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Meetings in the modern workplace
Surface Hub

The Surface Hub is a touchscreen display with a camera, speakers and a microphone to hold videoconferences, share OneDrive files and collaborate on a whiteboard.

Surface Hub: Touchscreen fixed on the wall

Note

Only a person with administrator access can change the language of a Surface Hub device.

Join a Microsoft Teams meeting

If you booked a room:

  1. touch the screen to bring the device out of standby, if necessary
    • an icon of your meeting will appear on the screen, with your name and the time
  2. select your meeting
  3. tap the Join button at the bottom right to join your meeting

Join a meeting instantly:

  1. touch the Meet now button on the home screen
    • a side window appears
  2. touch Join now at the bottom right
    • the Teams application opens
  3. in the top right-hand corner, touch the Invite someone or dial number search bar
    • to add participants from Public Services and Procurement Canada (PSPC), start typing the person's name and select their name from the list that is displayed
    • to add participants from outside PSPC, type their full email address or cell phone number instead
  4. repeat the same operation for all the people you wish to invite

Connecting to Surface Hub

You can connect to the Surface Hub to access your meetings and OneDrive files. It's possible to log in whether you have booked the room or not.

  1. On the Surface Hub screen, touch Sign in to see your meetings and files
  2. Write your name in the appropriate box and select your name when it appears, then press enter
  3. Enter your Outlook email address (firstname.lastname@tpsgc-pwgsc.gc.ca) and password, taking care to respect the case-sensitive and not to select the email suggested by the keyboard
    • if you select the keyboard-suggested email, a space is automatically added at the end of your email and this will create login issues
  4. Select Done on the Surface Hub prompt window: "We've added your account successfully. You now have access to your organization's apps and services"
  5. Choose your preferred Multi-Factor Authentication method to complete your connection

Note

  • Visit Multi-Factor Authentication (MFA) for instructions on configuring your authentication method
  • If, for any reason, you are unable to access your meeting calendar by logging in, you can opt for screen projection (see Advanced features)

Ending a session on Surface Hub

Ending a video call by quitting Teams does not end the session on the Surface Hub.

  1. Exit your session by selecting End session
    • you will be asked if you are sure you want to end the session
  2. Select Yes
    Exact location of the "End session" button

Note

  • If you don't confirm within 10 seconds, the session will end for you automatically
  • All applications will be automatically closed, files deleted and the device cleared
  • Your documents, including whiteboards, will be automatically saved to your OneDrive if and only if you have logged in to the Surface Hub with your PSPC access data

Advanced features

To maximize the use of this technology, explore the advanced features below.

Connecting audio by Bluetooth
  1. Join a Teams meeting as instructed in Join a Microsoft Teams meeting and wait for nearby monitors to be detected
  2. Under Room audio, select the monitor you want to connect to
  3. Select Join now to join the meeting and use the monitor's audio devices
    "Choose your video and audio options" Teams window with "Search for a room" indicated

Note

  • Make sure your notebook's Bluetooth is enabled
  • Once you have joined the meeting on the room monitor, the audio on your notebook is automatically disabled to avoid feedback

Casting from Microsoft Teams
  1. In the Teams application, select the ellipsis (...) next to SPAC-PSPC in the top right-hand corner
  2. Select Cast
    Teams window showing how to access the "Cast" feature
  3. Select the monitor to which you want to cast wirelessly from the list of nearby monitors displayed
    "Cast" menu
  4. Select what content you want to share
    "Share content" menu
  5. Select the Cast or Next button
  6. Accept the cast on the room monitor to complete the operation

Using the Windows menu
  1. Touch the Windows icon at the bottom of the screen
    • the Home tab offers a selection of applications
    • the All applications tab gives you access to a list of all the applications available to you
    Exact location of the "Windows" button
  2. Touch the My meetings and files tab
    • an extract from your calendar appears and Surface Hub displays a list of your OneDrive recent files
  3. To access all your files, touch All applications or Home, then OneDrive

Using the overview button

Touch the Overview icon at the bottom of the screen to see which applications and documents are open.

