HP Visual Collaboration Room. User Guide

HP Visual Collaboration Room User Guide HP Visual Collaboration Room v2.0 First edition: November 2010

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Getting Started Contents Getting Started Starting and joining meetings... 5 Activating the system from sleep mode... 5 Types of rooms... 5 Types of meetings... 5 Joining a meeting... 5 Starting a meeting... 7 Making a direct call... 7 Leaving or ending a meeting... 7 Knowing when and how to connect... 7 Room Status... 8 User Status... 8 Getting help using the remote control... 8 Managing Meetings Controlling the meeting environment... 9 Using Preferred mode... 9 Changing the number of viewed participants... 10 Understanding participant status icons... 10 Sharing content... 11 Viewing shared content... 11 Share and view controls... 12 Controlling the camera in another room... 12 Building a contacts list... 13 Adding a contact... 13 Removing a contact... 13 Connecting with phone and legacy participants Using the Konftel 300 and H.323 systems... 14 Setting up a phone bridge... 14 Starting a meeting with a legacy system... 14 3

Getting Started Getting Started There are two versions of the HP Visual Collaboration Room: Visual Collaboration Room 100 720p60fps HD video Single display Visual Collaboration Room 220 HD 720p60fps/1080p30fps 2 x HD decode at 60 FPS Both use the same remote control device and user interface. 4

Getting Started Starting and joining meetings This section describes the following: How to wake up a system from sleep mode. Types of rooms and meetings. Joining, starting, and ending meetings. Activating the system from sleep mode The system may be in sleep mode when you enter the room. To activate the system, press any button on the remote control to display the user interface. Types of rooms Before starting or joining a meeting, it is important to understand the difference between a Visual Collaboration Room and a meeting room. A Visual Collaboration Room is a physical room containing the Visual Collaboration hardware, controlled by the remote control. A meeting room is the virtual space where you connect to other users. You connect to a meeting room using the Join Room button in the Visual Collaboration Room software. Each Desktop user or Visual Collaboration Room has one meeting room. Types of meetings There are two types of meetings: Direct calls (also known as point-to-point meetings). Only two endpoints can participate. Multi-point meetings. More than two users can participate. Joining a meeting You join a meeting by connecting to the host s meeting room. If the contact appears in the My Contacts list, highlight the name, and then press OK. 5

Getting Started If the contact does not appear in the My Contacts list, you can search for that contact. 1. Use the arrows on the remote control to select the Search field. 2. Press OK to display the keypad. 3. Use the arrows to highlight a character, and then press OK to enter it. 4. When your contact appears in the My Contacts list, select Done, and then press OK to close the keypad. 5. Use the arrow buttons on the remote control to highlight the desired contact, and then press OK. TIP: Enter a percent symbol (%) to display a list of all registered users, sorted alphabetically. Enter an asterisk (*) to see all registered users currently online. 6

Getting Started Starting a meeting Be sure to send the name of your room out to participants you invite to your meeting. 1. Use the arrows on the remote control to highlight My Room. 2. Press OK. Making a direct call You can start a meeting with one other participant (point-to-point), by making a direct call to that contact. Only you and the other participant can participate in the meeting; no other participants can join. 1. Search for a participant or locate them in your My Contacts list. 2. Use the arrows to highlight the contact. 3. If the contact is available, press the right arrow to highlight Call Direct, then press OK on the remote control. The participant receives an invitation. They select Answer to connect to the meeting. Leaving or ending a meeting You can leave a meeting at any time. If there are other participants in a multipoint meeting, they can remain connected and continue the meeting, even if you started the meeting. If you called the other participant directly, the meeting will end. Press DISCONNECT. Knowing when and how to connect Whether or not you can connect to a meeting room depends on the status and the settings that the room owner has configured. Meeting rooms may be available to everyone, PIN protected, locked, or not accepting new participants. The following table describes the meeting room status icons. These icons appear next to the name in the contacts list. 7

Getting Started Room Status This status Means this Empty. No one is currently in the room and you can join it. The Join Room button is active. Full. The room is fully occupied and cannot accept more participants. The Join Room button is inactive. Locked. The room is locked and you cannot join it. The Join Room button is inactive. Occupied. The room is occupied but additional participants can join it. The Join Room button is active. PIN Protected. You must enter a PIN number to join the room. The Join Room button is active. (The PIN is in the invitation email from the room owner.) User Status Like rooms, a user s status determines whether you can place a call to that user, join that user s room, or invite that user to attend a meeting. The following table describes the user status icons. These icons appear next to the name in the contacts list. This status Means this Available. The user is available for a direct call. You can join their room, or invite them to a meeting. Busy. The user is busy and you cannot call them directly or invite them to a meeting. You can join their room if it is not full or locked. In room. The user is in their own room. You cannot call them directly. You can join their room if it is not full or locked, and they can leave their room and join yours. In room/room full. The user is in the room and the room is full. You cannot call them directly or join their room, but they can leave their room and join yours. In room/room locked. The user is in their own room and the room is locked. You cannot call them directly or join their room. They can leave their room and join yours. In a PIN-protected room. The user is in the room and the room is PIN protected. You cannot call them directly, but you can join their room if you have the PIN code. Offline. The user is not signed in to the portal. You cannot call them directly, but you can join their room if it is not full or locked. Legacy. This is a legacy endpoint user type. Getting help using the remote control You can view a diagram of the remote control buttons while you are in a meeting. Press MANAGE to bring up the diagram of the remote control buttons. Press MANAGE again to hide the diagram. 8

