StarLeaf Phone 2120 User manual

Personal Telepresence
User Guide
February 02, 2017

Contents
Introducing the touchscreen controller 4
Out-of-hours power saving for touchscreen controllers 5
The home screen 6
Forwarding calls and Do not disturb 6
Making a call 7
Dialing a number 7
Dialing a favorite 7
Redialing a recent call 7
Searching in the company directory 8
Dialing addresses that include letters or symbols 8
Who can you call? 8
Using in-call features 10
When you are in an audio call 10
When you are in a video call 10
Changing what you see in a video call 11
Screen sharing 12
Contacts 13
About contacts 13
About personal contacts 13
Adding personal contacts 13
Deleting personal contacts 13
About favorites 15
Creating favorites 15
Deleting favorites 15
Presence and other speed dial icons 16
About conferencing 17
Joining a conference on the PT Mini 18
Joining an ad hoc conference 18
Joining a scheduled conference 18
How to schedule a conference 20
Conference layouts 22
Default layouts 23
In-call conference control and icons 24
In-call conference controls 24
Participant controls 24
Layout control 24
Conference control 24
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In-conference icons and counters 26
Using voice and video mail 27
About voice and video mail 27
Accessing voice or video mail messages 27
Setting a greeting for your voice and video mail 27
Forwarding a message 27
Configuring other voice and video mail settings 28
About guest invites 29
Invite process 29
Dialing from third-party endpoints 30
Default settings for a guest 31
Customizing your touchscreen controller 32
Choosing a ringtone 32
Sorting your contacts 32
Sorting your company directory 32
Using a headset with the StarLeaf Phone 33
Legal information 34
Third party software acknowledgments 34
Disclaimers and notices 34
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Introducing the touchscreen controller
Introducing the touchscreen controller
StarLeaf Personal Telepresence systems are provided with a touchscreen controller: the
StarLeaf Phone 2120. You use the StarLeaf touchscreen controller as the means for making
and controlling video calls with Personal Telepresence. Through the touchscreen
controller you can access the directory and contacts. You can use the touchscreen
controller to create ad hoc conferences, and to add and remove participants.
The StarLeaf Phone 2120
The figure below shows the features on the front of the StarLeaf Phone 2120.
Audio volume down
Audio volume up
Headset
Speaker
Audio mute
Video mute
Home button
Keypad
Message waiting indicator
Microphone location
Table 1: Front panel features and controls
Button Description
Audio volume
up
Press during a call to increase audio volume or, if you are not in a call,
press to increase the loudness of the ringer
Audio volume
down
Press during a call to decrease audio volume or, if you are not in a call,
press to decrease the loudness of the ringer
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Introducing the touchscreen controller
Button Description
Audio mute Toggle the microphone of the touchscreen controller (or that of the
headset) on and off. The button lights when the microphone is off. When
you are in a call and your audio mute is on, nobody can hear what you
are saying
Video mute Toggle the camera on and off. The button is an LED that lights when the
camera is off. When you are in a video call and the video mute is on,
nobody in the call can see you
Headset Optionally, press to use a headset that you have connected to the
headset connector on the rear of the phone. The button lights when the
headset is in use.
Speaker Press to use the speakerphone as follows:
nAudio-only call
Press to use the touchscreen controller as a speakerphone (listening
through the built-in speakers of the phone and using the microphone
positioned in the lower right side of the phone)
nVideo call using PT Mini 3020
If you have a Personal Telepresence 3020 system, press to listen
through the loudspeakers of the monitor and also to use the
microphone inside the StarLeaf Monitor.
Home Press to display the home screen of the touchscreen controller from any
screen in the interface. Double-press to access the touchscreen
controller’s settings
Message
waiting
indicator
Flashes when the touchscreen controller is ringing and lights to indicate
that there is a new message
Microphone Audio-only calls that use the speaker, rather than the handset, uses a
microphone located in the bottom right of the touchscreen controller
casing. Do not obstruct this location
Out-of-hours power saving for touchscreen
controllers
The backlight on a touchscreen controller dims between the hours of 7pm and 7am in the
endpoint's local timezone. When a touchscreen controller is dimmed, it shows a screen
saver displaying the time. Touching the dimmed screen causes the backlight to light
again. A touchscreen does not dim for one hour after the last time it was touched.
Power saving is automatically enabled for all touchscreen controllers. There is no
configuration.
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The home screen
The home screen
This is the home screen of the touchscreen controller:
To display the home screen of the touchscreen controller from any other of its other
screens, press the Home button. In the picture above, this phone belongs to Kathleen
Dearman and her extension is 1138.
