Direct sharing in Zoom Rooms

This post was most recently updated on July 28th, 2022

 

In Zoom Rooms, participants can share files directly from their desktop clients (macOS and Windows) with just one click from the Zoom Desktop Client. Zoom Room controllers have the capability to detect ultrasonic sound proximity by generating ultrasonic signals that are able to be detected by Zoom Desktop clients through ultrasonic sound proximity detection.

  • In the event that the Zoom Desktop Client detects the signal coming from a Zoom Room, when the attendee clicks Share Screen, the Zoom Desktop Client automatically connects to the Zoom Room.
  • It is possible to activate direct sharing by entering the Sharing Key, which is a string of letters that can be used if proximity detection is not available.

Note: The Zoom Room controller is detected through the microphone on your laptop, allowing you to share directly with proximity detection. In order for proximity detection to work, many factors have to be taken into consideration, such as the quality of the speaker and microphone on the controller, as well as the laptop. The direct sharing method can be used if proximity detection fails to work, or if proximity detection does not work at all. To share content with a Zoom Room, you can also use the following methods:

  • With the help of share.zoom.us, you can share documents wirelessly
  • The ability to mirror your Apple screen wirelessly (AirPlay)
  • HDMI capture via a wired connection

This article covers:

  • How to enable direct sharing for Zoom Rooms (admin)
    • Account
    • Group of rooms
  • How to use direct sharing with proximity detection (user)
  • How to use direct sharing without proximity detection (user)
    • Desktop client or mobile app
    • Web client
  • Troubleshooting

Prerequisites for direct sharing in Zoom Rooms

  • For Conference Rooms, Zoom Rooms for Windows or Mac OS, Version 5.0.5 or above is required
  • The Zoom Rooms Controller for iOS needs to be version 5.0.5 or higher
  • Zoom Rooms Controller for Android, with a minimum version of Android 5.0.5 and a device that supports it
  • For Windows or macOS, you will need the Zoom Desktop Client, version 5.0 or higher, to be installed
    Note: In the case of HP computers with Bang and Olufsen audio drivers, proximity sharing may not work properly if you have these drivers installed.
  • For Linux, you will need the Zoom Desktop Client (version 5.0 or later).
    Note: Content sharing will require users to enter the Meeting ID if using Wayland.
  • Zoom Rooms configured on an account
  • Computers used for Zoom Rooms, their controllers, and for sharing must be connected to the same network

For Android controllers, direct sharing with proximity detection is supported on the following devices: Samsung Galaxy Tab A 10.1″, Samsung Galaxy Tab A 8.0″, Samsung Galaxy Tab A 14″, LG Xoom, Crestron Mercury, Polycom Trio 8800, Polycom Trio 8500, Poly Trio C60, Poly TC800, Logitech Touch Pad, Logitech TAP IP, and Crestron TSW-1060.

How to enable direct sharing for Zoom Rooms (admin)

Account

Direct sharing can be configured for all Zoom Rooms in your account by following these steps:

  1. Zoom’s web portal can be accessed by logging in.
  2. You can access Zoom Rooms by clicking Room Management in the navigation menu.
  3. Go to Account Settings.
  4. Select the Meetings tab.
  5. It is possible to enable automatic direct sharing using ultrasonic proximity signals by clicking the toggle switch located at the bottom of the page. To verify the change, click the Enable button once the verification dialog appears.

Group of rooms

If you are wanting to use direct sharing with proximity detection for a set of Zoom Rooms in your account, then follow these steps:

  1. To access the Zoom web portal, you will need to sign in.
  2. You can access Zoom Rooms by clicking Room Management in the navigation menu.
  3. To enable automatic starting and stopping of meetings, click the hierarchy level you want to enable. By clicking the name of a building, you can enable all rooms within that building.
  4. To start a meeting, click the Meeting tab in the Locations option.
  5. Click the toggle next to the option that says Use ultrasonic proximity signals to automatically share files using direct sharing and click it to enable it. Verify the change by clicking Enable once the verification dialog appears.

How to use direct sharing with proximity detection (user)

  1. With the Zoom Rooms controller, you can start a meeting or join one.
  2. You can log in using either the Zoom desktop client or the Zoom mobile app.
  3. Zoom desktop or mobile app users can share their screens by clicking or tapping Share screen.
  4. Click or tap Share when you have selected what you wish to share.
    Zoom Rooms will display your shared screen. Additionally, you can control screen sharing.

Note: Zoom Phone calls can also be switched to Zoom Rooms by proximity detection.

How to use direct sharing without proximity detection (user)

Desktop client or mobile app

In the event that proximity detection is not available on a Windows or macOS laptop, you can share your screen using the following procedure:

  1. With the Zoom Rooms controller, you can start a meeting or join an existing one
  2. The iPad controller in the Zoom Room has a Share Content or Sharing Camera button that you can use to share content or camera.
  3. Select the Desktop tab from the menu.
  4. There will be a Share Laptop Screen panel displayed on both the TV and the controller in the Zoom Room, which will provide instructions to laptop users on how to share their screen with the Zoom Room. Zoom has a desktop client as well as a web browser that participants can use to share content.
  5. The Zoom desktop client and Zoom mobile app can be accessed from the Zoom desktop client or the Zoom mobile app.
  6. Click on Share (desktop) or tap on OK (mobile) after entering the sharing key (or meeting ID), and then click Share.
    Note:
  7. The entire screen of your computer will be automatically shared if you use one of these methods to share your screen. If you would like to select what you would like to share, then you should use direct sharing with proximity or share.zoom.us.
    • Mobile app: You will need to enter your meeting ID or sharing key.
    • Desktop client: The sharing key is entered.
  8. You can share a screen or an application by clicking or tapping on the screen or application you wish to share.
    On the Zoom Rooms display, you will be able to see the shared screen that you shared. The screen share controls can also be accessed from the share menu.

Web client

The following steps will guide you on how to share your screen using a browser if you do not have access to Zoom’s desktop client or mobile application.

  1. Visit the share.zoom.us website for more information.
  2. Click Share Screen after entering the meeting ID.
  3. From your browser, click join.
  4. Click Join and enter your name.
  5. Using the Zoom web client, share your screen.

Troubleshooting

When sharing directly within a Zoom Room, the following issues are commonly encountered:

  • It is important to make sure that your devices, especially the controller, are compatible with Zoom Rooms and are running the most recent version.
  • Make sure your firewall is open to the necessary ports.
  • When the lid is closed on a macOS laptop from 2018 or later, the microphone is disabled using a T2 security chip. These devices will not be able to share directly when they are closed.
  • For Crestron TSW-1060s that keep disconnecting and reconnecting during Zoom meetings, please follow the instructions on page 26.