Polycom HDX Systems User's Manual
Contents
1. User s Guide for Polycom HDX Systems Version 1 0 November 2006 Edition 3725 23978 001 A My POLYCOM USER S GUIDE FOR POLYCOM HDX SYSTEMS Trademark Information Polycom the Polycom logo design and ViewStation are registered trademarks of Polycom Inc and MGC People Content People On Content VS4000 and VSX are trademarks of Polycom Inc in the United States and various other countries All other trademarks are the property of their respective owners Patent Information The accompanying product is protected by one or more U S and foreign patents and or pending patent applications held by Polycom Inc 2006 Polycom Inc All rights reserved Polycom Inc 4750 Willow Road Pleasanton CA 94588 2708 USA No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of Polycom Inc Under the law reproducing includes translating into another language or format As between the parties Polycom Inc retains title to and ownership of all proprietary rights with respect to the software contained within its products The software is protected by United States copyright laws and international treaty provision Therefore you must treat the software like any other copyrighted material e g a book or sound recording Every effort has been made to ensure that the information in this ma2. Each preset stores the camera number its zoom level and the direction it points if appropriate They remain in effect until you delete or change them If far site camera control is allowed you can create up to 16 presets 0 15 for the far site camera These presets are saved only for the duration of the call You may also be able to use presets that were created at the far site to control the far site camera To move the camera to a preset a CC r i 1 Ifa callis connected press E Near ors Far then choose a near site or far site camera 2 Press a number on the remote control To view your near site presets gt Press 8 Preset on the remote control Icons for presets 0 9 are shown on the screen The colored icons indicate stored camera positions and the gray icons indicate available presets USER S GUIDE FOR POLYCOM HDX SYSTEMS To store a preset gt P lt n P i h 1 If you are ina call press E Near or Far then choose a near site or far site camera or other video source 2 If you selected a camera that supports electronic pan tilt and zoom you can adjust the camera s position Press the arrow buttons on the remote control to move the camera up down to the left or to the right h N Press Zoom to zoom the camera out or in 3 Press e Preset on the remote control 4 Press and hold a number to store the preset position To store a double digit pre
3. GUIDE FOR POLYCOM HDX SYSTEMS If you want to automatically answer incoming multipoint calls scroll to Auto Answer Multipoint Video press on the remote control and select Yes Press 4 Home to save your change and return to the home screen Muting Automatically Answered Calls 28 Depending on your system configuration you can choose whether to mute the audio when calls connect if your system is configured to answer calls automatically This prevents callers from overhearing conversations or meetings After the call connects you can press 4 Mute when you re ready to unmute the call Note that if you enable this option during a call the audio for the current meeting is not affected To mute automatically answered calls np 2 Select System from the Place a Call screen Select User Settings from the System screen Scroll to Mute Auto Answer Calls and press on the remote control to enable the option Press G Home to save your change and return to the home screen WWW POLYCOM COM VI DEODOCUMENTATI ON USING MICROSOFT LCS FEATURES WITH VIDEO CALLS Using Microsoft LCS Features with Video Calls Depending on how your system is configured you may be able to use the Microsoft LCS Live Communications Server contact list feature This feature allows you to set up a list of LCS contacts see if the contacts are online and call them without knowing or remembering their addresses Contacts appear in the directo
4. Increase or decrease the sound you hear from the far sites Select a near site camera or video source Return to the previous screen Select a camera or other video source Start and stop sending content to far sites Confirm your current selection perform functions on highlighted items Zoom the camera in or out Mute the microphone audio you re sending to the far sites Return to the Place a Call home screen View or manage directory entries End a call Place or answer a call mee Display the onscreen keyboard MEN ASN on Display menu of optional features om en Enter a dot in an address n Po oe n pt fo As POLYCOM Delete letters or numbers Enter letters or numbers move the camera to a stored position Control a programmed recording device WWW POLYCOM COM VIDEODOCUMENTATION CALLING AND ANSWERING Calling and Answering Answering a Video Call Placing a Video Call The Polycom HDX system can answer incoming calls in one of these ways E E The system prompts you to answer the calls manually The system answers incoming calls automatically To answer the call manually gt Press ay Call on the remote control If your system is set up to automatically answer calls the call connects automatically You can use your system to place a video call in any of these ways E E Entering a name or number Choosing a site from The Recent Calls lis
