User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business

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1 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business Release 9.1 December 2017

2 , Avaya Inc. All Rights Reserved.

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6 Contents Chapter 1: Making Video Calls between Lync Clients and H.323 Devices... 7 What is Scopia Video Gateway?... 7 Setting up the Lync Client Contact List... 9 Accessing your Personal Virtual Room Making a Video Call from a Lync Client to an H.323 Endpoint Making a Video Call from a Lync Client to a Public H.323 Endpoint Making a Video Call from an H.323 Endpoint to a Lync Client Creating a Video Conference in a Virtual Meeting Room Joining a Conference in Progress Using your Lync Client Chapter 2: Scheduling Avaya EquinoxMeetings in Microsoft Outlook Changing Virtual Meetings from Avaya Equinox Add-in for Microsoft Outlook December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 6

7 Chapter 1: Making Video Calls between Lync Clients and H.323 Devices This section describes how to make calls between a Microsoft Lync Client and an H.323 endpoint. When extending the reach of Lync Clients to include H.323 endpoints, an endpoint can also be present in a physical conference room in an enterprise. Therefore, you also need to set up contacts in your Lync Client which represent the conference rooms, so they can be contacted like any other Lync Client appearing in your Contact List. Related links What is Scopia Video Gateway? on page 7 Setting up the Lync Client Contact List on page 9 Accessing your Personal Virtual Room on page 14 Making a Video Call from a Lync Client to an H.323 Endpoint on page 16 Making a Video Call from a Lync Client to a Public H.323 Endpoint on page 17 Making a Video Call from an H.323 Endpoint to a Lync Client on page 19 Creating a Video Conference in a Virtual Meeting Room on page 19 Joining a Conference in Progress Using your Lync Client on page 21 What is Scopia Video Gateway? Scopia Video Gateway is a video network device that allows you to make video calls between the Lync and Skype for Business Clients and H.323 video endpoints. H.323 video endpoints are physical endpoints: meeting rooms equipped with room systems and personal endpoints typically located on a desktop. Calling an H.323 video endpoint is identical to calling any other Lync or Skype for Business Client. You can also call from an H.323 video endpoint to a Lync or Skype for Business Client. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 7

8 Making Video Calls between Lync Clients and H.323 Devices Note: Figure 1: Lync Client in a call with an H.323 video endpoint The usage description given for the Lync Client in this guide also applies to the Skype for Business Client. If your organization deploys a Equinox Solution as the video network, you are able to use these additional features: Creating a video conference in a virtual meeting room or in your personal virtual room and inviting other Lync Clients or H.323 video endpoints. A virtual meeting room is literally a virtual room that serves as a meeting place and shows several participants at the same time, instead of showing only one participant at a time as in a Lync video call. Figure 2: Virtual meeting room on page 9 shows a virtual meeting room attended by three participants using their Lync Clients and the rest of the participants joining from meeting rooms using H.323 video endpoints. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 8

9 Setting up the Lync Client Contact List Figure 2: Virtual meeting room Joining one of the video conferences in progress. Seeing a presentation shared by an H.323 endpoint. When an H.323 endpoint shares content in a video call or in a videoconference, the Scopia Video Gateway automatically switches to the presentation channel and starts sending the presentation to the Lync Client. The presentation is supported in H.264 format with a maximum resolution of 720p at 30fps; the minimum supported resolution is VGA at 30fps. This feature is available in every point-to-point call between an H.323 endpoint and a Lync Client when you share presentation from the H.323 endpoint side, and also when sharing a presentation in a videoconference. Contact your network administrator to check if these features are available in your organization. Related links Making Video Calls between Lync Clients and H.323 Devices on page 7 Setting up the Lync Client Contact List About this task You need to setup your Lync Client Contact List so that it contains meeting rooms equipped with H.323 room systems. If your video network supports additional videoconferencing features, you need to add contacts that represent these features to the Contact List: Virtual meeting rooms Virtual meeting rooms are used for creating videoconferences with many participants. The video layout of a virtual meeting room allows you to see many participants at the same time. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 9

10 Making Video Calls between Lync Clients and H.323 Devices Auto Attendant This contact provides easy access to the list of videoconferences in progress. You select the conference you want to join from this list. Your personal virtual room This contact provides immediate access to your personal virtual room from where you can create videoconferences with many participants at the same time. The Contact List shows the availability status (presence) of contacts in real time. The list also reflects the availability of a contact that was set up to receive calls simultaneously on more than one device (for example, on a Lync Client and on an H.323 endpoint). The Contact List displays default user pictures next to the name of a meeting room, personal virtual room, virtual room, or Auto Attendant, as it does for any other contact. See Figure 3: Default picture of a Lync user on page 10. Figure 3: Default picture of a Lync user Avaya provides custom pictures to quickly track video equipment in the Contact List. Ask your network administrator for the availability of this service. Table 1: Pictures representing video equipment in the Contact List on page 10 lists the custom pictures. Step 6 on page 14 in this procedure explains how to replace the contact s default picture with a custom picture once it is available. Table 1: Pictures representing video equipment in the Contact List Picture Description Meeting room Virtual meeting room / personal virtual room Auto Attendant Before you begin Contact your network administrator to find out if your video network supports additional features. If it does, you need to add virtual meeting rooms and Auto Attendant to the Contact List in addition to meeting rooms. The names of these additional contacts are determined by your video network administrator. Procedure 1. Open your Lync Client. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 10

