Getting Started Guide for the V Series, Version 8.5.3

Getting Started Guide
for the V Series
Version 8.5.3
February 2007 Edition
3725-24476-001/A
Trademark Information
Polycom® and the Polycom logo design are registered trademarks of Polycom, Inc., and MGC™,
People+Content™, PathNavigator™, V500™, and VSX™ are trademarks of Polycom, Inc. in the
United States and various other countries. All other trademarks are the property of their
respective owners.
Patent Information
The accompanying product is protected by one or more U.S. and foreign patents and/or patents
pending held by Polycom, Inc.
© 2007 Polycom, Inc. All rights reserved.
Polycom Inc.
4750 Willow Road
Pleasanton, CA 94588-2708
USA
No part of this document may be reproduced or transmitted in any form or by
any means, electronic or mechanical, for any purpose, without the express
written permission of Polycom, Inc. Under the law, reproducing includes
translating into another language or format.
As between the parties, Polycom, Inc. retains title to, and ownership of, all
proprietary rights with respect to the software contained within its products.
The software is protected by United States copyright laws and international
treaty provision. Therefore, you must treat the software like any other
copyrighted material (e.g. a book or sound recording).
Every effort has been made to ensure that the information in this manual is
accurate. Polycom, Inc. is not responsible for printing or clerical errors.
Information in this document is subject to change without notice.
Contents
Using the Remote Control..................................................................1
Calling and Answering .......................................................................4
Answering a Video Call .....................................................................................................
Placing a Video Call ..........................................................................................................
Ending a Video Call ..........................................................................................................
Types of Calls You Can Make .............................................................................................
Placing an Audio-only Call .................................................................................................
Ending an Audio-only Call .................................................................................................
4
4
6
7
8
8
Controlling What You See ..................................................................9
Adjusting the Camera....................................................................................................... 9
Setting and Using Camera Presets (V700 System only) ........................................................10
Switching Between Full Screen Video and the Home Screen ..................................................11
Enabling Dual Monitor Emulation.......................................................................................11
Showing, Moving, and Turning Off the PIP ..........................................................................12
Specifying When to Display the PIP ...................................................................................13
Controlling What You Hear ..............................................................13
Adjusting Volume ...........................................................................................................13
Muting the Microphone ....................................................................................................13
Showing Content .............................................................................14
Working with Directory Entries .......................................................14
Searching the Directory ...................................................................................................15
Adding, Editing, and Deleting Directory Entries....................................................................15
Categorizing Directory Entries ..........................................................................................17
Refreshing Global Directory Entries ...................................................................................17
Participating in Calls with Multiple Sites..........................................18
Supplying a Password for Bridge Calls................................................................................18
Using Chair Control for Multipoint Calls ..............................................................................18
Changing the Way Calls Are Answered ............................................20
Temporarily Refusing Calls ...............................................................................................20
Answering Calls Automatically ..........................................................................................20
Muting Automatically Answered Calls .................................................................................21
© POLYCOM, INC.
iii
Scheduling Calls ..............................................................................21
Using Microsoft LCS Features with Video Calls ................................22
Adding and Removing Microsoft LCS Contacts .....................................................................22
Viewing Microsoft LCS Contact Status ................................................................................22
Customizing Your Workspace ..........................................................23
Displaying the Far Site’s Name When the Call Connects........................................................23
Hearing Audio Confirmation When You Dial.........................................................................23
Adjusting for Room Lighting .............................................................................................23
Setting Camera Brightness (V700 System Only) ................................................................24
Changing the System Color Scheme ..................................................................................24
Using Avaya Network Features with Video Calls ..............................25
Streaming a Conference to the Web ................................................26
Starting a Stream ...........................................................................................................26
Viewing a Stream ...........................................................................................................26
Using Your V700 System as a Computer Monitor .............................27
Video Conferencing Tips ..................................................................28
Tip for Great Meetings .....................................................................................................28
Tips for Great Video ........................................................................................................28
Tips for Great Audio ........................................................................................................28
Tips for Showing Content .................................................................................................28
iv
© POLYCOM, INC.
Getting Started Guide
for the V Series
This guide includes overview information that you may find helpful when
you’re just starting to learn about video conferencing or when you have
experience, but you need a quick refresher.
Polycom® systems can be customized to show only those options used in your
organization. Therefore, there may be options covered in this guide that you cannot
access on your system. To find out more about these options, please talk to the
administrator of your Polycom system.
This guide covers instructions for the following models.
V500™ set-top systems
V700 desktop system
Using the Remote Control
You use the remote control to place calls, adjust the volume, navigate
screens, and select options.
If you need to enter text, you can press number buttons using the text-entry
method commonly used with cell phones. For example, to enter “b”, press the
number 2 button twice. Alternatively, you can press
the onscreen keyboard to enter text.
© POLYCOM, INC.
