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1 Instructional Documents Video Conference >> PolyCom >> VSX 7000 Extension Computing Technology Unit This Document Contains: A Device Description An Installation Guide Instructions for Use Best Practices Troubleshooting Information Contact Information for More Help Document Id: M301 Document Version: 2.2 Document Created: April 2006 Page 1 of 24

2 Table of Contents Objectives of This Document 3 Goals 3 How to read this document 3 Device description 4 Installation Guide 5 Locate all the parts 5 Begin connecting the cables 6 Follow these steps in connecting the cables 7 Instructions For Use 8 Turning the device on 8 Using the remote control 9 Making your first call 10 Using the directory to make a call 11 Ending a call 12 Creating a multipoint video conference 13 Controlling the camera 14 Controlling the volume and mute 15 Testing the audio 16 Best Practices 19 Purpose of this section 19 Positioning the system 19 Video conference etiquette 20 Troubleshooting Guides 21 The remote control is not working 21 There is no video on the television 21 There is no audio on the television 22 The PolyCom VSX 7000 will not make a call 22 Where to find the PolyCom VSX 7000 s IP number 23 Support Contact Information 24 Who to call 24 Contact Information 24 Page 2 of 24

3 Objectives of This Document Goals: Using this document, a user should be able to accomplish the following:! Setup a PolyCom VSX 7000 video conference device! Properly initiate and complete a video conference using a PolyCom VSX 7000 video conference device! Troubleshoot basic problems with the PolyCom VSX 7000 video conference device! Contact the appropriate persons for help solving serious problems with the PolyCom VSX 7000 video conference device How to read this document: This document is broken into several parts. Each part is labeled and can be found by its title or its page number on the table of contents. This document can either be read straight through as a teaching tool or as needed as a reference tool. Icons are used through this document to highlight important concepts or to warn the reader about a potentially problematic situation. The following icons are used: Tips provide additional information that may not be obvious from reading a product manual. Warnings are there in case there is a risk of making a mistake that would harm a product. References provide links to additional information, either in books or on the Internet, about a product. Page 3 of 24

4 Device description: PolyCom systems are designed to do one thing: make it easier to communicate with people face to face. Because long distances often make this infeasible, videoconferencing is becoming quite popular. When you use the PolyCom VSX 7000 you can interact with people, in real time, through a video connection. They can see and hear you just as you can see and hear them. This document explains how to setup your PolyCom VSX 7000 and how to use it. This document also includes help troubleshooting common problems with installation and use. Finally, this document provides contact information for people and groups that can help you setup and use your PolyCom VSX Page 4 of 24

5 Installation Guide This section will explain how to perform a normal installation of a PolyCom VSX 7000 video conference device. This installation requires that you have a television with an S-Video input and access to the Internet. Locate all the parts: VSX 7000 Base Unit Subwoofer This is the camera for the teleconferencing system. It is placed on top of the television screen. This is a speaker that makes the system sound better in larger rooms. There is a power cord for the subwoofer. Ensure you have it. Microphone Used to increase the quality of voice transmission. Remote Control Power Cable Audio Cables LAN Cable Video Cable Microphone Cable This is the only way to control the video conference device. The cable is blue tipped and connects the base unit to the subwoofer. This cable is red and white tipped and connects to the television s audio inputs. This cable is probably orange tipped and connects the video conference device to the Internet. This cable is yellow tipped and connects the video conference device to the television. This cable is brown tipped and connects the microphone to the video conference device. Page 5 of 24

6 Miscellaneous hardware Contains cable ties, batteries, and other small items used for mounting the video conference device either on a rack or on the television. Documentation The manuals come on CDs and in printed form. If you are missing a part listed stop and do not continue. Contact the person who shipped you the device and confirm you have all the parts you need to safely complete the installation. Missing or substandard parts increase the likelihood that the unit will become damaged during use. Begin connecting the cables: The following image labels, in detail, the connections on the back of the PolyCom VSX Many of them are optional and are not used during normal use. Page 6 of 24

