Polycom V500 User manual

Getting Started Guide
for the V500™System
July 2004 Edition
3725-21742-002/A

GETTING STARTED GUIDE FOR THE V500 SYSTEM
WWW.POLYCOM.COM/VIDEODOCUMENTATION
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Trademark Information
Polycom® and the Polycom logo design are registered trademarks of Polycom, Inc., and V500™ 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 patents pending
held by Polycom, Inc. Polycom Siren™ 14 (patent pending).
© 2004 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 manual is accurate.
Polycom, Inc. is not responsible for printing or clerical errors. Information in this
document is subject to change without notice.

© Polycom, Inc. iii
Contents
System Basics.......................................................................................1
Using the Remote Control...................................................................................................... 1
Getting More Information ...................................................................................................... 3
Calling and Answering ..........................................................................3
Answering a Video Call..........................................................................................................3
Placing a Video Call .............................................................................................................. 4
Ending a Video Call............................................................................................................... 6
Types of Video Calls You Can Make ......................................................................................... 7
Placing and Ending an Audio-only Call ..................................................................................... 8
Controlling What You See .....................................................................9
Adjusting a Camera ..............................................................................................................9
Switching Between Full Screen Video and the Home Screen...................................................... 10
Showing, Moving, and Turning Off the PIP ............................................................................. 10
Controlling What You Hear .................................................................11
Adjusting Volume ............................................................................................................... 11
Muting the Microphone........................................................................................................ 11
Receiving Content...............................................................................11
Working with Directory Entries...........................................................12
Adding, Editing, and Deleting Directory Entries ....................................................................... 12
Categorizing Directory Entries .............................................................................................. 14
Participating in Calls with Multiple Sites .............................................14
Supplying a Password for External MCU Calls.......................................................................... 15
Using Chair Control for Multipoint Calls.................................................................................. 15
Changing the Way Calls Are Answered ...............................................17
Temporarily Refusing Calls .................................................................................................. 17
Answering Calls Automatically.............................................................................................. 17
Muting Automatically Answered Calls .................................................................................... 18

GETTING STARTED GUIDE FOR THE V500 SYSTEM
Scheduling Meetings...........................................................................18
Customizing Your Workspace .............................................................19
Specifying When to Display the PIP....................................................................................... 19
Displaying the Far Site’s Name When the Call Connects ........................................................... 20
Hearing Audio Confirmation When You Dial ............................................................................ 20
Adjusting for Room Lighting................................................................................................. 21
Setting Camera Brightness .................................................................................................. 21
Changing the System Color Scheme...................................................................................... 22
Enabling Dual Monitor Emulation .......................................................................................... 22
Video Conferencing Tips .....................................................................23
Tips for Great Video............................................................................................................23
Tips for Great Audio............................................................................................................23
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Getting Started Guide
for the V500™System
When you connect a Polycom® V500 system to your TV, you’re providing
your home office or small business with all the essential tools you need for
video conferencing. With a V500 system, you can meet with people anywhere
in the world, as if they were in the room with you. Everyone’s productivity
increases, without any travel required.
It’s easy to place video calls with the V500 system. You also have the
flexibility to create your own directory of numbers, change the way calls are
answered, and customize what you see on the screen.
Before you place your first call with your V500 system, use this guide to get
some basic “how-to” information. This guide includes overview information
that you may find helpful when you’re just starting to learn about the
capabilities of the system or when you have experience, but you need a quick
refresher.
System Basics
Using the Remote Control
The remote control lets you perform meeting tasks, such as placing a call and
adjusting the volume. You can use the remote control to navigate screens and
select options.
You can also use the remote control to type text by pressing the number
buttons using the text-entry method commonly used with cell phones. For
example, to enter a “b”, press the number 2 button twice.
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V500 System Remote Control
Place a call End a call
Confirm your current selection;
perform functions on
highlighted items
Navigate through menus
Return to the Place a Call
(home) screen Return to the previous screen
Increase or decrease the
sound you hear from the
far site
Mute the sound you’re
sending to the far site Show, move or hide the
Picture-in-Picture (PIP)
See the video in the full
screen; swap the video
between the PIP and
main screen
Enter a dot in an IP address
Display the onscreen
keyboard so you can enter
text
Delete letters or numbers
Enter letters or numbers
Access the online help; see the
current system status while in a
call