Managing Meetings Managing Meetings Controlling the meeting environment This section describes the following: Changing display modes Changing the number of participants viewed Participant status icons Sharing and viewing content Controlling the camera in another room Using Preferred mode In Preferred mode, the active speaker (or last speaker) appears larger than the other participants. Press on the remote control to turn Preferred mode on or off. NOTE: The preferred screen changes depending on whether you are viewing a sharing screen and on who is speaking. If you are viewing a sharing screen, the sharing screen is the preferred screen. If you are not viewing a sharing screen, the most recent speaker appears is the preferred screen. 9

Managing Meetings Changing the number of viewed participants You can change the maximum number of participants that show on your screen. NOTE: If you have selected a shared screen to view or turned on self-view, these screens will always be visible. Press 1-8 on the remote control to set the number of participants to view. Press 0 on the remote control to let the software select the number of participants to display. If there are fewer than 8 participants in the meeting, all participants will display. If there are more than 8 participants in the meeting, the most recent speakers will display. Understanding participant status icons The display shows information about the status of the meeting participants. These icons appear on screen in the participant s video stream. This icon Indicates this The Room speakers are muted. The Room microphone is muted. The Room camera is muted. VGA2USB Adapter is connected, but the Room is not yet sharing. VGA2USB Adapter is connected and the Share is synchronized (ready to share). Another participant is currently sharing. Another participant has Far End Camera control on. 10

Managing Meetings Sharing content Share content from a laptop to the screen through a screen sharing accessory. 1. Connect the screen sharing accessory to your laptop. 2. Turn on the VGA output (for example, FN+F4). 3. Press on the remote control to start sharing. In a Room 220, the laptop content will display on one screen and participants on the other. 4. To stop sharing, press again. IMPORTANT: The laptop s screen resolution must be 1024x768, and the refresh rate must be set to 60Hz. Viewing shared content You can only view one participant s shared content at a time. Press on the remote control to cycle through content being shared by multiple participants. Press to see the content at full size. 11

Managing Meetings Share and view controls Use the following buttons on the remote control to manage what you and other participants see during a meeting. Press this To do this Cycle self-view options. Mute your out-going video. Toggle sharing on and off when using VGA2USB device. Cycle through shared content. Press the * key to view the shared content at full size. Swap displays when using Dual Screen mode (Room 220 only). C Toggle Far End Camera Control mode on and off. Toggle between Preferred and Non-Preferred mode. 1-8 Set number of participants viewed. 0 Set number of participants to Auto. Controlling the camera in another room Some Visual Collaboration Rooms have motorized, adjustable cameras. If you are in a meeting with one of these rooms, and if that room is configured for Far End Camera Control (FECC), you can use your remote control to adjust the aim and zoom of the camera in the other room. 1. Press C on the remote control. 2. Use the arrow buttons on the remote control to aim the camera. 3. Use the ZOOM buttons on the remote control to zoom in and out. 4. When the camera is in position, press C. 12

Managing Meetings Building a contacts list Contacts are users and rooms with which you can hold meetings. They appear on the My Contacts tab on the Home page. When you first use the room, the contact list contains your room only. If you meet with a contact regularly, you can add that contact to your personal My Contacts list Adding a contact To add a contact to the list, perform the following steps.: 1. Use the remote control to search for the contact. 2. Highlight the contact from the search results under My Contacts. 3. Highlight Add Contact, and then press OK. The contact is added to the My Contacts list, and will remain there until you remove it. Contacts appear in alphabetical order, and you may need to scroll to view them all. Removing a contact If your My Contact list gets too long, or if you find that you no longer need to meet with a contact frequently, you can remove the contact from the My Contact list. 1. Use the remote control to navigate to the My Contact list. 2. Highlight the contact. 3. Highlight Remove Contact, and then press OK. The contact is removed from the My Contact list. To meet with the contact, you must use the Search feature. 13

/Connecting with phone and legacy participants Connecting with phone and legacy participants Using the Konftel 300 and H.323 systems The Konftel 300 is a conference phone with an analog phone connection that allows you to include voiceonly participants in a meeting. H.323 systems are legacy videoconferencing. Setting up a phone bridge You can set up a phone bridge with the Konftel 300 conference phone. This allows multiple phone participants to call into your meeting. 1. Press LINE MODE. 2. Select ANALOGUE + USB, and then select OK. 3. Enter the teleconference number. 4. Press. Starting a meeting with a legacy system If you are unable to find a legacy system on the portal Home page, you can call it directly. To connect to a legacy system, you must know the system s extension or IP address. Contact your system administrator for this information. IMPORTANT: You can only connect to a legacy system if your Visual Collaboration system includes a Gateway. 1. Use the numeric keypad or the onscreen keyboard to enter the extension or IP address of the legacy system in the Search field. 2. Highlight Call Direct, and then press OK on the remote control. The legacy system receives an invitation. The legacy user selects Answer to connect to the meeting. 14