You’ve decided to upgrade your meeting room with a large interactive touchscreen.
The display looks impressive. It supports touch input, has built-in speakers and promises wireless presentations, digital whiteboarding and collaboration tools.
But there’s a question worth asking before choosing the equipment.
Will the software on the interactive display actually work with the systems your business already uses?
It’s an important consideration, particularly for organisations using Microsoft Teams, Microsoft 365, shared documents and video conferencing.
An interactive display might include an impressive collection of built-in applications, but that doesn’t necessarily mean it can run your existing business software or provide a complete meeting-room solution.
Understanding the difference between built-in display software, connected computers and dedicated meeting-room systems can help you choose equipment that works for your organisation.
What Is Interactive Display Software?
Interactive display software allows people to interact with content on a large touchscreen.
Depending on the manufacturer and model, it may include applications for:
- Digital whiteboarding.
- Writing and drawing over presentations.
- Wireless screen sharing.
- Opening and annotating documents.
- Video conferencing.
- Saving and exporting meeting notes.
- Connecting to cloud services.
- Controlling compatible applications from the touchscreen.
Many modern interactive displays include an embedded operating system with pre-installed applications.
Others depend on an external computer or an optional computer module.
Neither approach is automatically better.
The important thing is understanding which software is available, what it can do and whether it supports your organisation’s existing workflows.
Built-In Interactive Display Software vs a Connected Computer
There are two common approaches to using software on an interactive display.
1. Using the Display’s Built-In Applications
Some interactive displays include an embedded operating system, often based on Android, with applications installed by the manufacturer.
These may provide whiteboarding, wireless presentations, file viewing and other collaboration features without requiring a separate laptop.
For a meeting room used primarily for presentations and brainstorming, these functions may be sufficient.
For example, a team could open the built-in whiteboard application, draw a process diagram and save the results in a supported format.
However, built-in software has limitations.
A display running Android doesn’t necessarily support every Android application.
Similarly, having a web browser doesn’t mean it can provide the same experience as a full Windows computer.
Application compatibility, licensing and security updates also depend on the manufacturer and software platform.
2. Connecting a Windows or Mac Computer
A second approach is to use the interactive display as a large touchscreen connected to a computer.
The computer runs the applications, while the display provides the picture and, where supported, touch interaction.
This may be appropriate when employees need to use existing business software.
For example, a trainer could connect a Windows laptop and demonstrate an application directly on the display.
However, the connection must support returning touch input to the computer.
An HDMI connection can carry the picture without necessarily providing touchscreen control.
A suitable USB connection may also be required.
Before buying an interactive display, establish whether your staff need the built-in applications, their own computers or a combination of both.
Can an Interactive Display Run Microsoft Teams?
This is one of the most important questions for businesses considering meeting-room technology.
The short answer is that some interactive displays can support Microsoft Teams, but the way they do so varies considerably.
There are three approaches worth understanding.
Option 1: Connect a Laptop Running Microsoft Teams
Employees connect their own laptop to the interactive display and run Teams on that computer.
The screen displays meeting content, while compatible cameras, microphones and speakers may be used for conferencing.
This approach is commonly referred to as Bring Your Own Device, or BYOD.
It can be suitable for organisations where employees already use Teams on their laptops.
However, connecting a laptop doesn’t automatically mean every meeting-room feature will work.
For example, the room might need additional connections for its camera and microphone.
And using a touch display doesn’t necessarily mean the employee can control every Teams function directly from the screen.
Option 2: Use a Dedicated Microsoft Teams Rooms System
Microsoft Teams Rooms is designed specifically for shared meeting spaces.
Unlike simply opening Teams on a laptop, a dedicated Teams Rooms system can provide a meeting-room interface, calendar integration and supported conferencing controls.
Depending on the certified equipment and configuration, users may be able to join scheduled meetings through a room controller.
Microsoft’s current guidance distinguishes between presentation-focused rooms and spaces intended for interactive collaboration.
That distinction matters when choosing a touchscreen.
A Teams Rooms installation may use a conventional front-of-room display, a touch-enabled display or an all-in-one touch board.
The correct configuration depends on what the room needs to do.
Option 3: Use a Display with Supported Conferencing Applications
Some interactive display manufacturers provide built-in conferencing capabilities or compatible applications for joining meetings.