11 Setting up the Lync Client Contact List 2. Add meeting rooms to your Contact List: a. Type meeting room in the Search box. A list of meeting rooms is displayed. Important: If the list is empty, contact your video network administrator for the name given to meeting rooms, and type that name into the Search box. Figure 4: A list of meeting rooms b. Hold down the Ctrl key and select the required meeting rooms. c. Right-click and select Add to Contacts List. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 11

12 Making Video Calls between Lync Clients and H.323 Devices Figure 5: Right-click menu showing Add to New Group option The meeting rooms you selected appear under the new group heading. Figure 6: New group for meeting rooms added to the Contact List d. Change the new group name to Meeting Rooms. Important: You can also choose to add all the meeting rooms of your organization as a group contact by searching for the Meeting Rooms group in your Contact List and adding it to the list, as explained above. You cannot change the name of the Meeting Rooms group. 3. If necessary, add virtual meeting rooms to your Contact List: a. Type virtual room in the Search box. The Virtual Room contact group is displayed. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 12

13 Setting up the Lync Client Contact List Important: If the list is empty, ask your video network administrator for the name given to virtual rooms, and type that name into the Search box. Figure 7: The Virtual Room contact group b. Right-click the Virtual Room contact group and select Add to Contact List. The new contact group for virtual rooms is added to your contact list. 4. If necessary, add the Auto Attendant to your Contact List: a. Type auto in the Search box. The Auto Attendant contact is displayed. Important: If the list is empty, ask your video network administrator for the name given to the Auto Attendant, and type that name into the Search box. Figure 8: The Auto Attendant contact b. Right-click the Auto Attendant contact and select Add to Contact List > Other Contacts. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 13

14 Making Video Calls between Lync Clients and H.323 Devices The Auto Attendant is added to your Contact List. 5. Add your personal virtual room to your Contact List: a. Type the name of your personal virtual room in the Search box (My Virtual Room in the example shown in Figure 9: The personal virtual room contact on page 14). The personal virtual room contact is displayed. Figure 9: The personal virtual room contact b. Right-click the contact and select Add to Contact List > Other Contacts. The personal virtual room contact is added to your Contact List. 6. If required, replace the contact s default picture with the custom picture: a. Select the Lync options. b. Select My Picture. c. Select Show a picture from a web address. d. Connect to the selected picture. Related links Making Video Calls between Lync Clients and H.323 Devices on page 7 Accessing your Personal Virtual Room About this task Your virtual room is your personal meeting place that was set by your administrator. This meeting room has a special number that you can use to host your meetings. The virtual room number is set by your network administrator and cannot be changed by users. The room is associated with your corporate user name and password so you can easily access the room definitions and change them at any time. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 14

15 Accessing your Personal Virtual Room Procedure 1. To join from your Lync Client, open the Lync Client window. The Contact List is displayed. 2. Right-click the contact My Virtual Room and select Start a Video Call. Important: Figure 10: Accessing your personal virtual room Even when you re in a call, the contact shows that your personal virtual room is available. The welcome screen of your personal virtual room appears on the display. Related links Making Video Calls between Lync Clients and H.323 Devices on page 7 December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 15

16 Making Video Calls between Lync Clients and H.323 Devices Making a Video Call from a Lync Client to an H.323 Endpoint About this task You can make a video call from your Lync Client to a meeting room equipped with the H.323 room system in the same way as you make a video call to another Lync Client. Procedure 1. Open the Lync Client. The Contact List is displayed. 2. Right-click the meeting room you want to call and select Start a Video Call. Figure 11: Starting a video call from the Contact List The video call is established. You can see participants in the meeting room. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 16

17 Making a Video Call from a Lync Client to a Public H.323 Endpoint Figure 12: The Lync Client window showing video from the meeting room Related links Making Video Calls between Lync Clients and H.323 Devices on page 7 Making a Video Call from a Lync Client to a Public H.323 Endpoint About this task You can make a video call from your Lync Client to a meeting room equipped with the H.323 room system and located outside the organization s firewall. The meeting room user needs to provide you with an IP address and a calling number prior to call setup. Ask your video network administrator which one of these URI dialing formats you can use for calling the public H.323 endpoint: In this instance, you dial the IP address of the H.323 endpoint followed by a domain name that your video network administrator has allocated for calling public H.323 endpoints. In this instance, you dial the H.323 calling number followed by its IP address. You can add this contact to your List of Contacts; the contact s presence is always unknown. Procedure 1. Open the Lync Client. Enter the public IP address of the H.323 endpoint you want to call. 2. Select Start a Video Call. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 17

18 Making Video Calls between Lync Clients and H.323 Devices Figure 13: Starting a video call to an H.323 meeting room outside the organization The video call is established. You can see participants in the meeting room. Figure 14: The Lync Client window showing video from the meeting room Related links Making Video Calls between Lync Clients and H.323 Devices on page 7 December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 18

