Polycom VIEWSTATION Training manual

VSGi - Polycom ViewStation End-user Training Guide

POLYCOM

VIEWSTATION

END-USER TRAINING GUIDE

Visual Systems Group, Inc.

15827 Los Gatos Boulevard

Los Gatos, CA 95032

(P) 408.402.9000 (F) 408.402.9095

http://www.vsgi.com

VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

TABLE OF CONTENTS

Subjects Page

Introduction

1-3

Product Overview 1

Network Overview 2-3

ViewStation Remote Control – Button Functions

4

Main Calling Screen

5

System Information Screen 5

How to Place a Video Call

6-9

Placing an ISDN Video Call 6

Placing an IP Video Call 7

Speed-Dialed Calls 8

Address Book 8

Adding an Audio Call 9

How to Hang Up a Call

Disconnecting a Video Call 10

Disconnecting an Audio Call 10

How to Answer a Video Call

10

Auto/Near/Far/Slides Functions

11

Camera Controls 11

Automatic voice Tracking 12-13

Near-End Control (Your Site) 12-13

Far-End Control (The Site You Are Calling) 12

Camera Presets 12

To Access Your Stored Preset 13

Slides/PowerPoint Presentations

13

How to Load a Presentation Onto Your ViewStation 13

How to View a Presentation on the ViewStation 14

Live Presentation with a Document Camera 14

(For Annotation Purposes) 14

VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

TABLE OF CONTENTS CONTINUED

Snapshot Presentation 14

Volume/Mute/Snapshot

15

Sound Controls 15

Snapshot 15

Multipoint Videoconferencing

16-18

Placing a Mutlipoint Call 16

(If the ViewStation MP Has Been Purchased)

Review Multipoint Etiquette 17

Voice Activation 17

Continuous Presence 17

Placing a Multipoint Call 18

(Three or More Video Sites at One Time)

Address Book/Speed Dials

19-20

Address Book/Speed Dials – New Entry 19

Modifying Speed Dial 20

Deleting Speed Dial 20

System Administration

21-23

System Information 21

Diagnostics 21-23

Network Statistics 21

Color Bars 22

Generate Tone 22

Near-End Loop 22

Far-End Loop 23

Troubleshooting for Your ViewStation

24-31

Glossary

32-39

About Your System

40

About VSGi (Your Contact Sheet)

41

1

VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

INTRODUCTION

Welcome to VSGi’s End-User Training! Step-by-step, we’ll show you how

easy it is to operate your Polycom ViewStation videoconferencing system.

Throughout this guide you’ll also learn our “tips & tricks” and really impress

your co-workers. So get ready to make friends with your ViewStation. Trust

us, you’ll be amazed at what this technology can do for you and your

company!

Now, before we even get started, you’ll need to know the basics. First we’ll

review the ViewStation and all its components. Then, in the simplest terms

possible, we’ll explain your system’s network requirements.

Product Overview

The camera of the

ViewStation is embedded into

the system. That’s right – the

entire videoconferencing

system can sit on top a

standard TV monitor! It’s

pictured here along with:

• The Microphone Pod -

should be positioned

approximately 10’ from

the ViewStation

• The Remote Keypad –

has an infrared

connection with the

Polycom camera.

Polycom’s ViewStation, microphone, and remote keypad.

ViewStation’s dual-monitor

Configuration.

Your ViewStation may also include a second

monitor (called a dual-monitor configuration)

and may be attached to additional equipment

(called peripherals).

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VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

Network Review

ISDN-BRI

1. The ViewStation requires a network connection to ISDN-BRI (Integrated

Services Digital Network-Basic Rate Interface). In simplest terms, ISDN

is a digital network for transmitting voice, data, and video over a single

line. This service is commonly ordered from your telephone carrier.

• A single ISDN-BRI has two (B) Channels and (1) D Channel. The two

(B) channels carry user information at 64 kbps for a bandwidth of 128

kbps.

• Each additional ISDN line will increase the bandwidth capability of the

system by 128 kbps per line.

2. A Network Terminal Interface (NT-1) is required for each ISDN line that is

connected to the ViewStation. The NT-1 isolates the network from the

equipment and protects it from an electrical overload on the network.

Basic videoconferencing ISDN diagram.

Tips & Tricks #1

The ViewStation

checks the

configuration of the ISDN line

every time a user powers it on.

Checking the ISDN line normally

takes less than a minute. If your ISDN line is not properly

configured, the initial calling screen will display an

ISDN checking icon in addition to the standard icons.

ISDN checking icon.