7 Follow these steps in connecting the cables: It will probably be easiest to set the base unit (the camera) on a flat table while connecting the cables. Once you are finished, place the base unit on top of the television set. Placing the base unit on top of the television set while connecting cables may be awkward and the base unit may be knocked to the ground. Plug the LAN cable into the orange LAN port on the base unit. Then plug the other end of the LAN cable into the Internet jack in your wall. Plug the audio cable into the bottom red and white jacks on the base unit. Then plug the other end of the audio cable into the red and white audio in jacks on the television. Plug the video cable into the bottom yellow video jack on the base unit. Then plug the other end of the video cable into the yellow video in jack on the television. Plug the microphone cable into the brown microphone jack on the base unit. Then plug the other end into the microphone. After plugging a first microphone into the base unit, a second microphone can be plugged into the available jack on the first microphone. See page 19 for layout options. Plug the power cable into the blue power connector on the base unit. Then plug the other end into the subwoofer. The subwoofer has its own power cord. Plug this cord into a power outlet in the wall. Also ensure the television is plugged into a power outlet on the wall. Batteries should already be in the remote control. If not, place three AAA batteries in the remote control. At this point the PolyCom VSX 7000 is connected and ready for its first use. The next section of this document will explain how to turn the device on and make a call. Page 7 of 24

8 Instructions for Use Turning the device on: Begin by turning the television on. The PolyCom VSX 7000 has a power switch on the back of the device on the right hand side of the back panel. The video conference device can take as long as 16 seconds to start. Once it does you should see a short movie on the television screen with dancing triangles (the logo for the company PolyCom). Once you see the main dialing page you are ready to use your PolyCom VSX 7000 system to video conference. Many television sets have multiple inputs. You may have to change the channel on the television in order to use the PolyCom video conference device. Your television s remote probably has a button called Line or Input. Try changing inputs if you are having problems getting a picture. See page 21 for details. Page 8 of 24

9 Using the remote control: There are many buttons on the PolyCom VSX 7000 remote control. However, most applications only require a few of the buttons. The most commonly used are highlighted here: You must have the remote control in order to use the PolyCom VSX 7000 video conference device. It runs on three AAA batteries. The rest of this document will explain how to use the PolyCom VSX 7000 video conference device. You will need the remote control. Page 9 of 24

10 Making your first call: You should be looking at the main dialing screen. It may have an IP number already entered. If so, delete it using the red left arrow near the top of the remote control. Type an IP number to call using the numbers on the remote control. There is a dot button on the remote control above the number 3 for entering dots in the IP number. Press the green Call button at the top of the remote control to initiate the call. You will hear a ringing sound and see yourself on the screen while the call connects. You will also see the name of the PolyCom video conferencing device you are calling along the bottom of the screen. Below this a clock starts running to track how long the call is. Once the call connects you will see the person you are calling. The video conference device you are calling must be turned on before you can call it. If you have trouble connecting ensure the device you are calling is on by using the telephone to call someone at that location. Make sure you obtain the IP numbers for everyone you will be calling during a video conference. If you do not have these numbers you will not be able to make a call. Page 10 of 24

11 Using the directory to make a call: Each PolyCom VSX 7000 device has a directory which works just like a phonebook. You can store numbers in it so that you do not have to remember them later. You can add as many new numbers as you wish. This section will tell you how to make a call to an IP number using your directory. From the main screen use the red down arrow near the top of the remote control to highlight the directory button. Press the red enter button near the top of the remote control to open the directory. From here you can see a list of all the phone numbers you have stored in the directory. Use the red arrows names in the directory. to scroll through the list of Highlight the name you wish to call and press the green Call button at the top of the remote control. At this point you will see the same screen as if you dialed the number yourself. The video conference device you are calling must be turned on before you can call it. If you have trouble connecting ensure the device you are calling is on by using the telephone to call someone at that location. Page 11 of 24

12 Ending a call: While in a call press the green Call button at the top of the remote control to show the Hang Up menu. With the first item selected press the green Call button again to end the call. The system will not ask you to confirm your selection. The call will immediately end. Be careful when using the Hang Up menu if you do not wish to actually end the video conference. Page 12 of 24

13 Creating a multipoint video conference: The PolyCom VSX 7000 has the ability to host a conference with up to three other devices. You must first purchase a special MCC license to use this function. Check with your department manager to ensure your device has this ability. This section will show you how to setup a call and to add more people to the conference assuming you have the license. In order for a PolyCom VSX 7000 to connect to multiple video conference devices it must call them. You should call the people you wish to conference with, not the other way around. Begin by making a call to the first person. Follow the normal method outlined in the previous sections by entering the IP number of the first device and pressing the green Call button at the top of the remote control. The first call will connect. Once you have confirmed the first call worked you can add the second call. Press the green Call button at the top of the remote control to add a second call to the video conference. You will see the Hang Up menu. Use the red down arrow to highlight the Add a Call option. Press the red enter button. Enter the IP number for the second video conference device the same way you would enter an IP number for a normal one person call using the numbers on the remote control. Press the green Call button at the top of the remote control to add the second call. The second call will connect and you will be able to see both of the devices you have called. Page 13 of 24