5. Then press Display to turn the PIP off To swap the views shown in the PIP and the main screen 1 Ifthe PIP is not showing press Display on the remote control to display the PIP on screen a m 2 Press Camera and select the Swap PIP icon Specifying When to Display the PIP Your system may be configured with specific default behavior for the PIP in calls Depending on your system configuration you can show move or hide the PIP as needed after a call connects To specify when to display the PIP 1 Select System from the Place a Call screen 2 Select User Settings from the System screen 3 Select Dy Next to see more settings 12 WWW POLYCOM COM VI DEODOCUMENTATI ON CONTROLLING WHAT YOU HEAR 4 Scroll to PIP press and select one of these settings Select this setting To show the PIP Camera When you press any of the camera control buttons fon On connection and during the call r Only when you press Display on the remote control 5 Press A Home to save your change and return to the home screen Controlling What You Hear Adjusting Volume Use the remote control to raise or lower the volume of the sound you hear To adjust the volume gt Press Volume Changing the volume affects only the sound you hear at your site Muting the Microphone Polycom Inc You can mute the microphone if you do not want the far site to hear you To mute or
6. right corner of the screen If you see w in the top right corner of the screen your system is not registered with the Polycom Global Directory Server Contact your system administrator for more information 3 Select the logo and choose Refresh Polycom Inc 2 USER S GUIDE FOR POLYCOM HDX SYSTEMS Including Multiple Sites in Calls Your system may be configured to participate in multipoint calls During a multipoint call multiple sites can see and hear each other You can also share content in a multipoint call just as you can in a point to point call About Multipoint Calls You can host multipoint calls using a video conferencing system with multipoint capabilities or you can use a bridge such as Polycom MGC The way a multipoint call is hosted affects the conference as shown in this table Hosted by Lets you include Supports these calls Any combination of IP ISDN V 35 Serial and audio only Any combination of SIP ISDN V 35 Serial and audio only Video Conferencing Number of sites allowed by the System system Number of sites allowed by the Any combination of IP SIP ISDN bridge V 35 Serial and audio only Placing a Multipoint Call How you place a multipoint call depends on whether you re using a Polycom HDX system with multipoint capabilities or a bridge such as Polycom MGC For calls hosted by a Polycom HDX system you can define a multiple site directory entry to call all
7. site or far site camera or other video source 1 If you arein a call press E Near or s Far to select either near site or far site control The icon on the screen indicates which you can select This onscreen icon indicates that you can control a near site camera or video source This onscreen icon indicates that you can control a far site camera or video source m 2 Press Camera on the remote control Then select the camera or other video source you want to use WWW POLYCOM COM VI DEODOCUMENTATI ON CONTROLLING WHAT YOU SEE To adjust a camera using the remote control 1 Press JZ Near or Far to select either near site or far site control During a multipoint call being hosted by a system in the call you can only adjust a camera at the far site that is currently Speaking 2 Press the arrow buttons on the remote control to move the camera up down left or right N 3 Press Zoom to zoom out or in Setting and Using Camera Presets Polycom Inc Camera presets are stored camera positions that you can create ahead of time or during a call Presets allow you to O Automatically point a camera at pre defined locations in a room O Select a video source such as a VCR or DVD player a document camera or an auxiliary camera If your system s camera supports electronic pan tilt and zoom movement you can create up to 100 preset camera positions 0 99 for the near site
8. the call begins 1 Make sure the document camera VCR or DVD player is connected and powered on Refer to the setup sheet that came with your system 2 Position your document or object in the document camera or insert the videotape or DVD To start showing a document object videotape or DVD in a call 1 Press Camera on the remote control 2 Select a video source 3 Press on the remote control 16 WWW POLYCOM COM VIDEODOCUMENTATION SHOWING CONTENT To stop showing a document object videotape or DVD in a call 1 Press Camera on the remote control 2 Select the main camera j A 7 3 Press on the remote control Showing Content with People On Content Polycom Inc The People On Content option allows you to show yourself on top of content that you are sharing The effect is similar to a weather news cast on television Contact your administrator for information about enabling or configuring People On Content When you are presenting content with People On Content QO Wear solid neutral colored clothes QO Avoid wearing black white or the color of your background QO Stand about 3 ft in front of the background to avoid casting shadows on it To show content with People On Content 1 Make sure that the content you want to show is ready 2 Press Option on the remote control 3 Select People On Content The camera moves to the preset location Content is displayed in pla
9. to use for ISDN calls to the site IP address for calls to the site Extension The system s extension E 164 address Call Quality Call speed to use for IP calls to the site Phone Number Optional contact information for other resources in the conference room Mobile Number Designation to help you quickly find the number in the directory 4 Select Save to save the entry To add a multiple site entry to the directory AR 1 Press Directory on the remote control 2 Select then New Entry and specify that this is an entry for multiple sites Polycom Inc USER S GUIDE FOR POLYCOM HDX SYSTEMS 3 Add numbers to this multiple site entry in one of these ways Select then Directory and select entries from the directory Add entries manually The number of sites that you can add depends on the capabilities of your system Specify a speed for the call Select then Save to save the entry Enter a name for this entry as you want it to appear in the directory list To edit an entry jaa Press S Directory on the remote control Scroll to the entry you want to edit Select then Edit Entry Edit the information as needed Select then Save to save your changes and return to the directory To delete an entry 1 2 3 ay Press Directory on the remote control Scroll to the entry you want to delete Select then Delete Entry Categoriz
