2 2 Contents What s in this guide All entries in the table of contents are clickable hyperlinks that will take you to the corresponding article. To go between chapters, you may also click on any of the icons in the sidebar. Introduction to Video Conferencing Best Practice... 4 Tour the screen and the remote control... 5 Video Calls Place Call From Contact List... 7 Edit a Contact List Entry Status, then Place the Call... 8 Place Call Using Name, Number or Video Address... 9 Add Someone to an Ongoing Call...10 Drop Someone From a Call...11 Receive Call...12 Change the Layout of the Screen...13 Enable Do Not Disturb...14 Enable Standby...15 Contacts Make Someone a Favorite...21 Make Someone a Favorite In a Call Camera View Camera Settings Change the Position of a Picture-in-Picture on the Screen.25 Far end Camera Control Settings Gain Access to the Settings Share Content Start and Stop Presentation...17 Scheduled Meetings View Meeting List...19
3 3 i Introduction to Video Conferencing
4 4 Introduction to Video Conferencing Best Practice A successful video conference provides a face-to-face meeting, even if the participants are miles or continents apart. Keep in mind that it still is a meeting normal etiquette and dress code apply even here. General Consider setting the unit to Automatic Answer, but mute the microphone for privacy reasons, if possible. Do not forget to rehearse the noble art of operating a video system to the extent needed. In the meeting room Make sure that you do not experience obstacles blocking the view to the microphone at all times. Noise sources like computers placed on the table should always be placed away from the microphone of your unit. The noise from such sources is often perceived as surprisingly loud by the remote participants. Pay attention to the background your system will provide to the remote participants. If the camera captures the corridor outside your office, people passing by may distract your remote participants. This applies as well to curtains with a distinct texture pattern and, in particular, to curtains moving due to draught in the room. If you are going to share content your system will use two video streams (duo video), one showing the presentation and the other showing the presenter or the group of presenters. Smaller systems may force viewers to choose between showing the presentation or the presenter. For duo video some attention is needed. Duo video is, on some video systems, shown side by side with half the screen showing the presentation and the other half showing the presenter. To avoid appearing like you are sitting with your back towards the presentation look straight into the camera.
5 5 Introduction to Video Conferencing Tour the screen and the remote control Operating tips Access Settings, Standby mode and the Do Not Disturb feature. Access the Camera Control menu. Volume control and Increase/Decrease control Field selector/ Cursor keys Go back one step OK/Enter Microphone mute/ unmute Use the Cursor controls to move about the screen and press OK/ Enter to open the selected menu field. Use the Cancel key to exit a menu (and return to the Home screen) undoing any changes. Use the Back key to go just one step back. Place call / Accept incoming call Keypad 1 2 abc def ghi jkl mno pqrs tuv wxyz Reject incoming call / End call / Cancel / Back to Home screen (outside calls) * 0 # Use this to place calls. Use this to share content. When set to Do Not Disturb, ringtones are muted and call attempts made by others to reach you will appear as missed calls. You may, however, place calls as much as you like. As default, there is a 60 minutes timeout on the Do not disturb (after which the system will return to normal operation), but this may have been changed to a different setting by your Video Support Team.
6 6 Video Calls
7 7 Place Call Place Call From Contact List About the Lists of Contacts Your lists of Contacts consist of three parts: Favorites. These contacts have been put there by you. These entries will typically be someone you call frequently or otherwise need to access in a swift and convenient manner from time to time. Make sure Call is selected and press OK or the green Call button on the remote control. Use the Cursor keys to go between Favorites, Recents and Directory and then down in one of the lists. Once an entry has been located, press OK to invoke the Call menu. Directory will typically be a corporate directory installed on your system by your video support team. Recents is a list of calls you have placed, received or missed earlier. The following options apply: You may key in a name, number or an IP (video) address and the system will look in all lists for you. You may add the entry to the list of Favorites; edit aspects of the entry before calling; change the call rate and remove the entry from Recents,. Press the green Call button or press OK to place the call. Press the red End Call button on the remote control, or use the Cursor keys to select End and press OK to terminate the call.
8 8 Place Call Edit a Contact List Entry Status, then Place the Call About Entry Edits You may have to edit an entry in one of the Contact lists before you place the call. There may be a need to add a prefix, a suffix or otherwise alter the entry to ensure success. Make sure Call is selected and press OK or the green Call button. Use the Cursor keys to go between Favorites, Recents and Directory and then down in one of the lists. Once an entry has been located, press OK to invoke the Call menu. At the same time, this set of options allow you to change the Call Rate (the bandwidth allocated to the call) as well as the ability to promote the current entry to become a Favorite. Use the Cursor keys to move the cursor to the right so that the green Call field is selected. Use the Cursor keys to move the cursor down to select the More field (... ). You may now use the Cursor keys to move the cursor to select any of the available options. Press OK to enter. Once set, press the green Call button to place the call.
