How to set up a projector and what to consider before making a purchase
If you don’t already have one, now is a great time to buy a projector. Projectors allow for dynamic presentations, the ability to share your work with colleagues in a bright, clear way, and are relatively inexpensive.
Today’s projectors have large display sizes, incredible brightness, and tons of features. Finding a projector that suits your needs and space is easier than ever. The one obstacle that intimidates many people is learning how to set up a projector.
Luckily, it’s relatively simple to set up a projector and screen. We’ll break down the how-to, along with a quick purchasing guide and some projector setup ideas.
Want to know more about finding the right projector for your needs? Check out our guide, How Do Projectors Work? Everything You Need to Know.
How to set up a projector space: Choosing a projector
There are a lot of different projectors available and a number of options to consider when making a selection. Two important factors to keep in mind are where you plan to use the projector and whether or not your projector will be permanently installed in one place.
Projection distance
The first thing to do when choosing a projector is to ask yourself: How much space do you need for a projector? You can find this out by looking online or in a projector’s owner’s manual or manufacturer’s website for what’s called the “throw distance” or “projection distance.” This is a measurement of how far the projector needs to be from a screen to project the image size you want.
The important thing here is determining whether the projection distance will actually fit inside the room you intend to use the projector in. If your room is, say, 10’x10’, you will need a projector with a throw distance that is shorter than 10’, or else the projector will not have enough space to form the image.
There is also the opposite problem. Let’s say you have a really big room. This is where projectors with long throw distance shine - literally! Projectors with long throw distance are designed to make the most of large spaces to create the biggest picture possible while maintaining bright, clear image quality.
Did You Know?:The laser light source in the RICOH PJ WXL5860 Compact Laser Projector creates fast, crisp images and allows for fast power-up and shutdown. Click here to learn more about our projector line.
Portability
The next step in how to set up a projector is determining whether or not it needs to be portable. Will it be moved from room to room or will it be installed in a dedicated location?
Some projectors are installed in large conference rooms and left there. Others are carried from meeting room to meeting room and then stored away when not in use. If you envision yourself doing the latter, a portable projector is for you.
Portable projectors tend to be smaller and easier to set up, but also typically come with fewer options. They’re usually made for smaller rooms and may not be as bright or clear as stationary projectors. Stationary projectors, on the other hand, are designed to be installed once and left in place for some time. They tend to be larger and more powerful and are typically designed for larger rooms.
Brightness
Brightness is determined by a number of factors including the size and power of the light source inside the projector. The brightness of a projector will affect the clarity of the projected image. It will also determine how well you can see the projection in a bright room versus a dark one.
Brightness is measured in lumens. Generally, the brighter a projector, the better, but brightness is especially important in offices and meeting rooms. These rooms are typically brightly lit, and a projector will need to be brighter than the light in the room in order for people to see the image clearly.
Large conference rooms also often have windows that let in lots of sunlight. A sunny room may make meetings more pleasant, but they also make it harder to see projected images. Think about whether the projector you’re buying will have to compete with sunshine as you review your options.
For small or medium-sized meeting rooms without windows, a projector with a brightness of around 4,000 lumens is best. For larger meeting or conference rooms, especially those with windows, you will want a projector with a brightness of at least 5,000 lumens to counteract the sunlight.
Resolution
Resolution refers to the number of pixels in the projected image. Resolution is expressed as the number of pixels on the horizontal axis by the number of pixels on the vertical axis, such as 1920 x 1200. A higher resolution means more pixels, which in turn means a clearer picture.
Typical projector resolutions range from 800 x 600 pixels all the way up to what is called “4K,” or 3840 x 2160. Although 4K projectors are very high quality, you can expect to pay a premium for extra pixels that are best suited for home theaters and viewing 4K movies. For most office uses, a “full HD” or 1080p resolution can meet your needs.
You may also hear the term “aspect ratio” in relation to resolution. Aspect ratio is the ratio between the image width and the image height. Common projector aspect ratios are 4:3, 16:9, and 16:10.
While there are a lot of different projector resolutions (and some projectors are able to display multiple resolutions), the most common projector resolutions include:
SVGA: 800 x 600 pixels. XGA: 1024 x 768 pixels WXGA: 1280 x 800 pixels FHD: 1920 x 1080 pixels. WUXGA: 1920 x 1200 pixels 4K UHD: 3840 x 2160 pixels
Connectors and cables
When you consider how to set up a projector, make sure the projector you plan to buy has the connections you need. We are in an era of rapidly changing connections and ports, so the type of cable and connector you will need depends greatly on the type of device you are connecting to your projector.
For some time, the most common connector type for computers was the 15-pin SVGA connector. Many computers still use this connector for connecting monitors or projectors, but HDMI connectors are more standard now. Many computers will come with an HDMI port built-in, which will allow you to connect directly to a projector or monitor.
Some brands of computers use proprietary connectors, like the Mini DisplayPort, which was used for many years on Apple laptops. Other computers don’t have any specialized ports at all, just a number of USB-C ports. For these computers, you will likely need specialized cables that connect to the port your computer has on one end and the HDMI or SVGA port on the projector.