10. Settings from the System screen 3 Enter the password in the Meeting Password field in one of these ways Press the remote control number buttons using the text entry method commonly used with cell phones Keyboard to use the onscreen keyboard to enter characters 4 Press 4 Home to save your change and return to the home screen If you need to generate touch tones DTMF tones press lan the remote control then use the remote control keypad Or press l and choose Touch Tones Polycom Inc 29 USER S GUIDE FOR POLYCOM HDX SYSTEMS About Multipoint Viewing Modes 24 What you see during a multipoint call can vary depending on how the Polycom HDX system is configured the number of sites participating and whether content is shared The multipoint viewing mode configured on the host system is the one used in the call The following table describes the different multipoint viewing modes sing orme Discussion 1 L E sa of J p i Presentation one Full Screen a Allow the system to switch between Discussion and Presentation modes based on the interaction between the sites f more than one site is talking at the same time the system uses Discussion mode so that all speakers can be seen If one speaker talks without interruption for about 15 seconds the system uses Presentation mode so that all participants can see the speaker in a larger picture V
11. When the indicators turn green the call is connected Calling from the Recent Calls List You may be able to choose a number to call from a list of the sites you have called recently The Recent Calls screen provides details of all incoming and outgoing calls including the time of the calls To place a call from the Recent Calls screen 1 Select Recent Calls from the Place a Call screen 2 Scroll to the entry you want to call 3 Press D Call to place the call To see more details about a call listed on the Recent Calls screen highlight the call and press I nfo on the remote control You can sort the list by pressing the remote keys 1 9 Press wv Info and select Help to view sorting options Calling from the Contacts or Speed Dial List You may be able to access calling information for specific sites using the Speed Dial or Contacts list on the home screen To place a call using the Speed Dial or Contacts list 1 Select Speed Dial or Contacts from the home screen if necessary 2 Scroll to the entry you want to call 3 Press D Call to place the call WWW POLYCOM COM VI DEODOCUMENTATI ON CALLING AND ANSWERING Calling from the Directory c Ending a Video Call 5 Polycom Inc The directory is a list of sites stored locally on the Polycom HDX system If the system is registered with a global directory the directory also includes entries from the global directory To place a call from the d
12. ce of the background The camera preset and default content video source are configured by the administrator You can move the camera or choose a different video source after you start showing content with People On Content To stop showing content with People On Content 1 Press Option on the remote control 2 Select People On Content USER S GUIDE FOR POLYCOM HDX SYSTEMS Working with Directory Entries The directory on your Polycom HDX system stores dialing information that helps you make calls quickly and easily When a site listed in the directory calls your system the system displays the name on the screen when the call comes in If a site that calls you is not listed in the directory you might be prompted to save the contact information in the directory when the call ends If your system is registered with a global directory server your directory contains two types of entries E Searching the Directory Local entries Information about sites that you have added These entries are stored locally on your Polycom HDX system and depending on your system setup you can remove or edit these entries You can also assign local entries to categories to make it easier to find numbers Everyone at your site who uses the system can use the entries you create and you can use the entries created by others Users at other sites cannot access the local entries on your system Global entries Information about other active sites tha
13. e number buttons on the remote control to enter the telephone number of the audio participant that you want to add to your video conference 4 Press a Call on the remote control Adding a Video Call to an Audio only Call If you are already in an audio only call you can add a video call to your call To add a video call after your audio only call connects 1 On the Place a Call screen enter the number you want to call 2 Press D Call to place the call Polycom Inc USER S GUIDE FOR POLYCOM HDX SYSTEMS Ending an Audio only Call To hang up from an audio only call 1 Press Hang Up on the remote control 2 Select the audio only site from the Hang Up screen to hang up the call If the person on the telephone hangs up first you need to disconnect the call from the Polycom HDX system just as you would hang up a telephone receiver in a regular phone call Controlling What You See Selecting and Adjusting a Camera or Other Video Source You can use the remote control to select the main camera or any other near site or far site video sources such as document cameras computers VCRs or DVD players You can also use the remote control to adjust the main camera on Polycom HDX systems You may be able to adjust other auxiliary cameras or far site cameras that support pan tilt and zoom movement 6 You can adjust the far site camera only if it is configured to allow you to control it To select a near
