Polycom Viewstation 128 User manual

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Instructional Documents

Video Conference >> PolyCom >> ViewStation 128

This Document Contains:

A Device Description

An Installation Guide

Instructions for Use

Best Practices

Troubleshooting Information

Contact Information for More Help

Extension Computing

Technology Unit

Document Id: M304

Document Version: 2.1

Document Created: April 2006

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Table of Contents

Objectives of This Document

3

Goals 3

How to read this document 3

Device description 4

Installation Guide

5

Locate all the parts 5

Begin connecting the cables 6

Follow these steps in connecting the cables 7

Instructions For Use

8

Turning the device on 8

Using the remote control 9

Making your first call 10

Using the address book to make a call 11

Ending a call 13

Controlling the camera 14

Controlling the volume and mute 15

Testing the audio 16

Best Practices

19

Purpose of this section 19

Positioning the system 19

Video conference etiquette 20

Troubleshooting Guides

21

The remote control is not working 21

There is no video on the television 21

There is no audio on the television 22

The PolyCom ViewStation 128 will not make a call 22

Where to find the PolyCom ViewStation 128’s IP number 23

Support Contact Information

24

Who to call 24

Contact Information

24

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Objectives of This Document

Goals:

Using this document a user should be able to accomplish the following:

! Setup a PolyCom ViewStation 128 video conference device

! Properly initiate and complete a video conference using a PolyCom

ViewStation 128 video conference device

! Troubleshoot basic problems with the PolyCom ViewStation 128

video conference device

! Contact the appropriate persons for help solving serious problems

with the PolyCom ViewStation 128 video conference device

How to read this document:

This document is broken into several parts. Each part is labeled and can

be found by its title or its page number on the table of contents. This

document can either be read straight through as a teaching tool or as

needed as a reference tool.

Icons are used through this document to highlight important concepts or

to warn the reader about a potentially problematic situation. The

following icons are used:

Tips provide additional information that may not be obvious from

reading a product manual.

Warnings are there in case there is a risk of making a mistake that

would harm a product.

References provide links to additional information, either in books or

on the Internet, about a product.

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Device description:

PolyCom systems are designed to do one thing: make it easier to

communicate with people face to face. Because long distances often

make this infeasible, videoconferencing is becoming quite popular. When

you use the PolyCom ViewStation 128 you can interact with people, in

real time, through a video connection. They can see and hear you just as

you can see and hear them.

This document explains how to setup your PolyCom ViewStation 128 and

how to use it. This document also includes help troubleshooting common

problems with installation and use. Finally, this document provides

contact information for people and groups that can help you setup and

use your PolyCom ViewStation 128.

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Installation Guide

This section will explain how to perform a normal installation of a

PolyCom ViewStation 128 video conference device. This installation

requires that you have a television with an S-Video input and access to

the Internet.

Locate all the parts:

ViewStation 128

Base Unit

This is the camera for the

teleconferencing system. It is placed

on top of the television screen.

Microphone

Used to increase the quality of voice

transmission.

Remote Control

This is the only way to control the

video conference device.

Power Cable

The cable plugs into a power outlet in

the wall in the conference room.

Audio Cables

This cable is red and white tipped and

connects to the television’s audio

inputs.

LAN Cable

This cable is probably orange tipped

and connects the video conference

device to the Internet.

Video Cable

This cable is yellow tipped and

connects the video conference device

to the television.

Microphone Cables

This cable is brown tipped and

connects the microphone to the video

conference device.

Documentation

The manuals come on CDs and in

printed form.

If you are missing a part listed stop and do not continue. Contact the

person who shipped you the device and confirm you have all the parts

you need to safely complete the installation. Missing or substandard

parts increase the likelihood that the unit will become damaged during

use.

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Begin connecting the cables:

The following image labels only the connections you will need for a

normal installation.

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Follow these steps in connecting the cables:

It will probably be easiest to set the base unit (the camera) on a flat

table while connecting the cables. Once you are finished, place the base

unit on top of the television set. Placing the base unit on top of the

television set while connecting cables can be awkward and the base

unit may be knocked to the ground.

Plug the LAN cable into the orange LAN port on the

base unit. Then plug the other end of the LAN cable

into the Internet jack in your wall.

Plug the audio cable into the bottom red and white

jacks on the base unit. Then plug the other end of the

audio cable into the red and white audio in jacks on

the television.

Plug the video cable into the bottom yellow video jack

on the base unit. Then plug the other end of the video

cable into the yellow video jack on the television.

Plug the microphone cable into the brown microphone

jack on the base unit. Then plug the other end into

the microphone.

Plug the power cable into the power connector on the

base unit. Then plug the other end into a power outlet

in the wall. Also ensure the television is plugged into

a power outlet on the wall.

Batteries should already be in the remote control. If

not, place three AAA batteries in the remote control.