To access the touchscreen controller settings, double-press the Home button.
Forwarding calls and Do not disturb
To forward calls either to voice mail or to another phone number, use the Call
acceptance slider.
To set your status to 'do not disturb', and have all calls forwarded immediately to voice
mail, move the Call acceptance slider to do not disturb. Anyone who has you as one of
their favorites, can see that you are busy because your name is displayed on their StarLeaf
device with a 'busy' icon.
To forward calls to voice mail or to another phone number, move the Call acceptance
slider to forward calls. Choosing to forward calls means that anyone who has this system
as a favorite can see that you have forwarded the calls. When you choose to forward
calls, you see the following controls:
Choose forward to voicemail if you want your calls to be forwarded immediately to
voicemail (for example if you are going on holiday).
Choose forward to: and enter the telephone number if you want your calls to be
forwarded to another phone (for example to a mobile number).
Note: Connection from your StarLeaf endpoints to the public telephone network is an
optional extra. For more information, contact your StarLeaf representative.
Note: If there is a mobile number for you in the StarLeaf system, you see a third option:
forward to my mobile. Choose this to have your calls forwarded to your mobile number.
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Making a call
Making a call
You can make a call in a few different ways:
nYou can dial a number: Simply dial the number
nYou can call one of your favorites: Press the speed dial for the favorite that you want to
call
nYou can return a call: Go to home screen > recents and select the call you want to
return
nYou can call someone in the company's directory: Go to home screen > contacts >
company directory and choose someone to call
nYou can call someone from your own personal contact list: Go to home screen >
contacts > personal contacts
Dialing a number
You can simply dial a number as you would with any phone.
When you start to dial a number, your screen looks something like this:
Note: You might have been given a prefix to use when you want to dial out onto the
public telephone network. For example, in some companies you are told to "dial 9 for an
outside line". Connection from your StarLeaf endpoints to the public telephone network is
an optional extra. For more information, contact your StarLeaf representative.
Dialing a favorite
Favorites are the contacts that you call most often. You decide who your favorites are by
creating a favorite from the company directory (or from your personal contacts).
Favorites appear on your home screen as speed dials. For more information on calling
favorites, refer to Contacts (p13).
Redialing a recent call
To redial a call that you received recently:
1. Select recent calls. The screen displays the recent calls' list.
2. Select the name of the person whom you want to call.
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Making a call
Searching in the company directory
Some companies have a lot of entries in the directory. In this case, you might find it easier
to use the search facility. To do so:
1. Go to home screen > contacts > company directory and select search.
2. Use the keyboard to type the name of the person you want to find.
Note: As soon as you start typing, the search starts looking. You might only need to type
the first letter of someone's name to find them.
The search keyboard looks like this:
Dialing addresses that include letters or symbols
You might need to dial someone who has a video address that includes letters or numbers
and symbols. This might be known as a URI or it might be an IPaddress. If you need to do
this, press *on the keypad (press the star key). Your display looks like this:
Note: If you are dialing an IP address, you can do so by using the keypad of the
touchscreen controller. Press the star (asterisk) key where you would normally put a dot,
and press the hash (pound) key to cause the system to dial the IP address you have
entered.
Who can you call?
You can call:
nanyone in your company who has a StarLeaf endpoint (either the Breeze software or a
hardware enpoint). These people are all in your contacts
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Making a call
nanyone outside your company who has a StarLeaf endpoint; just dial their email address
from your StarLeaf hardware video endpoint or from Breeze
nanyone else. If someone has not got a StarLeaf endpoint, you can still have a video call
with them. There are two ways of doing this:
lSend them an invite and they can click a link to video call you from their web
browser or they can install Breeze (the StarLeaf software endpoint)
lIf they already have video conferencing equipment, they can call you using that (or
you can call them if you know their video address or URI)
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Using in-call features
Using in-call features
When you are in an audio call
When you are in an audio call, you can see in-call options:
ncreate conference: you can add other people into your call
nhold call: put the other person on hold
ntransfer call: transfer the call to another person
When you are in an audio call, the display looks something like this:
When you are in a video call
If you are in a video call, you see some or all of the following in-call options on the display,
in addition to the options listed above for audio-only calls:
nshare my PC screen: if you have your computer connected to your monitor, you can
show your screen to other person (or people) in your video call.
nDisplay tab: provides you with options for the screen layout. Note that this tab also
provides a button to switch self view on and off
nFECC tab: if you are in a video call and the device at the other end of the call allows it,
you can control that device's camera (for zooming and panning). FECC means Far End
Camera Control
When you are in a video call, your in-call options panel looks something like this:
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Using in-call features
Changing what you see in a video call
Note: For information about multiparty conference controls and layouts, refer to About
conferencing (p17).