14. iew all of the sites at the same time including your own site This is also Known as continuous presence Systems with See this Single monitor All sites each in its own window Dual monitors Speaker on second monitor with other sites on first monitor or one far site on each monitor View the person who is speaking This is also known as voice activated switching The current speaker always sees up to four far sites each in its own window on the first monitor Systems with See this Single monitor Speaker in full screen Dual monitors Speaker on the first monitor and near site on the second monitor Enable every site in the call to see the speaker full screen The current speaker sees the previous speaker WWW POLYCOM COM VIDEODOCUMENTATION INCLUDING MULTIPLE SITES IN CALLS Controlling How the System Answers Multipoint Calls 1 Select System from the Place a Call screen 2 Select User Settings from the System screen 3 Scroll to the Auto Answer Multipoint Video field and select one of the Answer calls manually When a call comes in you hear a ring and the system prompts you to accept or refuse the call following Answer incoming calls automatically When a call comes in you hear a ring and the call connects Do Not Disturb Refuse incoming calls Callers hear a busy signal and you receive no notification about incoming calls Using Chair Control for Multipoint Calls During some multi
15. ing Directory Entries 20 When you categorize your local entries you can find calling information quickly by searching just the entries in a group instead of the entire directory To create a new group oe a E aa Press S Directory on the remote control Select Group Select Edit Groups Enter a group name Press Back on the remote control to save the new group WWW POLYCOM COM VI DEODOCUMENTATI ON WORKING WITH DIRECTORY ENTRIES To delete a group jae Press Directory on the remote control Select Group Select Edit Groups A oe N mR Scroll to the group name you want to delete and then select Delete When you delete a group all entries in that group are deleted If you want to keep these entries be sure to assign them to a new group before you delete the old group To assign an entry to a group om 1 Press Directory on the remote control 2 Scroll to the entry you want to assign to a group 3 Select M then Edit Entry 4 Select 12 Next and select the Group 5 Select Save to save your changes and return to the directory Refreshing Global Directory Entries The global directory entries are periodically refreshed on systems registered to the Polycom Global Directory Server You can also manually refresh the global directory entries on your system To manually refresh global directory entries LL 1 Press Directory on the remote control E 2 Navigate to in the top
16. irectory eu 1 Press Directory on the remote control 2 Find the entry to call 3 Press Call to place the call Depending on your system configuration when you make a call using an entry with both ISDN and IP dialing information the system may prompt you to choose which way to place the call To hang up from a call rga 1 Press Hang Up on the remote control 2 If prompted confirm that you want to disconnect from the far site s If you don t confirm that you want to hang up the system disconnects the call automatically after 60 seconds USER S GUIDE FOR POLYCOM HDX SYSTEMS Types of Calls You Can Make Depending on your system configuration you may be able to make calls using ISDN IP SIP or V 35 The following table lists some possible call combinations Frome You can call By dialing LAN Networked and Public Sites Protected and Private Sites Phone number of the far site gateway and the extension E 164 address of the far site Enter the extension after the gateway number or wait until the gateway prompts you for the extension Alias E 164 address DNS name or IP address Typically the far site s gateway number then the number of the far site system Consult with the far site about the best method for placing the call Access code of the near site gateway the selected speed code and the ISDN number of the far site address enter the extension in
17. issa a E A A ates clawaates 12 Specifying When to Display the PIP titiisin iia aiad Aa vdant a a en tide vies Hitman ets 12 Controlling What YOU HOOP siiiictsctisnicseisccstcncicnadrastcnieseiedesdsecedaesoseeae LS AGIUSHIMGVOIUING Hite ti tha tei cea a r a a a r E E 13 MEUtNno TAC MICEOO MO Me deekun na a a E a a a a a a Er a G 13 Enjoying Stereo Au dio Ih Video Calls sacs ss uccas na raa TI ANDA EE AASER 14 SNOWING CONCONE sitsscescasececewssseesensaseasaeeieeecawesecenawmanaeesieeseneretedeserenndanents LO Showing Content Mom a COMmpULSr asni tid Vedat a a E E e aie e eal 14 Showing Content from a Document Camera VCR or DVD Player ccc cccccee eect ee eeeeeeeeeeeeeeeeenees 16 Showing Content with People ON CONtent ccc cece cece cece ee eee EDD D e ed EE EEE EERE EEE EES 17 Working with Directory Entries cccccssssssnnnsssseeeeeeeececeessseeesssssssessseees LO SCarcninG Mes DINGClOLY 25 tartrate tn beaten ania Bache tenl nal ead E ENE AAE 18 Adding Editing and Deleting Directory Entri sS cccccccccccccceeee cece ee eeeeenee seen eee eeeeseeeeeeeneenanagas 19 Cateoonizing Directory EMCS e ccisus inches tdcmininreeuseaial sgn vasen boner oebie ses aaeeelabs A MamaamaiaGeates 20 Refreshing Global Directory ENMUNCS sit sisisiieManseavitewnddicidaad edd suas veed ina taveeetadinecta evden ceivendeeewdnaw ils 21 Including Multiple Sites in Calls sssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn
18. nn 22 ADOUT MUITIDOINE C aSa nusi a a eaeatebaimaaiasoredenuaicuet E T EA 22 Pacnga MuUtpo nt Calleia a a E AE E E EE E 22 SuUppIVING a Password Tor Brage Callesen E aE ADEE E TAAU N 23 ADouUt MUILIDOINE VIEWING MOdES cesi bense TETE Ta a E T E 24 Controlling How the System Answers Multipoint Calls sssssssssrnessnrrsrnesrnnrsrrsrrrrsrrnrrrrerrrrrsrrerene 25 Using Char Controrfor MUILIDOIMU Call Sassiteniautentecuintenutioser Aa AEE 25 Changing the Way Calls Are Answered sssssss2222222222222222202222022222 2 27 TEmMDOraNly REUSING CAS wcrscvsseununeteacnncnsncenetehar OA T EEEE EEA A TEE E NA 27 ANSWErnoCallS AULOMaEICAILY enan e E A E E a a O E Aa 27 Muting Automatically Answered Calls oeraiccic monien aE RE ee ne A T EA Aa 28 POLYCOM INC iii USER S GUIDE FOR POLYCOM HDX SYSTEMS Using Microsoft LCS Features with Video Calls cssssssscccesnnnssseseeeeses 29 Adding and Removing Microsoft LCS Contacts View ind Microsore ECS COnbaCl SUAtUS ivissas iets EEE E E E E EN 29 Customizing Your WorkSpace ccccccccsennnseeeseeessnneeeeeseeesennneeeessesssesseees OO Allowing the Far Site to Control Your Camera s ssssssssrsrrerrsrrsrerrrrrsrrsrrrrerrsrerrrrrsrrrrrrrerrerrrrne 30 Displaying the Far Site s Name When the Call Connects s sssssrssrsrrsrrsrrrrnerrererrerrrrrsrrsrrrrerrerre 30 Hearing Audio Confirmation When You Dial ssssessssnrnsruerrrrrsrrrrrrrsrrsrrrrnrrnrrererrrrrsrrerrr
