Polycom VIEWSTATION Setup guide

VSGi - Polycom ViewStation End-user Training Guide
POLYCOM
VIEWSTATION
END-USER TRAINING GUIDE
Visual Systems Group, Inc.
15827 Los Gatos Boulevard
Los Gatos, CA 95032
(P) 408.402.9000 (F) 408.402.9095
http://www.vsgi.com

VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
TABLE OF CONTENTS
Subjects Page
Introduction 1-3
Product Overview 1
Network Overview 2-3
ViewStation Remote Control – Button Functions 4
Main Calling Screen 5
System Information Screen 5
How to Place a Video Call 6-9
Placing an ISDN Video Call 6
Placing an IP Video Call 7
Speed-Dialed Calls 8
Address Book 8
Adding an Audio Call 9
How to Hang Up a Call
Disconnecting a Video Call 10
Disconnecting an Audio Call 10
How to Answer a Video Call 10
Auto/Near/Far/Slides Functions 11
Camera Controls 11
Automatic voice Tracking 12-13
Near-End Control (Your Site) 12-13
Far-End Control (The Site You Are Calling) 12
Camera Presets 12
To Access Your Stored Preset 13
Slides/PowerPoint Presentations 13
How to Load a Presentation Onto Your ViewStation 13
How to View a Presentation on the ViewStation 14
Live Presentation with a Document Camera 14
(For Annotation Purposes) 14

VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
TABLE OF CONTENTS CONTINUED
Snapshot Presentation 14
Volume/Mute/Snapshot 15
Sound Controls 15
Snapshot 15
Multipoint Videoconferencing 16-18
Placing a Mutlipoint Call 16
(If the ViewStation MP Has Been Purchased)
Review Multipoint Etiquette 17
Voice Activation 17
Continuous Presence 17
Placing a Multipoint Call 18
(Three or More Video Sites at One Time)
Address Book/Speed Dials 19-20
Address Book/Speed Dials – New Entry 19
Modifying Speed Dial 20
Deleting Speed Dial 20
System Administration 21-23
System Information 21
Diagnostics 21-23
Network Statistics 21
Color Bars 22
Generate Tone 22
Near-End Loop 22
Far-End Loop 23
Troubleshooting for Your ViewStation 24-31
Glossary 32-39
About Your System 40
About VSGi (Your Contact Sheet) 41

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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
INTRODUCTION
Welcome to VSGi’s End-User Training! Step-by-step, we’ll show you how
easy it is to operate your Polycom ViewStation videoconferencing system.
Throughout this guide you’ll also learn our “tips & tricks” and really impress
your co-workers. So get ready to make friends with your ViewStation. Trust
us, you’ll be amazed at what this technology can do for you and your
company!
Now, before we even get started, you’ll need to know the basics. First we’ll
review the ViewStation and all its components. Then, in the simplest terms
possible, we’ll explain your system’s network requirements.
Product Overview
The camera of the
ViewStation is embedded into
the system. That’s right – the
entire videoconferencing
system can sit on top a
standard TV monitor! It’s
pictured here along with:
• The Microphone Pod -
should be positioned
approximately 10’ from
the ViewStation
• The Remote Keypad –
has an infrared
connection with the
Polycom camera.
Polycom’s ViewStation, microphone, and remote keypad.
ViewStation’s dual-monitor
Configuration.
Your ViewStation may also include a second
monitor (called a dual-monitor configuration)
and may be attached to additional equipment
(called peripherals).
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
Network Review
ISDN-BRI
1. The ViewStation requires a network connection to ISDN-BRI (Integrated
Services Digital Network-Basic Rate Interface). In simplest terms, ISDN
is a digital network for transmitting voice, data, and video over a single
line. This service is commonly ordered from your telephone carrier.
• A single ISDN-BRI has two (B) Channels and (1) D Channel. The two
(B) channels carry user information at 64 kbps for a bandwidth of 128
kbps.
• Each additional ISDN line will increase the bandwidth capability of the
system by 128 kbps per line.
2. A Network Terminal Interface (NT-1) is required for each ISDN line that is
connected to the ViewStation. The NT-1 isolates the network from the
equipment and protects it from an electrical overload on the network.
Basic videoconferencing ISDN diagram.
Tips & Tricks #1
The ViewStation
checks the
configuration of the ISDN line
every time a user powers it on.
Checking the ISDN line normally
takes less than a minute. If your ISDN line is not properly
configured, the initial calling screen will display an
ISDN checking icon in addition to the standard icons.
ISDN checking icon.