CALLING AND ANSWERING
© Polycom, Inc. 3
Getting More Information
If you need additional information about using the V500 system, try these
resources:
To view help while you’re using the system, press Help.
For network questions, contact your network service provider.
For system questions, contact Polycom Technical Support at
www.polycom.com/support.
Calling and Answering
Answering a Video Call
When a call comes in, you hear a ringing sound, and you may see a message
that includes the number of the person calling. If the person is listed in the
directory, you’ll also see the person’s name.
The V500 system can answer incoming calls in one of these ways:
The system prompts you to answer the calls manually.
The system answers incoming calls automatically.
To answer the call manually:
>> When the system notifies you that a call is coming in, select Answer or
press Call on the remote.
To answer the call when your system is set up to automatically answer
calls:
>> You do not need to do anything. The call connects automatically.
If you see Near on your screen, then your system is configured to automatically
mute your audio when a call comes in. To unmute your system, press Mute on
the remote control.

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Placing a Video Call
You can use your system to place a video call in any of these ways:
Using the directory
Entering a name or number
Choosing from a list of recently called sites
Choosing a site from the Contacts or Speed Dial list on the Place a Call
screen, if you have configured your system to have one
Calling by Using the Directory
The directory is a list of names and numbers that’s stored locally on the V500
system.
When a call ends, you can save call information to the local directory. This
information is then available to all other users of the system. Depending on
your system configuration, you may also be able to remove or edit names or
dialing information in the local directory.
If the system is registered with a global directory, the directory also includes
entries from the global directory. Global entries are marked with . For both
types of entries, the name appears with its corresponding number, IP address,
or both.
To place a call from the directory:
1. Select Directory from the Place a Call screen.
2. Find the entry to call by:
Spelling the first or last name using the number buttons on the remote
control.
Pressing Keyboard to use the on-screen keyboard to spell the
name.
Scrolling through the list of names using the arrow buttons on the
remote control.
Using the alphabet tabs to move through the directory and then
scrolling to the name you want.
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.

CALLING AND ANSWERING
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Calling by Entering a Name or Number
To place a call by entering a name or number:
1. From the Place a Call screen, enter one of these:
•The ISDN number (for example, 19784444321).
•The system name (for example, Ascot Conference Room).
•The IP address (for example, 255.255.255.255).
The system automatically determines the type of call to make based on
the information you enter.
To learn about entering characters, see Using the Remote Control on page 1.
2. 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 bandwidth 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.
•Gateway extension – If you need to dial an extension, 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.
3. Press Call to place the call.
Call progress indicators appear on the screen to show that the call is in
progress. When the indicators turn green, the call is connected.

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Calling from the Recent Calls List
Depending on how you configured your system, 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 Call to place the call.
To see details about a call listed on the Recent Calls screen, select the call and
press Help.
Calling from the Contacts or Speed Dial List
Depending on how you configured your system, you may be able to quickly
access calling information for specific sites using the Speed Dial or Contacts
list on the Place a Call screen.
To place a call using the Speed Dial or Contacts list:
1. Select Speed Dial or Contacts from the Place a Call screen.
2. Scroll to the entry you want to call.
3. Press Call to place the call.
Ending a Video Call
To hang up from a call:
>> Press Hang Up.

CALLING AND ANSWERING
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Types of Video Calls You Can Make
Depending on the V500 system model you purchased, you may be able to
make either ISDN or IP calls (or both). The following table lists all possible call
combinations.
From… You can call… By dialing…
ISDN Phone numberISDN
IP Phone number of the far-site gateway and
the extension (E.164 address) of the far
site.
Enter the extension in the Extension field,
after the gateway number, or wait until the
gateway prompts you for the extension
and then use the remote to enter it.
Same LAN Alias, E.164 address, or IP address
Different LAN Access code of the near-site gateway, the
selected speed code, the ISDN 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 and then use the
remote to enter it.
LAN
ISDN Access code of the near site’s gateway, the
selected speed code, and the ISDN number
of the far site.
When you call an IP system through a gateway that requires an extension (E.164
address), enter the extension in the dialing field whenever possible. Check with your
network service provider 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.

