SMART SRS-LYNC-XS User manual

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SMARTRoomSystem™
for Microsoft®Lync®
USER’S GUIDE
FOR MODELS SRS-LYNC-XS, SRS-LYNC-S, SRS-LYNC-M, SRS-LYNC-M-DUAL, SRS-LYNC-LANDSRS-LYNC-XL
FEATURING SMARTBOARD®8055i-G5, 8070i-G4 AND 8084i-G4INTERACTIVE FLAT PANELS

smarttech.com/kb/170818
Product registration
If you register your SMART product, we’ll notify you of new features and software upgrades.
Register online at smarttech.com/registration.
FCC warning
This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to
provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses and
can radiate radio frequency energy and, if not installed and used in accordance with the manufacturer’s instructions, may cause harmful interference to radio
communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the
interference at his own expense.
Trademark notice
SMARTRoomSystem, SMARTBoard, SMARTMeetingPro, SMARTInk, DViT, smarttech, the SMART logo and all SMART taglines are trademarks or registered
trademarks of SMARTTechnologiesULC in the U.S. and/or other countries. Microsoft, Windows, Lync, Outlook, PowerPoint and Office365 are either registered
trademarks or trademarks of Microsoft Corporation in the U.S. and/or other countries. “HDMI” and all associated logos are trademarks of HDMI Licensing, LLC. All
other third-party product and company names may be trademarks of their respective owners.
Copyright notice
© 2013–2015SMARTTechnologiesULC. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system
or translated into any language in any form by any means without the prior written consent of SMARTTechnologiesULC. Information in this manual is subject to
change without notice and does not represent a commitment on the part of SMART.
This product and/or use thereof covered by one or more of the following U.S. patents.
www.smarttech.com/patents
01/2015

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Important information
WARNING
lFailure to follow the installation instructions shipped with your SMART product could result in
personal injury and product damage which may not be covered by your warranty.
lEnsure your installation complies with local building and electrical codes.
lDo not open or disassemble the SMART product. You risk electrical shock from the high
voltage inside the casing. Opening the casing also voids your warranty.
lDo not stand (or allow children to stand) on a chair to touch the surface of your SMART
product. Rather, mount the product at the appropriate height.
lTo reduce the risk of fire or electric shock, do not expose your SMART product to rain or
moisture.
lIf your SMART product requires replacement parts, make sure the service technician uses
replacement parts specified by SMARTTechnologies or parts with the same characteristics
as the original.
lEnsure that any cables extending across the floor to your SMART product are properly
bundled and marked to avoid a trip hazard.
lDo not insert objects inside the cabinet ventilation holes, because they could touch
dangerous voltage points and cause electric shock, fire or product damage which may not
be covered by your warranty.
lDo not place any heavy objects on the power cable. Damage to the cable could cause
shock, fire or product damage which may not be covered by your warranty.
lUseonly extension cords and outlets into which this product’s polarized plug can be fully
inserted.
lUse the power cable provided with this product. If a power cable is not supplied with this
product, please contact your supplier. Use only power cables that match the AC voltage of
the power outlet and that comply with your country’s safety standards.
lIf the glass is broken, do not touch the liquid crystal. To prevent injury, handle glass
fragments with care when disposing of them.

IMPORTANT INFORMATION
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lDo not move or mount the interactive flat panel by connecting rope or wire to its handles.
Because the interactive flat panel is heavy, rope, wire or handle failure could lead to
personal injury.
lUse SMART supplied mounting hardware or hardware that is designed to properly support
the weight of your product.
lDisconnect all power cables for your interactive flat panel from the wall outlet and seek
assistance from qualified service personnel when any of the following occurs:
oThe power cable or plug is damaged
oLiquid is spilled into the interactive flat panel
oObjects fall into the interactive flat panel
oThe interactive flat panel is dropped
oStructural damage such as cracking occurs
oThe interactive flat panel behaves unexpectedly when you follow operating
instructions

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Contents
Important information i
Chapter 1: Welcome 1
About this guide 2
About your room system 2
Resources for users 8
Resources for others 9
Chapter 2: Scheduling and conducting meetings 11
Scheduling meetings 11
Starting meetings 12
Managing meetings using the console 14
Ending meetings 16
Chapter 3: Recording notes 17
Chapter 4: Connecting computers 19
Connecting a guest laptop using the video connection harness 19
Connecting a guest laptop using Lync client software 20
Connecting a room computer 21
Using the SMARTRoomSystem USBBridge 22
Chapter 5: Troubleshooting 27
Appendix A: Supporting users with special needs 29
Appendix B: Hardware environmental compliance 31
Waste Electrical and Electronic Equipment and Battery regulations (WEEE and
BatteryDirectives) 31
Batteries 31
More information 31
Index 33

