What's in this user guide? TANDBERG 1. Getting
Contents
1. conference Note if there are no patrons attending at your site please disconnect from the call Also note that turning off your monitor will not disconnect your system from the call Note if you are accidently disconnected from a multi point call do not attempt to reconnect but instead call your IT department immediately and they will reconnect your site For point to point calls simply dial the site from the Placed Calls section of the phone book W 11 Answer an incoming call The RISE Network has set each unit to Auto Answer so you will not have to manually answer a call For privacy reasons the microphone is switched to OFF when you receive an incoming call Be sure to turn your microphone to ON if you would like to say something IT the microphone has been deactivated press the yellow Mic off key to reactivate Using the Do Not Disturb feature Block incoming calls When Do Not Disturb is setto ON all incoming Jsing Do Not Disturb calls are blocked from Use the feature as follows your system Most calls 1 Outside a call press the red End Call on the RISE Network are key In the menu then appearing scheduled and navigate to the Do Not Disturb icon expected so this Standby function is not often necessary D 4 F 0 09 2 Press the OK key to activate this feature The screen will turn black and the text Press any key to clear Do Not Disturb will be shown 3 To reset the fu2. Call the green icon and pressing the OK key Call key on the remote En control 55987602 CPE KER S Instead of navigating down to the Call icon you may also just press the OK key twice to start calling Making calls using the phone book Making use of the phone book is time saving and prevents you from inadvertently dialing the wrong number Contacts are sorted into folders and are sorted alphabetically You can search or browse the phone book The phone book also shows you recently Placed Calls Missed Calls and Received Calls If you would like to add a contact to the phone book please send the details to your RISE consultant librarian or system IT staff Start by ae pressing the Phone f Or click on Call Book key on Icon of the main menu d the remote SA control and then navigate to the Phone Book icon before pressing the OK key Use the ARROW keys to navigate the list of contacts Press the green CALL key to start calling the selected entry immediately 10 Ending an ongoing call You end a call on the videoconference system in the same way as you do on a mobile phone by pressing the END CALL key on the remote control Ending a multi point call more than two participants can only be done by the host also called the Videoconference Master The other parties can disconnect themselves from the conference at any time with no influence on therest of the
3. initiated the event or meeting The host must schedule the conference with RISE staff deciding on start and end times the date of the conference etc If scheduling a program that is to be shared with other RISE sites the host is responsible for providing information about the program including title description presenter name to RISE staff so that it can be advertised on the RISE website and scheduled in the TMS The host is also given status as the Videoconference Master The VC Master will be asked to extend the conference if the time is running out so if you are the host be aware of notifications on your screen when there are 15 minutes left Layout The layout on the screen what is seen by all participants is decided by RISE staff based on the type of conference and the number of participants For most programs and meetings the layout is 7 1 7 library sites the host This layout keeps the boxes for each site large enough to see clearly 15 When there are fewer than 8 sites the best layout will be chosen for that conference For lecture style programs those with little or no interaction between participants the layout is Full Screen so that only the host site will be visible and willtake up the whole screen 16 Troubleshooting Think simple first e Does the system have electricity e Are all of the cables properly connected e Have you recently moved the videoconference equipment e Are the scree
4. What s in this user guide TANDBERG 1 Getting Started 1 1 Waking up the system 1 2 The Remote Control 1 3 Navigating in the menus 1 4 Using the keypad 1 5 Selfview and Camera Control 1 6 Standby 1 7 The icons on the screen Making Calls 2 1 Make a call by dialing the number 2 2 Make a call using the phone book 2 3 End an ongoing call 2 4 Answer an incoming call 2 5 Using the Do Not Disturb feature In Call Features 3 1 Using Far End camera control 3 2 Using camera presets 3 3 Using presentation function About Videoconferencing 4 1 Videoconference Basics 4 2 Being the Host 4 3 Layout Troubleshooting Waking up the system To make a call you need to wake up the system from standby Pick up the remote control To wake up the system just pick up the remote control or press any key You may have to point the remote control towards the system to make it discover you The system will now show the welcome screen Incoming calls will wake up the system The system is in standby mode whenever it is not used but still plugged in The screen is black in standby Any incoming call will wake up the system from standby There are some restrictions to this if the Do Not Disturb function has been activated If the system fails to respond Should the system fail to respond make sure that e The system is connected to electricity e The remote control has working batteries The Remote Control The Tand