Keyboard and use
1
GETTING STARTED GUIDE FOR THE V SERIES
V500 Remote Control
Place or answer a call
End a call
Navigate through menus
Return to the Place a Call (home)
screen
Increase or decrease the sound you
hear from the far site(s)
Confirm your current selection;
perform functions on highlighted items
Return to the previous screen
Mute the sound you’re sending to the
far site(s)
Show, move, or hide the Picture-inPicture (PIP)
See the video in the full screen;
swap the video between the PIP and
the main screen
Display the onscreen keyboard so you
can enter text
Enter a dot in an address
Delete letters or numbers
Enter letters or numbers
Access the online help; see current
system status while in a call
2
www.polycom.com/videodocumentation
USING THE REMOTE CONTROL
V700 Remote Control
Place or answer a call
Navigate through menus
Return to the Place a Call (home)
screen
Increase or decrease the sound you
hear from the far sites
End a call
Choose a Directory entry to call; add
a new entry.
Confirm your current selection;
perform functions on highlighted items
Return to the previous screen
Mute the sound you’re sending to the
far sites
Select a far-site camera or video
source
Zoom the selected far-site camera in
or out
See the video in the full screen;
swap the video between the PIP and
the main screen
Show, move, or hide the Picture-inPicture (PIP)
Select a far-site camera or other
video source
Store far-site camera positions (when
followed by a number), if far site is
configured to allow control
Display the onscreen keyboard so
you can enter text
Enter a dot in an address
Start and stop sending content to far
sites
Delete letters or numbers
Enter letters or numbers; move the
far-site camera to a stored position
location
Access the online help; see current
system status while in a call
© Polycom, Inc.
3
GETTING STARTED GUIDE FOR THE V SERIES
Calling and Answering
Answering a Video Call
The Polycom system can answer incoming calls in one of these ways:
‰
The system prompts you to answer the calls manually.
‰
The system answers incoming calls automatically.
When a call comes in, you hear a ringing sound, and you may see a message
that includes the number of the person calling. If the person is listed in the
directory, you’ll also see the person’s name.
To answer the call manually:
‰
Press
Call on the remote control.
If your system is set up to automatically answer calls, the call connects
automatically.
Placing a Video Call
You can use your system to place a video call in any of these ways:
‰
Entering a name or number
‰
Choosing a site from:
ƒ
The Recent Calls list
ƒ
The Contacts or Speed Dial list
ƒ
The directory
Calling by Entering a Name or Number
To place a call by entering a name or number:
1.
4
In the dialing field, enter the dialing information. Depending on the
capabilities of your system and the system you are calling, the dialing
information will look like one of these samples:
ƒ
10.11.12.13 (IP address–include the dots)
ƒ
2555 (E.164 extension)
ƒ
AscotRoom (H.323 name)
ƒ
stereo.polycom.com (DNS name)
ƒ
19782922854 (ISDN number)
www.polycom.com/videodocumentation
CALLING AND ANSWERING
2.
3.
Enter any additional information needed for the call. The available
settings depend on the type of call and your system’s configuration.
Not all calls require these settings:
Press
ƒ
Call Quality – Specify the call rate or call type for this call. For
most calls, choose Auto to let the system determine the best
quality for the call.
ƒ
Second ISDN number – Use two numbers only when the
person you are calling instructs you to do so.
ƒ
Extension – If you need to dial an extension (E.164 address),
enter the extension in the second entry field. If your system is
not configured with a second entry field, you can enter the
extension when the gateway prompts you. You can also specify
characters in the dial string as instructed by the system
administrator.
Call on the remote control to place the call.
Call progress indicators appear on the screen to show that the call is in
progress. When the indicators turn green, the call is connected.
Calling from the Recent Calls List
You may be able to choose a number to call from a list of the sites you have
called recently. The Recent Calls screen provides details of all incoming and
outgoing calls, including the time of the calls.
To place a call from the Recent Calls screen:
1.
Select Recent Calls from the Place a Call screen.
2.
Scroll to the entry you want to call.
3.
Press
Call to place the call.
To see more details about a call listed on the Recent Calls screen, highlight the call and
press
Help on the remote control.
You can sort the list by pressing the remote keys 1-9. Press
to view sorting options.
Help and select Help
Calling from the Contacts or Speed Dial List
You may be able to access calling information for specific sites using the
Speed Dial or Contacts list on the home screen.
To place a call using the Speed Dial or Contacts list:
© Polycom, Inc.
1.
Select Speed Dial or Contacts from the home screen, if necessary.
2.
Scroll to the entry you want to call.
3.
Press
Call to place the call.
5
GETTING STARTED GUIDE FOR THE V SERIES
Calling from the Directory
The directory is a list of sites stored locally on the Polycom system. If the
system is registered with a global directory, the directory also includes entries
from the global directory.
To place a call from the directory:
1.
Select Directory from the Place a Call screen.
2.
Find the entry to call.
3.
Press
Call to place the call.
