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1 EDGE RRHEAL HILL UNIVERSITY VIDEOCONFERENCING QUICK-START GUIDE [TYPE THE DOCUMENT TITLE] 1 Page

2 Quick-Start Guide for videoconferencing systems THE REMOTE CONTROL HANDSET AT A GLANCE PLEASE NOTE: Not all features are available on all handsets, and your handset may have some features not documented here. See your manufacturer s documentation for detailed instructions about your particular handset. 1. Video Sources select. Choose between Main Cam, PC, Doc Cam, DVD and AUX. Press again to deselect. 2. Mic off turns the microphone on and off 3. Arrow keys use to navigate. When the menu is closed, use Arrow keys to move the camera. 4. Volume + and adjusts the system volume. 5. Layout change layout on the screen. Press again to change to other layouts. 6. Cancel press to close the main menu or go one step back in submenus. Press and hold to close all menus. 7. Call press to make a call. 8. Number keys use these to dial, in the same manner as with a mobile phone. Camera presets define specific camera positions. Move the camera to the desired position and press and hold a number key for 1 second to save the current camera position to that number key. 9. Presets use in combination with the Number keys to access camera (position) presets. See above. 10. Services use the Services key to display the Services menu. 11. Presentation Switch to PC (default). Press to switch back to main camera. Press and Hold: Open the Presentation menu to select other sources. 12. OK press to open the menu. 13. Zoom + or press to zoom the camera in and out. 14. Selfview press to see your outgoing image. Press again to turn Selfview off. 15. Phone Book use to call stored contacts. 16. End Call press to end an ongoing call. Outside a call, press to go to standby. 17. Star Key Send snapshot (only in a call). Press OK when done. 18. # Key, A/a key Use the # Key to enter touch tone (DTMF) mode when in a call. Press OK when done. A/a: When entering text, change between upper case and lower case letters. Press and hold to go between character and numeric modes. 19. Far End key press to gain access to the far end controls. 2 Page

3 STEP 1: POWER ON Ensure the video conferencing unit is plugged into a mains power supply and turned on. Also check if the main videoconferencing unit has a master power switch, and if so that it is also switched on. STEP 2: MICROPHONE Make sure the microphone is plugged into the main unit. Position it centrally to allow everyone to be heard clearly. Try to avoid positioning the microphone underneath a noisy device e.g. a data projector. 3 Page

4 STEP 3: VIDEO Ensure the TV or data projector is turned on, and if required, check that the correct video source has been selected. Please refer to your local technical documentation/manual for more help in selecting the video source. STEP 4: ENVIRONMENT Try to reduce any external noise e.g. workmen, generators, traffic, etc. by closing windows or doors. Also ensure the lighting within the room is adequate and suitable for the video conference. Before beginning the video conference, mute the near side audio using either the remote control button or the button on the microphone unit. STEP 5a: MAKING A CALL MANUALLY To make a video conference call to a new contact or to call an address manually, type the ISDN number or IP address of your contact using the remote control number pad. Once you have typed in the address, press the call button, much like you would do whilst using a mobile phone. 4 Page

5 STEP 5b: MAKING A CALL FROM THE ADDRESS BOOK To make a video conference call to a contact stored in the conference unit address book, press the address book button on the remote control. Next choose your contact from the list which appears on the main screen by using the up and down arrow keys and then press the select or OK button on the remote. The video conference unit will automatically call the contact and set up the video conference. STEP 5c: ONCE THE CONFERENCE CALL IS SETUP Once your conference call is setup and connected ensure you have enabled the near side audio using either the remote control button or the button on the microphone unit. You can change the volume of the call using the button on the remote control unit to increase or decrease the audio level. You can also change the zoom of the camera (if available) using the image zoom button, again located on the remote control unit. 5 Page

6 STEP 6: SHARING DOCUMENTS A useful feature of Video Conferencing is the ability to share documents and agendas with remote sites simultaneously whilst still being able to view the delegates. One screen will show the documents and the second screen or half screen (dependent on specific screen set up) will show delegates. To achieve this you need to press the presentation button on the Video Conference handset and scroll through to find the appropriate file location. For example; My computer which will allow you to open your documents you want to share. Tip: To save time, pre-load the documents you want to share onto a pen drive/flash drive or the computer desk top prior to the meeting. 6 Page

7 STEP 7: CHAIRING THE VIDEO CONFERENCE Allow minutes prior to the actual start of the meeting for parties to join the meeting. Give a friendly wave and say hello when joining the meeting, to check that remote sites can hear and see you. Have your agenda to hand and allocate times to help with time keeping. Discuss the ground rules and etiquette before you start the meeting. Introduce all delegates and it may be useful for you to have a seating plan with names on. Alternatively organise for each delegate to have a name plate with letters at least 5cms high to be seen. When asking direct questions, use people s names and which site they are from. Repeat questions where necessary for the benefit of the other sites. Maintain eye contact with the camera, not the pictures on the screen. Ensure you have noticed when people want to speak. Pause occasionally to allow others to un-mute microphones and ask to speak. Keep to the agenda and monitor your time keeping, use a clock or have a watch. Allow 5 minutes to formally conclude your meeting and give a summary of key points discussed. Restate decisions made. Agree time and date of next meeting where appropriate. Always aim to finish on time. 7 Page

8 STEP 8: ETIQUETTE Ensure you arrive early for the VC to ensure the site is set up correctly and everyone is familiar with the equipment. Always introduce yourself when talking for the first time. Indicate that you want to ask a question by raising your hand and wait to be invited to speak by the chair. Always address the person to whom you are addressing the question. Focus on the conference - multitasking conveys a lack of interest in proceedings. Be aware of your body language and facial expressions as they are clearly visible. Always assume people can hear and see you, especially when the connection is completed as sound is often delayed when closing down the system. STEP 9a: CLOSING THE MEETING Once you have completed your conference call, ensure you mute the near side audio using either the remote control button or the button on the microphone unit. Then press the end call button on the remote, again just like you would with a mobile phone call. The call will now end however there may be a short delay. 8 Page

9 STEP 9b: CLOSING THE MEETING Upon concluding the meeting ensure you thank all delegates for their participation and say goodbye. Always assume people can hear and see you, especially when the connection is completed as sound is often delayed when closing down the system. In the interests of confidentiality, ensure you delete all documents from any desktop. Remember to back up the original documents if they have been altered. Remove pen / flash drives / CD ROMs from computers. Ensure all equipment is powered down and switched off in accordance with your local site policy or procedures. Report any technical problems to technicians for the benefit of colleagues using the facilities after you. 9 Page