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VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

IP Networ

k

Your ViewStation may also be connected to your

company’s LAN (Local Area Network) which uses IP

(Internet Protocol) technology. Every time you use

your e-mail or surf the Net, at work, you are using an

IP network.

If your ViewStation is connected to an IP network, the

upper right corner on your Main Calling Screen would

have “H.323” under the Polycom and ViewStation

logos.

“H.323” means your

ViewStation may be on

an IP network.

An example of a company deploying

videoconferencing over their IP network.

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4

VSGi - Polycom ViewStation End-user Training Guide

ViewStation Remote Control

For assistance, call the

V

SGi Help Desk at

888-882-7378

5

VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

Main Calling Screen.

Once you’ve familiarized yourself

with the buttons on the ViewStation

Remote Control (refer to p. 4), you

will be able to move around your

System Info

icon.

ViewStation’s screen.

SYSTEM INFORMATION SCREEN

1. Use the arrow buttons on the Remote Control and move

to the System Info icon.

2. Press the SELECT button (the oval button in the center

of arrows).

3. The System Information Screen will appear.

4. This screen provides the Video Number(s), Audio

System Information Screen.

MAIN CALLING SCREEN

When you turn on your ViewStation,

you will be greeted by the Polycom

Logo and the Main Calling Screen.

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VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

HOW TO PLACE A VIDEO CALL

The Polycom ViewStation can run over two different types of networks -

ISDN and IP.

Video Call icon.

Placing an ISDN Video Call

1. Use the arrow buttons on the Remote Control and move

to the Video Call icon.

2. Press the SELECT button (the oval button in the center of

arrows).

3. The Video Phone Screen will appear.

On screen, the ViewStation shows you status of

your video channel connection

.

4. Using the numeric keypad

on your Remote, enter

your number. (Be sure to

input “1” before the area

code domestically and

“011” internationally.)

Note: Some calls require

the input of two ISDN

numbers.

5. Press the SELECT button

after numbers are entered

to place call.

Tips & Tricks #2

Here are some number inputting tips!

If the second number is one digit greater than the first, press the RIGHT arrow

when your screen is at the second dialing box.

If the second number is the same as the first, press the DOWN arrow when

your screen is at the second dialing box.

If you make mistakes during input use LEFT arrow to delete/backspace.

Tips & Tricks #3

Dialing Troubleshoot Tip: Due to ISDN network traffic at certain times networks

can become overloaded. Try your call at least three times. If your call still does

not connect, have the party you are calling initiate to you.

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VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

Placing an IP Video Call

1. Use the arrow buttons on the Remote Control and move to the Video Call

Box.

2. Press the SELECT button (the oval button in the center of arrows).

3. The Video Phone Screen will appear.

4. Using the numeric keypad on your Remote, enter the IP Address of the

ViewStation you are calling. IMPORTANT: To type “.”, press the right

arrow button.

5. Press the SELECT button after numbers are entered to place call.

The System Information Screen will provide your ViewStation’s IP address.

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End-User Training Guide: ViewStation

Speed-Dialed Calls

1. Use the arrow buttons on the Remote Control and

move to the Address Book icon.

2. Press the SELECT button (the oval button in the

center of arrows).

3. Use the arrow buttons to highlight the name of the

location you wish to dial.

A

ddress Book icon.

4. The numbers in the

speed dial reflect the six

most frequently dialed

numbers. To make any

number permanent,

highlight the box and

press the # key.

5. Press the SELECT

button. The call will be

placed and the dialing

screen will appear.

A

ddress Book

The Address Book Screen is reached from the Speed Dial Screen. Highlight the

Address Book icon at the bottom left of the screen and press the SELECT button.

The Address Book Screen.

1. Use the LEFT and RIGHT

arrow buttons to move

between the tabs of the

address book and name

list.

2. Use the UP and DOWN

arrow buttons to highlight

the appropriate tab of the

Address Book or name

list.

3. Use the UP and DOWN

arrow buttons to highlight

the appropriate entry.

Speed Dial Screen.

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End-User Training Guide: ViewStation

A

ddin

g

an Audio Call

This function requires a dedicated analog telephone circuit.

Audio Add-On icon.

Call Hangup Choices Screen.

Telephone Screen

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1. Wait until the video call has

connected.

1. Press CALL•HANG-UP button

on the Remote. This will take

you to the Call Hangup Choices

Screen.

2. Use the arrow buttons to

highlight ADD

SPEAKERPHONE CALL. Press

the SELECT button. This will

take you to the Telephone

Screen.

3. Enter numbers using the keypad

on the Remote.

4. Press the SELECT button to

place the call.

5.

A

fter the call connects, press the

NEAR or FAR key to return to

the videoconference.