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Placing and Ending an Audio-only Call
If you have an ISDN line connected to your V500, you can use your system to
make audio-only calls in addition to using your system to place video calls.
Placing an Audio-only Call
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 last four digits of the
number.
To delete a digit, press Delete on the remote control.
2. Press Call to place the call.
Ending an Audio-only Call
To hang up from an audio-only call:
>> Press Hang Up on the remote control.
If the person on the telephone hangs up first, you need to disconnect the call from the
V500 system, just as you would hang up a telephone receiver in a regular phone call.

CONTROLLING WHAT YOU SEE
© Polycom, Inc. 9
Controlling What You See
You can control what you see during a call by moving and focusing your
camera, switching views, and adjusting the PIP.
Adjusting a Camera
You can pan and tilt the camera manually, and you can use the focus wheel to
focus the camera.
To adjust the camera:
1. Adjust the camera by moving the camera up, down, to the left, or to
the right:
2. Focus the camera by turning the focus wheel:

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Switching Between Full Screen Video and the Home Screen
Before the call connects, you see the near video in a small window on the
Place a Call (Home) screen. When the call connects, the system automatically
shows the video in the whole screen. You can switch back to the Place a Call
screen during a call, for example, if you need to adjust a user setting, and
your system is configured to allow you to do so.
To learn about adjusting user settings, see on page 19.Customizing Your Workspace
To see the video in the full screen:
>> Press Near.
To see the Place a Call screen:
>> Press Home.
Showing, Moving, and Turning Off the PIP
The Picture-in-Picture (PIP) gives you another view of your video conference
so that your call is more like a face-to-face meeting. The view shown in the
PIP changes automatically, depending on how the system is set up and what is
happening in the meeting. You can also exchange the view shown in the PIP
with that shown in the main screen.
For example, during a call, the PIP displays what your main camera is sending
to the far site. (This lets you adjust the camera if you need to.) 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.
To show, move, or turn off the PIP during a call:
Press PIP to turn the PIP on.
While the PIP has a yellow border, press PIP repeatedly to move it to
different corners of the screen.
After a brief pause, the PIP border turns blue. Then, press PIP to turn
the PIP off. The PIP setting remains in effect until you change it or system
is restarted.
To swap the views shown in the PIP and the main screen:
1. If the PIP is not showing, press PIP to turn the PIP on.
2. Press Near twice and select the Swap PIP icon.

CONTROLLING WHAT YOU HEAR
© Polycom, Inc. 11
Controlling What You Hear
Adjusting Volume
During a call, you use the remote control to raise or lower the volume of the
sound you hear. Changing the volume affects only the sound you hear at your
site.
To adjust the volume:
>> Press Volume on the remote control.
Muting the Microphone
You can mute the microphone if you do not want the far site to hear what you
say. For example, you might mute the microphone if you want to speak to
someone privately.
To mute or unmute the microphone:
>> Press Mute on the remote control.
Receiving Content
Some video conferencing systems, such as the Polycom VSX™7000 system,
can send content during a video call. The content could be, for example, a file
stored on a PC or a paper document or object placed on a document camera.
If you are in a video call with a V500 system and the far site sends content,
the content automatically appears on your screen. The content remains on the
screen until the far-site system stops sending it.
If you are displaying the PIP when content is sent, you see the content in the
main part of the screen and, in the PIP, you see the people at the far site.

