordings older than 365 days are automatically deleted and cannot be retrieved by ITS.

Contact DTS

Hours: Weekdays, 9am–5pm
Phone: 213-740-2775
Email: ts@dornsife.usc.edu
Start a chat: Click the red droplet-shaped icon in the bottom right corner of this page