Room 4 User Guide. Version 1.0

Transcription

1 Room 4 User Guide Version 1.0

2

3 Contents 1. About Room Getting Started with Room Powering Room 4 On Meeting Room Identity and Calendar Room sign-in Signing-In with a different user Understanding the Room 4 user interface The Room 4 Home Screen The Room 4 Charms Bar Making and Receiving Calls Making a Lync/Skype for Business video call Making an audio call Ending a video or audio call Answering an Incoming Call Online Meeting with Skype for Business/Microsoft Lync Room 4 Integration with Microsoft Exchange Checking Your Calendar for Online Meetings Joining a scheduled Skype for Business/Microsoft Lync online meeting To invite others to join a conference: Starting with an unscheduled meeting: Controlling Audio and Video Controlling What You See Controlling What the Far End Can See and Hear Working with Content Sharing Content via HDMI Input Sharing Content via External Storage Sharing Content via AirSharing

4 1. About Room 4 Room 4 extends Skype for Business/Microsoft Lync to meeting Rooms to bring a native Lync/Skype for Business online meeting user experience. Room 4 allows you to make and receive Lync/Skype for Business video and audio calls, invite others, share and collaborate on content, join scheduled Lync/Skype for Business online meetings and start unscheduled or ad-hoc meetings. 2. Getting Started with Room Powering Room 4 On Power Room 4 On: Press the power button on your Room 4 device, the Room 4 splash screen is displayed for about 10 seconds while the device boots up. Shutting Down, Restarting and Powering Off Room 4: To shut down the system, press the power button on your Room 4 device or click on the Actions icon and choose Shut Down. To restart the system, click on the Actions icon and choose Restart. To power off (hard shutdown) the system, press and hold the power button on your Room 4 device for 3 to 5 seconds. The device will instantly power off.

5 2.2 Meeting Room Identity and Calendar Room 4 uses a unique identity for the meeting Room that is associated with a Microsoft Skype for Business user for audio, video, and content collaboration and a Microsoft Exchange user for the Calendar Integration and Scheduling. This allows the meeting Room to have its own calendar to display Room availability and scheduled meetings. The image below shows the start screen calendar view of Room 4. Understanding the Calendar Indicators The Room 4 calendar displays and identifies previous, current, and next scheduled meetings with color-coded calendar cards depending on the scheduled meetings in the meeting room, this helps users quickly identify if the Room is booked or available, and if you entered the correct room for your meeting. The calendar also displays meeting type indicators to distinguish between Lync/Skype for Business online meetings and non- Lync/Skype for Business meetings (Appointments). The image below explains the different calendar indicators.

6 Room is Available If the room is not reserved when you enter the meeting room, you will find the meeting card in the center with green color and showing Room is Available. This means that no Skype meetings or appointments are booked with the meeting room at that time. You can call a contact from Call, start an unscheduled meeting from Meet now, or share and collaborate on content from Share content.

7 Skype for Business Meeting Prescheduled Skype for Business meetings will show on the calendar in blue color with the Skype logo. They are one-click-to-join meetings and will start audio and video conference calls where you can share content with the remote participants as well. Non-Skype for Business Meeting (Calendar Appointment) Calendar appointments show on the calendar in yellow color and they are not Skype meetings so clicking the meeting card will not start any conference calls. It is just displayed on the calendar to show that it is reserved for a specific meeting at a specific time. You can show/hide calendar appointments from Room 4 Settings.

8 2.3 Room sign-in When Cequens Room 4 system powers on, it signs in automatically if the system has been already setup and configured, and it shows the system s scheduled meetings on the Calendar and the logged-on user s Microsoft Skype for Business contacts in Call screen. For more information about first-time system setup and configuration, please refer to the Quick Setup Guide. 2.4 Signing-In with a different user To sign in with a different user on Room 4: Open Settings from the Charms Bar >> then navigate to Accounts >> Lync/Skype for Business Account Settings >> then enter the SIP address, Domain username and password for the new user you want to sign in with >> tap or click on Save and then restart the system.

9 3. Understanding the Room 4 user interface 3.1 The Room 4 Home Screen The Room 4 system is designed with a very friendly and easy-to-use user interface that makes it instant and easy for any user to interact with the system without prior training or access to the system. From the start screen users can check the Calendar and join Skype for Business meetings with one tap or click. You can start one-to-one Skype for Business calls either by browsing the contacts directory from Call or join impromptu Skype for Business conference calls/meetings by tapping or clicking on Meet now tile. In this section, you will learn more about the Room 4 user interface Calendar: One-Click-to-Join Meeting Experience Room 4 s Calendar on the Start Screen allows the user to easily identify and join meetings once he enters the meeting room. We have put a lot of emphasis on the Calendar on the Start Screen and has taken the following into consideration.