Depending on your system configuration, when you make a call using an entry with both
ISDN and IP dialing information, the system may prompt you to choose which way to
place the call.
Ending a Video Call
To hang up from a call:
Hang Up on the remote control.
1.
Press
2.
If prompted, confirm that you want to disconnect from the far site(s).
If you don’t confirm that you want to hang up, the system disconnects the call
automatically after 60 seconds.
6
www.polycom.com/videodocumentation
CALLING AND ANSWERING
Types of Calls You Can Make
Depending on your system configuration, you may be able to make calls using
ISDN, IP, or SIP.
The following table lists some possible call combinations.
From…
You can call…
By dialing…
ISDN
ISDN
Phone number.
IP
Phone number of the far-site gateway and
the extension (E.164 address) of the
far site.
Enter the extension after the gateway
number or wait until the gateway prompts
you for the extension.
LAN
Networked and
Public Sites
Alias, E.164 address, DNS name, or IP
address.
Protected and
Private Sites
Typically, the far site’s gateway number
then the number of the far-site system.
Consult with the far site about the best
method for placing the call.
ISDN
Access code of the near-site gateway, the
selected speed code, and the ISDN number
of the far site.
When you call an IP system through a gateway that requires an extension (E.164
address), enter the extension in the dialing field whenever possible. Check with your
network administrator for the extension delimiter you will need to enter into the dialing
field. For example, some networks use ## to separate the extension from the IP
address.
When you include the extension, you will be given the option of saving both the number
and the extension in the directory when the call ends. If you enter the extension after
the gateway connects, then you can save only the gateway number when the call ends.
© Polycom, Inc.
7
GETTING STARTED GUIDE FOR THE V SERIES
Placing an Audio-only Call
You can place an audio-only call from V500 systems that have Voice Over
ISDN enabled.
To place an audio-only call from your system:
1.
On the Place a Call screen, enter the number you want to call.
ƒ
To place a call within your PBX system, enter the internal
extension instead of the full number.
ƒ
To delete a digit, press
2.
Select Call Type and press
3.
Select Voice over ISDN.
4.
Press
Delete on the remote control.
on the remote control.
Call to place the call.
Ending an Audio-only Call
To hang up from an audio-only call:
‰
Press
Hang Up on the remote control.
If the person on the telephone hangs up first, you need to disconnect the call from the
Polycom system, just as you would hang up a telephone receiver in a regular phone call.
8
www.polycom.com/videodocumentation
CONTROLLING WHAT YOU SEE
Controlling What You See
Adjusting the Camera
You can pan, tilt, and focus the main camera manually.
To adjust the V500 camera:
1.
Adjust the camera by moving the camera up, down, to the left, or to
the right:
2.
Focus the camera by turning the focus wheel:
To open or close the privacy shutter on the V700 system:
¾
© Polycom, Inc.
Move the slider to the right to close the privacy shutter, or to the left to
open it. You can still make and receive calls when the shutter is closed,
but the people at the far site cannot see you.
9
GETTING STARTED GUIDE FOR THE V SERIES
To adjust the camera on the V700 system:
¾
Focus the camera by turning the focus wheel:
Setting and Using Camera Presets (V700 System only)
Presets allow you to automatically point a camera at pre-defined locations in a
room.
When you use the V700 system, you can create up to 16 presets (0-15) for
the far-site camera, if far-site camera control is allowed. These presets are
saved only for the duration of the call. You may also be able to use presets
that were created at the far site to control the far-site camera.
To move the far-site camera to a preset:
1.
Press
Far, then choose a far-site camera.
2.
Press a number on the remote control.
To store a preset:
Far, then choose a far-site camera or
1.
When you are in a call, press
other video source.
2.
If you selected a far-site camera that supports electronic pan, tilt, and
zoom, you can adjust the camera’s position:
ƒ Press the arrow buttons on the remote control to move the camera up,
down, to the left, or to the right.
ƒ Press
Zoom to zoom the camera out or in.
3.
Press
Preset on the remote control.
4.
Press and hold a number to store the preset position. To store a
double-digit preset, press the first digit quickly and hold the second
number down. Any existing preset stored at the number you enter is
replaced.
The system uses preset 0 as the default camera position.
10
www.polycom.com/videodocumentation
CONTROLLING WHAT YOU SEE
Switching Between Full Screen Video and the Home Screen
When the call connects, the system automatically shows the video on the
whole screen. You can switch back to the home screen during a call if, for
example, you need to adjust a user setting, and your system is configured to
allow you to do so.
To see the video in the full screen:
¾
Press
Near on the remote control.
To see the home screen:
¾
Press
Home on the remote control.
Enabling Dual Monitor Emulation
Depending on your system configuration, you may be able to set your system
for Dual Monitor Emulation (also called split-screen viewing). With Dual Monitor
Emulation, you can see both the near and far sites on one monitor.
To enable Dual Monitor Emulation:
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Select
4.
