Polycom User Guide

Products & Services Videoconferencing User Guide

The following documentation is intended to "get you started" and answer basic videoconferencing questions. The Polycom equipment is intuitive and easy to use. Polycom offers on-screen help by pressing the "info" button on the remote control.

For more detailed information, consult your Polycom User Guide (available on the CD shipped with your unit). In addition, on-line training can be found at www.polycom.com (select support, select how-to, select video how to). If you need additional help, contact your Local Technical Contact. If he/she cannot help, contact Pam Christman to schedule basic, on-site videoconferencing training for teachers and media center staff.

What is videoconferencing and how can I use it in my classroom?
Quick-Start Equipment Set-up
Using the Remote Control
On-screen Help
Placing a Call
Ending a Call
Answering a Call
Controlling the Videoconference
Maintaining the Address Book
Multi-point Video Calls from your Polycom
System Diagnostic/System Info
Connecting a VCR to your Polycom
Remote Management/Web Interface
External Video Bridge
Videoconferencing Information
Trouble Shooting Guide

What is videoconferencing and how can I use it in my classroom?
Videoconferencing is like interactive TV. You can connect 2 or more sites with live audio and video. Videoconferencing is a terrific way to add value to the classroom while stretching your educational dollars. Some applications include:

Student interaction outside the classroom without leaving your "four walls":

Virtual Field Trips

Career Exploration

Expert Speakers

Interaction with other classrooms (compare/contrast/compete)

Instructor Sharing

Share experiences

Professional Development

Expanded curriculum offerings for students

Increase enrollment in "specialty courses"

The possibilities are virtually endless!

Over the past several years, RIDE funded Working Wonders grants to place IP videoconferencing equipment in RI schools and districts.

There are currently nearly 40 connection points on the RI K-12 Videoconferencing network
and it continues to grow.
Video-over-IP (also known as H.323, IP- or TCP/IP-based videoconferencing) connects over your Internet connection. The advantage is that you can plug into any Internet port and there are no per minute charges associated with a standard videoconference.
The best quality connections will be within RINET network, to OSHEAN members (e.g., URI and Brown University), and to other Internet 2 locations because we have implemented Quality of Service throughout these networks. If you would like to connect to a site over the commercial Internet, contact Pam Christman at RINET to discuss probable service degradation and ways to avoid and/or minimize problems.

Quick-Start Equipment Set-up

You will need:

A LAN connection
A TV or Monitor
The Polycom FX and all it's components
Power

Set the Polycom unit (ViewStateion FX) camera pointing toward the "subject". You can place the unit on top of the television monitor. Make the following required connections as shown

Polycom Setup

Note: actual unit/screens may differ slightly from diagrams

1) Use Orange cable to connect Orange LAN port on FX to LAN port (in wall)

2) Use thin microphone cable to connect the first microphone to the microphone port on the FX. A second microphone may be connected to the first microphone, if desired. The microphones should be placed close to the users. DO NOT PLACE THE MICROPHONES CLOSE TO EACH OTHER, OR CLOSE TO THE POLYCOM UNIT OR CLOSE TO ROOM NOISE.

3) Connect the TV/Monitor to the Polycom unit FX using the S-video cable (see diagram for FX ports). Additional equipment: ie. camera, monitor, VCR player, DVD Player may be connected to the other ports on the back of the Polycom. (See CD User guide for more information).

4) Connect Powersupply

5) Turn Power on to all equipment.

6) Make sure there are (good) batteries in the Polycom remote control.

Follow the on-screen set-up instructions. Click Here for Recommended Settings

Using The Remote Control

The Polycom is controlled via a supplied remote control device:

Remote

Note: actual unit/screens may differ slightly from diagrams

1. CALL-HANGUP	Place and disconnect calls
2. FAR CAMERA	Select the far site camera
3. SLIDES	Show a presentation
4. SELECT	Select items and advance/reverse slides
5. VOLUME	Controls volume of Polycom
6. MUTE	Prevent the far site from hearing the near site or vice versa
7. INFO	Get help
8. MENU	Brings you to Main Menu, Return to previous screen
9. ZOOM	Zoom in or out on an image
10. SNAPSHOT	Take snapshots of a meeting
11. DIRECTIONAL ARROW	Move around menus and adjust camera
12. AUTO	Select auto voice-tracking camera or track to presets
13. NEAR CAMERA	Select the near site camera
14. NUMERIC KEYPAD	Enter vide numbers. Use right arrow for dot (.)

