Content Sharing Server V1.4 Administrator Guide

Polycom®
RealPresence® Content Sharing Suite
Quick User Guide
Version 1.4 | 3725-03261-003 Rev.A | December 2014
®
In this guide, you will learn how to share and view content during a conference call when the Polycom
®
RealPresence Content Sharing Suite (CSS) is deployed. You can choose to share and view content
from Microsoft Lync 2010 or 2013, or, if you don’t have Lync, you can enter a URL in your browser and
access content over the Web.
Web Info: Where Do I Find More Information About CSS?
For detailed information about the Polycom RealPresence Content Sharing Suite, see the
Polycom RealPresence Content Sharing Suite Support page.
Use Microsoft Lync to View and Share Content
This section describes how to use Microsoft Lync 2010 and 2013 when the RealPresence Content
Sharing Suite is deployed. After reading this section, you’ll understand how to use Lync to view and
share content from your Lync client.
Before you can use Microsoft Lync to share and view content, your system administrator will have set up the
solution for your environment.
Note: RealPresence Content Add-on for Lync is needed for Add-on mode
If your CSS server runs in the Add-on mode, you need to install the RealPresence Content
Add-on for Lync on your computer. The version of RealPresence Content Add-on for Lync must
match the version installed on the CSS server.
You must log in to the RealPresence Content Add-on for Lync using your Lync credentials.
For more information, refer to the ADMINISTRATOR’S GUIDE of Polycom® RealPresence®
Content Sharing Suite available on Polycom Support, under DOCUMENTS & DOWNLOADS >
UC Infrastructure.
Note: About Microsoft Lync 2013 and 2010 support in version 1.4 Gateway mode
Both Lync 2013 and 2010 clients are supported in the Gateway mode.
However, in CSS version 1.4 Gateway mode, Lync 2010 clients must register to a Lync 2013
server to join RealConnect calls. Gateway mode is supported only in Polycom RealConnect™
deployment.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
View and Share Content
You can share your desktop or a program with other Lync users and endpoints that receive content from
Polycom RealPresence Collaboration Server (RMX).
You have several ways to view and share content:
● As a non-Lync user, dial in using the conference ID included in the Outlook invitation e-mail.
From CSS version 1.3 and onwards, when you schedule a call from Outlook, the call can be
automatically cascaded between the Lync AVMCU and Polycom RealPresence Collaboration
Server.
● As a Lync user, invite a VMR number as a participant into the call.
● (Add-On mode only) As a Lync user, dial in using a VMR number.
To schedule a VMR cascading conference from Outlook:
1 A Lync user creates a new Lync meeting from within the Outlook scheduler.
2 Other Lync users dial in using the Lync URL contained in the meeting invitation.
A meeting URL has this format: https://<FQDN>/<user>/<FocusID>
3 Standard video endpoints dial in using the conference ID contained in the meeting invitation.
A conference ID may be one of the following formats:
 93646351
 93646351@dmadomain.net
 7793646351
 7793646351@dmadomain.net
To invite a VMR number as participant into a Lync call:
1 When you are in a Lync call, invite more people:
 (Lync 2013) Click Invite More People
 (Lync 2010) Click Invite by Name or Phone Number.
2 Add a VMR number, such as 721234@polycom.com, into your call.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
To dial in to a VMR call (Add-On mode only):
1 From Lync, enter the VMR meeting number in the search box (as shown next). The number
displays in the window below the search box.
Enter a VMR meeting number
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
2 Right-click the number in the window, and select Start a Video Call (as shown next).
Start a video call
3 The call connects.
You can now view and share content with other meeting participants.
Note: Direct VMR calling is supported only when your CSS server works in the Add-On
Mode
Direct VMR dialing is supported only when your CSS server works in the Add-on mode.
When CSS is configured in the Gateway mode and users dial in directly into a VMR, audio and
video will connect, but content sharing is disabled.
View Hidden Content with Lync 2013
If you use Lync 2013 and you’re viewing CSS content, the Lync controls are hidden. You can unhide
these controls.
To view the Lync 2013 controls:
» Click the gray bar that displays at the far left of the screen, as shown in Figure 3.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
Figure 3: Click the gray bar to view the controls.
To hide the Lync 2013 controls:
» Click the gray bar again, as shown in Figure 4.
Figure 4: Click the gray bar to hide the controls.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
View and Share Content
If you’re in a VMR call, another meeting participant can share his or her desktop or a program, and you’ll
see the shared content on the Lync content stage.
In the examples shown in Figures 5 and 6, a meeting participant is sharing a program (in this case, a
Microsoft Word document). If a meeting participant wants to share content with you, you will
automatically see the content on the Lync stage.
Figure 5: Example of document sharing in Lync 2010
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
Figure 6: Example of document sharing in Lync 2013
To share content:
» Do one of the following
 In Lync 2010, navigate to Lync’s Share menu. Open the Share menu and choose to share the
main monitor, a secondary monitor, or a program. In the following example, more than one
monitor is attached to the computer.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
 In Lync 2013, click the
Monitor icon. In the following example, only one monitor is
attached to the computer. You can choose to share the desktop or a program.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
After you select the content you want to share, other meeting participants will automatically see the
content.
While you share content, a tab displays at the top of your computer indicating that you are currently
sharing content, as shown next. To stop sharing content, click Stop Sharing at the far right of the tab.