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
IP Networ
k
Your ViewStation may also be connected to your
company’s LAN (Local Area Network) which uses IP
(Internet Protocol) technology. Every time you use
your e-mail or surf the Net, at work, you are using an
IP network.
If your ViewStation is connected to an IP network, the
upper right corner on your Main Calling Screen would
have “H.323” under the Polycom and ViewStation
logos.
“H.323” means your
ViewStation may be on
an IP network.
An example of a company deploying
videoconferencing over their IP network.
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VSGi - Polycom ViewStation End-user Training Guide
ViewStation Remote Control
For assistance, call the
V
SGi Help Desk at
888-882-7378

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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
Main Calling Screen.
Once you’ve familiarized yourself
with the buttons on the ViewStation
Remote Control (refer to p. 4), you
will be able to move around your
System Info
icon.
ViewStation’s screen.
SYSTEM INFORMATION SCREEN
1. Use the arrow buttons on the Remote Control and move
to the System Info icon.
2. Press the SELECT button (the oval button in the center
of arrows).
3. The System Information Screen will appear.
4. This screen provides the Video Number(s), Audio
System Information Screen.
MAIN CALLING SCREEN
When you turn on your ViewStation,
you will be greeted by the Polycom
Logo and the Main Calling Screen.
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
HOW TO PLACE A VIDEO CALL
The Polycom ViewStation can run over two different types of networks -
ISDN and IP.
Video Call icon.
Placing an ISDN Video Call
1. Use the arrow buttons on the Remote Control and move
to the Video Call icon.
2. Press the SELECT button (the oval button in the center of
arrows).
3. The Video Phone Screen will appear.
On screen, the ViewStation shows you status of
your video channel connection.
4. Using the numeric keypad
on your Remote, enter
your number. (Be sure to
input “1” before the area
code domestically and
“011” internationally.)
Note: Some calls require
the input of two ISDN
numbers.
5. Press the SELECT button
after numbers are entered
to place call.
Tips & Tricks #2
Here are some number inputting tips!
If the second number is one digit greater than the first, press the RIGHT arrow
when your screen is at the second dialing box.
If the second number is the same as the first, press the DOWN arrow when
your screen is at the second dialing box.
If you make mistakes during input use LEFT arrow to delete/backspace.
Tips & Tricks #3
Dialing Troubleshoot Tip: Due to ISDN network traffic at certain times networks
can become overloaded. Try your call at least three times. If your call still does
not connect, have the party you are calling initiate to you.
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information
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
Placing an IP Video Call
1. Use the arrow buttons on the Remote Control and move to the Video Call
Box.
2. Press the SELECT button (the oval button in the center of arrows).
3. The Video Phone Screen will appear.
4. Using the numeric keypad on your Remote, enter the IP Address of the
ViewStation you are calling. IMPORTANT: To type “.”, press the right
arrow button.
5. Press the SELECT button after numbers are entered to place call.
The System Information Screen will provide your ViewStation’s IP address.
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information
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
Speed-Dialed Calls
1. Use the arrow buttons on the Remote Control and
move to the Address Book icon.
2. Press the SELECT button (the oval button in the
center of arrows).
3. Use the arrow buttons to highlight the name of the
location you wish to dial.
A
ddress Book icon.
4. The numbers in the
speed dial reflect the six
most frequently dialed
numbers. To make any
number permanent,
highlight the box and
press the # key.
5. Press the SELECT
button. The call will be
placed and the dialing
screen will appear.
A
ddress Book
The Address Book Screen is reached from the Speed Dial Screen. Highlight the
Address Book icon at the bottom left of the screen and press the SELECT button.
The Address Book Screen.
1. Use the LEFT and RIGHT
arrow buttons to move
between the tabs of the
address book and name
list.
2. Use the UP and DOWN
arrow buttons to highlight
the appropriate tab of the
Address Book or name
list.
3. Use the UP and DOWN
arrow buttons to highlight
the appropriate entry.
Speed Dial Screen.
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
A
ddin
g
an Audio Call
This function requires a dedicated analog telephone circuit.
Audio Add-On icon.
Call Hangup Choices Screen.
Telephone Screen
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1. Wait until the video call has
connected.
1. Press CALL•HANG-UP button
on the Remote. This will take
you to the Call Hangup Choices
Screen.
2. Use the arrow buttons to
highlight ADD
SPEAKERPHONE CALL. Press
the SELECT button. This will
take you to the Telephone
Screen.
3. Enter numbers using the keypad
on the Remote.
4. Press the SELECT button to
place the call.