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Working with Directory Entries
The directory on your V500 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 are prompted to save the
call 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:
Local entries: Information about sites that you have added, sites that
you have called, and sites that have called you. These entries are stored
locally on your V500 system, and depending on your system setup, you
can edit these entries. You can also assign local entries to categories to
make it easier to find numbers. Local entries are available to anyone who
uses the system.
Global entries: Information about other active sites that 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 with .
Adding, Editing, and Deleting Directory Entries
You can create entries for calls and save them in the V500 system’s directory.
Everyone at your site who uses the system can use the entries you create, and
you can use the entries created by others. You can also edit the information in
any local entry. Users at other sites cannot access the local entries on your
system.
To add an entry to the directory:
1. Select Directory from the Place a Call screen.
2. Select New.

WORKING WITH DIRECTORY ENTRIES
© Polycom, Inc. 13
3. Specify the following information:
In this field… Enter this information…
Name Name that will appear in the directory list
and on incoming call messages.
Number ISDN number to use for calling the site.
Call Quality Call speed to use for ISDN calls to the site.
IP Number IP address for calling the site.
Extension The system’s gateway extension.
Call Quality Call speed to use for IP calls to the site.
Phone Number
Mobile Number
Email
Optional contact information for other
resources in the conference room.
Category Designation to help you quickly find the
number in the directory.
4. Select Save to save the entry.
To edit an entry:
1. Select Directory from the Place a Call screen.
2. Scroll to the entry you want to edit and then select Edit.
3. Edit the information as needed.
4. Select Save to save your changes and return to the directory.
To delete an entry:
1. Select Directory from the Place a Call screen.
2. Scroll to the entry you want to delete and then select Delete.
While you can delete entries from your local directory, you cannot delete entries from a
global directory.

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Categorizing Directory Entries
When you categorize your local entries, you can find calling information
quickly by searching just the entries in a category instead of the whole
directory.
To create a new category:
1. Select Directory from the Place a Call screen.
2. Select Category.
3. Select Edit Category.
4. Enter a category name.
5. Press Back to save the new category.
To delete a category:
1. Select Directory from the Place a Call screen.
2. Select Category.
3. Select Edit Category.
4. Scroll to the category name you want to delete and then select Delete.
When you delete a category, all entries in that category are deleted. If you want to keep
these entries, be sure to assign them to a new category before you delete the old
category.
Participating in Calls with Multiple Sites
You can use the V500 system to participate in multipoint conferences. During
a multipoint conference, a multipoint conferencing unit (MCU) enables the
video to switch between sites so that you can always see and hear the
participant who is speaking. You can also receive content in a multipoint call,
just as you can in a point-to-point call.
The V500 system enables you to participate in multipoint calls that use an
external MCU. With an external MCU, the call can:
Include as many sites as allowed by the particular MCU
Support IP, ISDN, or both

PARTICIPATING IN CALLS WITH MULTIPLE SITES
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Supplying a Password for External MCU Calls
External MCUs sometimes require you to enter a password in order to join a
conference. For this type of call, you can configure 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 Settings from the System screen.
3. Enter the password in the Meeting Password field in one of these
ways:
Pressing the remote control number buttons, using the text-entry
method commonly used with cell phones.
Pressing Keyboard to use the on-screen keyboard to enter
characters.
4. Press Home to save your change and return to the Place a Call
screen.
Using Chair Control for Multipoint Calls
During some multipoint 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
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.
Chair control is available in a call only if it is allowed by the external MCU.
To use the chair control options when you are in a multipoint call:
1. On a PC, open a web browser.
2. In the browser address line, enter the system’s IP address, for
example, http://255.255.255.255, to go to the V500 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 multipoint call.

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5. Select a site from the list and then use the controls in the web interface
to perform one of these actions:
If you are… You can Do This… By Selecting…
Pass chair controls to the selected
site
Release Chair
View the selected site’s video. This
does not change what other sites
see.
View Site
Return to viewing the video
selected by the chair or the MCU
Stop Viewing
Site
Send the selected site’s video to the
other sites
Select
Broadcaster
Remove the selected site from the
conference
Disconnect
Site
Chair
controller
Disconnect all sites and end the call End
Conference
Request control of the conference Acquire Chair
View the selected site’s video. This
does not change what other sites
see.
View Site
Participant
Return to viewing the video
selected by the chair or the MCU
Stop Viewing
Site