Ricoh Unified Communication System P1000 Owner's manual

For safe and correct use, be sure to read the Safety Information in 
"Read This First" before using the machine.
Appendix 
Troubleshooting
Conﬁguring the Machine Settings
Changing Network Conﬁguration
Managing Address Book
Leaving a Meeting
What You Can Do During the Meeting
Starting a Meeting
Before Using This Machine
About Uniﬁed Communication System
Features 
Reference

TABLE OF CONTENTS

How to Read This Manual................................................................................................................................. 4

Symbols...........................................................................................................................................................4

About This Product..........................................................................................................................................4

About This Machine....................................................................................................................................... 4

Manuals for This Machine................................................................................................................................. 5

Introduction......................................................................................................................................................... 6

Disclaimer........................................................................................................................................................6

Notes...............................................................................................................................................................6

Precautions for Use.............................................................................................................................................7

Copyright Notice............................................................................................................................................7

1. About Unified Communication System

Overview of the Unified Communication System.............................................................................................9

Features Available on This Machine.......................................................................................................... 10

Features Available in Unified Communication System Settings............................................................... 11

2. Before Using This Machine

About Screen....................................................................................................................................................13

Screen Contents........................................................................................................................................... 13

Contact List screen....................................................................................................................................... 13

Menu screen.................................................................................................................................................14

Checking the News..........................................................................................................................................16

Logging in to Unified Communication System Settings................................................................................. 17

Operating Environment............................................................................................................................... 17

Login..............................................................................................................................................................19

Logout........................................................................................................................................................... 20

Specifying the Name of the Machine and Your Password...........................................................................21

Preparing for Screen Share.............................................................................................................................23

For Windows................................................................................................................................................23

For Mac OS X.............................................................................................................................................. 25

3. Starting a Meeting

To Start a Meeting............................................................................................................................................27

Connecting to a Meeting.................................................................................................................................28

Connecting................................................................................................................................................... 28

Answering a Call......................................................................................................................................... 29

1

Joining a Meeting in Progress.....................................................................................................................29

Connecting to a Private Meeting.................................................................................................................... 31

Connecting to Private Meeting................................................................................................................... 31

Answering a Call......................................................................................................................................... 32

Joining a Private Meeting in Progress........................................................................................................ 32

4. What You Can Do During the Meeting

Changing the Screen Layout........................................................................................................................... 35

Checking the Network Bandwidth............................................................................................................. 37

Adjusting the Volume....................................................................................................................................... 40

Sharing the Computer Screen......................................................................................................................... 41

For Windows................................................................................................................................................41

For Mac OS X.............................................................................................................................................. 43

5. Leaving a Meeting

To Leave the Meeting.......................................................................................................................................47

Leaving the Meeting.................................................................................................................................... 47

Immediately Turn Off the Machine After You Leave the Meeting............................................................47

6. Managing Address Book

About Address Book........................................................................................................................................ 49

Registering a Contact.......................................................................................................................................51

Accepting the Registration Request.................................................................................................................52

Accepting the Registration Request from Unified Communication System Settings................................52

Accepting the Registration Request from the machine.............................................................................. 52

Editing a Registered Contact...........................................................................................................................53

Deleting a Registered Contact........................................................................................................................ 54

7. Changing Network Configuration

To Change Network Configuration................................................................................................................55

Wired/Wireless Network Configuration.......................................................................................................57

Entering Characters..........................................................................................................................................59

Available Characters...................................................................................................................................59

Character Input Screens..............................................................................................................................59

How to Enter Characters............................................................................................................................. 61

Testing the Network Connection.....................................................................................................................62

Checking the test results...............................................................................................................................62

2

Limiting the Network Bandwidth..................................................................................................................... 71

Changing the Port Settings.............................................................................................................................. 73

8. Configuring the Machine Settings

Checking the Sending and Receiving Picture................................................................................................ 75

Displaying Contact Names during a Meeting...............................................................................................76

Updating the Firmware.................................................................................................................................... 77

Changing the Language and Time Zone........................................................................................................79