Chapter 1
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Chapter 1: Welcome
About this guide 2
About your room system 2
Features 2
Integration with Lync 2
Simple startup 2
Automatic sharing of video and audio 3
Collaboration 3
Presence detection 3
Components 3
SMARTBoard interactive flat panels 4
Lync appliance 4
Console 5
Camera 5
Table microphones and audio processor 5
Speakers 5
Video connection harness 5
SMARTRoomSystem USBBridge 6
Accessories 6
Additional table microphones 6
Wall stand kit 6
Comparing room sizes 7
Resources for users 8
Table top guide 8
Tutorial 8
Training 8
Support center and knowledge base 9
Resources for others 9
Resources for decision makers 9
Resources for installers 9
Resources for administrators 10
This chapter introduces you to your SMARTRoomSystem™ for Microsoft®Lync® and this guide.

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About this guide
This guide introduces you to the key features and components of your SMARTRoomSystem and
explains how to use those features and components during Lync meetings.
This guide in intended for individuals who use room systems. Other documentation and resources
are available for individuals who are responsible for installing and administering room systems.
About your room system
Your room system features one or two SMARTBoard® interactive flat panels, a Lync appliance, a
tabletop console, a high-definition camera, microphones, speakers and cables for use with an
optional computer.
Using the installed Lync Room System software, you can start a meeting and connect with other
individuals or meeting rooms with a single tap on the console or the interactive flat panels. You can
write or draw on the interactive flat panels using the whiteboard feature, connect an optional
computer to share its screen and share files with connected individuals and meeting rooms in real
time.
Features
Your room system includes the following features.
Integration with Lync
The SMARTRoomSystem integrates with your organization’s existing Lync infrastructure, enabling
you to schedule meetings, remotely join meetings, and share MicrosoftPowerPoint® files using the
Lync client software already installed on your computer.
Simple startup
After the room system turns on, the console and the interactive flat panels show the meeting
room’s schedule, including when the meeting room is booked and when it’s available. You can
start a scheduled meeting by pressing the meeting’s block in the schedule on either the console or
the interactive flat panels. Lync Room System software enables you to connect to remote
participants and shares video and audio.
Alternatively, you can start ad hoc meetings or whiteboard sessions with a single press of the
console or interactive flat panels.

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Automatic sharing of video and audio
When you start or join meetings, the room system shares video and audio automatically without
requiring any manual setup on your part. The room system’s high definition camera, microphones
and speakers facilitate communication during the meeting.
Collaboration
Using Lync Room System software’s whiteboard feature, you can write or draw notes on the
interactive flat panels, automatically sharing with remote participants. You can also write or draw
over PowerPoint files attached to the scheduled meeting as well as connect your laptops or a
room computer to share and interact with the computers’ displays.
Presence detection
The interactive flat panels have presence detection sensors that can detect people up to 16' (5 m)
away. If the sensors detect people in the meeting room, the room system turns on. If the sensors
don’t detect people in the meeting room for a specified period of time, the room system enters
Standby mode.
Components
Your room system consists of the following major components:
Part no. Description Room sizes
SBID 8055i-G5 SMARTBoard 8055i-G5 interactive flat panel Extra small
Medium with dual panels (×2)
SBID 8070i-G4 SMARTBoard 8070i-G4 interactive flat panel Small
Large (×2)
SBID 8084i-G4 SMARTBoard 8084i-G4 interactive flat panel Medium
Extra large (×2)
AM70-L Lync appliance All
CP311 Console All
CAM301 Camera All
MIC500 Table microphones All
MIX500 Audio processor All
CSR500 Speakers All
1019403 Video connection harness All
SRS-USB Bridge SMARTRoomSystem USBBridge All

