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How to Use and Connect to the Video Conference Device

From HEIN+FRICKE

1. Before You Start

Make sure the following items are available:

  • Your laptop with Microsoft Teams installed
  • HDMI / USB cables
  • TV powered on

2. How to Start the Video Conference device (Poly Studio USB)

  1. Make sure the power adapter of the device is connected to the power board behind the television.
  2. There is a dedicated remote for the device on which the power button which should/can be pressed
  3. The Poly Studio device should display a green colored light bar which indicates its powered on.

3. Where/how to place the Expansion Mic

  1. Make sure the expansion mic is connected to the Poly Studio via RJ11 cable.
  2. Place the mic at the end of the table that's towards the Poly Studio itself so it should sit paralleled to the TV on the table. [PLACE HOLDER FOR IMAGE OF MIC ON TABLE]

4. How to Join a Teams Meeting (Laptop + USB/HDMI Device)

  1. Connect your laptop to the device:
    • USB-C/USB-A → camera/mic/speaker
    • HDMI → display sharing (optional)
  2. Open Microsoft Teams.
  3. Click Join Meeting.
  4. In Teams settings:
    • Camera: "Polycom Studio"
    • Microphone: "Echo Cancelling Speakerphone (Polycom Studio Audio)"
    • Speaker: "Echo Cancelling Speakerphone (Polycom Studio Audio)"

Required Settings (Important)

Disable Microsoft Teams Noise Suppression

Teams → Settings → Devices → Noise Suppression → Disable

Enable Acoustic Fence in Poly Lens App

Poly Lens → Poly Studio USB → Settings → Audio → Acoustic Fence → Wide

Enable Poly NoiseBlockAI for Outgoing Audio in Poly Lens App (For IT Team)

Poly Lens → Poly Studio USB → Settings → Audio → Poly NoiseBlockAI for Outgoing Audio → Enable

Enable USB Asynchronous Audio in Poly Lens App (For IT Team)

Poly Lens → Poly Studio USB → Settings → Audio → USB Asynchronous Audio → Wide

Troubleshooting Tips

No camera detected

  • Check USB cable
  • Restart the Poly Studio device
  • Restart Teams
  • Select camera manually in Teams

No audio

  • Ensure speakers selected in Teams
  • Check room controller volume
  • Check display TV volume

Echo / feedback

  • Only one device (room OR laptop) must have mic active
  • Mute laptop mic if using room system

Low video quality

  • Ensure stable network
  • Close background apps
  • Connect via LAN if possible

Support

If you face issues, contact IT Support:

  • Zammad: Create a ticket under “Video Conference Device”
  • Email: support@heinfricke.services
  • Teams Chat: HF ALL
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