Checking System Information..........................................................................................................................80

Changing the Brightness of the Display..........................................................................................................82

9. Troubleshooting

When the Machine Cannot Connect to the Network................................................................................... 83

When the Message Displayed........................................................................................................................84

Messages Displayed when Using the Machine........................................................................................84

Messages Displayed when Using Unified Communication System Settings.......................................... 94

Messages Displayed when Using PC Screen Share.................................................................................96

10. Appendix

Managing Contacts As an Administrator.......................................................................................................97

Precautions for Use.......................................................................................................................................... 99

Trademarks.....................................................................................................................................................100

INDEX...........................................................................................................................................................101

3

How to Read This Manual

Symbols

This manual uses the following symbols:

Indicates points to pay attention to when using the machine, and explanations of likely causes of

damage to machine or loss of data. Be sure to read these explanations.

Indicates supplementary explanations of the machine's features, and instructions on resolving user

errors.

[ ]

Indicates the names of keys on the display or control panel.

• Some of the key names that appear in the on-screen instructions or messages might differ from

those shown on the machine, depending on the region in which you live. The screen displays a key

name, followed by the corresponding key mark. If the name of the key is different, use the

corresponding mark to identify the key.

About This Product

In this document, the Unified Communication System services as a whole are collectively referred to as

"this product". For details, see page 9 "Overview of the Unified Communication System".

About This Machine

In this document, the Unified Communication System P1000 is referred to as "this machine".

4

Manuals for This Machine

Read this manual carefully before you use this machine.

Refer to the manuals that are relevant to what you want to do with the machine.

Read This First

Before using the machine, be sure to read this manual entitled Safety Information. It also describes

each regulation.

Quick Guide

Explains how to start a meeting.

Device Reference

Explains how to set up and operate the machine.

This manual also describes the specifications of the machine and provides information about how

to troubleshoot problems that occur. It also describes how to set up this product when using it for

the first time.

Features Reference (This Manual)

Explains how to start a meeting and describes the features of the machine.

This manual also provides information about how to troubleshoot feature and network problems

that occur.

5

Introduction

Disclaimer

Contents of this manual are subject to change without prior notice.

In no event will the company be liable for direct, indirect, special, incidental, or consequential damages

as a result of handling or operating the machine.

Notes

The manufacturer shall not be responsible for any damage or expense that might result from the use of

parts other than genuine parts from the manufacturer with your office products.

Some illustrations in this manual might be slightly different from the machine.

6

Precautions for Use

Copyright Notice

Using this machine to perform any of the following acts, without permission from the copyright holder,

for purposes other than personal use may constitute an infringement on the copyright and/or

neighboring rights of the commercial video software or cable broadcasting program. These acts include

broadcasting or transmitting commercial video software or cable broadcasting programs, modifying

videos, such as by freezing, or resizing videos to be displayed in an aspect ratio different from the

original. To avoid the risk of possible infringement, we advise you to obtain permission from the

copyright holder and take all other measures necessary before performing any of the above-mentioned

acts.

7

8

1. About Unified Communication

System

Overview of the Unified Communication

System

The Unified Communication System is a meeting system that connects this machine and other machines,

both local and remote, to a service platform via the Internet.

Unified Communication System Device

(this machine)

Contact ID: 1111

Contact ID: 3333

Contact ID: 2222

Contact A

Contact B

Video distribution server

Unified Communication System

Settings / Management Mode

Service Platform

(Ricoh equipments)

CZS030

Unified Communication

System Device

Unified Communication

System Apps

The machine at each location is identified by a Contact ID, which serves as the destination for meeting

and the account information for Unified Communication System Settings. The Contact ID is used to

connect to the contacts whom you want to have a meeting with, so there is no need to set a specific

network environment or location in which to use this machine. The Unified Communication System is

made up of the following components:

• This machine

Used to transmit video, capture video on the user side, and configure various settings for

connecting to the network. For details about the available features on this machine, see page 10

"Features Available on This Machine".

• Contact ID

A unique character string set on this machine and other parties' machines. The machine information

is required to use the Unified Communication System. This information also used is to log in to

Unified Communication System Settings.