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NOTES
lThis guide documents room systems with SMARTBoard 8055i-G5, 8070i-G4 and 8084i-G4
interactive flat panels. For information on room systems with SMARTBoard 8055i
interactive flat panels, see the SMARTRoomSystem for Lync setup and maintenance
guide (smarttech.com/kb/170450).
lOther, minor components are documented elsewhere in this guide.
SMARTBoard interactive flat panels
SMARTBoard interactive flat panels feature SMART’s proprietary
DViT® (DigitalVisionTouch) technology on a 16:9 LCD screen with
e-LED backlight. DViT technology enables you to do the following:
lInteract with content by pressing it with your fingers
lWrite digital ink using your fingers or one of the provided pens
lErase digital ink using your fists, your palms or the provided
eraser
During a meeting, the interactive flat panels show video, shared
PowerPoint files, and video input from optionally connected computers. In addition, you can use
the whiteboard feature to record notes and share them with others.
For information on which interactive flat panel model is included with your room system and the
differences between these models, see Comparing room sizes on page7.
Lync appliance
The Lync appliance includes Lync Room System software as well as SMARTProductDrivers. Lync
Room System software enables you to start, join and facilitate meetings and connect with others
through your organization’s Lync infrastructure. SMARTProductDrivers enables the touch features
of the interactive flat panels and the operation of the all components in the room system.
In room systems with SMARTBoard 8055i-G5 interactive flat panels, the Lync appliance is installed
in an enclosure mounted to the wall behind the left interactive flat panel.
In room systems with SMARTBoard 8070i-G4 and 8084i-G4 interactive flat panels, the Lync
appliance is installed in a slot on the bottom of the left interactive flat panel.

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Console
The console is the room system’s primary display. It enables you to access and control
the features of Lync Room System software during meetings.
The console is typically located on the meeting room table. Like the interactive flat
panels, the console features a 16:9 LCD screen with touch technology, enabling you to
interact with buttons and other controls by pressing them.
Camera
The high definition camera automatically captures room video during meetings. You
can temporarily stop the video or shutter the camera for privacy purposes.
In most meeting rooms, digital pan, tilt and zoom (DPTZ) and the camera’s 109° field
of view ensure all meeting participants are captured regardless of where they are in the meeting
room.
The camera is installed on the top of the interactive flat panel in rooms with one interactive flat
panel or between the interactive flat panels in rooms with two interactive flat panels.
Table microphones and audio processor
The table microphones automatically capture audio during meetings. You can
temporarily mute the microphones for privacy purposes.
Your room system comes with two table microphones. Your organization can
purchase additional table microphones (see Additional table microphones on the
next page).
Speakers
The speakers transmit audio from remote participants during a meeting. The room
system’s audio-processing features eliminate echos and in-room audio feedback.
The speakers are installed on either side of the interactive flat panels.
Video connection harness
You can connect the video connection harness’s HDMI® cable or VGA cable to a computer to
display the computer’s video output on an interactive flat panel and share it with remote
participants.
The video connection harness’s connectors are typically located on the meeting room table.

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SMARTRoomSystem USBBridge
When combined with the video connection harness, the SMARTRoomSystem USBBridge
enables you to connect your laptops or a room computer to the room system. When you connect
the SMARTRoomSystem USBBridge to a computer, you can interact with the computer by
touching the interactive flat panel’s surface.
The SMARTRoomSystem USBBridge’s connector is typically located on the meeting room table.
For more information, see Using the SMARTRoomSystem USBBridge on page22.
Accessories
Optional accessories for the SMARTRoomSystem include the following:
lAdditional table microphones
lWall stand kit
NOTE
For accessory part numbers and ordering information, refer to the specifications (see Resources
for decision makers on page9).
Additional table microphones
Your room system comes with two table microphones. Your organization can
purchase and connect up to three additional table microphones for each room
system if needed for a total of up to five table microphones.
Wall stand kit
The wall stand kit includes a wall stand for each interactive flat panel in
your room system and the cable raceway. The wall stand transfers
some of the weight from the wall to the floor and is required for metal
stud walls that can’t support the full weight of the interactive flat panel.
The cable raceway covers cables running across the floor from the
interactive flat panels to the meeting room table.

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Comparing room sizes
The SMARTRoomSystem comes in six sizes. This section presents the key differences between
these sizes.
Extra small room (SRS-LYNC-XS)
Intended use: Extra small meeting rooms
(approximately four people)
75 sq. ft. (7 m²)
Display type: One SMARTBoard 8055i-G5
interactive flat panel
Display size (diagonal): 54 1/2" (138.4 cm)
Optional wall stand kit: WSK-SINGLE
Small room (SRS-LYNC-S)
Intended use: Small meeting rooms
(approximately six people)
100 sq. ft. (9 m²)
Display type: One SMARTBoard 8070i-G4
interactive flat panel
Display size (diagonal): 70" (178 cm)
Optional wall stand kit: WSK-SINGLE
Medium room (SRS-LYNC-M)
Intended use: Medium meeting rooms
(approximately 12 people)
180 sq. ft. (17 m²)
Display type: One SMARTBoard 8084i-G4
interactive flat panel
Display size (diagonal): 84" (213.4 cm)
Optional wall stand kit: WSK-SINGLE
Medium room with dual panels (SRS-LYNC-M-DUAL)
Intended use: Medium meeting rooms
(approximately 12 people)
180 sq. ft. (17 m²)
Display type: Two SMARTBoard 8055i-G5
interactive flat panels
Display size (diagonal): 2 × 54 1/2" (2 × 138.4 cm)
Optional wall stand kit: WSK-DUAL

