Polycom VSX 5000 User manual

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© Copyright 2006, Oregon State University Extension Service
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Instructional Documents
Video Conference >> PolyCom >> VSX 5000
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: M302
Document Version: 2.3
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 directory to make a call 11
Ending a call 12
Controlling the camera 13
Controlling the volume and mute 14
Testing the audio 15
Best Practices 18
Purpose of this section 18
Positioning the system 18
Video conference etiquette 19
Troubleshooting Guides 20
The remote control is not working 20
There is no video on the television 20
There is no audio on the television 21
The PolyCom VSX 5000 will not make a call 21
Where to find the PolyCom VSX 5000’s IP number 22
Support Contact Information 23
Who to call 23
Contact Information 23

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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 VSX 5000 video conference device
•Properly initiate and complete a video conference using a PolyCom
VSX 5000 video conference device
•Troubleshoot basic problems with the PolyCom VSX 5000 video
conference device
•Contact the appropriate persons for help solving serious problems
with the PolyCom VSX 5000 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 VSX 5000 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 VSX 5000 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 VSX 5000.

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Installation Guide
This section will explain how to perform a normal installation of a
PolyCom VSX 5000 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:
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.
VSX 5000 Base Unit
This is the camera for the video
conferencing 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 is blue tipped and
connects the base unit to the
subwoofer.
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.
S-Video Cable
This cable is yellow tipped and
connects the video conference device
to the television.
Microphone Cable
This cable is brown tipped and
connects the microphone to the
video conference device.

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Miscellaneous
hardware
Contains cable ties, batteries, and
other small items used for mounting
the video conference device either
on a rack or on the television.
Documentation The manuals come on CDs and in
printed form.
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 may 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 S-Video cable into the bottom yellow S-
Video jack on the base unit. Then plug the other end
of the S-Video cable into the yellow S-Video in 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. After plugging a first
microphone into the base unit, a second microphone
can be plugged into the available jack on the first
microphone. See page 18 for layout options.
Plug the power cable into the blue power connector
on the base unit. Then plug the other end into the
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 VSX 5000 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 VSX 5000 has a power switch on the back of
the device on the right hand side of the back panel.
The video conference device can take as long as 16 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 dialing page you are ready to use
your PolyCom VSX 5000 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 20 for details.

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Using the remote control:
There are many buttons on the PolyCom VSX 5000 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 VSX 5000
video conference device. It runs on three AAA batteries. The rest of this
document will explain how to use the PolyCom VSX 5000 video
conference device. You will need the remote control.

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Making your first call:
You should be looking at the main dialing screen. It
may have an IP number already entered. If so,
delete it using the red left arrow near the top of
the remote control.
Type an IP number to call using the numbers on the
remote control. There is a dot button on the remote
control above the number 3 for entering dots in the
IP number.
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. You will also see the name of the
PolyCom video conferencing device you are calling
along the top of the screen. Once the call connects
you will see the person you are calling.
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 numbers for everyone you will be calling
during a video conference. If you do not have these numbers you will
not be able to make a call.

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Using the directory to make a call:
Each PolyCom VSX 5000 device has a directory 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
directory.
From the main screen use the red down arrow
near the top of the remote control to highlight the
directory button.
Press the red enter button near the top of the
remote control to open the directory. From here
you can see a list of all the phone numbers you have
stored in the directory. Use the red arrows to
scroll through the list of names in the directory.
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. With the first item selected 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 VSX 5000 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
arrows on the remote control to aim the
camera up, down, left, and right.
Use the blue zoom buttons 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
blue Far button on the right side 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 blue Near button on the right side 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 VSX 5000 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
VSX 5000 device press the orange volume buttons
near the middle of the remote control. The left
button decreases the volume and the right button
increases the volume.
To mute your microphone press the orange Mute
button just below 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 VSX 5000. 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 VSX 5000’s audio is properly connected to
the television, follow these steps:
From the main screen use the red down arrow
to highlight the system option. Press the red enter
button in the middle of the arrows on the
remote control.
From the system menu use the red down arrow
to highlight the diagnostics option. Press the red
enter button in the middle of the arrows on the
remote control.
From the diagnostics menu use the red down arrow
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 diagnostics menu press the red
enter button in the middle of the arrows on the
remote control to select speaker test.
From the speaker test menu 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 VSX 5000 device to
the television, and call your support phone number
if you still cannot make it work. See page 23.
To test whether the PolyCom VSX 5000’s microphone is properly
connected and picking up audio, follow these steps:
From the main screen use the red down arrow
to highlight the system option. Press the red enter
button in the middle of the arrows on the
remote control.
From the system menu use the red down arrow
to highlight the diagnostics option. Press the red
enter button in the middle of the arrows on the
remote control.
From the diagnostics menu use the red down arrow
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 diagnostics menu use the red down
arrow to highlight the audio meter option.
Press the red enter button in the middle of the
arrows on the remote control to select audio meter.
The audio meter displays how much sound the
microphone is picking up. If the room is quiet you
will see a screen like this one.
When you start to talk the microphone should pick
it up. Make some noise and the audio meter should
look like this. Notice that the bar is yellow and
green. This means the microphone can hear you
speak and the volume will not be so high it causes
distortion or static.
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 VSX 5000 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 microphones that come with the PolyCom VSX
5000 are very good. When aligned properly they
allow users to speak in a normal tone and at a
normal volume. Each 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

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Troubleshooting Guides
The remote control is not working:
1. Make sure there are working batteries in the remote control. The
remote control uses three AAA batteries.
2. The remote control must be pointed at the PolyCom VSX 5000 base
unit.
3. The remote control must have a clear “line of sight” to the base unit
with no objects blocking its path.
4. The remote must be within 40 feet of the base unit.
If you still cannot solve the problem please contact support.
There is no video on the television:
1. Ensure the power cable is plugged in and the device is turned on.
2. Ensure the cables are setup correctly. See page seven for details.
3. The most likely cause is that the television is not set to the right
channel. Most modern televisions have multiple inputs and you
must select the right one:
a. Find the remote control for the television
b. The input button may be called many different things. Look
for buttons labeled TV/VIDEO,ANT,INPUT,LINE IN,
CHANNEL 0.
c. Press this button and cycle through the various input channels
on the television until you see the PolyCom VSX 5000
interface.
If you still cannot solve the problem please contact support.