10 Eliminating time spent getting the meeting started The Calendar is positioned at the heart of the Start Screen and it takes a large portion of it to display the Calendar Meetings and make it easy for meeting room attendees to preview their meeting and identify it by their time, subject line, and organizer. Once the user identifies his pre-scheduled Skype for Business meeting on the Calendar, he will be able to instantly join it with our One-Click-to-Join meeting experience. Distinction between Skype Meetings and Calendar Appointments While the room is mostly booked for Skype for Business meetings that will include audio, video, content sharing and collaboration with remote participants, it can also be used for in-room meetings where no remote parties are invited. In this case, the meeting invitation that will be displayed on the Room 4 Calendar will be for an appointment and not a Skype meeting. Skype meetings and appointments are easy to identify based on their color codes. Skype meetings show as blue, while appointments are shown in yellow. Privacy Meeting rooms can be accessed by employees all day long. Room systems in place can display information about scheduled meetings, attendees, and meeting subjects. In order to keep those information as private as possible, we limited the Calendar to display three meetings only all the time. Those meetings represent previous, current, and next meetings only. The Calendar is dynamic and always update itself to display the meetings based on their start time. Another Calendar feature that enhances privacy is the ability to hide meeting subject lines from the Calendar. Only meeting time and organizer will be displayed in this case. You can access this features from About > Preferences > Show/Hide Meeting Subject.

11 3.1.2 Call: Your Skype for Business contacts list with groups and contacts The Call tile on the Start Screen gives you access to the room s pre-populated Skype for Business contact list including contact groups and contacts. You are able to browse the contacts, filter them by Group or Status or Search for a contact. If you have Enterprise Voice enabled with your Skype for Business deployment you can dial landlines or mobile phones numbers from the Find a contact or dial a number search box. If you select any contact from the list, you will be able to see the Contact Card that display the selected contact s name, job title, presence, and image and three buttons for Phone Call, Skype for Business Video Call, and Skype for Business Audio Call. One-to-one Skype for Business calls can include shared content and can be escalated at any point during the call to a conference call by inviting more attendees.

12 3.1.3 Meet Now: Start an unscheduled online meeting or conference call You can start an unscheduled online meeting or conference call in Room 4 by using the Meet Now tile on the Start Screen. Unscheduled meetings are ideal when you have a want to prepare a content stage before inviting attendees to a Skype for Business meeting. When you click Meet Now, you can share content from the Sharing charm and invite participants from the Participants charms in the Charms Bar Share Content: Effortless content sharing The Share Content tile on the Start Screen allows the user to share content from three different inputs. Those inputs are the HDMI capture card, the External Storage, and AirSharing. The Room 4 system can share content in Skype for Business meetings as well as in-room meetings. The HDMI capture device allows you to plug in your laptop to the HDMI input and share your laptop screen. For the External Storage, you can preload your USB flash drive with the documents you want to share in a meeting and plug it in the USB port. As for AirSharing, you can bring your own mobile devices like your smartphone, tablet, or laptop and use Wireless Visual Collaboration technology to wirelessly share/mirror your device screen to the meeting room system display.

13 3.2 The Room 4 Charms Bar What is included in the Room 4 Charms Bar? The four charms Audio, Video, sharing and Participants are quick ways to get to actions you do often when you use the Room 4 system. They re always available on the right side of your screen, and the Charms Bar is contextual and understand where you are in the application Calling the Room 4 Charms Bar Click the Menu button from the top right corner of the screen to access the Charms Bar. The charms will vary based on the screen you are on Understanding the Charms Audio Open the Charms Bar and select the Audio charm to modify your audio settings. In the audio section you will see the name of the connected audio system, and two adjustable bars below it to increase or decrease the volume of speakers and microphones. You can modify the volume by pressing and holding the button then swipe left or right on the bar.

14 Video Open the Charms Bar and select the Video charm to modify your video settings. In the Video section you will see a list of all the connected cameras and you can switch between cameras by selecting the name of the camera from the list. You can tap or click on the Start video button to start the video stream from your camera anytime during the conference call. You may want to pause video if you do not want to use the camera or to adjust the camera position. You can pause the video stream by clicking on Pause Video at any time. To resume video, click on Resume Video. Below the Start video button you should see a preview of the selected camera, Click the arrow buttons to pan or tilt the camera. Click the zoom in or zoom out buttons to zoom in or out. Below the preview box you should see a check button that enables or disables the Far Camera Control feature. Switch the button to Yes if you want to allow the feature or switch it to No to stop it.

