Ricoh P3500M User manual

User Guide

TABLE OF CONTENTS
How to Read This Manual................................................................................................................................. 3
Symbols...........................................................................................................................................................3
Disclaimer........................................................................................................................................................3
Notes...............................................................................................................................................................3
Precautions for Usage........................................................................................................................................ 4
Copyright Notice............................................................................................................................................4
1. Read This First
Overview of RICOH Unified Communication System Advanced...................................................................5
Devices............................................................................................................................................................5
Application......................................................................................................................................................6
Virtual Meeting Room (VMR)........................................................................................................................ 6
Features Available with This Service................................................................................................................. 9
Devices......................................................................................................................................................... 10
Users............................................................................................................................................................. 11
Operating Environment....................................................................................................................................12
P3500M.......................................................................................................................................................12
Computer (Windows/Mac OS).................................................................................................................12
Smartphone/Tablet (Android/iOS).......................................................................................................... 13
Preparing to Start Using the Services..............................................................................................................14
When Connecting as a Logged-in User.....................................................................................................14
When Connecting as a Guest User............................................................................................................15
2. Connecting to a VMR from the RICOH Unified Communication System P3500M
Registering Address Book................................................................................................................................17
Connecting to VMR..........................................................................................................................................19
Connecting As a Logged-in User................................................................................................................19
Connecting As a Guest User.......................................................................................................................20
What You Can Do During the Meeting..................................................................................................... 21
Disconnecting from VMR.............................................................................................................................21
3. Connecting to a VMR from Other Devices
Preparing to Start Using the Services..............................................................................................................23
Connecting to VMR..........................................................................................................................................24
Connecting As a Logged-in User................................................................................................................24
Connecting As a Guest User.......................................................................................................................24
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What You Can Do During the Meeting..................................................................................................... 25
Disconnecting from VMR.............................................................................................................................25
4. Troubleshooting
When You Cannot Connect to VMR.............................................................................................................. 27
Other Problems.................................................................................................................................................28
When Using the P3500M...........................................................................................................................28
When Using the Computer (Windows/Mac OS) or Smartphone/Tablet (Android/iOS).................. 31
5. Appendix
Trademarks....................................................................................................................................................... 33
INDEX............................................................................................................................................................. 35
2

How to Read This Manual
Symbols
This manual uses the following symbols:
Indicates points to pay attention to when using the machine. Be sure to read these explanations.
Indicates supplementary explanations of the machine's functions, and instructions on resolving user
errors.
[ ]
Indicates the names of keys on the machine's display or control panels.
Disclaimer
To the maximum extent permitted by applicable laws, in no event will the manufacturer be liable for any
damages whatsoever arising out of failures of this machine, losses of the registered data, or the use or
non-use of this product and operation manuals provided with it.
Notes
Contents of this manual are subject to change without prior notice.
Some illustrations in this manual might be slightly different from the machine.
Make sure that you always copy or have backups of important documents or data. Documents or data
might be erased due to your operational errors or malfunctions of the machine. Also, you are
responsible for taking protective measures against computer viruses, worms, and other harmful software.
3