Scroll to Dual Monitor Emulation and press
control to enable the option.
5.
Press
Next to see more settings.
on the remote
Home to save your change and return to the home screen.
During calls using Dual Monitor Emulation without content, you can press the
PIP button on the remote control to scroll through the following screen
layouts:
© Polycom, Inc.
1.
Near and far sites, same size, side by side
2.
Far site big, near site small
3.
Near site big, far site small
11
GETTING STARTED GUIDE FOR THE V SERIES
4.
Near site, full screen
5.
Far site, full screen
The last layout viewed is used for the next call.
Showing, Moving, and Turning Off the PIP
Your system may be configured to display a Picture-in-Picture (PIP) window.
During a call on a single-monitor system, the PIP displays what your main
camera is sending to the far site. If the far site shows any type of content, the
content appears in the main part of the screen, and the PIP changes to show
the people at the far site.
During a call on a dual-monitor system, what you see on each monitor and in
the PIP depends on how the Polycom system has been configured.
To show, move, or turn off the PIP during a call:
1.
Press
PIP on the remote control to display the PIP on screen.
2.
While the PIP has a yellow border, press
to different corners of the screen.
3.
After a brief pause, the PIP border turns blue. Then, press
turn the PIP off.
PIP repeatedly to move it
PIP to
To swap the views shown in the PIP and the main screen:
12
1.
If the PIP is not showing, press
display the PIP on the screen.
2.
Do one of the following:
PIP on the remote control to
ƒ On the V500 system, press
PIP icon.
Near twice and select the
ƒ On the V700 system, press
PIP icon.
Camera and select the
Swap
Swap
www.polycom.com/videodocumentation
CONTROLLING WHAT YOU HEAR
Specifying When to Display the PIP
Your system may be configured with specific default behavior for the PIP in
calls. Depending on your system configuration, you may be able to show,
move, or hide the PIP as needed after a call connects.
To specify when to display the PIP:
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Select
4.
Scroll to PIP, press
Next to see more settings.
, and select one of these settings:
Select this setting…
To show the PIP…
Auto
On connection and when you pick up the
remote control.
On
On connection and during the call.
Off
5.
Press
Only when you press
control.
PIP on the remote
Home to save your change and return to the home screen.
Controlling What You Hear
Adjusting Volume
Use the remote control to raise or lower the volume of the sound you hear.
To adjust the volume:
‰
Press
Volume.
Changing the volume affects only the sound you hear at your site.
When the V700 system is in use for video conferencing, use the remote control to adjust
the volume. When the V700 is in use as a monitor for your computer, use the VOL
button on the front of the system to adjust the volume.
Muting the Microphone
You can mute the microphone if you do not want the far site to hear you.
To mute or unmute the microphone:
‰
© Polycom, Inc.
Press
Mute on the remote control.
13
GETTING STARTED GUIDE FOR THE V SERIES
Showing Content
If you have the Polycom People+Content™ IP software application installed on
your computer, you can show content to others in the video conference. The
content can be located on any Windows XP or Windows 2000 computer that is
connected to the network.
People+Content IP provides video-only content. No audio is shared.
To install the People+Content IP application on a computer:
1.
On a computer with Windows XP or Windows 2000, open a web
browser and go to the Polycom web site at
www.polycom.com/support/video.
2.
Download and install the People+Content IP software.
To start showing content:
1.
On the computer, start the Polycom People+Content IP application.
2.
Enter the IP address or DNS name of your video conferencing system.
3.
Click Connect.
4.
Open the content you want to show.
5.
Click
in People+Content IP.
To stop showing content:
1.
If the People+Content IP toolbar is minimized, maximize it by clicking
the icon in the task bar.
2.
Click
in People+Content IP.
Working with Directory Entries
The directory on your Polycom system stores dialing information that helps
you make calls quickly and easily. When a site listed in the directory calls your
system, the system displays the name on the screen when the call comes in.
If a site that calls you is not listed in the directory, you might be prompted to
save the contact information in the directory when the call ends.
14
www.polycom.com/videodocumentation
WORKING WITH DIRECTORY ENTRIES
If your system is registered with a global directory server, your directory
contains two types of entries:
‰
Local entries: Information about sites that you have added.
These entries are stored locally on your Polycom system, and
depending on your system setup, you can remove or edit these
entries. You can also assign local entries to categories to make it
easier to find numbers. Everyone at your site who uses the system
can use the entries you create, and you can use the entries
created by others. Users at other sites cannot access the local
entries on your system.
‰
Global entries: Information about other active sites that are
registered with the same Global Directory Server. These entries
are stored on the Global Directory Server, and you cannot edit
them. You can make a local copy if you want to make changes.
Global entries are marked as
available or
offline.