On your main menu you will have an Audio Add-on icon

(graphic left). By selecting this icon you are taken to the

dialing screen where you will enter the desired telephone

number of the audio participant(s).

Placin

g

the Call

10

VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

HOW TO HANG UP A CALL

Disconnecting a Video Call

1. Press the Call•HANG-UP button on the Remote. This will

take you to the Call Hangup Choices Screen.

2. Use the arrow buttons to highlight DISCONNECT VIDEO

CALL and press the SELECT button.

Tips & Tricks #4

You can automatically add video numbers

to your address book.

If the call was a manually dialed video call the system will

ask you if you would like to add this number to the Address

Book. If you answer YES, you will need to enter a name

for your entry.

Disconnect

Video icon.

Disconnect

Audio icon.

Disconnecting an Audio Call

1. Press the CALL•HANG-UP button on the Remote.

This will take you to the Call Hangup Choices Screen.

2. Use the arrow buttons to highlight DISCONNECT

AUDIO CALL and press the SELECT button

HOW TO ANSWER A VIDEO CALL

There are two different modes of answering video calls: Manual and Auto

Answer.

If the ViewStation is set to Auto Answer, the ViewStation will automatically

answer all incoming video calls. The ViewStation ships preset to Auto Answer.

To answer a call manually, pick up the Remote Control when the dialing box

appears. Choose YES to answer.

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End-User Training Guide: ViewStation

A

UTO/NEAR/FAR/SLIDES FUNCTIONS

These buttons access any near- or

far-end features, camera tracking

and PowerPoint presentations.

Auto/Near/Far/Slides Buttons

Camera Controls

A

utomatic Voice Trackin

g

Camera

The main camera can automatically move to whoever is speaking. The first

time it changes to the person, it may take several seconds of continuous

speaking to locate the speaker. After that, it will pick out the position quickly

(unless of course, they have moved).

1. Using the Remote, press the AUTO button.

2. A camera icon with a motor attached will appear in the upper right corner.

3. Begin speaking and the camera will follow your voice.

4. To turn Automatic Voice Tracking off, pan, tilt, or zoom the camera.

Near-End Control (Your Site)

1. Using your Remote Control, press NEAR. (A camera icon facing toward

local viewers will appear in the top right corner.)

2. To pan camera, use the arrow buttons to move. To ZOOM camera, use the

top of the ZOOM button to zoom in and the bottom to zoom out.

Arrow buttons with

center Enter button.

Zoom button.

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End-User Training Guide: ViewStation

Far-End Control (The Site You Are Calling)

1. Using your Remote, press FAR. (A camera icon facing toward local

viewers will appear in the top right corner).

2. To pan camera, use the arrow buttons to move. To zoom camera, use the

top of the ZOOM button to zoom in and the bottom to zoom out.

Camera Presets

You can store up to nine preset camera positions for both the near-end and

far-end cameras. Note: far-end presets can only be stored if the far end

supports this function.

1. Using the Remote, press the NEAR

or FAR buttons to select the camera

you are setting presets for.

2. Position the camera by using the

arrow buttons and/or ZOOM button

on the Remote Control.

3. Press SELECT. A message “Press

1-9 to store a preset” will appear on

the screen.

4. Press one of the number buttons on

the Remote Control to assign that

button to the preset.

Tips & Tricks #5

Presets will be

stored on your

system until a new

one is set. If you require

deleting all presets, press the

SELECT button and then the #

key. Presets help the camera to

refresh itself at a faster rate

during a video call. Common

video etiquette is for each site to

store their own presets. Far-

end camera movement should

be done by the Far end.

To Access Your Stored Preset

1. Use the NEAR or FAR buttons on the Remote Control to determine which

camera to activate a preset.

2. Enter the appropriate number button on the Remote Control for your preset

position and the camera will go to that location.

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End-User Training Guide: ViewStation

SLIDES/POWERPOINT PRESENTATION

PowerPoint presentations can be run over the ViewStation either via the LAN

or with a direct connection. The following is required:

• Microsoft Windows 95

• Laptop with 10mpbs Ethernet LAN Card

• Ethernet Cable

• Office 97 Microsoft PowerPoint Presentation – Office 97

• Internet Explorer 3.02 or 4.0

ViewStation Welcome Page.

How to Load a Presentation

Onto Your ViewStation

1. Load Internet Explorer and input the

IP Address of the ViewStation.

Microsoft Windows

Internet Explorer logo.

2. On the ViewStation

Welcome Page, choose

Select a Presentation.

3. Select Press Here to Select

a PowerPoint File.

4. pc Present provides the

option to place a password.

