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Installing & Utilizing ScreenBeam Conference

Michael Hughes
Updated

ScreenBeam Conference lets you wirelessly connect your laptop to a conference room's camera, microphone, speakers, and display for screen-sharing and video calls. There are two ways to install it on a SAU-issued device: through Software Center (recommended) or by downloading directly from ScreenBeam.

Installing ScreenBeam Conference:

Option 1: Install via Software Center (recommended)

  1. Click the Start menu and search for Software Center.
  2. Open Software Center — it should open directly to the Applications tab.
  3. Locate ScreenBeam Conference in the list of applications and click into it.
  4. Click Install near the ScreenBeam logo. Installation may take a few minutes.
    • If the status shows Failed, click Retry when it becomes available. This is usually a display glitch rather than an actual failure.

Option 2: Install directly from ScreenBeam's website

If Software Center installation doesn't work, install manually instead:

  1. Download the installer from ScreenBeam directly: ScreenBeam Conference for Windows (v1.0.5.29)
  2. Open the downloaded .zip file.
  3. Double-click the .msi installer inside to begin installation.
  4. Follow the on-screen prompts to complete setup.

Note: Administrator rights are required to install ScreenBeam Conference. Before installing, close any open web conferencing apps (Teams, Zoom, etc.) to avoid conflicts.

Using ScreenBeam Conference:

Once ScreenBeam Conference is installed, use these steps to connect to a conference room's in-room camera, microphone, and speakers for your video calls.

Connecting to the in-room equipment

  1. On the room's TV/display, confirm the ScreenBeam receiver screen is showing (idle/ready screen).
  2. Open the ScreenBeam Conference app on your laptop.
  3. Select Connect with Conference (this is the "Project and Conference" option).
  4. A list of available devices will appear — select the device that matches the ScreenBeam receiver's name shown on the room display.
  5. Enter the PIN code displayed on the TV when prompted.
  6. Wait for the connection status to change to "You're connected." Your laptop is now linked to the room's camera, microphone, and speakers.

Note: The in-room devices may not automatically become the default audio/video devices in your meeting app — you'll usually need to select them manually (see below).

Setting the in-room camera and audio in your meeting app

After connecting, open your web conferencing app (Teams, Zoom, etc.) and check its audio/video device settings. Set the following:

  • Speaker (audio out): Digital Output (ScreenBeam receiver name)
  • Microphone (audio in): In-Room Microphone (ScreenBeam Virtual Audio)
  • Camera: In-Room Camera

In Microsoft Teams, you can find these under:

  • Before a call: Profile icon (or ···) → Settings → Devices
  • At the start of a call: the gear/settings icon on the pre-join screen
  • During a call: ··· More options → Device settings

Update any device that isn't already set to the in-room options above.

Disconnecting

When your meeting ends, disconnect from ScreenBeam before leaving the room:

  • Click the mirror/disconnect icon in the ScreenBeam Conference app, or
  • Press Windows key + K and select Disconnect.

Important: If you don't disconnect, your laptop may stay linked to the room's display and equipment, and other users won't be able to connect until you do. Your web conferencing app also won't automatically switch back to your laptop's built-in camera/mic/speakers — check its device settings again before your next call.

Quick tips

  • Only one device can be connected to a room's ScreenBeam receiver at a time.
  • If audio/video isn't coming through the room equipment: confirm the room equipment is powered on, confirm ScreenBeam Conference shows as connected, and re-check your meeting app's device settings.
  • If the connection drops mid-meeting: try reconnecting from the ScreenBeam Conference app; if that doesn't work, ask room support to restart the ScreenBeam receiver.
  • For best performance, connect to Wi-Fi on the 5GHz band with a strong signal.

Troubleshooting

  • Install shows "Failed" in Software Center: Retry the install — this is typically cosmetic, not an actual failure.
  • Installer won't complete / errors out: Confirm no other video conferencing software is open, then try the manual install from ScreenBeam's website (Option 2) as a fallback.
  • Still having trouble: Contact the SAU IT Help Desk for further assistance - 563-333-6368 / ITsupport@sau.edu

Applies to: SAU-issued Windows devices

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