Note: Use TV remote to set TV volume.

On-screen Help

The Polycom has built-in on screen help for the following topics:

Navigation
Video Call
Connecting a PC
PowerPoint
Camera Selection
Voice Tracking
Camera Presets
Touchtones

To use the on screen help. Press the INFO button on remote.

Placing a Call

Press MENU button, until you to get to the Polycom ViewStationFX Main Menu.

Note: actual unit/screens may differ slightly from diagrams
To make a Manual Video Call

Highlight Video Call
Press Green CALL/HANG-UP button (or SELECT button (maroon oval)
Enter IP address for far site (use the right arrow to enter the "dot" in the IP address)
Adjust the speed as necessary (768 is recommended)
Press the green CALL/HANG-UP button to initiate call (or SELECT button (maroon oval)

To make a Speed Dial call (the last six calls are automatically stored in Speed Dial)

Speed Dial can be accessed in several ways.

Selecting Video Call. Arrow down to Speed Dial
Selecting Speed Dial (lower right corner) from Main Menu (some versions)
Selecting Address Book (lower left cornet) from Main Menu
If you know the number of the Speed Dial Entry, you can press the corresponding number on the remote control while in the Main Menu Screen.
The first time you press the number will take you to the Speed Dial screen. The second time you press the number it will dial that entry.

highlight the speed dial location you want to call (using arrow keys)
press SELECT button

To make a call using the Address Book

Address Book can be accessed in several ways.

Selecting Video Call. Arrow down to Address Book
Selecting Address Book (lower right corner) from Main Menu (some versions)
Highlight Address Book (lower left corner) from Main Menu. (some versions) Press SELECT button twice

Address Book

Note: actual unit/screens may differ slightly from diagrams

Select desired entry (using arrow keys)
Press SELECT button

You can quickly and easily jump to any area of the address book like you would in the address book of your cell phone.
For example, if you want to go to the "P" section of the address book, you can press the number "7" on the remote control to jump to those entries.
If you want to jump to the "R" section of the address book, you can press the "7" three times.

Dial
Note: actual unit/screens may differ slightly from diagrams·

Connecting
- Watch the "ball" icon in the lower left corner of the screen
- Viewing your own site, you will hear a simulated ringing sound
- The ball icon will turn to green when the call connects and display the far end site, far end name and the connect speed
- If the call fails, check to make sure you have the right IP address and that the far end is turned on and ready to accept your call. If problems persist, consult the troubleshooting guide.

Ending a Call

End Call

Note: actual unit/screens may differ slightly from diagram

During call, press Green CALL HANG-UP button,
Using the arrow buttons highlight Disconnect Call, press SELECT button
After ending a call you initiated, you may select "Yes" to add the IP to your address book

NOTE: Ending a call will disconnect all locations on a multiparty call. To disconnect a single site on a multiparty call, ask that site to disconnect itself.

Answering a Call

Your Polycom unit should be set to auto-answer by default. See Recommended Settings
- If the Polycom is not set to auto answer, you will hear a simulated ring tone and be prompted to accept the call (using your remote)

Controlling the Videoconference

Consult your Polycom User guide at www.polycom.com for more information

Adjusting the sound
- Adjust Volume button on the Remote and on the TV monitor
Select the Video Source
- Main Camera
- Document Camera
- VCR/DVD Player
- Computer
Adjusting the Main camera
- Press NEAR for local camera, FAR for remote camera (only on point to point call)
  - Manually Zoom and move directional/arrow buttons, as desired
  - Using Camera Presets:
    - Setting: Zoom/move camera, press SELECT button, press a number 0-9 to enter preset.
    - Accessing: During videoconference, press NEAR button, then press preset number 0-9
  - Voice Tracking - camera automatically moves to talking person
    - Press NEAR (or FAR) button,
    - then press AUTO, the button toggles 3 ways
- Sending a Snapshot
  - Press the Snapshot button
  - Select the video Source
  - Preview the Snapshot
  - Press the Snapshot button to send snapshot
  - Press Snapshot again to view live video

Maintaining the Address Book

At Main Menu, select Address Book.
Work with New, Edit, and Delete using the on-screen keyboard.