To share your desktop:
1 Do one of the following:
 In Lync 2010, select Share > Desktop.
 In Lync 2013, click
and select Desktop.
If you have more than one monitor attached to your computer, choose Main Monitor or
Secondary Monitor instead.
A green border displays around your desktop, as shown in Figure 7. Other meeting participants will
automatically see your desktop.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
Figure 7: If you’re sharing your desktop, a green border displays around your desktop.
To share a program:
1
Open the program you want to share.
2
Do one of the following:
 In Lync 2010, select Share > Program.
 In Lync 2013, click
3
and select Program.
From the Share Programs window, shown next, select the program you want to share, and
then click Share.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
The program you want to share displays on your desktop, outlined in green, as shown in Figure 8. Other
meeting participants will automatically see the program.
Figure 8: If you’re sharing a program, the program displays a bright green border.
Note: Minimizing Shared Programs
If you minimize a program you’re sharing to your taskbar, the people you’re sharing the
program with will see a black screen. Make sure the program you want to share is
maximized and in front of other open programs.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
View and Share Content over the Web
If you don’t have access to Lync, you can access CSS content over the Web by entering a special URL
(https://<server IP>/css/) in a Web browser. This is helpful for non-Lync users dialing in to a meeting
over audio but also wishing to view the shared content on a computer, or for external users sharing
presentations with meeting participants.
After you enter the URL in your Web browser, you can use the onscreen dialpad to dial the VMR, or
you’ll be prompted to install or upgrade (if required) CSS software on your machine so you can dial the
VMR and view and share content.
Note: View and Share Content over the Web
When you view and share content over the Web, you won’t have access to audio or video.
You can access Web-based content from X86/Windows machines running Windows 7 (SP1+) or
Windows 8, with Internet Explorer 8 or higher; Google Chrome (26 or higher); or Mozilla Firefox (18 or
higher).
To view and share content over the Web:
1 From a Web browser, enter the URL specified in the meeting request and press Enter. The URL
will have the following format: https://<server IP>/css/ (for example: https://172.21.125.152/css/).
2 One of the following happens to the normal users if Guest Web Access is not enabled on the
CSS Web server:
 A dialpad screen displays, as shown next. Go to step 3.
 A login screen displays, as shown next. Enter your Active Directory Username and Password
and click Sign In.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
 If the user is from outside the organization and want to log in to the meeting as guest then click
on Log in as guest.
Note: Enabling Guest Web Access
You will be able to log in as a guest only when Guest Web Access is enabled on the CSS
server by the administrator. It does not require authentication to log in to the meetings.
 An Install Browser Plugin screen (if you’ve never accessed Web-based content before) or an
Upgrade Browser Plugin screen (if you’ve previously installed the plug-in, but it’s outdated)
displays, as shown next. Download and install the plug-in. After the plug-in is installed, and if
you’re running Internet Explorer, you’ll have to close your browser and reopen it.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
After the plug-in is installed, and a dialpad screen displays, go to step 3. If a Login screen
displays (as shown previously), enter your Active Directory Username and Password, and
click Sign In.
3 From the dialpad screen, shown next, use the onscreen dialpad to enter the VMR number and
click Call to dial into the meeting.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
4 If the meeting requires you to enter a password to join the meeting, a password screen displays,
as shown next. Using the online keypad, enter the meeting password (included in the meeting
request), and then click Confirm, to join the meeting.
5 After you join the meeting, one of the following happens:
 If a meeting participant is sharing content (as shown next), you’ll automatically see the content
on the Web page. The shared content is outlined in green.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
 If no meeting participants are sending content, the web page displays a list of content—a
monitor or an open application—that you can share (as shown next). To share content, select
an item to share.
At the bottom of the Web page is a toolbar with three icons.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
Select an icon to do one of the following:

To toggle between sharing and not sharing content, click
.

To toggle between showing content on the full screen or in a smaller window, click

To exit the meeting, click
.
.
Note: Entering a URL That Dials Directly into the VMR
The meeting request may contain a URL that contains the VMR (for example:
https:// 172.21.115.134/css/?id=661920, where 172.21.115.134 is the server IP address
and 661920 is the VMR number). If you enter this URL in your Web browser, you’ll dial
directly into the VMR (after completing any required steps, such as logging in, installing
the plug-in, or entering a meeting password) without having to enter a VMR using the
dialpad.
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Polycom® RealPresence® Content Sharing Suite Quick User Guide
Copyright Information
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© 2014, Polycom, Inc. All rights reserved. POLYCOM®, the Polycom logo and the names and marks
associated with Polycom’s products are trademarks and/or service marks of Polycom, Inc. and are
registered and/or common law marks in the United States and various other countries. All other
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express written permission of Polycom.
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