Press the Display tab to change what you can see in a video call. The Display tab looks like
this:
The Display tab gives you these options:
nvideo: select to view the other people in your video call. This is the default setting for a
video call until someone shares a PC screen and then you see the shared PC screen, in
which case, you may prefer to press this button to return to the video view
nmy PC: press to view your own PC's display (if you have attached your computer to the
monitor). For example, in a long video call, you may need to continue working on your
PC rather than always looking at the video view. Remember that other people in the
video call may still be able to see you
nno shared PC/shared PC: If someone is sharing content from their PC, you can press to
view that shared content
nself-view: use the self-view slider to either see yourself or not. Self view allows you to see
the view of you that other people see when you are in a video call. Switching it off does
not prevent them from seeing you. To prevent people from seeing you in a video call,
press the Video mute button on the touchscreen controller
nPiP: The PiP is the Picture-in-Picture view. For example, if you have self-view on, you see
yourself in a PiP view. Use the PiP control on the Display tab to move the PiP around the
screen. Note that if you are in a call where there is shared content (or you have pressed
my PC) then the PiP control allows you to remove the PiP view; to do so, use the cross in
the corner of the PiP control to close the PiP view. If you have closed the PiP view, you
can make it reappear by pressing the plus sign on the PiP control
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Using in-call features
Depending on the other device in the video call, you might be able to remotely operate
the pan and zoom on the camera at the other end of the call. When you can remotely
control the camera at the other end of the call, this is called FECC (Far End Camera
Control). You can only use FECC in a point-to-point call (that is, FECC is not available in a
conference call).
If FECCis allowed you can press the FECC tab, which looks like this:
Screen sharing
When you are in a video call, you can share your screen so that the other people in the
call can see your screen.
1. When you are in a video call, choose Share my PC:
2. The other people in the call can now see your screen.
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Contacts
Contacts
About contacts
Contacts are the people you want to call. Their contact details are available either
because they are in the company directory or because you have added them as
personal contacts. You decide who your favorites are by creating a favorite from the
company directory (or from your personal contacts). Favorites appear on your home
screen as speed dials. You can see the 'presence' of your favorites (described below in
Presence and other speed dial icons (p16)).
To access contacts, go to home screen > contacts.
About personal contacts
In addition to the global directory (to which everyone in your company has access), you
can add your own, personal contacts.
Adding personal contacts
For each contact that you want to add:
1. Go to home screen > contacts > personal contacts.
2. Select add and enter your contact's details (shown below).
Deleting personal contacts
To delete a personal contact:
1. Go to home screen > contacts > personal contacts.
2. Select the contact you want to delete and select edit.
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Contacts
3. Scroll down in that view and select delete contact.
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Contacts
About favorites
Creating favorites
To create a favorite from the company directory (or from your personal contacts):
1. Go to home screen > contacts > company directory (or home screen > contacts >
personal contacts).
2. Find and select the person whom you would like to add as a favorite (either by using
the search or by scrolling).
3. Select add to favorites (as shown below).
Each favorite appears as a speed dial on your home screen.
Deleting favorites
To delete a favorite:
1. Go to home screen > contacts > favorites > edit.
2. Select the cross next to the favorite and select delete.
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Contacts
Presence and other speed dial icons
Speed dials are displayed on the home screen with icons.
StarLeaf users in your organization have an icon indicating presence as follows:
This favorite is available (that is, they are not in a call, have not set their StarLeaf
device to do not disturb, and have not forwarded calls)
This favorite's calls are being forwarded to another device
This favorite has set his StarLeaf device to do not disturb
This favorite is in a call at the moment
This favorite is not currently connected to the StarLeaf Cloud service
This favorite is an iPad user and Breeze is not currently open on the iPad.
However, if you call this favorite, the iPad will ring and the call can be answered
Contacts using other systems (for example, they are not within your organization or they
have phones made by manufacturers other than StarLeaf) have icons as follows:
This is a guest user or a user in another organization
This is the contact's home number
This is the contact's mobile number
This is the contact's 'other' number
This is the contact's work number
You can see some examples of speed dial icons in the image below:
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About conferencing
About conferencing
There are three types of conference:
nad hoc conferences: ad hoc conferences start immediately. You create an ad hoc
conference when you are in a call; simply press create conference on your control
panel:
Ad hoc conferences are also known as QuickMeet conferences
nscheduled conferences: a scheduled conference begins at a particular time.