19. nual is accurate Polycom Inc is not responsible for printing or clerical errors Information in this document is subject to change without notice WWW POLYCOM COM VIDEODOCUMENTATION Contents Using the Remote COMtrol icicsiccececcvccawetsicnseredecncienedsecceviectennmauncsesdeeedieedsen 2 Calling and ANSW GFiN GO windieessinsarncasnsabniaeseet ice dectivinadenivacadesivecsdestvecivemeest S ANSWErNGia Video Calli icceotcustees backs taunnnbtnacinncarmuenste uae cuonwecmetwce sin E iecoeamedanwutetennmemeneusue anaes 3 Placing Video Call sarnana a E a T al E A awe ideo 3 EndiNJ a Vdeo Calleia aea E A EE EEOAE 5 irypes or Calls YOW Can MIKE iiiw a E T E NE A E NEA 6 Placing Audio only Calls and Adding Audio only Sites ccccc eee e cece cece cece cere eens eeeeeeeeeeeeeeeeeneanaas 7 Ending an AUGIO OnIy Call cca cauneasee vines ay lees darchus ene eaonesaylazedin e N a day texecemiant actu yey 8 Controlling What You SCC sgsr O Selecting and Adjusting a Camera or Other Video SOUrFCe s ssesserererrrrsrrrrrrererrrrrrrrrrrrrererrerrne 8 Setting and Using Camera Presets csc caiseanenies axcianscUvuidigauay ieee seen diammedduae ta couekdadend veidavendaeuaavenees 9 Switching Between Full Screen Video and the Home Screen cccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeseennes 10 Enabling Dualit MOnItOr EMmUlalONicaias Sick oveioahicevates a tent whe weess a was tethied tol a eet 11 showing Moving and Turning Of the PIP os
20. of the sites at one time Alternatively you can place a call to the first site and then add other sites after the first call connects The other sites can call the Polycom HDX system to join the call O For calls hosted by a bridge you may need to enter calling information about all of the sites before the call begins Contact your system administrator for more information To place a multipoint call by adding sites to a call 1 Call the first site 2 When the call connects press D Call on the remote control 3 Select Add Call and place a call to the next site 4 Repeat steps 2 and 3 until all sites are connected 22 WWW POLYCOM COM VI DEODOCUMENTATI ON INCLUDING MULTIPLE SITES IN CALLS To place a multipoint call using a multiple site directory entry jaa 1 Press z Directory on the remote control 2 Find the multiple site entry in the directory list 3 Press D Call to place the call To place a cascaded multipoint call 1 Place a multiple site call from the directory or place calls one at a time to several other sites 2 Ask each site to call additional sites Supplying a Password for Bridge Calls Bridges such as Polycom MGC sometimes require you to enter a password in order to join a conference Depending on your system configuration you can set up the system to enter the meeting password for you To configure a meeting password 1 Select System from the Place a Call screen 2 Select User
21. point calls you can use chair control to manage the people video In this type of call the chair controller can choose the site whose video Is sent to other sites in the conference The chair controller can also disconnect a site or end the conference Any participant can choose to view a specific site request to be the broadcaster or request to be chair controller Only one site at a time can be the chair controller Before a site can become the controller the site with control must give up control The type of host for the multipoint call and the systems in the call determine whether chair control is available Hosted by Allows chair control if Video The call includes Conferencing System Polycom HDX systems ViewStation EX ViewStation FX VSX and VS4000 systems connected by IP ISDN or both IP and ISDN Other systems connected by ISDN only Bridge Allowed by the bridge Polycom Inc 25 USER S GUIDE FOR POLYCOM HDX SYSTEMS To use the chair control options when you are in a multipoint call 1 Ona computer open a web browser 2 Inthe browser address line enter the system s IP address for example http 10 11 12 13 to go to the video conferencing system s web interface 3 Click Place a Call 4 Click Chair Control to go to the Chair Control screen The Chair Control option is only available when the system is in a multipoint call It is not available in cascaded multipoint call
22. rsrrsrrrrnt 30 Adiusting TOF ROOM LIGNUIAG stscectrorewuiGu dines E A TE ee haut EEE A AA E A TaS 31 WWW POLYCOM COM VI DEODOCUMENTATI ON POLYCOM INC User s Guide for Polycom HDX Systems This guide includes overview information that you may find helpful when you re just starting to learn about video conferencing or when you have experience but you need a quick refresher Polycom HDX systems can be customized to show only those options used in your organization Therefore there may be options covered in this guide that you cannot access on your system To find out more about these options please talk to the administrator of your Polycom HDX system USER S GUIDE FOR POLYCOM HDX SYSTEMS Using the Remote Control You use the remote control to place calls adjust the volume navigate screens and select options If you need to enter text you can press number buttons using the text entry method commonly used with cell phones For example to enter b press the number 2 button twice Alternatively you can press the onscreen keyboard to enter text Keyboard and use Access the online help see system status in a call Press to power the system on hold to power off View button presses and various menus Store camera presets when followed by a number delete all camera presets Cycle through display layouts Select a far site camera or video source Adjust the camera navigate through menus