5.
A
fter the call connects, press the
NEAR or FAR key to return to
the videoconference.
On your main menu you will have an Audio Add-on icon
(graphic left). By selecting this icon you are taken to the
dialing screen where you will enter the desired telephone
number of the audio participant(s).
Placin
g
the Call

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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
HOW TO HANG UP A CALL
Disconnecting a Video Call
1. Press the Call•HANG-UP button on the Remote. This will
take you to the Call Hangup Choices Screen.
2. Use the arrow buttons to highlight DISCONNECT VIDEO
CALL and press the SELECT button.
Tips & Tricks #4
You can automatically add video numbers
to your address book.
If the call was a manually dialed video call the system will
ask you if you would like to add this number to the Address
Book. If you answer YES, you will need to enter a name
for your entry.
Disconnect
Video icon.
Disconnect
Audio icon.
Disconnecting an Audio Call
1. Press the CALL•HANG-UP button on the Remote.
This will take you to the Call Hangup Choices Screen.
2. Use the arrow buttons to highlight DISCONNECT
AUDIO CALL and press the SELECT button
HOW TO ANSWER A VIDEO CALL
There are two different modes of answering video calls: Manual and Auto
Answer.
If the ViewStation is set to Auto Answer, the ViewStation will automatically
answer all incoming video calls. The ViewStation ships preset to Auto Answer.
To answer a call manually, pick up the Remote Control when the dialing box
appears. Choose YES to answer.
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
A
UTO/NEAR/FAR/SLIDES FUNCTIONS
These buttons access any near- or
far-end features, camera tracking
and PowerPoint presentations.
Auto/Near/Far/Slides Buttons
Camera Controls
A
utomatic Voice Trackin
g
Camera
The main camera can automatically move to whoever is speaking. The first
time it changes to the person, it may take several seconds of continuous
speaking to locate the speaker. After that, it will pick out the position quickly
(unless of course, they have moved).
1. Using the Remote, press the AUTO button.
2. A camera icon with a motor attached will appear in the upper right corner.
3. Begin speaking and the camera will follow your voice.
4. To turn Automatic Voice Tracking off, pan, tilt, or zoom the camera.
Near-End Control (Your Site)
1. Using your Remote Control, press NEAR. (A camera icon facing toward
local viewers will appear in the top right corner.)
2. To pan camera, use the arrow buttons to move. To ZOOM camera, use the
top of the ZOOM button to zoom in and the bottom to zoom out.
Arrow buttons with
center Enter button. Zoom button.
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
Far-End Control (The Site You Are Calling)
1. Using your Remote, press FAR. (A camera icon facing toward local
viewers will appear in the top right corner).
2. To pan camera, use the arrow buttons to move. To zoom camera, use the
top of the ZOOM button to zoom in and the bottom to zoom out.
Camera Presets
You can store up to nine preset camera positions for both the near-end and
far-end cameras. Note: far-end presets can only be stored if the far end
supports this function.
1. Using the Remote, press the NEAR
or FAR buttons to select the camera
you are setting presets for.
2. Position the camera by using the
arrow buttons and/or ZOOM button
on the Remote Control.
3. Press SELECT. A message “Press
1-9 to store a preset” will appear on
the screen.
4. Press one of the number buttons on
the Remote Control to assign that
button to the preset.
Tips & Tricks #5
Presets will be
stored on your
system until a new
one is set. If you require
deleting all presets, press the
SELECT button and then the #
key. Presets help the camera to
refresh itself at a faster rate
during a video call. Common
video etiquette is for each site to
store their own presets. Far-
end camera movement should
be done by the Far end.
To Access Your Stored Preset
1. Use the NEAR or FAR buttons on the Remote Control to determine which
camera to activate a preset.
2. Enter the appropriate number button on the Remote Control for your preset
position and the camera will go to that location.
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
SLIDES/POWERPOINT PRESENTATION
PowerPoint presentations can be run over the ViewStation either via the LAN
or with a direct connection. The following is required:
• Microsoft Windows 95
• Laptop with 10mpbs Ethernet LAN Card
• Ethernet Cable
• Office 97 Microsoft PowerPoint Presentation – Office 97
• Internet Explorer 3.02 or 4.0
ViewStation Welcome Page.
How to Load a Presentation
Onto Your ViewStation
1. Load Internet Explorer and input the
IP Address of the ViewStation.
Microsoft Windows
Internet Explorer logo.
2. On the ViewStation
Welcome Page, choose
Select a Presentation.
3. Select Press Here to Select
a PowerPoint File.