5. berg remote is very similar to amobile phone and is colour coded for ease of use Switch to a predefined presentation source If the key is held down for 1 second then the Presentation video sources menu will appear Turn your microphone on and off Arrow keys are used to navigate in the menus Adjust the Press OK to volume show the menu and to select menu items Mute an incoming call Zoom the camera in Toggle between ful Be screen and different display layouts Display your outgoing video Press again to return Takes you back one step in the menu system i e to leave a menu undoing any changes Use the key to delete characters in an input field Press and hold the key for 1 second to close the menu Take a snapshot but only during a call Use the End eh Se lt Call key to end O o store an the current recall video contacts call Pressing for easy placement this key Press the Call of calls when not in key to place ytop a call will put a call the system in Standby mode You may predefine camera positions to be used during a call Presets do not apply to systems with fixed or manually moved cameras Press Touch tones when you are in a call and need to dial extension numbers etc Press the OK button to exit Touch tones Navigating in the Menus Your Tandberg system is operated by means of the remote control and a few basic navigation prin
6. ciples Press OK to enter the Main Menu and Cancel to exit This menu will be displayed when your system is woken up from Standby mode Use the four ARROW keys to navigate between icons in a menu HE MAIN MENU This is called the main oa em amp amp 0 tauosena menu The orange frame indicates the Icon currently selected The OK key is used to enter the submenu of an icon To back up use the CANCEL key or use the ARROW keys to navigate to the X Icon You may be asked to navigate to the Control Panel for diagnostic or troubleshooting purposes by IT staff Please do not alter settings without speaking to IT staff as this may make your system temporarily inoperable Using the Keypad Some menu fields will require you to enter both text and numbers for example when entering a dialing string Whenever text entries are expected by the system a small abc or ABC appears in the right lower corner of the entry field For entry fields expecting numbers 123 will appear instead When entering a dialing string you may need to use both text and numbers Switch between text mode abc and number mode 123 by pressing the a A key for more than a second A dialing string can contain an sign numbers dots or a pound sign for example 4990832000 199 213 2 9 To insert the O sign press H a A and then press 1 To add the dots press twice Selfview and Camera Control Always use the remote cont
7. lay If your settings are not correct you will see the message PC Not Connected when you press the blue PRESENTATION button Laptops are all very different so it is best to test the laptop you will be using well ahead of the conference 13 If the presentation involves sound you must also plug in the audio component on the VGA cable l If not using a PC you will have to specify the source Press the Presentatfon N r key pan 005 a ei IEN je O hold it for a Era second or navigate to the Presentation icon in the ERE main menu and then press the OK key Siam The green Presentation circle v indicates the default setting m O EP Ft gt T 5 209955 3 o E EE AP gt Mm 3 C 5 O C5 O O ja lt I O 14 Videoconference Basics A video call involving more than two participants is called a videoconference or a Multi Point call A call involving only two participants is called a Point to Point call Multi Point calls are only possible using the MCU Multi point Control Unit an MCU is also called a Bridge The MCU can handle multiple conferences at once with multiple participants To schedule a call using the MCU you must contact RISE staff The MCU is scheduled using the Tandberg Management Suite TMS Being the Host Also called the Videoconference Master The host of a videoconference is the site to which all others are connected In other words the host is the one that
8. n and the codec the black box switched on e Does the remote control have batteries e Have you tried restarting the system To restart your endpoint access the control panel by pressing OK on your remote control Select RESTART and press OK e ls your network functioning properly In most cases if something is wrong with the network an error message will be displayed on the Welcome Page Problem e You cannot hear people on the far side e They cannot hear you Solution e Make sure the volume is turned up on the videoconference unit and on the monitor e Make sure the microphone is set to ON e ifthe microphone is off on the far end a message will appear at the top of the screen Microphone off at other side e Check the wires on the back of your speakers mounted on the side of the monitor to ensure they are connected properly e Make sure your microphone is plugged in to the cable Problem e Your screen is black there is no picture Solution e Make sure your monitor is turned on e Make sure you have Main Camera selected as your video source If Presentation function is not turned off at the end of the previous session 17 you will see a black screen the next time Press the Presentation button to turn Presentation off e Make sure that the far end participants are also set to Main Camera e Check to make sure the cables are properly connected between your system and your camera e Press the Selfview button t