23. ry and may also appear on the contact list home screen eS When you are viewing the contact list home screen you can select Manual Call or press mE Home on the remote control to access the Place a Call screen Adding and Removing Microsoft LCS Contacts To add or remove LCS contacts for the Polycom HDX system 1 Open the Microsoft Office Communicator or Windows Messenger application on a computer 2 Log in to the application using the Polycom HDX system SIP account information 3 Use the application to add or remove contacts for the Polycom HDX system Viewing Microsoft LCS Contact Status Status icons appear next to each LCS contact on the Polycom HDX system These icons indicate whether the contact Is available busy or offline Icon on Polycom The video conferencing system Is HDX System Available T Powered on and available to take calls Busy i i Powered on but busy for one of the following reasons The system is in a call The system is set to am Busy or Do Not Disturb Offline gory Powered off Polycom Inc 29 USER S GUIDE FOR POLYCOM HDX SYSTEMS Customizing Your Workspace You can customize what you see on the screen depending on how your system is configured Allowing the Far Site to Control Your Camera Depending on your system configuration you can allow the far site to control your camera Far site participants can also set and use presets for your camera if their sy
24. s 5 Select a site from the list and then use the controls in the web interface to perform one of these actions You can do this By selecting Chair Pass chair controls to the selected Release Chair controller site View the selected site s video This View Site remains in effect until you choose Stop Viewing Site or you release chair control Return to viewing the video selected Stop Viewing by the chair or by the host Site Send your site s video to the other Make Me the sites Broadcaster Send the selected site s video to the Select other sites Broadcaster Remove the selected site from the Disconnect conference Site Disconnect all sites and end the call End Conference Participant Request control of the conference Acquire Chair View the selected site s video This View Site does not change what other sites see Return to viewing the video selected Stop Viewing by the chair or the host Site 26 WWW POLYCOM COM VIDEODOCUMENTATION CHANGING THE WAY CALLS ARE ANSWERED Changing the Way Calls Are Answered Your system administrator may have configured the system to let you choose the way incoming calls are handled Temporarily Refusing Calls C If you do not wish to be disturbed by calls you can refuse incoming calls with the Do Not Disturb feature Callers hear a busy signal and you receive no notification about incoming calls You can however make outgoing calls To temporaril
25. set press the first digit quickly and hold the second number down Any existing preset stored at the number you enter is replaced The system uses preset 0 as the default camera position To delete all presets hs w P x E 1 Ifa callis connected press E Near to choose a near site video Source 2 Press a Preset on the remote control 3 Press L all Delete to delete all presets You cannot delete just one preset Instead override an existing preset with the new camera position Switching Between Full Screen Video and the Home Screen 10 When the call connects the system automatically shows the video on the whole screen You can switch back to the Place a Call screen during a call if for example you need to adjust a user setting and your system is configured to allow you to do so To see the video in the full screen W h gt gt Press E Near on the remote control To see the Place a Call screen gt Press 4 Home on the remote control WWW POLYCOM COM VIDEODOCUMENTATION CONTROLLING WHAT YOU SEE Enabling Dual Monitor Emulation Depending on your system configuration you may be able to set your system for Dual Monitor Emulation also called split screen viewing With Dual Monitor Emulation you can see both the near and far sites on one monitor To enable Dual Monitor Emulation 1 Select System from the Place a Call screen 2 Select User Settings from the System screen 3 Select D Nex
26. stem supports this To allow the far site to control your camera 1 Select System from the Place a Call screen 2 Select User Settings from the System screen 3 Scroll to Far Control of Near Camera and press to enable the option 4 Press o Home to save your change and return to the home screen GS Changing this setting takes effect immediately even if a call is in progress Displaying the Far Site s Name When the Call Connects Depending on your system configuration you can specify whether to display the far site s name when the call connects and how long to leave the name on the screen To specify when to display the name of the far site 1 Select System from the Place a Call screen 2 Select User Settings from the System screen 3 Select D Next to see more settings 4 Scroll to Far Site Name Display Time press on the remote control and select to display the far site s name during the entire call for a specified time or not at all 5 Press oO Home to Save your change and return to the home screen Hearing Audio Confirmation When You Dial Depending on your system configuration you can set up the system to speak each number as you enter it in the dialing entry field on the Place a Call screen 30 WWW POLYCOM COM VIDEODOCUMENTATION CUSTOMIZING YOUR WORKSPACE To enable audio confirmation 1 Select System from the Place a Call screen 2 Select User Settings from the System screen 3 Select D Ne