4. pc Present provides the
option to place a password.
Select Please Press Here to
Select a Presentation bar.
5. Select a file and Open.
Press the pc Present button.
How to View a Presentation on the ViewStation
1. The thumbnail sketches are loaded. The PC must keep the file loaded until the
presentation has been completed.
2. Press SLIDES on the keypad. Select the presentation that you have loaded on
the ViewStation. (Input the password if required.)
3.
A
small thumbnail of each slide will appear on the ViewStation monitor. Press the
SELECT button on any slide you wish to begin the presentation.
4. Use the LEFT or RIGHT arrow key to move forward or backward through the
presentation. If you wish to go to the beginning of the presentation press the UP
arrow or the DOWN arrow to access the end of the presentation.
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
The ViewStation Presentation Screen.
5. To move from viewing
a slide to viewing the
thumbnails, press the
MENU button on the
Remote Control.
Press the MENU key
again if you would like
to view another
p
resentation.
Live Presentation with a Document Camera
(For Annotation Purposes)
1. Using your Remote, press the NEAR button twice.
2. Use the arrow buttons to go to the Document Camera icon on the screen.
3. Press the SELECT button.
4. Make adjustments to your presentation on the Document Camera device not
from your ViewStation Remote.
Snapshot Presentation
1. Press the SNAPSHOT button on the Remote Control.
2. Select a camera – 1) Main Camera, 2) Document Camera, 3) VCR.
3. Position a zoom the camera as required.
4. Press SNAPSHOT on the Remote Control again to send the image.
5. To return to full screen, press NEAR end.
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
V
OLUME/MUTE/SNAPSHO
T
These buttons access sound controls and still-
frame images on your ViewStation screen.
Sound Controls
1. To adjust the volume, press VOL Up or VOL Down on the Remote Control.
2. Press the MUTE button on the Remote Control, this is to prevent the far end
from hearing your conversation. The system can also be muted with a
button on the top of the microphone pod. Note: the MUTE button is used
during multipoint video calls since it is a voice-activated technology.
Snapshot
The SNAPSHOT feature is commonly used during presentations. This allows
the speaker and the presentation to be on-screen at the same time. For
instructions on how to use SNAPSHOT, see page 15 under “Snapshot
Presentation.”
Tips & Trick #6
Make sure you leave the volume on your
TV monitor at half length.
Raising your monitor volume any higher
will distort the sound. Ouch!
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VSGi - Polycom ViewStation End-user Training Guide
End-User Training Guide: ViewStation
MULTIPOINT VIDEOCONFERENCING
Placing A Multipoint Call
(If you have a ViewStation MP)
1. From the Main Calling Screen,
highlight the VIDEO CALL icon and
press the SELECT button on the
Remote Control.
2. Enter the number of the first party
in your call in the Video Phone
Screen and change the speed of
your call if necessary. All multipoint
calls must be connected at the
same speed. Then press the
CALL•HANG-UP button on the
Remote to place the call.
3. Once the call is connected, press the CALL•HANG-UP button on the
Remote to get to the Call Hangup Choices Screen. Highlight the ADD A
VIDEO CALL icon.
4. Repeat this process until all the sites are connected.
Tips & Tricks #7-10
Here’s something helpful to make setting up a multipoint
videoconference when using your ViewStation MP!
#7 A maximum of (3) sites at 256 kbps or (4) sites at 128 kbps may be
used if 512 kbps capability is accessed on the ViewStation.
#8 On a dual monitor system the initiator of the call will be able to see both
sites during a (3) point call.
#9 A red indicator on the camera icon will appear when someone is
viewing your site during a multipoint conference.
#10 You cannot control the far-end camera when you are in a multipoint.
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End-User Training Guide: ViewStation
Multipoint Etiquette
Multipoint involves three or more sites linked simultaneously in a
videoconferencing call. To achieve this connection a multipoint bridge is
required. Each site will be assigned their own port number and will dial into
the bridge at the designated date and time. The two methods utilized in
multipoint bridging are Voice Activation and Continuous Presence.
1. Voice Activation
The multipoint bridge will register who the current speaker is and will
broadcast the speakers image to all the participating sites. (Note: It is
critical to the success of the call that the participating sites mute their
system if they are not the current speaker. The video system can easily
pick-up background noises and register the site as the current speaker.)
2. Continuous Presence
The multipoint bridge will configure the call so that four sites will be viewed
simultaneously. If the call has more than five sites, the bottom right square
will rotate current speakers.
Multipoint Videoconferencing with Continuous Presence.
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information
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