9 9 Place Call Place Call Using Name, Number or Video Address About Placing Calls You may call someone who is not listed in your list of contacts by keying in their name, address or number using the virtual keyboard. Make sure Call is selected and press OK or the green Call button. Use the Cursor keys to select the Search or Dial field, as outlined. To enter numbers just press the corresponding keys on the remote. To invoke the virtual keyboard, use the left arrow Cursor key to move to the 123 field. You may now move about the keyboard and select characters. Press OK to select a character. Anyone you have previously called will appear in the Recents list (until you clear that list) and you may then transfer any of them to your list of Favorites. This is described in the section Contacts. Call Using Video Address The procedure when using a video address to call someone is similar. Just key in the address and use * as separator. The system will interpret it correctly and convert it for you so that the video address appears as correctly entered. As soon as you start typing, the green Call button will appear to allow you to place the call any time. Possible matches will appear as you type. If no matches are found, this will also be indicated. Press the red End Call button or use the Cursor keys to select End and press OK to terminate the call.
10 10 Place Call Add Someone to an Ongoing Call About Adding Participants If your system permits it, you may add participants to an existing call to turn a point-to-point call into a video conference. In a call, navigate to Add. Use the Cursor keys to select the Search or Dial field, as outlined. To enter numbers just press the corresponding keys on the remote. To invoke the virtual keyboard, use the left arrow Cursor key to move to the 123 field. You may now move about the keyboard and select characters. Press OK to select a character. The maximum number of simultaneous participants in a video conference will depend on the infrastructure of your organization. If in doubt, contact your video support team. As soon as you start typing, the green Call button will appear to allow you to place the call any time. Possible matches will appear as you type. If no matches are found, this will also be indicated. Repeat to add more participants. Press the red End Call button on the remote control, or use the Cursor keys to select End and press OK to terminate the call.
11 11 In a Call Drop Someone From a Call About Dropping If your system permits it, you may drop any of the other participants from a video conference any time without ending the entire conference. To leave an ongoing conference press the End button. This will not affect other conference participants. In a conference, use the remote control to navigate to the Participant list icon ( ) in the upper right corner and press OK. A list of all the participants will now be shown. Use the remote control to navigate in this list and press OK to select someone. To drop someone from the call use the remote control to navigate to Drop and the press OK.
12 12 Receive Call Receive Call If Someone Calls You If someone calls you, you may accept, decline or ignore the call. If you decline the call, busy information will be sent to the calling party. You may also use the keys on the remote control directly.
13 13 Screen layout Change the Layout of the Screen About Layout Whenever you share contents or you are in video conference, you will be able to change the layout of the video shown on the screen. Your system cannot initiate video conferences unless certain infrastructure exist in your organiztion. If in doubt, consult your video support team. Navigate to Layout ( ) in the upper right corner and press OK. This icon will appear only when relevant. Use the Arrow keys to move horizontally to the new layout you would like to use and press OK. You can, however, be invited to a video conference by others. The ability to change the screen layout will then apply. Any chnages you make here will not affect others than you. For layouts with picture-in-picture (as shown here), the little image can be moved in case it blocks the view to important parts of the screen, see Change the Position of a Picturein-Picture on the Screen on page 25.
14 14 Availability Enable Do Not Disturb About Do Not Disturb Your system can be set to not respond to incoming calls. You may, however, use it to call others as much as you want. Starting from Home screen, use the Cursor keys to select the field in the upper left corner of the screen. Press the OK key. Use the Cursor buttons to select Available or Do Not Disturb. Press the OK key to exit the menu, putting changes into effect.
15 15 Availability Enable Standby About Standby Your system can be set to Standby to save electrical energy. You will still be able to receive calls as usual. Starting from Home screen, use the Cursor keys to select the field in the upper left corner of the screen. Press the OK key. Use the Cursor buttons to select Standby. Press the OK key to exit the menu, putting changes into effect.
16 16 Share Content
17 17 Camera Start and Stop Presentation About Content Sharing Use this feature to share content on your PC in a call or outside a call. The procedure is the same, but shown here is the in-call way only. Make sure your presentation source is connected and switched on. Select Share and press OK on the remote control. Navigate to the source to be shared. You will now see a preview of the content of the source to be shared. No sharing has taken place yet. Press OK on the remote control to start sharing. To stop sharing content, select Stop sharing and press OK on the remote control. You may maximize or minimize the shared content image by means of the button number two from the left.
18 18 Your video system may be connected to a management system capable of scheduling video meetings for you. Any meetings scheduled will then appear in a List of Meetings on your Touch device. Scheduled Meetings
19 19 Scheduled Meetings View Meeting List Meeting List Basics Your video system may be connected to a management system capable of scheduling video meetings. Any meetings scheduled will then appear in a List of Meetings. Navigate to Join to enter the meeting. If the scheduling system calls you, just treat that as an incoming call.