27. t The Contacts or Speed Dial list The directory Calling by Entering a Name or Number Polycom Inc To place a call by entering a name or number 1 In the dialing field enter the dialing information Depending on the capabilities of your system and the system you are calling the dialing information will look like one of these samples 10 11 12 13 IP address include the dots 2555 E 164 extension AscotRoom H 323 name stereo polycom com DNS name 19782922854 ISDN number Enter any additional information needed for the call The available settings depend on the type of call and your system s configuration Not all calls require these settings Call Quality Specify the call rate or call type for this call For most calls choose Auto to let the system determine the best quality for the call Second ISDN number Use two numbers only when the person you are calling instructs you to do so USER S GUIDE FOR POLYCOM HDX SYSTEMS Extension If you need to dial an extension E 164 address enter the extension in the second entry field If your system is not configured with a second entry field you can enter the extension when the gateway prompts you You can also specify characters in the dial string as instructed by the system administrator 3 Press D Call on the remote control to place the call Call progress indicators appear on the screen to show that the call is in progress
28. t IP click the down arrow then Disconnect so that they may connect Only one computer at a time can be connected to a Polycom HDX system Showing Content with a Computer Connected Directly to the System Before you show content check that the computer video is configured to use one of these supported resolutions and refresh rates Resolution Refresh rates Hz 800 x 600 60 72 75 1024 x 768 60 70 75 1280 x 720 50 60 Polycom Inc 1280 x 1024 scaled and sent to the far site in 1024 x 768 format To set the resolution and refresh rate go to your computer s Display Control Panel USER S GUIDE FOR POLYCOM HDX SYSTEMS To start showing content 1 Make sure the computer is connected and powered on You can connect a computer to video input 4 or 5 When you connect to video input 4 you can also connect to audio input 4 to share sound from your computer as shown in the following figure 2 Press Content on the remote control or press Camera and select the computer input Audio from input 4 is muted unless video input 4 is selected as a video Source To stop showing content p E gt Press Content on the remote control or press Camera and select the main camera Showing Content from a Document Camera VCR or DVD Player All Polycom HDX systems enable you to show different types of information to other sites in a call such as through a document camera VCR or DVD player Before
29. t are registered with the same Global Directory Server These entries are stored on the Global Directory Server and you cannot edit them You can make a local copy if you want to make changes Global entries are marked as available or offline You can find entries in the directory by m 18 Spelling the first or last name using the number buttons on the remote control Pressing S Keyboard to use the onscreen keyboard to spell the name Scrolling through the list of names using the Up and Down arrow buttons Y Paging through the list of names using Zoom In and Zoom Out Using the alphabet tabs to move through the directory and then scrolling to the name you want WWW POLYCOM COM VIDEODOCUMENTATION WORKING WITH DIRECTORY ENTRIES Adding Editing and Deleting Directory Entries You can create entries for point to point calls and multipoint calls and save them in the Polycom HDX system s directory To add a single site entry to the directory t 1 Press Directory on the remote control 2 Select then New Entry and specify that this is an entry for one site 3 Specify the following information In this field Enter this information Name that will appear in the directory list and on incoming call messages Number ISDN number to use for calling the site Call Type Call type to use for calls to the site Depends on the capabilities of your system Call Quality Call speed
30. t to see more settings 4 Scroll to Dual Monitor Emulation and press on the remote control to enable the option 5 Press 4 Home to save your change and return to the home screen During calls using Dual Monitor Emulation without content you can press the B Display button on the remote control to scroll through the following screen layouts 1 Near and far sites same size side by side 2 Far site big near site small 3 Near site big far site small 4 Near site full screen 5 Far site full screen The last layout viewed is used for the next call Polycom Inc 11 USER S GUIDE FOR POLYCOM HDX SYSTEMS Showing Moving and Turning Off the PIP Your system may be configured to display a Picture in Picture PIP window During a call on a single monitor system the PIP displays what your main camera Is sending to the far site If the far site shows any type of content the content appears in the main part of the screen and the PIP changes to show the people at the far site During a call on a dual monitor system what you see on each monitor and in the PIP depends on how the Polycom HDX system has been configured To show move or turn off the PIP during a call O Press Display on the remote control to display the PIP on screen QO While the PIP has a yellow border press Display repeatedly to move it to different corners of the screen After a brief pause the PIP border turns blue
31. the dialing field whenever possible Check with your SB When you call an IP system through a gateway that requires an extension E 164 network administrator for the extension delimiter you will need to enter into the dialing field For example some networks use to separate the extension from the IP address When you include the extension you will be given the option of saving both the number and the extension in the directory when the call ends If you enter the extension after the gateway connects then you can save only the gateway number when the call ends WWW POLYCOM COM VIDEODOCUMENTATION CALLING AND ANSWERING Placing Audio only Calls and Adding Audio only Sites You may be able to use your Polycom HDX system to place an audio only call or add an audio only call to a video conference Placing an Audio only Call You can place an audio only call from Polycom HDX systems that have Analog Phone Voice Over ISDN or Voice Over IP enabled To place an audio only call from your system 1 On the Place a Call screen enter the number you want to call To place a call within your PBX system enter the internal extension instead of the full number To delete a digit press L v Delete on the remote control 2 Press Call to place the call Adding an Audio only Call to a Video Call To add an audio only call after your video call connects 1 Press ay Call on the remote control 2 Select Add Call 3 Use th