Note: Actual unit/screens may differ slightly from diagrams
Note: Multi-point Address Book entry option (One entry for recurring conference)

OR
Make a video conferencing call using the far site's IP address.
After ending the call, select Yes when asked "Add to address book?"

Multi-point video calls from your Polycom

You may connect up to 4 sites (including your own).
If no call is in progress

Select Video Call

Select Multipoint

Select sites to dial from the Address Book or enter them manually

OR select a multipoint call entry from the address book

OR

If a call is already in progress

Select Video Call

Select Add a video call

Enter the number

Speed Note:

Point-to-point calls can run at 768, but multi-point calls must run at slower speeds.
3 sites require dropping the speed to 512
4 sites require dropping the speed to 384.
The quality of the videconference will decrease as the speed decreases.

System Info/Diagnostics

At Main Menu, highlight System Info and select:.
- User Set-up,then
- Admin Set-up
  - See Recommended Settings
  OR
At Main Menu, highlight System Info and select

Diagnostics, then
Advanced Stats

A table will appear with the statistics of the connection. Tx column tells how you are tranmitting data and the Rx colum tells how you are receiving the data.

For a good connection at 768K, the following results should appear.

Audio Rate:	64K
Video Rate:	704K
Video Rate Used:	Will fluctuate at around 704K
Video Frame Rate:	Will fluctuate at around 30.0
Audio Packet Loss:	Should be around 0
Audio Jitter:	Should be around 0
Video Packet Loss:	Should be around 0
Video Jitter:	Should be around 0

If your statistics are similar to above, you should be experiencing a good videoconference and connection. If you are experiencing, high packet loss and jitter, please contact your Technical Support for help.

For more detailed information, consult your user guide (CD shipped with Polycom Unit) or visit www.polycom.com, select support, select how-to, select video how to.

Connecting a VCR to your Polycom

You can connect a VCR to your polycom to record a videoconference or to broadcast a videotape during an event. A VCR that is in the TV will only record local video, it will not record both sides of the conference. If you want to record both sides, you will need an external VCR.

Recording a Videoconference
You will need a RCA cable (yellow, red & white). Connect the RCA Cable to the Video Out (bottom row - arrow pointing out) of the Polycom and Video In of the VCR. You may need to set the Input Mode to indicate if the audio/video input connectors are connected to the front panel or the rear panel. Each VCR is different so you will need to review your VCR User Manual.

Broadcast a Videotape during a Videoconference
You will need a RCA cable (yellow, red & white). Connect the RCA Cable to the Video In (top row - arrow pointing in) of the polycom unit and Video Out of the VCR.

On the Polycom remote, press the Near button and a list of input devices will show up. Arrow over to the VCR symbol and press Enter. All of the participants will be watching the video at this point. Do not forget to change the input device back when the video is over to continue the videoconference.

Remote Management/Web Interface

To access the Polycom via a Web browser (e.g., Netscape or Internet Explorer)
Open a Web browser on any PC on the network and visit the IP address of the Polycom.

Note: actual unit/screens may differ slightly from diagrams

External Video Bridge

To connect more than 4 sites you must use a videoconferencing bridge.
To connect sites with non-Polycom conferencing equipment, you may need to use a videoconferencing bridge.
RINET can help you access the RIDE bridge and the Internet2 Commons bridge.

Contact your Technology Director or Coordinator to plan and schedule use of a bridge.

Videoconferencing Information

For a complete, up-to-date information of K-12 videoconferencing in Rhode Island, visit the other links in the Videoconferencing section of the RINET web site.
To participate in e-mail discussions regarding videoconferencing, join the e-mail list IVID-L@ride.ri.net by e-mailing Pam Christman.

Trouble Shooting Guide

RINET Troubleshooting Guide
Polycom CD - Chapter 12 -Troubleshooting