These can be convenient, but functionality differs between products.
Don’t assume a display offers the complete Microsoft Teams Rooms experience simply because its brochure mentions Microsoft Teams.
Check whether the product is a certified Teams Rooms solution, supports Teams through another application or requires an external computer.
These are different arrangements.
Microsoft Whiteboard: Why the Display Configuration Matters
Microsoft Whiteboard can be useful for businesses that want to brainstorm, draw diagrams and work through ideas during meetings.
However, the ability to view a whiteboard isn’t necessarily the same as being able to interact with it.
Microsoft’s Teams Rooms documentation makes this distinction.
In supported Teams Rooms configurations with a touch-enabled display, users can interact with Microsoft Whiteboard directly on the screen.
With a standard non-touch display, the whiteboard experience is view-only at the room display.
This means the equipment configuration can affect what people can actually do during a meeting.
For example, imagine a project team discussing a new office layout.
If the room supports interactive whiteboarding, participants may be able to annotate a shared diagram directly on the touchscreen.
But if the system is configured only for viewing, that interaction may need to take place through another device.
Questions to Ask About Microsoft Whiteboard
Before choosing an interactive display, establish:
- Whether Microsoft Whiteboard is supported.
- Whether staff can write directly on the display.
- Whether remote participants can collaborate on the same whiteboard.
- How whiteboards are saved and shared.
- Whether company accounts and permissions are required.
- Whether the proposed Teams Rooms configuration supports the intended interaction.
Don’t assume these capabilities are included simply because the display has a touchscreen.
Wireless Screen Sharing: Is It Really Cable-Free?
Wireless presentation is another popular feature of interactive meeting-room displays.
Employees can potentially share content from laptops, tablets or other compatible devices without connecting an HDMI cable.
That sounds simple, but different manufacturers use different technologies.
Some displays support technologies such as Miracast, AirPlay or Chromecast.
Others provide their own screen-sharing applications or dedicated presentation devices.
The right choice depends on the devices your employees use.
What If Your Business Uses Both Windows and Mac?
This is where checking compatibility becomes important.
A wireless presentation system that works well with Windows laptops may require different software or connection methods for Mac users.
Visiting customers may also need to share presentations without installing unfamiliar applications.
Before choosing a solution, consider whether the room will be used by:
- Windows laptop users.
- MacBook users.
- External visitors.
- Employees with tablets.
- Multiple presenters during the same meeting.
It’s also worth checking whether the system supports simultaneous sharing from more than one device.
Screen Sharing Isn’t Always Touch Control
There’s another distinction worth understanding.
Displaying a laptop screen wirelessly doesn’t automatically mean someone can control that laptop from the interactive display.
Some systems support returning touch input to the connected computer, sometimes called touchback.
Others only mirror the picture.
If your organisation needs to control software directly from the large display, confirm that the proposed connection method supports it.
What About Interactive Whiteboard Software?
Many interactive displays include their own whiteboard applications.
These can be useful for meetings, workshops and training sessions.
However, whiteboard software varies considerably between manufacturers.
Some applications focus on straightforward drawing and note-taking.
Others support importing documents, adding annotations, creating multiple pages or sharing content.
The most important consideration is how the information will be used after the meeting.
For example, a team might spend an hour developing a project plan on an interactive whiteboard.
At the end of the session, they need to save the results and make them available to colleagues.
Can the software export the whiteboard?
Does it produce a suitable file format?
Where are the files stored?
Can the information be opened on an employee’s computer?
Can somebody who wasn’t present access the meeting notes?
These questions help determine whether the whiteboard software fits the way your business works.
A touchscreen that makes it easy to create information should also provide a practical way to keep and share it.
Interactive Display Software and Business Security
Interactive displays are increasingly connected to business networks and cloud services.
Depending on the equipment, they may include an embedded operating system, applications, user accounts and local storage.
That makes security another consideration.
An interactive display used in a shared meeting room may process confidential presentations, internal documents or customer information.
Before choosing a system, establish how it handles:
- User accounts and authentication.
- Application installation.
- Software and security updates.
- Network access.
- Locally saved documents.
- Guest access.
- Clearing information between meetings.
For example, if an employee signs into a cloud storage account on the display, what happens when the meeting finishes?
Does the session end automatically, or must the user sign out?