32. unmute the microphone gt Press 4 Mute on the remote control For Polycom HDX systems that use a Polycom microphone you can also mute the call by pressing on the microphone Muting the microphone does not mute audio being sent to the far site from a VCR DVD player or computer USER S GUIDE FOR POLYCOM HDX SYSTEMS Enjoying Stereo Audio in Video Calls 5 If your video conferencing room is configured to use stereo sound the left and right microphone inputs are configured during system setup It is important that you do not move the microphones as this may detract from the stereo audio experience Stereo audio is only used in video calls of 256 kbps or higher Showing Content You may be able to show the following to the far sites Any information stored on a computer A paper document or object placed on a document camera QO A videotape or DVD You can share one type of content or one video source at a time and you can switch to a different type of content or video source if you need to Participants at other sites can also share content or video sources Showing Content from a Computer 14 You can attach a computer to your Polycom HDX system and show content that is stored on the computer When you share content from a computer the far site can see you and what you see on the computer screen If you have the Polycom People Content IP software application installed on your computer you can sho
33. w content from any Windows XP or Windows 2000 computer that is connected to the network People Content IP provides video only content No audio is shared When you are sending content the content sharing icon appears on your main monitor Depending on the configuration of your system you may also see the content on your monitor or projector Showing Content with People Content IP To install the People Content IP application on a computer 1 On a computer with Windows XP or Windows 2000 open a web browser and go to www polycom com 2 Download and install the People Content presenter software from the Polycom Resource Center WWW POLYCOM COM VIDEODOCUMENTATION SHOWING CONTENT To start showing content I 2 On the computer start the Polycom People Content IP application Enter the IP address of your video conferencing system and the meeting password if one is set Click Connect Open the content you want to show and do one of the following Click Lb in People Content IP Press Content on the video conferencing system s remote control To stop showing content l If the People Content IP toolbar is minimized maximize it by clicking the icon in the task bar Do one of the following click in People Content IP Press Content on the video conferencing system s remote control If others in the conference want to send content from the same Polycom HDX system using People Conten
34. xt to see more settings 4 Scroll to Keypad Audio Confirmation and press on the remote control to enable the option 5 Press 4 Home to save your change and return to the home screen If Keypad Audio Confirmation is on and you enter a number while in a multipoint call hosted by one of the systems in the call the far sites will hear the numbers as you enter them If you do not want the far sites to hear the numbers mute the system s microphone Adjusting for Room Lighting Depending on your system configuration you can use the backlight control to adjust the brightness of the video that the main camera sends to the Polycom HDX system Adjusting this setting can be helpful when the room arrangement results in strong light coming from behind the people in the picture Because backlight controls adjust the main camera these controls will not make content from a computer or a document camera appear brighter To turn backlight compensation on 1 Select System from the Place a Call screen 2 Select User Settings from the System screen 3 Scroll to Backlight Compensation and press on the remote control to enable the option 4 Press Home to save your change and return to the home screen Polycom Inc 3
35. y refuse incoming calls 1 On the Place a Call screen select Oo in the lower right corner of the screen 2 Select On to set Do Not Disturb While the system is not accepting calls you see Ty in the lower right corner of the screen This setting stays in effect until you change it Setting your status to am Available or am Busy on the contact list home screen changes the Do Not Disturb icon status on the Place a Call screen if it is displayed there Likewise changing the Do Not Disturb icon on the Place a Call screen changes your status on the contact list home screen Answering Calls Automatically C Polycom Inc Depending on your system configuration you can specify whether to answer calls automatically or to have the system announce incoming calls and wait for you to answer manually Automatically answering calls is convenient but it can create security issues An unexpected caller could interrupt a meeting in progress or look at equipment and notes left in an empty room To prevent incoming callers from overhearing a conversation not intended for them you can choose to mute all automatically answered calls To automatically answer calls 1 Select System from the Place a Call screen 2 Select User Settings from the System screen 3 If you want to automatically answer incoming point to point calls scroll to Auto Answer Point to Point Video press on the remote control and select Yes 27 USER S
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