Polycom Viewstation 128 User manual

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© Copyright 2006, Oregon State University Extension Service
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Instructional Documents
Video Conference >> PolyCom >> ViewStation 128
This Document Contains:
A Device Description
An Installation Guide
Instructions for Use
Best Practices
Troubleshooting Information
Contact Information for More Help
Extension Computing
Technology Unit
Document Id: M304
Document Version: 2.1
Document Created: April 2006

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© Copyright 2006, Oregon State University Extension Service
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Table of Contents
Objectives of This Document 3
Goals 3
How to read this document 3
Device description 4
Installation Guide 5
Locate all the parts 5
Begin connecting the cables 6
Follow these steps in connecting the cables 7
Instructions For Use 8
Turning the device on 8
Using the remote control 9
Making your first call 10
Using the address book to make a call 11
Ending a call 13
Controlling the camera 14
Controlling the volume and mute 15
Testing the audio 16
Best Practices 19
Purpose of this section 19
Positioning the system 19
Video conference etiquette 20
Troubleshooting Guides 21
The remote control is not working 21
There is no video on the television 21
There is no audio on the television 22
The PolyCom ViewStation 128 will not make a call 22
Where to find the PolyCom ViewStation 128’s IP number 23
Support Contact Information 24
Who to call 24
Contact Information 24

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© Copyright 2006, Oregon State University Extension Service
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Objectives of This Document
Goals:
Using this document a user should be able to accomplish the following:
! Setup a PolyCom ViewStation 128 video conference device
! Properly initiate and complete a video conference using a PolyCom
ViewStation 128 video conference device
! Troubleshoot basic problems with the PolyCom ViewStation 128
video conference device
! Contact the appropriate persons for help solving serious problems
with the PolyCom ViewStation 128 video conference device
How to read this document:
This document is broken into several parts. Each part is labeled and can
be found by its title or its page number on the table of contents. This
document can either be read straight through as a teaching tool or as
needed as a reference tool.
Icons are used through this document to highlight important concepts or
to warn the reader about a potentially problematic situation. The
following icons are used:
Tips provide additional information that may not be obvious from
reading a product manual.
Warnings are there in case there is a risk of making a mistake that
would harm a product.
References provide links to additional information, either in books or
on the Internet, about a product.

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Device description:
PolyCom systems are designed to do one thing: make it easier to
communicate with people face to face. Because long distances often
make this infeasible, videoconferencing is becoming quite popular. When
you use the PolyCom ViewStation 128 you can interact with people, in
real time, through a video connection. They can see and hear you just as
you can see and hear them.
This document explains how to setup your PolyCom ViewStation 128 and
how to use it. This document also includes help troubleshooting common
problems with installation and use. Finally, this document provides
contact information for people and groups that can help you setup and
use your PolyCom ViewStation 128.

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Installation Guide
This section will explain how to perform a normal installation of a
PolyCom ViewStation 128 video conference device. This installation
requires that you have a television with an S-Video input and access to
the Internet.
Locate all the parts:
ViewStation 128
Base Unit
This is the camera for the
teleconferencing system. It is placed
on top of the television screen.
Microphone Used to increase the quality of voice
transmission.
Remote Control This is the only way to control the
video conference device.
Power Cable The cable plugs into a power outlet in
the wall in the conference room.
Audio Cables
This cable is red and white tipped and
connects to the television’s audio
inputs.
LAN Cable
This cable is probably orange tipped
and connects the video conference
device to the Internet.
Video Cable
This cable is yellow tipped and
connects the video conference device
to the television.
Microphone Cables
This cable is brown tipped and
connects the microphone to the video
conference device.
Documentation The manuals come on CDs and in
printed form.
If you are missing a part listed stop and do not continue. Contact the
person who shipped you the device and confirm you have all the parts
you need to safely complete the installation. Missing or substandard
parts increase the likelihood that the unit will become damaged during
use.

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Begin connecting the cables:
The following image labels only the connections you will need for a
normal installation.

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Follow these steps in connecting the cables:
It will probably be easiest to set the base unit (the camera) on a flat
table while connecting the cables. Once you are finished, place the base
unit on top of the television set. Placing the base unit on top of the
television set while connecting cables can be awkward and the base
unit may be knocked to the ground.
Plug the LAN cable into the orange LAN port on the
base unit. Then plug the other end of the LAN cable
into the Internet jack in your wall.
Plug the audio cable into the bottom red and white
jacks on the base unit. Then plug the other end of the
audio cable into the red and white audio in jacks on
the television.
Plug the video cable into the bottom yellow video jack
on the base unit. Then plug the other end of the video
cable into the yellow video jack on the television.
Plug the microphone cable into the brown microphone
jack on the base unit. Then plug the other end into
the microphone.
Plug the power cable into the power connector on the
base unit. Then plug the other end into a power outlet
in the wall. Also ensure the television is plugged into
a power outlet on the wall.
Batteries should already be in the remote control. If
not, place three AAA batteries in the remote control.
At this point the PolyCom ViewStation 128 is connected and ready for its
first use. The next section of this document will explain how to turn the
device on and make a call.