9. nction do just that press any key 12 Using Far End Camera Control Move the Far End camera using your own remote This feature is for Point to Point calls ONLY It s also polite to ask the other site to move their camera if you can t see them clearly if they don t mind use Far End control to move their camera for them To activate Far End control press the grey FAR END button at the bottom of the remote control Move the camera to the desired position and then press the FAR END button again to resume control of your own camera Using Presentation Function This function enables you to show other available video sources in addition to your main camera for example a PowerPoint presentation Presentation function can also be used outside of a call to share a presentation using your videoconference monitor The quickest way to show a presentation is to use the blue PRESENTATION key on the remote control Pressing the Presentation key causes a predefined video source to be shown PC is the default Connect your device to the system using the VGA cable provided You may have to lower the resolution on your laptop and change the display to share your presentation using the videoconference eguipment Adjust the Display Settings on your laptop by going to Start Control Panel Display You will need to set your laptop to a resolution of 1024 x 640 or lower NOTE Mac users go to System Preferences Display Detect Disp
10. o test if your camera is working Problem e The picture is out of focus too bright or too dark Solution e Press the ZOOM button on the remote control this will trigger the auto focus function e You can adjust settings for a too bright or too dark picture by going to Main Menu Camera Control Picture Control It is best to leave these set to Auto Adjust e Control the light in the room with curtains or overhead lights Bright window light will confuse the camera so shut curtains if possible Problem e The system does not automatically activate when you pick up the remote control Solution e Make sure the screen and the codec are switched on and have electricity e Makesureallof the cables are properly connected from the codec to the camera e Check the batteries in the remote control e Make sure the green light on the front of the camera is on If you are still having technical difficulties please contact your library system s IT department immediately 18 NETWORK www risenetwork ca 19
11. rol to control your camera Selfview The term Selfview refers to the outgoing image In a normal video call using the main camera this will be the image of yourself Camera Control Press the cancel button to remove any menus from the screen if necessary Use the ARROW keys and the ZOOM keys to move your camera DO NOT move your camera manually always use the remote control In Point to Point calls you may be able to control the camera at the Far End using Far End control refer to section 3 1 Standby The system will automatically go to standby mode when not in use In standby mode the screen will turn black It is however still possible to receive incoming calls Your system must be plugged into the network and electricity to receive updates and to receive calls If it is not possible to keep your system plugged in please plug it in at least 30 minutes prior to a videoconference To enter Standby mode When not in a call press OK to produce the main menu if needed and navigate to the Standby icon Press the OK key To enter Standby mode now navigate to the Standby Now icon and press the OK key If you do not initiate Standby the system will do it automatically within 15 minutes The icons on the screen To help you immediately see the present status of important actions states and events taking place there are anumber of icons that appear on the screen Microphone Off This indicator i
12. s shown when the microphone is turned off Press the Mic off key of the remote control to toggle between On and Off Volume Off This indicator is shown when the volume is turned off Press Volume to turn the volume back on Bad Network This indicator appears if the system detects network anomalies like packet loss jitter etc during a call Open the menu by pressing the OK key and select the warnings icon too see details Not Secure Conference This open padlock indicator is shown during the Initialization phase for AES or DES encryption During this period the call is not secure Secure Conference AES This double padlock indicator is shown when AES encryption Secure Conference is active Secure Conference AES This double padlock indicator is shown when AES encryption Secure Conference is active Dual Video Stream Dual video stream activated is indicated by this icon Make a call by dialing the number Use this method for dialing numbers that are not in the Phone Book Making a call control press OK key maana or select the green S the Call icon of Call key on d the main menu the remote u before you O The Call menu is then displayed Enter the number here it may consist of digits as well as letters using the remote control Once you have finished entering the number start calling by pressing or by navigating down to the green
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