Knowby FTI Group
Knowby
Teams Meeting Room User Guide
A step-by-step guide to booking meetings via Outlook and using the in-room Microsoft Teams system, including audio, video, and presentation features.
A step-by-step guide to booking meetings via Outlook and using the in-room Microsoft Teams system, including audio, video, and presentation features.
1
Step 1 of 11
<p><strong>Outlook Classic (Desktop)</strong></p><p></p><ol><li><p><span style="font-size: 16px; line-height: 1.4;">Open <strong>Outlook (Desktop – Classic)</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>New Items</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>Teams Meeting</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Fill out the required fields:</span></p><ul><li><p><span style="font-size: 16px; line-height: 1.4;">Meeting title</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Attendees</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Date and time</span></p></li></ul></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>Location</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Select the <strong>TRIBE MTG Room | FTI Group</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>Send</strong></span></p></li></ol><p><span style="font-size: 16px; line-height: 1.4;">✅ The meeting will now appear on the room’s Tap screen</span></p>

Outlook Classic (Desktop)

  1. Open Outlook (Desktop – Classic)

  2. Click New Items

  3. Click Teams Meeting

  4. Fill out the required fields:

    • Meeting title

    • Attendees

    • Date and time

  5. Click Location

  6. Select the TRIBE MTG Room | FTI Group

  7. Click Send

✅ The meeting will now appear on the room’s Tap screen

2
Step 2 of 11
<p><strong>Outlook Classic (Desktop)</strong></p><p></p><ol><li><p><span style="font-size: 16px; line-height: 1.4;">Open <strong>Outlook (Desktop – Classic)</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>New Items</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>Teams Meeting</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Fill out the required fields:</span></p><ul><li><p><span style="font-size: 16px; line-height: 1.4;">Meeting title</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Attendees</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Date and time</span></p></li></ul></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>Location</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Select the <strong>TRIBE MTG Room | FTI Group</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>Send</strong></span></p></li></ol><p><span style="font-size: 16px; line-height: 1.4;">✅ The meeting will now appear on the room’s Tap screen</span></p><p></p>

Outlook Classic (Desktop)

  1. Open Outlook (Desktop – Classic)

  2. Click New Items

  3. Click Teams Meeting

  4. Fill out the required fields:

    • Meeting title

    • Attendees

    • Date and time

  5. Click Location

  6. Select the TRIBE MTG Room | FTI Group

  7. Click Send

✅ The meeting will now appear on the room’s Tap screen

3
Step 3 of 11
<p><strong>Start a Meeting in the Room</strong></p><h2><span style="font-size: 16px; line-height: 1.4;">Option A – Join a Scheduled Meeting</span></h2><ol><li><p><span style="font-size: 16px; line-height: 1.4;">Walk into the room</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">On the <strong>Logitech Tap</strong>, find your meeting</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Tap <strong>“Join”</strong></span></p></li></ol><hr><p></p>

Start a Meeting in the Room

Option A – Join a Scheduled Meeting

  1. Walk into the room

  2. On the Logitech Tap, find your meeting

  3. Tap “Join”

4
Step 4 of 11
<p><strong>Start a Meeting in the Room</strong></p><h2><span style="font-size: 16px; line-height: 1.4;">Option B – Start an Ad-hoc Meeting</span></h2><ol><li><p><span style="font-size: 16px; line-height: 1.4;">Tap <strong>“Meet”</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Tap <strong>“Start meeting”</strong></span></p></li></ol><p></p>

Start a Meeting in the Room

Option B – Start an Ad-hoc Meeting

  1. Tap “Meet”

  2. Tap “Start meeting”

5
Step 5 of 11
<p><strong>Microphone Use</strong></p><p><span style="font-size: 14px; line-height: 1.4;"><em>(Shure MXA920-S Ceiling Mic)</em></span></p><p></p><ul><li><p><span style="font-size: 16px; line-height: 1.4;">No action required</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Speak normally</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Mic automatically picks up voices</span></p></li></ul><p></p>

Microphone Use

(Shure MXA920-S Ceiling Mic)

  • No action required

  • Speak normally

  • Mic automatically picks up voices

6
Step 6 of 11
<p><strong>Audio</strong></p><p><span style="font-size: 14px; line-height: 1.4;"><em>(Creston Speakers)</em></span></p><p></p><ul><li><p><span style="font-size: 16px; line-height: 1.4;">Sound plays through ceiling speakers</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Adjust volume on the Tap screen</span></p></li></ul><p></p>

Audio

(Creston Speakers)

  • Sound plays through ceiling speakers

  • Adjust volume on the Tap screen

7
Step 7 of 11
<p><strong>Dual Screens</strong></p><p></p><ul><li><p><span style="font-size: 16px; line-height: 1.4;">Screen 1 → Participants</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Screen 2 → Shared content</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Works automatically</span></p></li></ul><p></p>

Dual Screens

  • Screen 1 → Participants

  • Screen 2 → Shared content

  • Works automatically

8
Step 8 of 11
<p><strong>Share Content</strong></p><h2><span style="font-size: 16px; line-height: 1.4;">From Your Laptop (Wireless)</span></h2><ol><li><p><span style="font-size: 16px; line-height: 1.4;">Join the Teams meeting on laptop</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Click <strong>Share</strong></span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Select screen/window</span></p></li></ol><hr><h2><span style="font-size: 16px; line-height: 1.4;">TAP HDMI Cable</span></h2><p></p><ol><li><p><span style="font-size: 16px; line-height: 1.4;">Plug in HDMI cable</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Follow on-screen prompt</span></p></li></ol><p></p>

Share Content

From Your Laptop (Wireless)

  1. Join the Teams meeting on laptop

  2. Click Share

  3. Select screen/window

TAP HDMI Cable

  1. Plug in HDMI cable

  2. Follow on-screen prompt

9
Step 9 of 11
<p><strong>Controls on TAP Panel</strong></p><p></p><ul><li><p><span style="font-size: 16px; line-height: 1.4;">Mute / unmute mic</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Adjust volume</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Turn camera on/off</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">Share content</span></p></li><li><p><span style="font-size: 16px; line-height: 1.4;">End meeting</span></p></li></ul><p></p>

Controls on TAP Panel

  • Mute / unmute mic

  • Adjust volume

  • Turn camera on/off

  • Share content

  • End meeting

10
Step 10 of 11

Quick Tips

Do:

  • Book the room using Outlook (Room Finder) to ensure it is available

  • Speak clearly at a normal volume (no need to raise your voice)

  • Use the mute button when not speaking, especially in larger meetings

Don’t:

  • Do not connect any additional USB audio devices to the system

  • Do not change system or device settings

  • Do not move or adjust any installed equipment

11
Step 11 of 11

Quick Troubleshooting

  • No audio (others can’t hear you):
    Check that the microphone is not muted

    • 🟢 Green light (MXA920) = Microphone active

    • 🔴 Red light (MXA920) = Microphone muted

  • Can’t hear others:
    Increase the volume from the Logitech Tap panel

  • Camera not working:
    Leave and rejoin the meeting

  • System stuck or not responding:
    Leave the meeting and join again
    If still not working, contact Jay Abella