Searching the Directory
You can find entries in the directory by:
‰
Spelling the first or last name using the number buttons on the
remote control
‰
Pressing
name
‰
Scrolling through the list of names using the
Down arrow buttons
‰
Using the alphabet tabs to move through the directory and then
scrolling to the name you want
‰
Paging through the list of names using
Out (V700 System only)
Keyboard to use the onscreen keyboard to spell the
Up and
Zoom In and
Zoom
Adding, Editing, and Deleting Directory Entries
You can create entries for point-to-point calls and save them in the Polycom
system’s directory.
To add a single-site entry to the directory:
© Polycom, Inc.
1.
Select Directory from the Place a Call screen.
2.
Select New and specify that this is an entry for one site.
3.
Specify the following information:
In this field…
Enter this information…
Name
Name that will appear in the directory list and
on incoming call messages.
Number
ISDN number to use for calling the site.
Call Type
Call type to use for calls to the site.
15
GETTING STARTED GUIDE FOR THE V SERIES
In this field…
Enter this information…
Call Quality
Call speed to use for ISDN calls to the site.
IP Number
IP address for calling the site.
Extension
The system’s extension (E.164 address).
Call Quality
Call speed to use for IP calls to the site.
Phone Number
Optional contact information for other
resources in the conference room.
Mobile Number
Email
Category
4.
Designation to help you quickly find the
number in the directory.
Select Save to save the entry.
To add a multiple-site entry to the directory:
1.
Select Directory from the Place a Call screen.
2.
Select New and specify that this is an entry for multiple sites.
3.
Add numbers to this multiple-site entry in one of these ways:
ƒ Select entries from the directory.
ƒ Add entries manually.
The number of sites that you can add depends on the capabilities of your
system.
4.
Specify a speed for the call. Note that each site in a multipoint call
connects at the same speed.
5.
Select Save to save the entry.
6.
Enter a name for this entry as you want it to appear in the directory
list.
To edit an entry:
1.
Select Directory from the Place a Call screen.
2.
Scroll to the entry you want to edit.
3.
Select Edit.
4.
Edit the information as needed.
5.
Select Save to save your changes and return to the directory.
To delete an entry:
16
1.
Select Directory from the Place a Call screen.
2.
Scroll to the entry you want to delete.
3.
Select Delete.
www.polycom.com/videodocumentation
WORKING WITH DIRECTORY ENTRIES
Categorizing Directory Entries
When you categorize your local entries, you can find calling information quickly
by searching just the entries in a category instead of the entire directory.
To create a new group:
1.
Select Directory from the Place a Call screen.
2.
Select Group.
3.
Select Edit Category.
4.
Enter a group name.
5.
Press
Back on the remote control to save the new group.
To delete a group:
1.
Select Directory from the Place a Call screen.
2.
Select Group.
3.
Select Edit Category.
4.
Scroll to the group name you want to delete and then select Delete.
When you delete a group, all entries in that group are deleted. If you want to keep these
entries, be sure to assign them to a new group before you delete the old group.
To assign an entry to a group:
1.
Select Directory from the Place a Call screen.
2.
Scroll to the entry you want to assign to a group.
3.
Select Edit.
4.
Select
5.
Select Save to save your changes and return to the directory.
Next and select the Category.
Refreshing Global Directory Entries
The global directory entries are periodically refreshed on systems registered
to the Global Directory Server. You can also manually refresh the global
directory entries on your system.
To manually refresh global directory entries:
1.
Select Directory from the Place a Call screen.
2.
Navigate to the red Polycom logo in the top right corner of the screen.
If you do not see a red Polycom logo in the top right corner of the screen, your system is
not registered with the Global Directory Server. Contact your system administrator for
more information.
3.
© Polycom, Inc.
Select the logo and choose Refresh.
17
GETTING STARTED GUIDE FOR THE V SERIES
Participating in Calls with Multiple Sites
Your system may be configured to participate in multipoint calls. During a
multipoint call, multiple sites can see and hear each other. You can also share
content in a multipoint call, just as you can in a point-to-point call.
Your V500 system might be configured to participate in multipoint calls using
IP, SIP, or ISDN. Your V700 system might be configured to participate in calls
using IP or SIP.
You can initiate multipoint calls with your V500 system if your system has been
configured to use the multipoint option or Polycom PathNavigator™. You can initiate
multipoint calls with your V700 system if your system has been configured to use
PathNavigator.
Supplying a Password for Bridge Calls
Bridges such as Polycom MGC™ sometimes require you to enter a password in
order to join a conference. Depending on your system configuration, you can
set up the system to enter the meeting password for you.
To configure a meeting password:
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Enter the password in the Meeting Password field in one of these
ways:
ƒ Press the remote control number buttons, using the text-entry method
commonly used with cell phones.
ƒ Press
4.
Press
Keyboard to use the onscreen keyboard to enter characters.
Home to save your change and return to the home screen.