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Instructions for Use
Turning the device on:
Begin by turning the television on.
The PolyCom ViewStation 128 has a power switch on the
back of the device on the right side of the back panel.
The video conference device can take as long as 10 seconds
to start. Once it does you should see a short movie on the
television screen with dancing triangles (the logo for the
company PolyCom).
Once you see the main menu page you are ready to use your
PolyCom ViewStation 128 system to video conference.
Many television sets have multiple inputs. You may have to change the
channel on the television in order to use the PolyCom video conference
device. Your television’s remote probably has a button called “Line” or
“Input.” Try changing inputs if you are having problems getting a
picture. See page 21 for details.

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Using the remote control:
There are many buttons on the PolyCom ViewStation 128 remote control.
However, most applications only require a few of the buttons. The most
commonly used are highlighted here:
You must have the remote control in order to use the PolyCom
ViewStation 128 video conference device. It runs on three AAA batteries.
The rest of this document will explain how to use the PolyCom
ViewStation 128 video conference device. You will need the remote
control.

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Making your first call:
You should be looking at the main menu. Use the
red arrow buttons to highlight the various
options on the main menu. To start a video
conference call, highlight “Video Call” and press the
red enter button on the remote control.
On the dialing page use the numbers on the remote
control to enter an IP number to call. To type a dot
press the red right arrow button .
Press the green Call button at the top of the
remote control to initiate the call. You will hear a
ringing sound and see yourself on the screen while
the call connects. Once the call connects you will
see the person you are calling. You will also see the
name of the PolyCom video conferencing device you
are calling along the bottom of the screen.
The video conference device you are calling must be turned on before
you can call it. If you have trouble connecting ensure the device you
are calling is on by using the telephone to call someone at that location.
Make sure you obtain the IP number for the device you will call during a
video conference. If you do not have this number you will not be able
to make a call.

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Using the address book to make a call:
Each PolyCom ViewStation 128 device has an address book which works
just like a phonebook. You can store numbers in it so that you do not
have to remember them later. You can add as many new numbers as
you wish. This section will tell you how to make a call to an IP number
using your address book.
From the main screen use the red arrow buttons
on the remote control to highlight the
“Address Book.”
Press the red enter button near the top of the
remote control to open the address book. You are
now viewing your speed dial numbers. To call one
of these numbers use the red arrow buttons
on the remote control to highlight an entry and
press the green Call button at the top of the
remote control to initiate the call.
To access the full address book use the red arrow
buttons on the remote control to highlight
the “Address Book” icon in the bottom left corner of
the screen. Then press the red enter button to
open the address book.
Use the red arrows to scroll through the list of
names in the directory.

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Highlight the name you wish to call and press the
green Call button at the top of the remote
control. At this point you will see the same screen
as if you dialed the number yourself.
The video conference device you are calling must be turned on before
you can call it. If you have trouble connecting ensure the device you
are calling is on by using the telephone to call someone at that location.

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Ending a call:
While in a call press the green Call button at the
top of the remote control to show the Hang Up
menu. Use the red arrows to select
“Disconnect Video Call” and press the green Call
button again to end the call.
The system will not ask you to confirm your selection. The call will
immediately end. Be careful when using the Hang Up menu if you do
not wish to actually end the video conference.

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Controlling the camera:
The PolyCom ViewStation 128 has a camera which can be aimed, as well
as zoomed in and out, using the remote control. During a conference you
can use the remote control to aim and zoom your device’s camera or the
camera on a device you are connected to. This section will show you how
to control your camera and the cameras on devices you are connected to.
Begin by making a call. Follow the normal method
outlined in the previous sections by entering the IP
number of the device and pressing the green Call
button at the top of the remote control.
The call will connect.
You can now control your own camera. Use the red
arrow buttons on the remote control to aim
the camera up, down, left, and right.
Use the grey zoom buttons on the left side of the
remote control to zoom in and out.
There are times when you may want to control the
camera of a device you are connected to. To take
control of the device you are connected to press the
grey Far button near the top of the remote control.
You will see the Far icon appear in the corner of the
television screen. You can now control the remote
camera the same way you control your own.
To switch back to controlling your own device, press
the grey Near button near the top of the remote
control. You will see the Near icon appear in the
corner of the television screen. You are now
controlling your own camera again.