Precautions for Usage
Copyright Notice
Using this machine to perform any of the following acts, without permission from the copyright holder,
for purposes other than personal use may constitute an infringement on the copyright and/or
neighboring rights of the commercial video software or cable broadcasting program. These acts include
broadcasting or transmitting commercial video software or cable broadcasting programs, modifying
videos, such as by freezing, or resizing videos to be displayed in an aspect ratio different from the
original. To avoid the risk of possible infringement, we advise you to obtain permission from the
copyright holder and take all other measures necessary before performing any of the above-mentioned
acts.
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1. Read This First
Overview of RICOH Unified Communication
System Advanced
RICOH Unified Communication System Advanced (RICOH UCS Advanced) is the portal from where
you as a user can simply and effectively manage your personal video experience.
RICOH UCS Advanced allows you to easily invite, schedule, and manage your Virtual Meeting Room
(VMR).
An open and interoperable service ensures that you can hold video meetings with participants dialing in
from different kinds of networks, devices, systems, and standards.
RICOH
Unified Communication
System P3500M
DRZ001
RICOH UCS Advanced Cloud
Virtual Meeting Rooms
User / Administrator page
Computer
(Windows/Mac OS)
Meeting devices
Web browser
My Meeting Video (Software)
Supported software*1
Devices of the supported
meeting systems*1
Internet
Devices
Video / Audio meeting
Managing subscriptions
Monitoring usage
Smartphone/Tablet
(Android/iOS devices)
My Meeting (App)
Supported apps*1
*1 RICOH UCS Advanced supports Microsoft Skype for Business/Lync and other standards-based video
conference systems (such as those provided by Polycom, Cisco, etc.).
• For details about the administrator page, see Administrator Guide.
Devices
You can use following devices to connect to the RICOH UCS Advanced VMR:
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RICOH Unified Communication System P3500M (P3500M)
The P3500M allows you to start a meeting by connecting to VMR. This device has a built-in
camera for video input and a microphone and speaker for audio input and output. By connecting
this machine to the Internet and a video output device such as a monitor or projector, you can have
a meeting practically anywhere.*1
*1 Depending on network requirements such as line speed and ports.
Smartphone/Tablet (Android/iOS)
You can connect to VMR from a smartphone or tablet by installing the My Meeting (Android: My
Meeting; iOS: My Meeting for iPhone) app produced by Videxio.
When you join a meeting, a regular (GSM) call is placed via your carrier.
Meetings that you join using this app are sound only.
Computer (Windows/Mac OS)
You connect to VMR from a computer by using a Web browser.
In addition, you can use My Meeting Video application produced by Videxio to connect to VMR.
Camera, microphone, and speakers are required.
Meeting device
You can connect to VMR by using a supported video conferencing system device.
Application
You can connect to VMR by using the following applications.
Web browser
Used to connect from a computer (Windows/Mac OS)
My Meeting
Used to connect from a smartphone/tablet (Android/iOS)
My Meeting Video
Used to connect from a computer (Windows/Mac OS)
You can also use this application to connect to other video conferencing systems.
Applications of other video conferencing systems
Used to connect from other video conferencing system which is supported.
Virtual Meeting Room (VMR)
RICOH UCS Advanced provides Virtual Meeting Room (VMR) to hold meetings.
1. Read This First
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VMRs are located in your company’s account on the cloud, and can be created for each individual user
or team.
DRZ002
ABC Company Account
User A’s VMR
User B’s VMR
Team 1 VMR
User A
User B
Guest E
User C’s VMR User D’s VMR
Team 2 VMR
Guest F
Guest G
User D
User C
Host
Host
Host
Guest Guest
Guest
Guest
Users
The following users to connect to a VMR:
• Host
The user who hosts the VMR
• Logged-in user
A user who has logged in to RICOH UCS Advanced
• Guest user
A user who has not logged in to RICOH UCS Advanced or a user who does not have an
account for RICOH UCS Advanced
Users can connect to a VMR and start a meeting at any time.
Up to 30 users can join a meeting.
Team VMR
This is a VMR for a team, and which is managed by multiple users.
It can be created by the administrator.
The administrator can also register or change the users of a team VMR.
Company account
This is the account of the company or organization that has contracted RICOH UCS Advanced. The
VMR user and team are created in the company account.
Overview of RICOH Unified Communication System Advanced
7

Conference code (Conference ID)
This is a unique character string set for the VMR.
It is used to identify the VMR.
The conference code is also included as part of the URL of the VMR.
PIN code
You can set individual PIN codes for the host and guest users to access the VMR.
• Host PIN
This is the PIN code for the user who wants to connect to the VMR as the host.
If a Host PIN is specified, the host must be connected to the VMR in order to start the meeting.
• Guest PIN
This is a PIN code for users who want to connect to the VMR as guest users. If you want to
restrict the participants, specify this PIN code.
To specify a Guest PIN, the Host PIN must be specified first.
If a Guest PIN is specified, guest users must enter the PIN code in order to connect.
• For details about creating a Team VMR, contact your administrator.
• PIN codes for host and guest users can be specified under Profile.
1. Read This First
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