The Contact ID of the contact whom you want to have meeting with is required when registering the

contact in Address Book.

9

• Video distribution server

The server that streams videos from each contact and distributes them to the other parties.

• Unified Communication System Settings / Management Mode

A Web service that allows you to manage Address Book which is used to register and manage the

contacts whom you want to have a meeting. You can also view and manage "Meeting History".

You can access Unified Communication System Settings from a computer connected to the Internet.

For details about the features available in the Unified Communication System Settings, see

page 11 "Features Available in Unified Communication System Settings".

You can manage multiple contacts by creating an administrator account and logging into Unified

Communication System Management Mode.

For details about Unified Communication System Management Mode, see page 97 "Managing

Contacts As an Administrator".

• Contacts

Indicates the other party that is using a machine which has a Contact ID and supports the Unified

Communication System. Before connecting to a contact to have a meeting, you must first register

the contact in Address Book.

Features Available on This Machine

This section describes the features available on this machine.

Meeting

This machine allows you to start meeting by connect to or answer call from contact. It is equipped

with a camera for video input, a display for video output, and a microphone and speaker for audio

input and output. By connecting to the Internet, you can use this machine to have a meeting

practically anywhere

*1

.

*1

It is necessary to meet the network requirements such as the line speed and ports. For details about the

requirements of network environment for this machine, see "Operating Environment for This Machine",

Device Reference.

Sharing Your Computer Screen

Connecting this machine to your computer lets other parties see what is displayed on your screen.

For details about how to share your computer screen, see page 41 "Sharing the Computer

Screen".

Changing the Network Settings

Change the network settings of the machine.

Change the network settings according to the environment in which the machine is used.

For details about how to change the network settings, see page 55 "Changing Network

Configuration".

1. About Unified Communication System

10

Accepting a Registration Request for Address Book

Accept a registration request for Address Book from other parties.

For details about the Address Book and registration requests, see page 49 "About Address

Book".

For details about how to accept a registration request, see page 52 "Accepting the Registration

Request".

Updating the Firmware

Update the machine's firmware.

The firmware can only be updated when the machine is connected to a network.

For details about how to update the firmware, see page 77 "Updating the Firmware".

Features Available in Unified Communication System Settings

This section describes the features available in Unified Communication System Settings.

Managing Address Book

You can send or accept registration requests and edit or delete registered contacts.

For details about how to manage Address Book, see page 49 "Managing Address Book".

Checking the Meeting History

You can check Meeting History.

The Meeting History lists the date, time, and joined contacts of each meeting. You can output

Meeting History in CSV format.

For details about how to check Meeting History, see Unified Communication System Settings Help.

Changing the machine's name

You can change the machine's name.

For details about how to change the machine's name, see Unified Communication System Settings

Help.

Changing Your Login Password

You can change the login password used to log in to Unified Communication System Settings.

For details about how to change the login password, see Unified Communication System Settings

Help.

Overview of the Unified Communication System

11

1. About Unified Communication System

12

2. Before Using This Machine

About Screen

This section describes the main screens and how to operate them.

• The screens displayed might vary, depending on the machine you are using.

• The sample screens provided in this manual are displayed in XGA mode.

• For details about keys on the machine, see "Component Guides", Device Reference.

Screen Contents

The screen displays the feature menus, settings, and messages.

Use the Cursor keys ([ ] [ ] key) on the control panel to select a feature menu or setting.

The selected menu or setting is highlighted in orange. To activate the selection, press the [Enter] key/ .

Menus or settings are grayed out if it cannot be selected or cannot be confirmed.

Contact List screen

This screen is used to connect to or receive call from the contact.

The machine's status switches to "Ready" only when the Contact List screen is displayed. This status

allows you to start a meeting by connecting to or receive connection from contacts.

• For details about the machine's status, see page 28 "Connecting to a Meeting".

1

2

4

5

6

3

CZS035

13

1. Machine status

Displays the status, name, and Contact ID of the machine.