15 Sharing Open the Charms Bar and select the Sharing charm during a Lync call to start using the ROOM 4 system s sharing features. (To know more about how you can share content on Room 4, please refer to the section Working with Content ).

16 Participants Open the Charms Bar and select the Participants charm to check the meeting participants and to invite more users call. Participants section is used during the conference call to indicate the attendees and you can simply add more attendees to the conference by typing the name of the participant in the search box in the top of the menu and then selecting the desired contact from the search result to be invited to the meeting.

17 4. Making and Receiving Calls 4.1 Making a Lync/Skype for Business video call You can place calls to people and systems that are registered to the Directory Service. You can also place calls to external Skype for Business users and systems if you enable Open Federation on your Skype for Business Server. To place a video call, do one of the following: Click Call from the Start Screen, then browse the contact list, select the contact you want to communicate with. Click Call from the Start Screen, then start typing the name in the Search bar at the top of the screen in Find a Contact field. As you type, the Room 4 system finds matching names. The Room 4 system will display the contacts in Contact Cards. You can find the contact name, job title, presence, and three buttons to right which are Phone Call, Skype for Business Audio Call, and Skype for Business Video Call. Click Skype for Business Video Call to start the call. 4.2 Making an audio call Follow the same steps as the above in order to find the contact you want to call. Click Skype for Business Audio Call to start the call. 4.3 Ending a video or audio call

18 You can easily hang up a video or audio call by clicking the Hang-up button in the menu bar at the top of the screen. 4.4 Answering an Incoming Call When you receive a call, you will see a call notification on the right of the screen that informs you who is calling and enables you to Accept or Decline the call. Your administrator may have configured the Cequens Room 4 system to answer calls automatically with the Auto-accept feature. If so, then you do not need to do anything when a call is received. If your system is not configured to answer calls automatically, you can answer calls manually by clicking Accept To answer/decline a call manually: >> In the incoming call notification, do one of the following: Click Accept to join the call. Click Decline to refuse the call. Click on sorry busy now will call you later to reply with an instant message.

19 5. Online Meeting with Skype for Business/Microsoft Lync 5.1 Room 4 Integration with Microsoft Exchange The Room 4 system has a native integration with Microsoft Exchange which syncs its calendar with Microsoft Exchange to pull up the online Skype/Lync meetings for the Room 4 system s logged-in user. 5.2 Checking Your Calendar for Online Meetings You can see prescheduled Skype for Business meetings and calendar appointments on the Calendar on the start screen. The Skype for Business meeting card displays the following information about your meeting, the meeting subject line, and the meeting organizer s name and image. 5.3 Joining a scheduled Skype for Business/Microsoft Lync online meeting To join an online meeting do one of the following: Click the Skype for Business meeting card from the Calendar from the Room 4 system s Start Screen. One-click-to-join feature will take you automatically to your Skype/Lync online meeting. Note: The Cequens Room 4 system calendar shows Outlook appointments that are scheduled for this meeting Room (yellow). However, you cannot join an Outlook meeting or appointment from your Cequens Room 4 system.

20 5.4 To invite others to join a conference: Open the Charms Bar and click on Participants>> Invite by Name or Phone Number. Start typing a name and as you type, the system finds matching names. Click to select a contact. Click Call to invite this person or system to the conference. 5.5 Starting with an unscheduled meeting: Initiating an unscheduled meeting with Call and Meet now. Call: Tap or click Call icon to access your Room 4 contact list that contains your full Skype for Business contact list including groups and contact. When you select a contact, a contact card with action buttons will show to the right. Each Contact card contains contact s name, job title, presence and image, and action buttons. You can place audio, video, and phone calls by clicking Skype for Business Audio Call, Skype for Business Video Call, and Phone Number respectively. You can also Search for any contact by name, filter contacts by status groups and relationship. Meet-now: Tap or click the Meet now tile on the start screen and start inviting your required participants for an unscheduled meeting. Click to select a contact. Click Call to invite this person or system to the conference.

