How to use Gravity Conference Rooms

There are two types of Rooms: A Teams Room, which requires the meeting room to be invited, typically with a touch screen controller on the desk, and a BYOD (bring-your-own-device) Room, which requires you to bring your own laptop and plug it into the room's equipment.

If the room has a touchscreen device on the table, it's a Teams Room. If not, it's a BYOD room.

Teams Rooms

A Teams Room is a meeting room that has its own Teams account and calendar. You can invite the room to your meeting when you schedule it, or you can join a meeting from the room's touch screen controller. To use a Teams Room with invitation, follow these steps:

Before the meeting, invite the room to your meeting from your Teams app or Outlook. You can find the room's name and email address on the touch screen controller or on a sign near the room. It can take a few minutes before the Meeting appears on the screen. You can still join a meeting by joining manually by pressing Join meeting, you'll need the Meeting ID and Passcode (normally found on the meeting invite)
At the start of the meeting, go to the room and touch the meeting on the touch screen controller. You will see the meeting details and the participants on the TV screen.

To share your content, you can either join the meeting on your own laptop and share like you normally would (remember to mute the laptop to prevent echo). Or you can use the HDMI cable to connect your device to the room's equipment.
To mute or unmute the room's microphone, touch the Mute button on the touch screen controller or on the sound bar. You can also adjust the volume or switch the camera on or off from the touch screen controller.
To end the meeting, touch the Hang up button on the touch screen controller.

BYOD Meeting Rooms

Our BYOD (Bring Your Own Device) meeting rooms make it easy to connect, present, and collaborate - whether you’re using PowerPoint Live, sharing your screen, or just joining a meeting. Here’s how to get started:

Connect Your Device

Plug your laptop into the meeting room AV system using the provided cable.

Join Your Teams Meeting

Launch Microsoft Teams and join your scheduled meeting as usual.

Share Content:

To present with PowerPoint Live:
- Click Share in your Teams meeting window and select PowerPoint Live.
New! Shared Display mode is now automatically detected. Remote participants and in-room attendees will only see your slides - no desktop clutter.
To share your screen:
- Click Share, then select your screen or specific window.

Tips & Troubleshooting:

If you join the meeting before connecting to the room, you’ll have to manually enable Shared Display:
- In Teams, go to View > More Options > Add shared display
Using a Windows PC and Shared Display doesn’t appear right away?
- Try unplugging and reconnecting the AV cable a couple of times. The feature should activate automatically afterward.
For best results:
- Ensure your laptop and Teams app are up to date.