Participants receive invites and instructions on how to join. Participants can join a
scheduled conference in the following ways:
lclick a link to join from a browser
ldownload Breeze and click to join
ljoin using a StarLeaf room or desktop system
ljoin using third-party video conferencing equipment
ljoin as an audio-only participant from a telephone (PSTN)
npermanent conferences: This is the same as a scheduled conference but without a
date and time. A permanent conference is a virtual meeting room that anyone can
dial into at any time (sometimes known as a meet-me). Permanent conferences have
the same features as scheduled conferences (invites, interoperability, PSTN dial-in,
etc.). The dialing details never change and the conference is always joinable
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Joining a conference on the PT Mini
Joining a conference on the PT Mini
You can join ad hoc, scheduled, and permanent conferences from the PT Mini.
Joining an ad hoc conference
When someone invites you to an ad hoc conference, the call behaves in the same way as
a direct call. You receive a notification on your home screen with the details of the
person who is trying to contact you. To accept the call, click answer call, and you can
speak directly to the person who want to add you to the conference. To accept the call,
click answer call, and you are added directly to the conference.
When someone adds you to the conference, you are able to communicate with anyone
else who is already in the conference too.
Alternatively, if you don't want to join the conference, you can ignore or reject the call
from the conference creator as you would with any person-to-person call.
Joining a scheduled conference
If you receive an invitation to a conference, the details of that conference are listed on
the home screen. The details are shown on the Join Now button on the day of the
scheduled conference. The behavior of the Join Now button varies depending on the
details of the conference:
nIf there are no scheduled conferences for the day, the Join Now button displays no
conferences scheduled today
nIf there is a scheduled conference for the day, the Join Now button displays the name
of the next conference and the time it starts
nIf you receive invitations to two overlapping conferences, the details of the first
conference due to start display on the Join Now button. When the first conference has
ended, the details of the second conference display. To join the second conference at
any time, dial the unique seven-digit direct number
nWhen the conference is due to take place in ten minutes or less, the Join Now button is
lit green and, instead of the time, displays how many minutes until the conference is
due to start
nWhen the conference starts, the Join Now button flashes. Anytime after the Join Now
button lights green, you can click the button to join the conference
If a previously scheduled conference is deleted, the conference details are removed
from the conference button.
Note: Permanent conferences do not trigger the Join Now button, and do not appear on
the button display.
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Joining a conference on the PT Mini
Join Now behavior
The default message when there are no
conferences scheduled.
The message displayed when a
conference has been scheduled for
that day.
The message displayed when a scheduled
conference is due to start.
The message displayed when a
scheduled conference has started.
Whenever you're ready to join a scheduled or permanent conference, either:
nClick on the Join Now button when the button is lit green, or
nDial into the conference using the seven-digit conference number
Note: To join a permanent conference, dial the seven-digit conference number.
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How to schedule a conference
How to schedule a conference
When you create a scheduled conference, you will log in to the StarLeaf Portal. There,
you can choose when your conference takes place and who attends. Your attendees
receive email invites to your conference.
To create a scheduled conference:
1. Either:
lgo to portal.starleaf.com and log in (using your email address and the password
you created when you activated your StarLeaf account)
OR
lif you are a Breeze user, choose my conferences on your Breeze display. This takes
you into the StarLeaf Portal
2. Go to My conferences > Schedule conference. You can see the Schedule
conference page:
3. Add the details you require for Title and Description. These are included in the
conference invites.
4. If your organization has purchased the recording solution, select Record conference to
record this conference.
5. Set the time and date for your conference.
lSelect a start and end time and date for your conference
lSet a repeat if this meeting happens on a regular basis
lIf this is a permanent conference, select Permanent. The conference never ends. It
is a virtual meeting, that anyone can dial into at any time
6. Add Participants by email address. Separate email addresses with commas. You can
include anyone's email address. If participants do not already have StarLeaf, the 'invite'
email describes how to sign up as a guest or join using a browser. The invite also
describes how to join your conference from any other standards-based video
conferencing equipment and includes PSTN (telephone) numbers for audio-only
participants.
7. If there are Room systems in your organization, you can add one or more. This means
that your participants know which meeting rooms are in the conference if they want to
walk along to the nearest one.
8. Advanced settings:
lKeep people on hold until: Use this setting to determine whether people are able
to talk to each other before you join the conference
lTime zone: If you are in a different time zone to the one displayed here, correct it.
This ensures that everyone to whom you send an invite knows the correct time for
your conference
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