14 Controlling the camera: The PolyCom VSX 7000 has a camera which can be aimed, as well as zoomed in and out, using the remote control. During a conference you can use the remote control to aim and zoom your device s camera or the camera on a device you are connected to. In a multipoint call you cannot control anyone else s camera. This section will show you how to control your camera and the cameras on devices you are connected to. Begin by making a call. Follow the normal method outlined in the previous sections by entering the IP number of the device and pressing the green Call button at the top of the remote control. The call will connect. You can now control your own camera. Use the red arrows camera up, down, left, and right. Use the blue zoom buttons on the remote control to aim the Page 14 of 24 to zoom in and out. There are times when you may want to control the camera of a device you are connected to. To take control of the device you are connected to press the blue Far button on the right side of the remote control. You will see the Far icon appear in the corner of the television screen. You can now control the remote camera the same way you control your own. To switch back to controlling your own device, press the blue Near button on the right side of the remote control. You will see the Near icon appear in the corner of the television screen. You are now controlling your own camera again.

15 Controlling the volume and mute: You can control the volume of the PolyCom VSX 7000 with the remote control. You can also press the Mute button so that people on the other end do not hear you. The mute button does not turn off your speakers; it turns off your microphone. When you push the mute button it prevents other people in the video conference from hearing you. Pushing the mute button on the remote control is the same as pushing the mute button on the microphone itself. To increase or decrease the volume of the PolyCom VSX 7000 device press the orange volume buttons near the middle of the remote control. The left button decreases the volume and the right button increases the volume. To mute your microphone press the orange Mute button just below the volume buttons on the remote control. This will silence your microphone and prevent other people in the video conference from hearing you. When the microphone is muted you will see a mute icon in the corner of the television screen. Page 15 of 24

16 Testing the audio: Depending on your setup you may occasionally need to test the audio connections for your PolyCom VSX Though this will happen rarely, it is important to know how to perform these two tests. This section will show you how to test the audio connections to the television and test the microphones. This is a good place to look if you are having audio problems. To test whether the PolyCom VSX 7000 s audio is properly connected to the television, follow these steps: From the main screen use the red down arrow to highlight the system option. Press the red enter button in the middle of the arrows on the remote control. From the system menu use the red down arrow to highlight the diagnostics option. Press the red enter button in the middle of the arrows on the remote control. From the diagnostics menu use the red down arrow to highlight the audio option. Press the red enter button in the middle of the arrows on the remote control. Page 16 of 24

17 From the audio diagnostics menu press the red enter button in the middle of the arrows on the remote control to select speaker test. From the speaker test menu press the red enter button in the middle of the arrows on the remote control to select the picture of the speaker. You should hear a tone. If you do not hear the tone check the volume on the television set, check the audio cables from the PolyCom VSX 7000 device to the television, and call your support phone number if you still cannot make it work. See page 24. To test whether the PolyCom VSX 7000 s microphone is properly connected and picking up audio, follow these steps: From the main screen use the red down arrow to highlight the system option. Press the red enter button in the middle of the arrows on the remote control. From the system menu use the red down arrow to highlight the diagnostics option. Press the red enter button in the middle of the arrows on the remote control. From the diagnostics menu use the red down arrow to highlight the audio option. Press the red enter button in the middle of the arrows on the remote control. Page 17 of 24

18 From the audio diagnostics menu use the red down arrow to highlight the audio meter option. Press the red enter button in the middle of the arrows on the remote control to select audio meter. The audio meter displays how much sound the microphone is picking up. If the room is quiet you will see a screen like this one. When you start to talk the microphone should pick it up. Make some noise and the audio meter should look like this. Notice that the bar is yellow and green. This means the microphone can hear you speak and the volume will not be so high it causes distortion or static. If you are too close to the microphone or if you are speaking too loudly the bar will turn red. The audio meter is a good way to learn how close to, and far from the microphone you should be during a video conference. Page 18 of 24

19 Best Practices Purpose of this section: This section of the document is designed to help you setup and use your PolyCom VSX 7000 video conference device to the best of its abilities. There are guidelines for proper alignment of the device in the conference room and video conference etiquette. Positioning the system: Position the system so that the camera does not face toward a window or other source of bright light. The background light will wash out the image and people you call will not be able to see you. If the conference room does not use ambient light (lighting from above) place lights behind the camera so that light shines onto people s faces. If the camera is aimed directly into a very bright light source such as a large lamp or sunny window the camera can be damaged. Place the base unit (the camera) on top of the television set. This way when you watch the other people on the television it will appear to them that you are looking them in the eye. The microphones that come with the PolyCom VSX 7000 are very good. When aligned properly they allow users to speak in a normal tone and at a normal volume. Each microphone is triangular with three sensors that pick up noise. Place microphones on the conference table. Place them so that the logo on each microphone points toward the television. Page 19 of 24