19 Making a Video Call from an H.323 Endpoint to a Lync Client Making a Video Call from an H.323 Endpoint to a Lync Client About this task This section describes how to make a video call to a Lync Client from an H.323 endpoint: a room system or a personal endpoint. It does not detail the interface of any specific endpoint model, but the examples use the Avaya Scopia XT Series to illustrate each of the steps. Before you begin Contact your administrator for this information: Service number of the Scopia Video Gateways used in your deployment. The URI of the Lync Client you want to call, such as or the E.164 number of the Lync Client you want to dial. Procedure 1. In the room system, enter the URI of the Lync Client contact, such as Alternatively you can dial the Scopia Video Gateway service number and the Lync contact E.164 number. For example, if you are making a video call from an Avaya Scopia XT Series, perform these steps: a. On the Main Menu page, select Make your call. b. Enter the URI address, or dial the service number and the E.164 number using the Remote Control Unit. c. On the Remote Control Unit, press the Call button. The incoming call indicator appears on the Lync Client. 2. Instruct your party to select Accept, and then, after the video call is established, select Start My Video. Related links Making Video Calls between Lync Clients and H.323 Devices on page 7 Creating a Video Conference in a Virtual Meeting Room About this task You can create a video conference by notifying participants to join a virtual meeting room. A virtual room shows several participants at the same time. Each participant connects to the virtual room independently, using their Lync Client. This feature is available only in deployments using an Equinox Solution. Contact your video network administrator to find out whether this feature is available in your organization. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 19

20 Making Video Calls between Lync Clients and H.323 Devices Procedure 1. Create an invitation to all participants to join the virtual meeting room, using the Avaya Equinox Add-in for Microsoft Outlook (see Scheduling Avaya EquinoxMeetings in Microsoft Outlook on page 23). Participants can join the meeting from their H.323 endpoints, or from their Lync Clients. 2. To join from your Lync Client, open the Lync Client window. The Contact List is displayed. 3. Double-click the Virtual Room group to expand the group. The virtual meeting rooms are displayed. Figure 15: Virtual meeting rooms displayed in the Contact List 4. Right-click the available virtual meeting room, and then select Start a Video Call. The virtual meeting room is displayed. Other participants who joined the virtual room from their Lync Clients or H.323 endpoints can be seen in the virtual room. Important: Avoid inviting participants directly from your Lync Client. Instead, instruct them to join the conference by dialing in from their endpoint or Lync Client. Related links Making Video Calls between Lync Clients and H.323 Devices on page 7 December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 20

21 Joining a Conference in Progress Using your Lync Client Joining a Conference in Progress Using your Lync Client About this task If you want to join a conference happenning at this moment, you can do it easily using the Auto Attendant, as described in this section. This feature is available only in deployments using a Equinox Solution. Contact your video network administrator to find out whether this feature is available in your organization. Procedure 1. Open the Lync Client. The Contact List is displayed. 2. Right-click the Auto Attendant contact and select Start a Video Call. The video menu shows a list of conferences in progress, each clearly numbered. 3. Select the number pad icon in the Lync window to open the Lync Client s number dial pane (Figure 16: Using Lync s dial pad to choose a conference on the Auto Attendant on page 21). Figure 16: Using Lync s dial pad to choose a conference on the Auto Attendant 4. Enter the number corresponding to the displayed conference you wish to join. The videoconference window is displayed, showing the conference view with several participants. December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 21

22 Making Video Calls between Lync Clients and H.323 Devices Related links Making Video Calls between Lync Clients and H.323 Devices on page 7 December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 22

23 Chapter 2: Scheduling Avaya EquinoxMeetings in Microsoft Outlook There are two ways to schedule virtual meetings from within Microsoft Outlook: Using the Scopia Desktop Microsoft Outlook Add-on, which schedules regular Outlook meetings and embeds web links (URLs) to easily and quickly join the virtual meeting either from a Scopia Desktop Client or a Microsoft Lync Client, when available. Using the Avaya Equinox Add-in for Microsoft Outlook, which enables users to schedule virtual meetings by combining the scheduling features of Outlook with the scheduling functionality of Avaya Equinox Management This functionality enables users to see when people and the video network device resources are available for the call, ensuring high quality conferencing for the duration of the meeting. The remainder of this section is devoted to creating meetings using the Avaya Equinox Add-in for Microsoft Outlook. Related links Changing Virtual Meetings from Avaya Equinox Add-in for Microsoft Outlook on page 23 Changing Virtual Meetings from Avaya Equinox Add-in for Microsoft Outlook Meetings scheduled using the Avaya Equinox Add-in for Microsoft Outlook are displayed in the Equinox Management web user interface with an Outlook icon next to the meeting entry. You can modify or cancel meetings scheduled using the Avaya Equinox Add-in for Microsoft Outlook only from within Outlook. You cannot do so from the Equinox Management web user interface. Related links Scheduling Avaya EquinoxMeetings in Microsoft Outlook on page 23 December 2017 User Guide for Scopia Video Gateway for Microsoft Lync and Skype for Business 23

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