If you need to generate touch tones (DTMF tones), press
then use the remote control keypad.
on the remote control,
Using Chair Control for Multipoint Calls
During some multipoint calls, you can use chair control to manage the people
video. In this type of call, the chair controller can choose the site whose video
is sent to other sites in the conference. The chair controller can also disconnect
a site or end the conference. Any participant can choose to view a specific site,
request to be the broadcaster, or request to be chair controller.
Only one site at a time can be the chair controller. Before a site can become
the controller, the site with control must give up control.
Chair control is available in a call only if it is allowed by the bridge.
18
www.polycom.com/videodocumentation
PARTICIPATING IN CALLS WITH MULTIPLE SITES
To use the chair control options when you are in a multipoint call:
1.
On a computer, open a web browser.
2.
In the browser address line, enter the system’s IP address, for example,
http://10.11.12.13, to go to the video conferencing system’s web
interface.
3.
Click Place a Call.
4.
Click Chair Control to go to the Chair Control screen.
The Chair Control option is only available when the system is in multipoint call.
5.
Select a site from the list and then use the controls in the web interface
to perform one of these actions:
If you are…
You can do this…
By selecting…
Chair
controller
Pass chair controls to the selected
site.
Release Chair
View the selected site’s video. This
remains in effect until you choose
Stop Viewing Site or you release
chair control.
View Site
Return to viewing the video
selected by the chair or by the host.
Stop Viewing
Site
Send your site’s video to the other
sites.
Make Me the
Broadcaster
Send the selected site’s video to the
other sites.
Select
Broadcaster
Remove the selected site from the
conference.
Disconnect Site
Disconnect all sites and end the
call.
End Conference
Request control of the conference.
Acquire Chair
View the selected site’s video. This
does not change what other sites
see.
View Site
Return to viewing the video
selected by the chair or the host.
Stop Viewing
Site
Participant
© Polycom, Inc.
19
GETTING STARTED GUIDE FOR THE V SERIES
Changing the Way Calls Are Answered
Your system administrator may have configured the system to let you choose
the way incoming calls are handled.
Temporarily Refusing Calls
If you do not wish to be disturbed by calls, you can refuse incoming calls with
the Do Not Disturb feature. Callers hear a busy signal and you receive no
notification about incoming calls. You can, however, make outgoing calls.
To temporarily refuse incoming calls:
in the lower right corner of the
1.
On the home screen, select
screen.
2.
Select On to set Do Not Disturb.
in the lower right
While the system is not accepting calls, you see
corner of the screen. This setting stays in effect until you change it.
Answering Calls Automatically
Depending on your system configuration, you can specify whether to answer
calls automatically or to have the system announce incoming calls and wait for
you to answer manually.
Automatically answering calls is convenient, but it can create security issues. An
unexpected caller could interrupt a meeting in progress or look at equipment and notes
left in an empty room.
To prevent incoming callers from overhearing a conversation not intended for them, you
can choose to mute all automatically answered calls.
To automatically answer calls:
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Scroll to Auto-Answer Point to Point, press
control and select Yes.
4.
Press
on the remote
Home to save your change and return to the home screen.
If you have a V700 system that you are using as your computer monitor, Polycom
recommends that you set up the system so that you have to answer calls manually.
If you receive a call while using the system as a computer monitor, you hear a ringing
sound and you can switch to video to answer the call manually. Alternatively, you can
ignore the call and it will not connect, thereby preventing the caller from seeing or
hearing you at your desk.
20
www.polycom.com/videodocumentation
SCHEDULING CALLS
Muting Automatically Answered Calls
Depending on your system configuration, you can choose whether to mute the
audio when calls connect if your system is configured to answer calls
automatically. This prevents callers from overhearing conversations or
meetings. After the call connects, you can press
ready to unmute the call.
Mute when you’re
Note that, if you enable this option during a call, the audio for the current
meeting is not affected.
To mute automatically answered calls:
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Scroll to Mute Auto-Answer Calls and press
control to enable the option.
4.
Press
on the remote
Home to save your change and return to the home screen.
Scheduling Calls
You can use the calendar and call scheduling feature to schedule video
conferences. When you schedule a call using this feature, the system
automatically calls the site you selected on the date and time you specified.
For recurring calls, you can indicate whether you want the system to
automatically make the call daily, weekly, or monthly.
To schedule a call:
1.
Select System from the Place a Call screen.
2.
Select Utilities from the System screen.
3.
Select Call Scheduler from the Utilities screen.
4.
Select New Entry from the Call Scheduler screen.
5.
Select the site to call from the directory.
6.
Select the date and time for the call.
7.
Select
Next and specify whether the call repeats.
On the scheduled time and date, your Polycom system will automatically call
the selected site.
To view scheduled calls in the calendar:
1.
Select System from the Place a Call screen.
2.
Select Utilities from the System screen.
3.
Select Calendar from the Utilities screen.
Dates with scheduled calls are marked in the calendar with a small green triangle.
© Polycom, Inc.