2. Network status icon

• : When using a wired network

Displays an icon that indicates the number of the profile being used.

• : When using a wireless network

Displays an icon that indicates the strength of the signal reception and the number of profile being used.

The icon changes according to the strength of the signal:

• :Very strong

• :Strong

• :Weak

• :Very weak

• :No reception

3. Message

Displays messages such as a notification that a registration request has been received or a firmware update is

available.

4. Contact List

Displays a list of contacts registered in Address Book.

This list displays the status, name, and Contact ID of each contact.

5. Video on the machine

Displays a video taken by this machine.

This video can be used as a reference to adjust the position of the camera.

6. Current date and time

Displays the current date and time.

Menu screen

The Menu screen is displayed when you press the [Menu] key.

This screen is used to accept registration requests, configure network settings, update firmware, and

check the system information.

If the Configuration Menu screen is displayed, the machine's status switches to "Offline". You cannot

connect to or receive connection from contacts when the machine's status is "Offline".

2. Before Using This Machine

14

1

CZS036

1. Configuration items

Displays configurations.

Configuration Menu screen (When the machine cannot connect to the network during startup)

If the machine cannot connect to the network during startup due to a problem with the network

settings or the network environment, press the [Menu] key while the message "Connecting to the

network..." is displayed. After doing this, the Features screen will appear. Select Configuration

Menu, and then change Wired/Wireless Network Configuration or perform Network Diagnosis to

connect to the network.

The machine repeatedly attempts to connect to the network. If the machine successfully connects to

the network, the message "Connection established." appears in the lower left of the Features

screen. After this message appears, you can start a meeting.

• If the machine cannot connect to the network, see page 83 "When the Machine Cannot

Connect to the Network".

About Screen

15

Checking the News

When the machine receives notices about Unified Communication System services, a message is

displayed on the screen. These notices often contain important information about services, such as the

latest information about firmware updates and maintenance.

Make sure to check the details of each notice when this message appears.

1. Press the [Menu] key/ if Contact List screen is displayed. If the Menu screen is

displayed, proceed to step 2.

CZS031

2. Press the [ ] [ ] key to select [News], and then press the [Enter] key/ .

3. Press the [ ] [ ] key to select the news you want to check, and then press the [Enter] key/

.

4. Check the details of the news.

Press the [

] key to select the news, and then press the [ ] [ ] key to scroll through the screen.

5. After checking the news, press the [Enter] key/

.

If the news is selected to scroll, press the [

] key to select [Close], and then press the [Enter] key/

.

6. Press the [Menu] key/

.

2. Before Using This Machine

16

Logging in to Unified Communication System

Settings

To manage Address Book or check Meeting History in Unified Communication System Settings, you

must first log in to Unified Communication System Settings.

Unified Communication System Settings can be accessed from a computer that is connected to Internet.

For details about the operating environment needed to access Unified Communication System Settings,

see page 17 "Operating Environment".

• If you are not sure about password, contact your machine administrator.

Operating Environment

The following environment is required to access Unified Communication System Settings:

• Unified Communication System Settings can be accessed without needing to turn on the machine.

Specification Operating environment

Computer PC/AT-compatible machine

CPU Pentium M 1.2 GHz or higher

Memory 512 MB or higher

HDD 100 MB or more of free space

Logging in to Unified Communication System Settings

17

Specification Operating environment

OS • Windows XP (Service Pack 3 or later)

Windows XP Home Edition

Windows XP Professional

• Windows Vista (Service Pack 2 or later)

Windows Vista Home Basic

Windows Vista Home Premium

Windows Vista Business

Windows Vista Enterprise

Windows Vista Ultimate

• Windows 7

Windows 7 Home Premium

Windows 7 Professional

Windows 7 Enterprise

Windows 7 Ultimate

• Windows 8

Windows 8

Windows 8 Pro

Windows 8 Enterprise

Resolution XGA (1,024 768 pixels) or higher

64,000 colors or more (recommended)

Web browser Internet Explorer 7, 8, or 9

Firefox 3.6 or later

2. Before Using This Machine

18

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