Select Please Press Here to

Select a Presentation bar.

5. Select a file and Open.

Press the pc Present button.

How to View a Presentation on the ViewStation

1. The thumbnail sketches are loaded. The PC must keep the file loaded until the

presentation has been completed.

2. Press SLIDES on the keypad. Select the presentation that you have loaded on

the ViewStation. (Input the password if required.)

3.

A

small thumbnail of each slide will appear on the ViewStation monitor. Press the

SELECT button on any slide you wish to begin the presentation.

4. Use the LEFT or RIGHT arrow key to move forward or backward through the

presentation. If you wish to go to the beginning of the presentation press the UP

arrow or the DOWN arrow to access the end of the presentation.

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VSGi - Polycom ViewStation End-user Training Guide

End-User Training Guide: ViewStation

The ViewStation Presentation Screen.

5. To move from viewing

a slide to viewing the

thumbnails, press the

MENU button on the

Remote Control.

Press the MENU key

again if you would like

to view another

p

resentation.

Live Presentation with a Document Camera

(For Annotation Purposes)

1. Using your Remote, press the NEAR button twice.

2. Use the arrow buttons to go to the Document Camera icon on the screen.

3. Press the SELECT button.

4. Make adjustments to your presentation on the Document Camera device not

from your ViewStation Remote.

Snapshot Presentation

1. Press the SNAPSHOT button on the Remote Control.

2. Select a camera – 1) Main Camera, 2) Document Camera, 3) VCR.

3. Position a zoom the camera as required.

4. Press SNAPSHOT on the Remote Control again to send the image.

5. To return to full screen, press NEAR end.

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End-User Training Guide: ViewStation

V

OLUME/MUTE/SNAPSHO

T

These buttons access sound controls and still-

frame images on your ViewStation screen.

Sound Controls

1. To adjust the volume, press VOL Up or VOL Down on the Remote Control.

2. Press the MUTE button on the Remote Control, this is to prevent the far end

from hearing your conversation. The system can also be muted with a

button on the top of the microphone pod. Note: the MUTE button is used

during multipoint video calls since it is a voice-activated technology.

Snapshot

The SNAPSHOT feature is commonly used during presentations. This allows

the speaker and the presentation to be on-screen at the same time. For

instructions on how to use SNAPSHOT, see page 15 under “Snapshot

Presentation.”

Tips & Trick #6

Make sure you leave the volume on your

TV monitor at half length.

Raising your monitor volume any higher

will distort the sound. Ouch!

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End-User Training Guide: ViewStation

MULTIPOINT VIDEOCONFERENCING

Placing A Multipoint Call

(If you have a ViewStation MP)

1. From the Main Calling Screen,

highlight the VIDEO CALL icon and

press the SELECT button on the

Remote Control.

2. Enter the number of the first party

in your call in the Video Phone

Screen and change the speed of

your call if necessary. All multipoint

calls must be connected at the

same speed. Then press the

CALL•HANG-UP button on the

Remote to place the call.

3. Once the call is connected, press the CALL•HANG-UP button on the

Remote to get to the Call Hangup Choices Screen. Highlight the ADD A

VIDEO CALL icon.

4. Repeat this process until all the sites are connected.

Tips & Tricks #7-10

Here’s something helpful to make setting up a multipoint

videoconference when using your ViewStation MP!

#7 A maximum of (3) sites at 256 kbps or (4) sites at 128 kbps may be

used if 512 kbps capability is accessed on the ViewStation.

#8 On a dual monitor system the initiator of the call will be able to see both

sites during a (3) point call.

#9 A red indicator on the camera icon will appear when someone is

viewing your site during a multipoint conference.

#10 You cannot control the far-end camera when you are in a multipoint.

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End-User Training Guide: ViewStation

Multipoint Etiquette

Multipoint involves three or more sites linked simultaneously in a

videoconferencing call. To achieve this connection a multipoint bridge is

required. Each site will be assigned their own port number and will dial into

the bridge at the designated date and time. The two methods utilized in

multipoint bridging are Voice Activation and Continuous Presence.

1. Voice Activation

The multipoint bridge will register who the current speaker is and will

broadcast the speakers image to all the participating sites. (Note: It is

critical to the success of the call that the participating sites mute their

system if they are not the current speaker. The video system can easily

pick-up background noises and register the site as the current speaker.)

2. Continuous Presence

The multipoint bridge will configure the call so that four sites will be viewed

simultaneously. If the call has more than five sites, the bottom right square

will rotate current speakers.

Multipoint Videoconferencing with Continuous Presence.

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Polycom VIEWSTATION Training manual

Polycom VIEWSTATION Training manual

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