At this point the PolyCom ViewStation 128 is connected and ready for its

first use. The next section of this document will explain how to turn the

device on and make a call.

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Instructions for Use

Turning the device on:

Begin by turning the television on.

The PolyCom ViewStation 128 has a power switch on the

back of the device on the right side of the back panel.

The video conference device can take as long as 10 seconds

to start. Once it does you should see a short movie on the

television screen with dancing triangles (the logo for the

company PolyCom).

Once you see the main menu page you are ready to use your

PolyCom ViewStation 128 system to video conference.

Many television sets have multiple inputs. You may have to change the

channel on the television in order to use the PolyCom video conference

device. Your television’s remote probably has a button called “Line” or

“Input.” Try changing inputs if you are having problems getting a

picture. See page 21 for details.

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Using the remote control:

There are many buttons on the PolyCom ViewStation 128 remote control.

However, most applications only require a few of the buttons. The most

commonly used are highlighted here:

You must have the remote control in order to use the PolyCom

ViewStation 128 video conference device. It runs on three AAA batteries.

The rest of this document will explain how to use the PolyCom

ViewStation 128 video conference device. You will need the remote

control.

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Making your first call:

You should be looking at the main menu. Use the

red arrow buttons

to highlight the various

options on the main menu. To start a video

conference call, highlight “Video Call” and press the

red enter button

on the remote control.

On the dialing page use the numbers on the remote

control to enter an IP number to call. To type a dot

press the red right arrow button

.

Press the green Call button at the top of the

remote control to initiate the call. You will hear a

ringing sound and see yourself on the screen while

the call connects. Once the call connects you will

see the person you are calling. You will also see the

name of the PolyCom video conferencing device you

are calling along the bottom of the screen.

The video conference device you are calling must be turned on before

you can call it. If you have trouble connecting ensure the device you

are calling is on by using the telephone to call someone at that location.

Make sure you obtain the IP number for the device you will call during a

video conference. If you do not have this number you will not be able

to make a call.

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Using the address book to make a call:

Each PolyCom ViewStation 128 device has an address book which works

just like a phonebook. You can store numbers in it so that you do not

have to remember them later. You can add as many new numbers as

you wish. This section will tell you how to make a call to an IP number

using your address book.

From the main screen use the red arrow buttons

on the remote control to highlight the

“Address Book.”

Press the red enter button near the top of the

remote control to open the address book. You are

now viewing your speed dial numbers. To call one

of these numbers use the red arrow buttons

on the remote control to highlight an entry and

press the green Call button

at the top of the

remote control to initiate the call.

To access the full address book use the red arrow

buttons on the remote control to highlight

the “Address Book” icon in the bottom left corner of

the screen. Then press the red enter button

to

open the address book.

Use the red arrows to scroll through the list of

names in the directory.

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Highlight the name you wish to call and press the

green Call button

at the top of the remote

control. At this point you will see the same screen

as if you dialed the number yourself.

The video conference device you are calling must be turned on before

you can call it. If you have trouble connecting ensure the device you

are calling is on by using the telephone to call someone at that location.

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Ending a call:

While in a call press the green Call button at the

top of the remote control to show the Hang Up

menu. Use the red arrows

to select

“Disconnect Video Call” and press the green Call

button

again to end the call.

The system will not ask you to confirm your selection. The call will

immediately end. Be careful when using the Hang Up menu if you do

not wish to actually end the video conference.

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Controlling the camera:

The PolyCom ViewStation 128 has a camera which can be aimed, as well

as zoomed in and out, using the remote control. During a conference you

can use the remote control to aim and zoom your device’s camera or the

camera on a device you are connected to. This section will show you how

to control your camera and the cameras on devices you are connected to.

Begin by making a call. Follow the normal method

outlined in the previous sections by entering the IP

number of the device and pressing the green Call

button

at the top of the remote control.

The call will connect.

You can now control your own camera. Use the red

arrow buttons

on the remote control to aim

the camera up, down, left, and right.

Use the grey zoom buttons on the left side of the

remote control to zoom in and out.

There are times when you may want to control the

camera of a device you are connected to. To take

control of the device you are connected to press the

grey Far button near the top of the remote control.

You will see the Far icon appear in the corner of the

television screen. You can now control the remote

camera the same way you control your own.

To switch back to controlling your own device, press

the grey Near button near the top of the remote

control. You will see the Near icon appear in the

corner of the television screen. You are now

controlling your own camera again.

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Controlling the volume and mute:

You can control the volume of the PolyCom ViewStation 128 with the

remote control. You can also press the Mute button so that people on the

other end do not hear you.

The mute button does not turn off your speakers; it turns off your

microphone. When you push the mute button it prevents other people

in the video conference from hearing you. Pushing the mute button on

the remote control is the same as pushing the mute button on the

microphone itself.

To increase or decrease the volume of the PolyCom

ViewStation 128 device press the grey volume

buttons

on the right side of the remote control.