20 No matter how many people are in the conference room and no matter how many microphones are in use, the microphone closest to the television should be parallel with, or in front of, the person nearest the monitor. The following image should guide you in setting up your microphones: Video conference etiquette:! Test equipment and have a backup plan.! If possible, allow participants a brief practice session to familiarize them with the equipment.! Run video conference sessions according to a written agenda.! Let participants know ahead of time what to expect and who will be present.! Set clear objectives for the meeting.! Remind participants that they should dress as they would for an in person meeting.! Introduce all participants.! Speak clearly and loudly.! Make eye contact with the camera and with other participants in your room.! Use names: consider using name plates.! Don't speak over people or interrupt.! Don't be too close to the camera.! Avoid making excessive background noise, like rustling papers or tapping pens on the table.! Turn off beepers, watch alarms and cell phones. For more information on etiquette visit the Emily Post Institute: Page 20 of 24

21 Troubleshooting Guides The remote control is not working: 1. Make sure there are working batteries in the remote control. The remote control uses three AAA batteries. 2. The remote control must be pointed at the PolyCom VSX 7000 base unit. 3. The remote control must have a clear line of sight to the base unit with no objects blocking its path. 4. The remote must be within 40 feet of the base unit. If you still cannot solve the problem please contact support. There is no video on the television: 1. Ensure the power cable is plugged in and the device is turned on. 2. Ensure the cables are setup correctly. See page seven for details. 3. The most likely cause is that the television is not set to the right channel. Most modern televisions have multiple inputs and you must select the right one: a. Find the remote control for the television b. The input button may be called many different things. Look for buttons labeled TV/VIDEO, ANT, INPUT, LINE IN, CHANNEL 0. c. Press this button and cycle through the various input channels on the television until you see the PolyCom VSX 7000 interface. If you still cannot solve the problem please contact support. Page 21 of 24

22 There is no audio on the television: 1. Ensure the power cable is plugged in and the device is turned on. 2. Ensure the television is plugged in and turned on. 3. Ensure the cables are setup correctly. See page seven for details. 4. The most likely cause is that the television s volume is set too low or is muted: a. Use either the television s remote control or the volume button on the television to turn up the volume. b. Use the orange volume buttons on the PolyCom VSX 7000 remote control to ensure the volume on the base unit is high enough as well. If you still cannot solve the problem please contact support. The PolyCom VSX 7000 will not make a call: 1. Ensure the power cable is plugged in and the device is turned on. 2. Ensure the television is plugged in and turned on. 3. Ensure the cables are setup correctly. See page seven for details. 4. The device you are attempting to call must be on and ready to accept incoming calls. a. Call the person you wish to conference with on the telephone and ensure they are ready to receive your video conference call. 5. Ensure you have the correct IP number for the device you are trying to call. a. Call the person you wish to conference with on the telephone and ensure you have the right IP number for their device. If you still cannot solve the problem please contact support. Page 22 of 24

23 Where to find the PolyCom VSX 7000 s IP number: In order for you to receive a call, the person calling you must know your IP number. 1. To find your IP number, turn the PolyCom VSX 7000 video conference device on. 2. On the main dialing screen you will see a square video of yourself. Directly below this is your IP number where it says My IP. 3. An IP address is four numbers separated by dots is the IP number in the image below. For answers to common question of a slightly more technical nature or involving advanced setup options try: A comprehensive manual and administration guide, produced by PolyCom, for the VSX 7000 can be found online at: Page 23 of 24

24 Support Contact Information Who to call: If you need to contact support please have the following information ready before calling or ing:! Your full name! Your address! Your phone number! The organization your work for! The type of PolyCom device you are using (probably a VSX 7000)! Exactly what you are trying to accomplish! A detailed description of any problems you encountered! A detailed description of your attempts to solve the problems! The IP address for the device you are using You can contact support one of two ways. You may your questions or problems to support or you may call on the telephone. If you , please be sure to include all of the information listed above in the message. If you call, please call from a telephone close enough to the PolyCom device that you can talk on the phone and use the PolyCom device at the same time. Contact Information OSU Extension Support OSU Telecommunications Page 24 of 24

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