21
GETTING STARTED GUIDE FOR THE V SERIES
Using Microsoft LCS Features with Video Calls
(V500 System Only)
Depending on how your V500 system is configured, you may be able to use the
Microsoft® LCS (Live Communications Server) contact list feature. This feature
allows you to set up a list of LCS contacts, see if the contacts are online, and
call them without knowing or remembering their addresses. Contacts appear in
the directory and may also appear on the contact list home screen.
When you are viewing the contact list home screen, you can select Manual Call or
press
Home on the remote control to access the Place a Call screen.
Adding and Removing Microsoft LCS Contacts
To add or remove LCS contacts for the V500 system:
1.
Open the Microsoft Office Communicator or Windows Messenger
application on a computer.
2.
Log in to the application using the V500 system SIP account
information.
3.
Use the application to add or remove contacts for the V500 system.
Viewing Microsoft LCS Contact Status
Status icons appear next to each LCS contact on the V500 system. These
icons indicate whether the contact is available, busy, or offline.
Status
Icon on the
Polycom
System
The video conferencing system is…
Available
Powered on and available to take calls.
Busy
Powered on but busy for one of the following
reasons:
The system is in a call.
The system is set to I am Busy or Do Not
Disturb.
Offline
22
Powered off.
www.polycom.com/videodocumentation
CUSTOMIZING YOUR WORKSPACE
Customizing Your Workspace
You can customize what you see on the screen, depending on how your
system is configured.
Displaying the Far Site’s Name When the Call Connects
Depending on your system configuration, you can specify whether to display
the far site’s name when the call connects and how long to leave the name
on the screen.
To specify when to display the name of the far site:
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Select
4.
Scroll to Far Site Name Display Time, press
on the remote
control, and select to display the far site’s name during the entire call,
for a specified time, or not at all.
5.
Press
Next to see more settings.
Home to save your change and return to the home screen.
Hearing Audio Confirmation When You Dial
Depending on your system configuration, you can set up the system to speak
each number as you enter it in the dialing entry field on the Place a Call
screen.
To enable audio confirmation:
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Select
4.
Scroll to Keypad Audio Confirmation and press
control to enable the option.
5.
Press
Next to see more settings.
on the remote
Home to save your change and return to the home screen.
Adjusting for Room Lighting
Depending on your system configuration, you can use backlight control to
adjust the brightness of the video that the camera sends to the Polycom
system. Adjusting this setting can be helpful when the room arrangement
results in strong light coming from behind the people in the picture.
To turn backlight compensation on:
© Polycom, Inc.
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
23
GETTING STARTED GUIDE FOR THE V SERIES
3.
Scroll to Backlight Compensation and press
control to enable the option.
4.
Press
on the remote
Home to save your change and return to the home screen.
Setting Camera Brightness (V700
System Only)
Depending on your system configuration, you can set the camera brightness.
Like the backlight compensation setting, this setting adjusts the camera’s iris.
If there is a lot of light in the room, set the camera brightness to a low number
so the camera takes in less light. If the room is dark, set the camera brightness
to a high number so the camera takes in more light. The default is 11.
To set the camera brightness:
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Scroll to Camera Brightness, press
select the brightness level.
4.
Press
on the remote control, and
Home to save your change and return to the home screen.
Changing the System Color Scheme
Depending on your system configuration, you may be able to change the color
scheme of your Polycom system screens.
To change the color scheme:
24
1.
Select System from the Place a Call screen.
2.
Select User Settings from the System screen.
3.
Select
4.
Scroll to Color Scheme, press
one of the color schemes.
5.
Press
Next to see more settings.
on the remote control, and select
Home to save your change and return to the home screen.
www.polycom.com/videodocumentation
USING AVAYA NETWORK FEATURES WITH VIDEO CALLS (V500 SYSTEM ONLY)
Using Avaya Network Features with Video Calls
(V500 System Only)
Depending on how your V500 system is configured, you may be able to use
Avaya® telephony network features such as call forwarding and transferring
calls.
To activate call forwarding:
1.
Make sure that the Polycom system is not in a call.
2.
From the Place a Call screen on the Polycom system, dial the Feature
Access Code provided by the Avaya Communication Manager (ACM)
administrator, followed by the E.164 extension of the system to which
you want to forward the calls. For example, dial *22016 if *2 is the
Feature Access Code and 2016 is the system E.164.
3.
Wait for confirmation beeps.
To deactivate call forwarding:
1.
From the Polycom system Place a Call screen, dial the Feature Access
Code provided by the ACM administrator. For example, #2 if #2 is the
Feature Access Code for disabling call forwarding.
2.
Wait for confirmation beeps.
To transfer a call:
© Polycom, Inc.
on your Polycom system remote control to
1.
While in a call, press
access the tone pad.
2.
Dot on the remote to activate flash hook. The first far-site
Press
system is placed on hold.
3.