The top button increases the volume and the bottom

button decreases the volume.

To mute your microphone press the orange Mute

button to the left of the volume buttons on the

remote control. This will silence your microphone

and prevent other people in the video conference

from hearing you. When the microphone is muted

you will see a mute icon in the corner of the

television screen.

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Testing the audio:

Depending on your setup you may occasionally need to test the audio

connections for your PolyCom ViewStation 128. Though this will happen

rarely, it is important to know how to perform these two tests. This

section will show you how to test the audio connections to the television

and test the microphones.

This is a good place to look if you are having audio problems.

To test whether the PolyCom ViewStation 128’s audio is properly

connected to the television, follow these steps:

From the main screen use the red arrow buttons

on the remote control to highlight the

“System Info” option in the upper right corner of

the screen. Press the red enter button

in the

middle of the arrows on the remote control.

From the System Information screen use the red

arrow buttons

on the remote control to

highlight the “System Info” option in the lower left

corner. Press the red enter button

in the

middle of the arrows on the remote control.

From the Diagnostics screen use the red arrow

buttons

on the remote control to highlight

the “Audio” option. Press the red enter button

in the middle of the arrows on the remote control.

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From the Audio screen use the red arrow buttons

on the remote control to highlight the

“Generate Tone” option. Press the red enter button

in the middle of the arrows on the remote

control.

From the Generate Tone screen press the red enter

button in the middle of the arrows on the

remote control to select the picture of the speaker.

You should hear a tone. If you do not hear the tone

check the volume on the television set, check the

audio cables from the PolyCom ViewStation 128

device to the television, and call your support

phone number if you still cannot make it work. See

page 24.

To test whether the PolyCom ViewStation 128 microphone is properly

connected and picking up audio, follow these steps:

From the main screen use the red arrow buttons

on the remote control to highlight the

“System Info” option in the upper right corner of

the screen. Press the red enter button

in the

middle of the arrows on the remote control.

From the System Information screen use the red

arrow buttons

on the remote control to

highlight the “System Info” option in the lower left

corner. Press the red enter button

in the

middle of the arrows on the remote control.

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From the Diagnostics screen use the red arrow

buttons

on the remote control to highlight

the “Audio” option. Press the red enter button

in the middle of the arrows on the remote control.

From the Audio screen use the red arrow buttons

on the remote control to highlight the

“Audio Meter” option. Press the red enter button

in the middle of the arrows on the remote

control.

The audio meter displays how much sound the

microphone is picking up. If the room is quiet you

will see no color. If you speak into the microphone

you will see an image like this. Note the colored

bar is just yellow if it is too quiet and green when it

is the best volume.

If you are too close to the microphone or if you are

speaking too loudly the bar will turn red. The audio

meter is a good way to learn how close to, and far

from the microphone you should be during a video

conference.

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Best Practices

Purpose of this section:

This section of the document is designed to help you setup and use your

PolyCom ViewStation 128 video conference device to the best of its

abilities. There are guidelines for proper alignment of the device in the

conference room and video conference etiquette.

Positioning the system:

Position the system so that the camera does not face toward a window or other

source of bright light. The background light will wash out the image and

people you call will not be able to see you. If the conference room does not

use ambient light (lighting from above) place lights behind the camera so that

light shines onto people’s faces.

If the camera is aimed directly into a very bright light source such as a

large lamp or sunny window the camera can be damaged.

Place the base unit (the camera) on top of the

television set. This way when you watch the other

people on the television it will appear to them that

you are looking them in the eye.

The microphone that comes with the PolyCom

ViewStation 128 is very good. When aligned

properly it allows users to speak in a normal tone

and at a normal volume. The microphone is

triangular with three sensors that pick up noise.

Place microphones on the conference table. Place

them so that the logo on each microphone points

toward the television.

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No matter how many people are in the conference room and no matter how

many microphones are in use, the microphone closest to the television should

be parallel with, or in front of, the person nearest the monitor. The following

image should guide you in setting up your microphones:

Video conference etiquette:

! Test equipment and have a backup plan.

! If possible, allow participants a brief practice

session to familiarize them with the equipment.

! Run video conference sessions according to a

written agenda.

! Let participants know ahead of time what to

expect and who will be present.

! Set clear objectives for the meeting.

! Remind participants that they should dress as

they would for an in person meeting.

! Introduce all participants.

! Speak clearly and loudly.

! Make eye contact with the camera and with other

participants in your room.

! Use names: consider using name plates.

! Don't speak over people or interrupt.

! Don't be too close to the camera.

! Avoid making excessive background noise, like

rustling papers or tapping pens on the table.

! Turn off beepers, watch alarms and cell phones.

For more information on etiquette visit the Emily Post Institute:

http://www.emilypost.com/etiquette/technology/video_conference.htm

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Polycom Viewstation 128 User manual

Polycom Viewstation 128 User manual

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