Reliability
Finally, you will want to consider the general reliability of your projector. Look at reviews of the projector, especially those that mention the reputation of the manufacturer. Companies that have a long reputation in the industry for quality and reliability generally make more reliable products.
Ricoh has been one of the leading consumer electronics manufacturers for over 50 years. Our line of projectors uses an innovative laser light source offering maintenance-free operation for over 20,000 hours. With our Advance Exchange Priority Replacement warranty plan, you can be assured that if something does go wrong, we will overnight a replacement before you even ship the projector back to us.
Choosing a screen
Sometimes, a plain, white wall can be used as a screen for a projector setup, but for the best and brightest image, using a screen designed for use with projectors is your best bet. Most screens are made of reflective fabric and come in various sizes measured in inches diagonally across the screen.
The size screen you need will depend on the maximum viewing size of your projector and the size of your room. Choose a screen size that will fit your space. Keep in mind that desks or podiums could block part of the projected image, so you will want your screen to be visible above those.
Once you have an idea of the size you’re looking for, you’ll want to decide which kind of screen you want. They come in free-standing, wall-mounted, or retractable varieties.
- Free-standing. A free-standing screen is best for portable projectors that will be moved from room to room. These types of screens can be set up almost anywhere and typically fold or roll up into a portable size for storage or transport
- Wall-mounted. A wall-mounted screen is best for installations that will be permanent and where you don’t need access to the wall behind the screen. Wall-mounted screens offer the best viewing experience since the screen is typically flat and mounted securely on all four sides.
- Retractable. A retractable screen is also a more permanent option, but great for when you need to access the wall behind the screen when the projector is not in use. Classrooms, or meeting rooms with a whiteboard on the wall, for example, are great locations for a retractable screen.
Mounting the projector
Once your screen is in place, the next step in projector setup will be to mount your projector. Most projectors are designed to be mounted to either the floor or ceiling, and there are numerous third-party mounting options available for just about any kind of projector.
Ceiling mount
Mounting a projector to the ceiling is best for permanent installations. You don’t want to have to get up there and unmount it to move the projector from place to place. This is where the projection distance of your projector is good to know, as that will be the distance from the screen you will want to install your projector.
Your projector’s owner’s manual will tell you how far from the floor or ceiling it should be mounted. Searching online for a ceiling mounting frame for your projector will be the fastest way to find a frame that will be compatible. Just be sure that the mounting holes align with the mounting holes on your projector and that the mount comes with the appropriate screws and connectors.
Floor mount
If you plan to move your projector from place to place, or you simply don’t feel comfortable installing something to your ceiling, a floor mount is going to be best for you. Floor mounts can be as complex as a piece of furniture designed to hold a projector or as simple as placing your projector on a table.
If you want to use something standalone, there are tripods, stands, and even more robust mounts available for most projectors. As with a ceiling mount, just be sure the stand you purchase has the same mounting holes as your projector.
Connecting a sound system
Most projectors do not come with a speaker, or if they do, the speakers are relatively low-powered. If you plan to play videos through your projector or want to have sounds enabled, you will want to add a sound system to your setup.
The good news is most projectors have standard sound outputs that align with most sound solutions. Whether you choose a simple soundbar or a more complex sound set-up with a receiver and separate speakers, be sure your projector has the right connector on the back to plug into your sound solution. If you plan to move your projector from place to place, you can also use a portable speaker.
This is another area where having the right cables and adapters can really help. Once you’ve settled on a sound system, place your speakers where they will be “facing” the audience and connect them to your projector with a long enough cable to close the distance.
Adjusting the settings
To ensure you have the brightest and straightest image, you will want to know how to make minor adjustments using the settings on your projector. Most modern projectors have digital controls and on-screen menus. Read your instruction manual and get familiar with how to adjust your particular projector’s settings.
Keystone
Most projectors come with a “keystone” adjustment. This skews the image to one side or another or from top to bottom to make up for any imperfections in the alignment of your projector and screen. If your projected image looks bigger on one side or on the top or bottom, you may need to adjust the keystone.
Did You Know?:The RICOH PJ WXL5860 Compact Laser Projector supports full 360-degree installation for ceiling, floor, or wall projection and allows for a perfect rectangular view, even with offset projector positions, with built-in four corner correction and keystone adjustments. Click here to find out more.
Focus
You should also be familiar with the focus controls of your projector. Some projectors adjust focus digitally, either with a button on the projector or its remote control or through an on-screen menu. Other projectors have a focus dial somewhere on the projector itself. Simply adjust the focus setting until your image looks clear and crisp.
Display mode
Like most modern TVs, many projectors have different display modes for different applications. Watching movies, giving presentations, or presenting in bright or dark rooms might be the types of conditions for which you will find a display setting. Choose the setting that makes the most sense for your current location and presentation.
Our recommendation: RICOH Compact Laser Projector PJ WXL5860
The PJ WXL5860 is a perfect choice for small or medium-sized offices or meeting rooms. With a brightness of 4,700 Lumens, it’s bright enough to project a clear image, and its innovative laser light source powers up fast and shuts down quickly, with a projected lifespan of over 20,000 hours. The projector’s compact size makes setup a breeze, and its vertical lens shift functionality allows for easy adjustment of the image position without having to move the projector. Click here to learn more or buy now.
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