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Large room (SRS-LYNC-L)
Intended use: Large meeting rooms
(approximately 16 people)
300 sq. ft. (28 m²)
Display type: Two SMARTBoard 8070i-G4
interactive flat panels
Display size (diagonal): 2 × 70" (2 × 178 cm)
Optional wall stand kit: WSK-DUAL
Extra large room (SRS-LYNC-XL)
Intended use: Extra large meeting rooms
(approximately 18 people)
400 sq. ft. (37 m²)
Display type: Two SMARTBoard 8084i-G4
interactive flat panels
Display size (diagonal): 2 × 84" (2 × 213.4 cm)
Optional wall stand kit: WSK-DUAL
NOTE
Other, minor differences are noted throughout this guide.
Resources for users
In addition to this guide, there are other resources available for SMARTRoomSystem users.
Table top guide
Your room system comes with a table top guide, which you can place on your meeting room table
and refer to when using the room system. The table top guide includes basic information on using
your room system.
Tutorial
Lync Meeting Room software includes a tutorial that explains how to use the software. To open the
tutorial, press the OpenTutorial button on the interactive flat panels.
Training
The SMART training website (smarttech.com/trainingforbusiness) includes an extensive library of
training resources you can refer to when learning how to use your room system.

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Support center and knowledge base
The Support center (smarttech.com/support) contains a library of documents, including this guide,
and a knowledge base that you can search when troubleshooting issues with your room system.
Resources for others
SMART provides resources for SMARTRoomSystem decision makers, installers and
administrators as well as users.
Resources for decision makers
Decision makers can refer to the SMARTRoomSystem website (smarttech.com/smartroom) for
general information on room systems and to the specifications for detailed information on specific
products.
Product Specifications
SMARTRoomSystem for Lync for extra small rooms smarttech.com/kb/170821
SMARTRoomSystem for Lync for small rooms smarttech.com/kb/170449
SMARTRoomSystem for Lync for medium rooms smarttech.com/kb/170448
SMARTRoomSystem for Lync for medium rooms with dual panels smarttech.com/kb/170823
SMARTRoomSystem for Lync for large rooms smarttech.com/kb/170447
SMARTRoomSystem for Lync for extra large rooms smarttech.com/kb/170659
SMART wall stand kits for SMARTBoard interactive flat panels smarttech.com/kb/170526
Resources for installers
Installers can refer to the installation instructions included with your room system when installing
the product. If installers have misplaced these instructions, they can download PDF versions.
Product Installation instructions
SMARTRoomSystem for Lync for extra small rooms smarttech.com/kb/170857
SMARTRoomSystem for Lync for small rooms smarttech.com/kb/170470
SMARTRoomSystem for Lync for medium rooms smarttech.com/kb/170467
SMARTRoomSystem for Lync for medium rooms with dual panels smarttech.com/kb/170858
SMARTRoomSystem for Lync for large rooms smarttech.com/kb/170468
SMARTRoomSystem for Lync for extra large rooms smarttech.com/kb/170658

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Product Installation instructions
SMART wall stand for SMARTBoard interactive flat panels smarttech.com/kb/170466
SMART cable raceway for SMARTRoomSystems smarttech.com/kb/170465
SMARTRoomSystem for Lync table microphone upgrade kit smarttech.com/kb/170560
Resources for administrators
Administrators of your room system can refer to the SMARTRoomSystem for Lync setup guide
included with the room system to prepare for the room system prior to installation and to set it up
after installation. If administrators have misplaced this guide, they can download a PDF version
from smarttech.com/kb/170820.
After installation and setup, administrators can refer to the SMARTRoomSystem for Lync
administrator’s guide (smarttech.com/kb/170819) for information on managing and maintaining
your room system.

