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Using iRoom Computers

You may log into any iRoom computer (including those connected to the Span displays) by using your SUNet ID and password.  If you have not used this computer in the past, an empty home directory will be created for you.  Please note that your files may only be stored on these computers temporarily, and are subject to deletion at any time.  For more permanent storage, use either your AFS space or Box cloud storage.

iRoom Etiquette

  • Please clean up after yourself -- paper, cups, etc.
  • Cables: please do not disconnect or rearrange them!
  • Tables and chairs: return them to their “home” position – see layout
  • Doors from the hallway: propping them open creates a security issue; please do not prop them open!

iRoom Touch Screen Displays

CIFE has a number of Nureva Span systems available in either single or cluster configurations. All displays  in 292 may be used independently or grouped together into larger displays.  Use of Span software requires that you have a Span account, please contact Marc Ramsey to obtain one.

If you have any questions or problems, please contact or see Laura Dunn in 292B or Marc Ramsey.

Lifesize Icon Web Camera

The iRoom has a Lifesize Icon 450 video conference system which may be used to provide video for Zoom hosted meetings.  The device is located on the rack at the back of room 292A and consists of two units, a controller with speaker and microphone, and a remote control video camera.  Normally, audio for a meeting will be provided by a Nureva HDL300 conference microphone and speaker located at the front of the room, the Lifesize camera is used to provide video with the built-in sound capabilities muted.  To use the camera video for a meeting, make sure the unit is plugged in and powered up with the touch display on the controller active, then perform the following steps:

  1. Start a Zoom meeting on your laptop or one of the Span Wall computers at the front of 292.  Note the Zoom meeting ID (9 to 12 digits).
  2. On the Lifesize controller display touch "Call", then "Favorites".
  3. Touch "zoomapp", then "Dial as Video".
  4. When the connection is established, touch "Keypad", then enter the Zoom meeting ID, followed by "#".
  5. The unit will connect to the meeting and provide a video feed.
  6. To disconnect the system from the meeting, touch "END".

DO NOT remove the video conference system and/or rack from room 292 without appropriate permission.

Moving iRoom Computers

Please do not move any computers in the iRoom unless you have explicit permission from CIFE staff.

The procedure for moving the table mounted computers in the iRoom is as follows:

  • The computers must be shutdown properly to avoid possible software failures
    • If the computer is powered up (blue power light on or blinking), press power switch briefly (about 1 second) and a message should come up indicating the the computer is shutting down.  If screen is blank, make sure it is turned on.  If this does not work, you may then (and only then) press and hold the power button until the computer turns off (5 to 10 seconds).  Turn off monitors using power switch on front.
  • Once the computers and monitors are powered off, the powerstrip and ethernet cables (if any) should be carefully disconnected from the floor receptacles, and cords placed on top of the table to avoid damage as the table is moved.  Be careful, tables will tip over if mishandled.
  • When your event or activity is over, you must return the tables to the configuration you found them in (normally, 3 rows of 3 tables each), plug in power strips and ethernet cables, you may leave the computers and screens powered off.

Recording Presentations for Online Use

This page discusses known working practices for creating videos from PowerPoint slides with an audio commentary.  Some of these techniques will work for instructional videos, etc., but that will not be discussed here.    

Using Zoom

Stanford provides access to Zoom for all faculty, staff, and students. This is the easiest method to use if the presentation is to be shared with others both inside and outside of Stanford.  Please note that PowerPoint presentations containing videos will likely not record correctly, provide any supplemental videos as separate files.

Make sure have a microphone connected (unless on a laptop with built-in microphone), a camera is notrequired. To log into your personal Zoom account, open this link, then click on Log In which will take you to the normal Stanford login page. Once authenticated, you will go to your Zoom profile page.  Click on Meetings in the left menu, Personal Meeting Room to get to your meeting page, then the Start Meeting button.  This may cause your browser to pop-up a dialog asking if it's OK to open, confirm if necessary.  If not already present, the application will download and install, your OS may ask if it's OK to run this program.  On startup, the application will first pop-up a dialog giving you the option to Join With Computer Audio or Test speaker and microphone.  Assuming your hardware has been properly set up, click on Join With Computer Audio to initiate a meeting.  Do not click Start Video unless absolutely necessary, as video will greatly increase the size of the recording.  Start PowerPoint and open the desired presentation file, but do not start the slide show yet.  When you are ready to record your presentation, go back to the Zoom app and click on the Share icon, then double click on the thumbnail image for the presentation application (or select it and click the Share button).  The PowerPoint window should now be highlighted, go back to it and enter slide show mode. Make sure the actual slide show screen is highlighted, it may not be if you have more than one display (if this is a problem, select the proper desktop thumbnail for sharing, not the PowerPoint app). If the Zoom icon menu is not visible (which will happen if you only have single display) move your cursor to the top edge of the screen to make it appear.  Once visible, click on the Record icon (if present) or More.  Click on Record to the Cloud (you can record directly to your computer, but that adds complexity, see the help page linked below for more information).  Run through your presentation, then move the cursor to the top of the screen, click on More, the click on Stop Recording. Now click on End Meeting, then click on End Meeting for All in the dialog box.  An email should be arrive shortly indicating the recording is available, it contains two links, one to the recording details (which is only accessible to you), the other link is used to share the recording with viewers, anyone provided with that link will see the recording.

You can see all of your recordings by visiting the Recordings page in your Zoom personal profile.  There you can see the details of each, obtain the sharing link, download, and delete the individual recordings and files.  If you download a recording, it may consist of several files, see the link below for more details.  One limitation is that if you want to record video along with a presentation, or record more than one presentation in the same video, these will be broken out into separate files.  The only way to see the the recording as a whole is to use the cloud links.  Be aware that Zoom limits each user to 1 Gb of storage, delete or download recordings that are no longer needed to free up space for new recordings.

See this Zoom help page for further details, or contact Marc Ramsey if you have questions.

Alternatives to Zoom

If your requirements can't be met using Zoom, there are alternatives available.  MacOS has built-in screen recording capability in the latest releases (10.14 Mojave or later) or use the QuickTime Player for earlier versions, read this article for details.