20 20 Contacts consists of three parts; a Directory, which typically is your corporate phone book; Recents which is a list of recent calls and finally Favorites, which is your personalized list of people you call frequently or otherwise need to get easy access to. Contacts
21 21 Contacts Make Someone a Favorite About Directory, Recents and Favorites The Directory serves as your corporate phone book. This directory cannot be edited by you. You may, however, copy entries to your list of Favorites and edit them there. Make sure Call is selected and press OK or the green Call button. Use the Cursor keys to go between Recents and Directory and then down in one of the lists. Once an entry has been located, press OK to invoke the Call menu. Tap a folder to show its contents, scroll, if needed, to locate a folder or an entry within a folder. When searching within the corporate Directory, the search will apply to the current directory folder and its subfolders only. To go one level up, tap Back. To make the search apply to the entire corporate directory, do not enter (tap) any folder before the search is commenced. Use the Cursor keys to move the cursor to the right so that the green Call field is selected. Then use the Cursor keys to move the cursor down to select the More field (... ). You may now use the Cursor keys to move the cursor to select Mark as Favorite. Press OK to enter. It may happen that an entry copied from the directory to the list of favorites later is updated in the directory. This update will not be reflected in your list of favorites you must then manually update the entry in the list of favorites. Use Edit and Call for this.
22 22 Contacts Make Someone a Favorite In a Call Creating Favorites On the Fly You may turn anyone you talk to into a favorite while you are in a call with them. More about favorites, as such, can be found on the previous page. In a call, use the remote control to navigate to the Participant list icon ( ) in the upper right corner and press OK. A list of all the participants will now be shown. Use the remote control to navigate in this list and press OK to select someone. To turn someone from the call instantly into a favorite use the remote control to navigate to Favorite and then press OK.
23 23 Camera
24 24 Camera View Camera Settings About Camera Settings The camera settings let you control the zoom, pan and tilt of the camera. In addition self-view (the image that the others see from your system) can be turned on and off. In a call or outside a call, move cursor up the upper right corner to the Camera icon. Press OK. The camera icon appears. Press OK. You may now may now make the self-view image sticky, maximize and/or adjust the pan, zoom and tilt of the camera. The self-view image may also be moved to another posistion on the screen see the following page for more on moving the self-view. Make self-view sticky (always shown). Maximize/minimize self-view. Use Arrow keys, OK and Back for this. Pan, tilt and zoom controls. Press Back to exit the menu.
25 25 Camera Change the Position of a Picture-in-Picture on the Screen Moving a PiP As long as self-view (what others see of you) is not shown full size, it is shown as a PiP (picture-inpicture). You may also set up a layout showing the other party as a PiP when content is shared. However, in this case we use self-view as an example. With self-view activated (see previous page) or a layout involving a picture-in-picture, navigate to Layout ( ) in the upper right corner and press OK. The Layout icon will appear only when relevant. The layout menu appears. Press Arrow-down to navigate to the self-view image. You may want to have self-view activated during a presentation to ensure that you always remain visible to the others. During presentations you may experience that the PiP blocks important parts of the shared content on your screen. This is why your system allows you to move the PiP. Note that this will not affect how you appear to the other participants. this is a setup affecting your screen only. The self-view image will now turn blue to show that it has been selected. Click OK. Arrows will now appear to indicate that the self-view image can be moved. Possible new locations are indicated. Use Arrow keys to move the image. Press OK when finished.
26 26 Camera Far end Camera Control About Far End Camera Control Many video systems have a remotely controllable camera. Such systems allow you to use a remote control to change pan, tilt, and zoom. If the far end (those you are in a meeting with) have such a system, you may control their camera during the call. In a call, use the remote control to navigate to the Participant list icon ( ) in the upper right corner and press OK. A list of all the participants will now be shown. Use the remote control to navigate in this list and press OK to select someone. This feature may or may not be available in video conference calls, depending on your infrastructure. If in doubt consult your video support team. Use the remote control to navigate to Camera and then press OK. Use the remote control to adjust pan, tilt and zoom of the far end camera. Press OK when finished to exit the menu.
27 27 The video endpoints whose use is described in this guide can be configured via the Touch screen controller or via its web interface. For full access to all configurable parameters the web interface must be used the Touch pad provides access to a limited set of parameters only. The web interface is described in a guide available separately for download. Settings
28 28 Settings Gain Access to the Settings About Settings To gain access to the Settings menu, move cursor to upper left corner of the screen and press OK on the remote control. Then navigate down to Settings and press OK again. Care must be taken when altering the Settings to avoid that the system stops working. If in doubt, contact your video support team. For security reasons, access to the Administrator Settings may have been password protected by your video support team. To enter the Settings, tap the Settings icon in the upper left corner of the touchpad, as outlined. The Settings shows basic information about the system as well as providing access to the Setup Wizard and the ability to force a restart of the system.
29 Americas Headquarters Cisco Systems, Inc. San Jose, CA Asia Pacific Headquarters Cisco Systems (USA) Pte. Ltd. Singapore Cisco has more than 200 offices worldwide. Addresses, phone numbers, and fax numbers are listed on the Cisco Website at Europe Headquarters Cisco Systems International BV Amsterdam, The Netherlands Cisco and the Cisco logo are trademarks or registered trademarks of Cisco and/or its affiliates in the U.S. and other countries. To view a list of Cisco trademarks, go to this URL: Third-party trademarks mentioned are the property of their respective owners. The use of the word partner does not imply a partnership relationship between Cisco and any other company. (1110R)
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