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Controlling the volume and mute:
You can control the volume of the PolyCom ViewStation 128 with the
remote control. You can also press the Mute button so that people on the
other end do not hear you.
The mute button does not turn off your speakers; it turns off your
microphone. When you push the mute button it prevents other people
in the video conference from hearing you. Pushing the mute button on
the remote control is the same as pushing the mute button on the
microphone itself.
To increase or decrease the volume of the PolyCom
ViewStation 128 device press the grey volume
buttons on the right side of the remote control.
The top button increases the volume and the bottom
button decreases the volume.
To mute your microphone press the orange Mute
button to the left of the volume buttons on the
remote control. This will silence your microphone
and prevent other people in the video conference
from hearing you. When the microphone is muted
you will see a mute icon in the corner of the
television screen.

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Testing the audio:
Depending on your setup you may occasionally need to test the audio
connections for your PolyCom ViewStation 128. Though this will happen
rarely, it is important to know how to perform these two tests. This
section will show you how to test the audio connections to the television
and test the microphones.
This is a good place to look if you are having audio problems.
To test whether the PolyCom ViewStation 128’s audio is properly
connected to the television, follow these steps:
From the main screen use the red arrow buttons
on the remote control to highlight the
“System Info” option in the upper right corner of
the screen. Press the red enter button in the
middle of the arrows on the remote control.
From the System Information screen use the red
arrow buttons on the remote control to
highlight the “System Info” option in the lower left
corner. Press the red enter button in the
middle of the arrows on the remote control.
From the Diagnostics screen use the red arrow
buttons on the remote control to highlight
the “Audio” option. Press the red enter button
in the middle of the arrows on the remote control.

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From the Audio screen use the red arrow buttons
on the remote control to highlight the
“Generate Tone” option. Press the red enter button
in the middle of the arrows on the remote
control.
From the Generate Tone screen press the red enter
button in the middle of the arrows on the
remote control to select the picture of the speaker.
You should hear a tone. If you do not hear the tone
check the volume on the television set, check the
audio cables from the PolyCom ViewStation 128
device to the television, and call your support
phone number if you still cannot make it work. See
page 24.
To test whether the PolyCom ViewStation 128 microphone is properly
connected and picking up audio, follow these steps:
From the main screen use the red arrow buttons
on the remote control to highlight the
“System Info” option in the upper right corner of
the screen. Press the red enter button in the
middle of the arrows on the remote control.
From the System Information screen use the red
arrow buttons on the remote control to
highlight the “System Info” option in the lower left
corner. Press the red enter button in the
middle of the arrows on the remote control.

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From the Diagnostics screen use the red arrow
buttons on the remote control to highlight
the “Audio” option. Press the red enter button
in the middle of the arrows on the remote control.
From the Audio screen use the red arrow buttons
on the remote control to highlight the
“Audio Meter” option. Press the red enter button
in the middle of the arrows on the remote
control.
The audio meter displays how much sound the
microphone is picking up. If the room is quiet you
will see no color. If you speak into the microphone
you will see an image like this. Note the colored
bar is just yellow if it is too quiet and green when it
is the best volume.
If you are too close to the microphone or if you are
speaking too loudly the bar will turn red. The audio
meter is a good way to learn how close to, and far
from the microphone you should be during a video
conference.

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Best Practices
Purpose of this section:
This section of the document is designed to help you setup and use your
PolyCom ViewStation 128 video conference device to the best of its
abilities. There are guidelines for proper alignment of the device in the
conference room and video conference etiquette.
Positioning the system:
Position the system so that the camera does not face toward a window or other
source of bright light. The background light will wash out the image and
people you call will not be able to see you. If the conference room does not
use ambient light (lighting from above) place lights behind the camera so that
light shines onto people’s faces.
If the camera is aimed directly into a very bright light source such as a
large lamp or sunny window the camera can be damaged.
Place the base unit (the camera) on top of the
television set. This way when you watch the other
people on the television it will appear to them that
you are looking them in the eye.
The microphone that comes with the PolyCom
ViewStation 128 is very good. When aligned
properly it allows users to speak in a normal tone
and at a normal volume. The microphone is
triangular with three sensors that pick up noise.
Place microphones on the conference table. Place
them so that the logo on each microphone points
toward the television.

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No matter how many people are in the conference room and no matter how
many microphones are in use, the microphone closest to the television should
be parallel with, or in front of, the person nearest the monitor. The following
image should guide you in setting up your microphones:
Video conference etiquette:
! Test equipment and have a backup plan.
! If possible, allow participants a brief practice
session to familiarize them with the equipment.
! Run video conference sessions according to a
written agenda.
! Let participants know ahead of time what to
expect and who will be present.
! Set clear objectives for the meeting.
! Remind participants that they should dress as
they would for an in person meeting.
! Introduce all participants.
! Speak clearly and loudly.
! Make eye contact with the camera and with other
participants in your room.
! Use names: consider using name plates.
! Don't speak over people or interrupt.
! Don't be too close to the camera.
! Avoid making excessive background noise, like
rustling papers or tapping pens on the table.
! Turn off beepers, watch alarms and cell phones.
For more information on etiquette visit the Emily Post Institute:
http://www.emilypost.com/etiquette/technology/video_conference.htm