Chapter 2
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Chapter 2: Scheduling and conducting
meetings
Scheduling meetings 11
Starting meetings 12
Managing meetings using the console 14
Ending meetings 16
This chapter provides an overview of how you can schedule and conduct a meeting using your
SMARTRoomSystem and Lync Room System software.
Scheduling meetings
Using MicrosoftOutlook on your computer, you can schedule Lync meetings and book the
SMARTRoomSystem as a resource.
To schedule a new Lync meeting
1. Start Outlook, and then click Calendar.
2. Click Home, and then click New Lync Meeting.
NOTE
If you have an older version of Lync software, this button is labeled New Online Meeting .
A new Lync meeting opens.
3. Select a date and time for the meeting, type a subject and details, and then add participants
and the room resource.

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4. If appropriate, change the meeting options:
a. Click Meeting Options.
The Lync Meeting Options dialog box appears.
b. Change the meeting options.
NOTE
The controls in this dialog box vary depending on how your organization has
configured Lync Server.
c. Click OK.
5. Send the meeting invitation to the participants and resources.
To convert an existing meeting to a Lync meeting
1. Start Outlook, and then click Calendar.
2. Locate the meeting in the calendar, and then double-click it.
The meeting opens.
3. Click Appointment, and then click Lync Meeting.
NOTE
If you have an older version of Lync software, this button is labeled Online Meeting .
4. Add the room system as a resource.
5. Send the meeting update to the participants and resources.
Starting meetings
Your room system’s interactive flat panels have two presence detection sensors on their frames
that can detect people up to 16' (5 m) away when the room system is in Standby mode.
When the sensors detect motion in the room, the room system turns on. If presence detection is
disabled, you can manually turn on the room system by pressing the Standby button
(SMARTBoard 8055i-G5 interactive flat panels) or the Power/Standby button (SMARTBoard
8070i-G4 and 8084i-G4 interactive flat panels)on the front control panel of each interactive flat
panel.

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After the room system turns on, the interactive flat panels and the console show the room system’s
schedule as a set of squares:
lWhen the room system is booked for a meeting, the meeting’s details and Join appear in the
square.
lWhen the room system is available, Free appears in the square.
NOTE
If the room system’s schedule doesn’t appear or update correctly, there might be an issue with
the connection between the Lync Room System software and Microsoft Exchange server (see
Troubleshooting on page27).
You can join a scheduled meeting when the room system is booked, or you can create an ad hoc
meeting when the room system is available.
To join a scheduled meeting
1. Press the meeting’s square on either the interactive flat panels or the console.
NOTE
The schedule shows only the meetings to which the room system has been added as a
resource.
TIP
If you included the room system as a resource but didn’t set the meeting as a Lync meeting,
press I forgot to make this a Lync meeting, and then press Send & Start Meeting to set the
meeting as a Lync meeting and send participants an invitation (Lync Room System software
15.12.01 and later).
2. If the meeting is private, type the appropriate sign-in address, user name and password in the
text boxes, and then click Join.
The console shows a set of tabs for managing the meeting (see Managing meetings using the
console on the next page). The interactive flat panels show up to five connected participants’
videos in a gallery.
To create an ad hoc meeting
1. Press Meet Now on the console.
2. Add participants to the meeting.

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3. Press Start Meeting.
The console shows a set of tabs for managing the meeting (see Managing meetings using the
console below). The interactive flat panels show connected participants’ videos in a gallery.
TIP
Alternatively, if the Lync infrastructure supports connecting through POTS, press Dial Pad
and use the dial pad to call a person using the room system. To convert the audio call into a
video meeting, press StartVideo and then press InviteMorePeople.
Managing meetings using the console
The console enables you to manage the meeting and the room system features.If you scheduled a
meeting, you would typically sit in front of and operate the console during the meeting.
During the meeting, you can show and use the following tabs on the console:
Tab Contents Actions
Content The name of the participant
who is currently presenting
and the content uploaded
to the meeting including
PowerPoint files and
whiteboard sessions
lPress a content item, and then click
StartPresenting to present the item.
lPress StopPresenting when done.
Participants A list of participants in the
meeting
NOTE
If there are more than 30
participants in the
meeting, the list of
participants doesn’t
appear.
lPress a participant’s name and then select
the appropriate option from the menu:
oMute and unmute the participant’s
audio
oPin the participant’s video to the
gallery so that it’s always visible
oLock or unlock the spotlight on the
participant
oRemove the participant from the
meeting
lPress Invite More People to invite
additional participants.
lPress Mute Audience to mute all
participants’ audio except for the
participant who is currently presenting.