21 6. Controlling Audio and Video 6.1 Controlling What You See Before you start your video conference call, adjust the camera so that you can make sure that the far site can see you well To adjust your Cequens Room 4 system camera during your conference: Open the Room 4 system in-conference Charms Bar. Click Video to display the video camera options and you will see a preview of your connected video camera. Click the arrow buttons on the video preview to pan or tilt the camera. Click the zoom in or zoom out buttons to move the view closer or farther away. 6.2 Controlling What the Far End Can See and Hear During a call, you might want to prevent participants in the far-end sites from hearing or seeing you for a brief period To start your video: >> Open the Charms Bar. Click Video, and then click Start My Video button, to resume your video click on the same icon again To pause your video: >> Click Pause My Video button in the Video options from the Video charm To resume your video: >> Click Resume My Video button in the Video options from the Video charm To mute/unmute your microphone, do one of the following: >> Click the Mute/Unmute button from the top conversation menu bar.

22 7 Working with Content Because content sharing and collaboration in a conference call is as important as seeing and hearing meeting participants, the Room 4 system introduces different, innovative, and convenient ways for Content Sharing and Collaboration. 7.1 Sharing Content via HDMI Input Prepare your content: Connect a laptop to the Cequens Room 4 system via the HDMI Input. Your laptop screen will be ready to be broadcasted to the Room 4 system. Click Share content tile from the Start screen and then select HDMI Input. You can share your scree from the HDMI input in Skype for Business meetings or inroom meetings To preview your content before a call: Click on Share Content from the Start Screen. Then click on HDMI Input. You will be able to see a preview of your laptop screen. To go back or end your sharing session, click on the Back button on the top left corner of the screen Sharing your HDMI input in a Skype/Lync conference call: During an active Skype for Business conference call, open the Charms Bar, and then click on Sharing. From the Sharing window, click on Share content. The Room 4 viewer will open. Click on HDMI Input and your HDMI input will be shared in the Skype for Business conference call. 7.2 Sharing Content via External Storage To start sharing content via an External Storage during a call: Plug your USB Flash Drive to the Room 4 Codec. Open the Charms Bar, then choose Sharing > Share content > External Storage. The Room 4 viewer will open up the Flash Storage where you can browse its content. Select the file(s) you want to share in the conference call. Supported files are Word, Excel, PowerPoint, and PDF.

23 7.3 Sharing Content via AirSharing You can mirror your device on Room 4 for ultimate group collaboration experience. AirSharing feature on Room 4 allows you to connect any smartphone from different platforms (IOS, Android, Windows phone). And now we will illustrate how you can Project your phone screen to Room Windows phone devices: Want to see stuff from your Windows Phone 8.1 like video, family photos, or an app you've developed on a bigger screen? Be sure your phone s Wi-Fi is turned on, and then do the following: In the App list, > > tap Settings Project my screen. Tap the device you want to connect to. We ll automatically detect any nearby devices that can support a wireless display connection with your phone Android devices:

24 Grab your Android device, and go to Settings >> Display >> Wireless display. (If your device is running 4.4 or lower, the Menu icon looks like. If your device is running 4.3 or lower, the Settings icon looks like.) Turn the Wireless display feature on, and wait a moment while the device looks for your ROOM 4. When it appears in the list, tap to connect, and a few moments later, you'll see your Android device duplicated on the big screen IOS devices: To use AirPlay Mirroring, you need an Apple TV (2nd or 3rd generation) and one of these (iphone 4s or later, ipad 2 or later, ipad mini or later, ipod touch (5th generation)). To enable AirPlay Mirroring on your ios 7 device, follow these steps: Swipe up from the bottom of your screen to access Control Center. Tap AirPlay. Tap ROOM 4 device name, then tap Mirroring. Once enabled, your ios device's screen will be mirrored 21

25 7.3.4 Apple computers: Turning AirPlay Mirroring on. Make sure that AirPlay mirroring menu icon turns blue when AirPlay Mirroring is on ). You can turn Airplay on in System Preferences >> Displays: In Mavericks select AirPlay Display. In Mountain Lion select AirPlay mirroring. Note: If you don't see AirPlay Display or AirPlay Mirroring options in the Displays pane of System Preferences, then your Mac model does not support this feature Windows devices: Head to the Start Screen, Mouse and keyboard users should place their cursor in the top right corner of their screen to open the Charms Bar. Touch users should place their finger on the right edge of their screen and slide it slight to the left. Tap or click on Devices. Tap or click on Project >> Tap or click on Add a wireless display 21

26 Now, Windows 8.1 will take you into the Settings app so that it can scan ROOM 4. Tap or click on the name of the receiver (ROOM 4). Now you should be connected. 21