Could the next meeting-room user access files left behind?
These are practical questions rather than reasons to avoid interactive displays.
The appropriate configuration depends on the organisation’s security requirements and how the room is shared.
Do You Need an OPS Computer?
Some interactive displays support an optional Open Pluggable Specification (OPS) computer module.
This allows a compatible computer to be installed into a dedicated slot within the display.
An OPS computer can provide Windows-based functionality without requiring a separate desktop computer on the meeting-room table.
This may be useful where organisations need particular Windows applications or want a dedicated computer for the display.
However, OPS modules are not universally interchangeable.
Compatibility depends on the display, the computer module and the required software.
A separate computer may also be more suitable in some environments.
Before selecting either arrangement, establish which applications need to run and how the system will be maintained.
How to Choose the Right Interactive Display Software
Rather than starting with a particular manufacturer, begin with the activities your employees need to perform.
The following comparison can help identify which functionality matters.
| Business requirement | What to investigate |
|---|---|
| Presentations | HDMI, USB-C and wireless sharing |
| Microsoft Teams meetings | Laptop-based Teams or dedicated Teams Rooms |
| Collaborative whiteboarding | Touch-enabled whiteboard support and saving options |
| Windows applications | External PC or compatible OPS computer |
| Multiple presenters | Switching and simultaneous screen-sharing options |
| Remote collaboration | Conferencing and shared annotation compatibility |
| Confidential meetings | Authentication, guest access and session clearing |
| Shared meeting rooms | Simple controls and consistent user experience |
It’s unlikely that every organisation will need all these features.
A small business may only require straightforward laptop connectivity and whiteboarding.
A larger organisation may need a more integrated meeting-room arrangement with centrally managed conferencing equipment.
The objective is to match the software and equipment to the room’s intended purpose.
Five Mistakes to Avoid When Choosing Interactive Display Software
1. Assuming Every Touchscreen Can Run Microsoft Teams Rooms
Microsoft Teams compatibility and a complete certified Teams Rooms system are different things.
Check the proposed configuration before purchasing.
2. Choosing a Display Without Testing Laptop Compatibility
A touchscreen may provide an excellent built-in whiteboard but still require extra connections or configuration to control an employee’s laptop.
3. Overlooking How Meeting Notes Are Saved
Creating diagrams during a meeting is useful, but employees also need an appropriate way to retain and share the information.
4. Assuming Wireless Sharing Works with Every Device
Confirm the devices, operating systems and connection methods that will be supported.
5. Ignoring Software Maintenance
An interactive display with an embedded operating system may need updates and administrative management.
Establish who is responsible for those tasks.
Should You Choose the Software Before the Screen?
In many cases, it’s sensible to decide what your meeting room needs to do before selecting the hardware.
For example, if your organisation requires a certified Microsoft Teams Rooms experience, that requirement should influence which meeting-room system and compatible display are considered.
If the room is primarily used for collaborative workshops, touchscreen accuracy and whiteboarding functions may be more important.
If staff regularly demonstrate specialist Windows software, connected-computer compatibility could be the deciding factor.
The display size, mounting and physical installation still matter.
But the software requirements should be considered at the same time rather than after the equipment has already been installed.
Interactive Display Supply and Installation from Phoenix Digital Systems
Phoenix Digital Systems supplies, installs and supports interactive displays for business meeting rooms, boardrooms, training spaces and presentation environments.
Equipment selection is based on the room, the people using it and the required functionality.
That includes considering how laptops connect, whether touch interaction is needed and which display features are appropriate.
For businesses planning a meeting-room upgrade, it’s worth discussing the software and connectivity requirements before settling on a particular display.
Find out more about interactive display supply and installation from Phoenix Digital Systems.
Planning an Interactive Meeting Room Upgrade?
If your business is considering a new interactive display, think beyond the screen size and manufacturer’s feature list.
Consider which applications employees use, whether Microsoft Teams is part of your meetings, and how people need to share and interact with content.
Also establish whether you need simple laptop connectivity or a more complete meeting-room system.
Discuss Your Interactive Display Requirements
Phoenix Digital Systems can discuss your intended use and the equipment and installation requirements involved.
Contact Phoenix Digital Systems About Your Meeting Room
Choose the functionality your business needs before choosing the screen that delivers it.