Exact location of the "Overview" button

Using Miracast (screen projection)
  1. On the Surface Hub home screen, select the Connect icon
  2. On your notebook, simultaneously press the Windows logo key (Windows logo key) and K on your keyboard
    • the Cast menu appears, showing a list of available nearby displays
  3. Select the device matching the name displayed on the Surface Hub
    • your notebook will then ask you to enter the PIN code displayed on the Surface Hub
  4. Enter the PIN code on your notebook to confirm connection to the wanted in-room monitor display
  5. Check the Allow keyboard, mouse, stylus or touch input for this device option
  6. Select Extend
    "Cast" menu
  7. When you've finished your work, press the Windows logo key (Windows logo key) and K on your notebook keyboard again to display the Cast menu
  8. Select Disconnect

To use the Surface Hub's virtual keyboard:

  1. select the arrow pointing up at the bottom right of the screen
  2. select Settings
  3. select Ease of Access
  4. under Keyboard, activate Use the On-Screen Keyboard
    "Keyboard" menu

Note

  • For further information, please read the Miracast guide
  • Miracast is suited for static content such as PowerPoint presentations, rather than dynamic content such as live video or Teams meetings

Collaborating on Whiteboard
  1. On the Surface Hub home screen, select the Whiteboard icon
  2. To collaborate virtually with colleagues using the whiteboard, touch the Share button in the top right-hand corner of the Whiteboard window
    Whiteboard's Share button
    1. type the name of the person you want to collaborate with on the board
    2. when the name appears, select it
    3. to the right of this box, click on the pencil icon to select whether you wish to grant access to edit or view only

You can rename your board by selecting the down arrow in the top left-hand corner of the window.
Arrow to select to rename your whiteboard

You can take a screenshot by selecting the scissors icon in the top right-hand corner of the window. Paste the screenshot by pressing anywhere on the board and selecting Paste.
Whiteboard screenshot button

At all times, use the stylus or your finger to write on the board. You should find the stylus magnetized to the side of the screen.

All whiteboard tools are located at the bottom of the window.
Whiteboard toolbar

Whiteboard tools

Here are some of the tools available:

Pointer

Select the pointer to move the board view using the stylus or your finger. Zoom in or out with 2 fingers.
Pointer button

Lasso

Use the lasso to trace a border around content and move it across the board. This feature can also be activated at any time by pressing the side button on the stylus.
Lasso button

Ruler

Draw straight lines with the ruler. Note that you can’t draw lines too close to the ruler; you need to draw lines about 1 inch (2.5 centimetres) from the ruler. Move the ruler with 1 finger and adjust the angle with 2 fingers.
Ruler button

Pencils and highlighter

Select pencils and highlighters and then trace your finger on the Whiteboard to write on the board by hand. You can choose the thickness and colours.
Pencils and highlighters button

Laser

Use it to draw attention to particular content. Laser-traced elements disappear after a few seconds.
Laser button

Eraser

Use the eraser to remove handwritten elements. This feature can also be activated at any time by pressing the other end of the stylus against the board.
Eraser button

Other elements

Other Whiteboard elements include:

  • sticky notes
  • comments
  • text using the virtual keyboard
  • shapes
  • stickers
  • templates
  • images (only those available in Surface Hub files)
  • files (PDF or PowerPoint files only)
    • content will be inserted as pictures
    • you can insert files from your OneDrive, Teams, Sharepoint and Viva Engage (Yammer) only if you are logged in to the Surface Hub with your login ID and password

As with all Microsoft applications, you can undo the last operation performed on the board.

Other Whiteboard toolbar buttons
Setting options

In the top right-hand corner of the table, select the gear icon.
localisation of the Whiteboard's settings icon which opens the setting menu

Export: you will be offered 3 choices:

  • as an image
  • as a PDF
  • or the complete export
    • only this last export option includes comments left by collaborators on the board
"Export" menu

Once the file has been saved, you can leave your finger on it for a few seconds, and a number of options will appear. Select Share, then Mail From Hub and then email the file.

Collaborative cursors: activate the option to display other contributors' cursors live on the board.

Enhance inked shapes: activate this option to convert your hand-drawn shapes into perfect shapes.

Format background: select this option to change the background colour, add grid lines and more.

Using ease of access settings

To access the menu, select the up arrow at the bottom right of the screen, select Settings, then select Ease of Access.

"Ease of access" selection

The ease of access settings menu includes:

  • display
  • text cursor
  • magnifier
  • high contrast
  • narrator
  • closed captions
  • keyboard
"Ease of access" menu showing the Display settings

Note

Ease of access settings are reset to their default values at the end of each session.

Booking a Surface Hub

  1. In your Outlook mail application, under the Calendar tab, select the New Teams meeting option
  2. Add the email address of the Surface Hub collaboration tool of the location you want in the list of recipients
    • you can check device availability by consulting the Suggested times on the right, below the thumbnail calendar
  3. Conclude your meeting request by selecting the Send button
    • this operation will book both the equipment and the room

Troubleshooting tips

Make sure the device is switched on and plugged into a wall socket.

Contact us

If you need assistance, please report all issues to your local Workplace Coordinator or Modern Meeting Coach. Look for signage about Workplace Coordinators near the boardroom or at the entrance of the office.

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