Wait for a dial tone, then dial the extension of the far-site system to
which you want to transfer the call. The call connects both audio and
video between the local system and the second far-site system. The
first far-site system is still on hold.
4.
Hang up the near-site system. The two far-site systems are now
connected in a call with audio and video, if the capabilities are present.
25
GETTING STARTED GUIDE FOR THE V SERIES
Streaming a Conference to the Web (V700 System Only)
Starting a Stream
Your V700 system may be configured to allow you to make point-to-point calls
available for others to view using a web browser. Users who view the stream
need to know the address of the video conferencing system and the system’s
room password (if any).
To stream a conference:
1.
Select System from the Place a Call screen.
2.
Select Utilities from the System screen.
3.
Select Web Streaming from the Utilities screen.
4.
Select the Start Streaming option to begin streaming.
You can start the stream before or during a video call.
To stop streaming a conference:
1.
Select System from the Place a Call screen.
2.
Select Utilities from the System screen.
3.
Select Web Streaming from the Utilities screen.
4.
Clear the Start Streaming option to stop the stream.
Viewing a Stream
Before you view the streamed conference, you need to:
‰
Install the QuickTime player on your computer.
‰
Obtain the IP address of the video conferencing system and the
password (if any) from the conference organizer.
To view a streaming conference:
1.
On a computer, open a web browser.
2.
In the browser address line, enter the system’s IP address, for
example, http://10.11.12.13, to go to the video conferencing system’s
web interface.
3.
Click View a Meeting.
4.
If prompted, enter the user name and password provided by the
conference organizer.
To stop viewing the streaming conference:
¾
26
Close the web browser.
www.polycom.com/videodocumentation
USING YOUR V700 SYSTEM AS A COMPUTER MONITOR
Using Your V700 System as a Computer Monitor
If you have a V700 system, you can save space in your office or conference
room by also using the V700 XGA display as your computer monitor.
Typically, you do not need to change the factory defaults for these settings.
However, if you do need to access the monitor settings, use the buttons on
the front of the V700 monitor. Press MENU, then press SELECT and ADJUST
as needed to change the settings.
Before You Begin
Check that the computer video is configured to use one of these supported
resolutions and refresh rates:
Resolution
Refresh rates (Hz)
VGA (640 x 480)
60, 72, 75
VGA (720 x 400)
70
SVGA (800 x 600)
56, 60, 72, 75
XGA (1024 x 768)
60, 70, 75
SXGA (1152 x 864)
75
SXGA (1280 x 960)
60
SXGA (1280 x 1024)
60, 75
Macintosh (640 x 480)
67
Macintosh (832 x 624)
75
To use your V700 system as a computer monitor:
1.
Connect your computer to the V700 system as shown on the setup
sheet that came with the V700 system.
2.
Press the Input button on the front of the V700 system to toggle
between displaying content from the computer and showing video from
the video conferencing system.
To answer a call while using the V700 system as a computer monitor:
1.
When you hear a ring, press the Input button on the front of the
system to switch to the video conferencing system.
You must answer within 90 seconds, or the system will automatically
reject the call.
2.
© Polycom, Inc.
Press
Call on the remote control.
27
GETTING STARTED GUIDE FOR THE V SERIES
If you use the V700 system as your computer monitor, Polycom recommends that you
set up the system so that calls must be answered manually. This ensures that callers do
not unexpectedly see or hear you at your desk.
When the system is set up for manual call answering, the system rings to indicate an
incoming call. To answer the call, switch to the video conferencing system and answer
manually. If you do not answer manually, the call will not connect.
Video Conferencing Tips
Read through these quick tips for ideas on how to optimize your video
conferencing experience. You’ll find a general tip for a better meeting, as well
as simple suggestions for improving video and audio quality, and for showing
documents.
Tip for Great Meetings
‰
Make sure you have the video number(s) of the site you want to
call or that the site is listed in a directory.
‰
Avoid wearing bright colors, all-light or all-dark clothing, or very
“busy” patterns (such as small checks or narrow stripes).
Light pastels and muted colors look the best on the screen.
‰
If there are windows in the room, close any drapes or blinds.
Daylight is a variable light source and can conflict with interior
room lighting.
‰
Use natural gestures when you speak.
‰
When adjusting your camera, try to fill the screen as much as
possible with people rather than with the table, chairs, walls, or
the floor.
‰
Speak in your normal voice without shouting.
‰
Ask the people at the other site if they can hear you. Have them
introduce themselves so you can be sure that you can hear them.
‰
Since the audio has a very slight delay, you may want to pause
briefly for others to answer you or to make comments.
‰
As with any call, try to limit side conversations.
‰
Check that your computer has the application you need to show
your documents, such as Microsoft® PowerPoint, Project, or Word.
‰
For a smoother presentation, be sure your file is ready to show.
Test it before you start the video call.
Tips for Great Video
Tips for Great Audio
Tips for Showing Content
28
www.polycom.com/videodocumentation