User Guide for Video Conference. Using the Polycom RealPresence Application

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1 User Guide for Video Conference Using the Polycom RealPresence Application 1/20/2016

2 Table of Contents Section A: Video Conference Setup... 2 Section B: To Participate in Video Conference... 5 Section C: To Host a Video Conference... 7 Section D: Using Polycom Conference Controls... 8 Main Conference Controls... 8 Conference Controls Sub-Menu... 9 Section E: Disconnecting from an Video Conference and Shutdown A/V Equipment Page 1

3 USER GUIDE FOR SETTING UP VIDEO CONFERENCEING USING POLYCOM APPLICATION: A) Video Conference Setup: 1. Set up the conference room audio/ visual equipment per the instructions for the room you are using. Refer to the instructions for your conference room from the CCH Team Page: under the heading of Information Technology -> Conference Room Tech Info as seen here: 2. Once the audio/ visual equipment is set up. Login to the PC by pressing CTR-ALT- DELETE, and login with your UPHS network login credentials: Page 2

4 3. Once logged in, click on the Windows Start Button: 4. Click on All Programs to open: 5. Click on Video Conference Folder to open: 6. Double click on the Polycom RealPresence app icon: NOTE: It takes about 1-2 minutes for the app to start loading! 7. You may or may not see the Polycom RealPresence app load screen as seen here: Page 3

5 8. Once the Polycom RealPresence app opens up you will see the main screen which as seen below: 9. These setup instructions apply to setting up the Polycom App either for Hosting or Participating in a Video Conference. Page 4

6 B) To Participate in Video Conference: 1. The main screen contains the following: a. A Self View image of your conference room: b. Main Screen Controls: DialPad Recent Calls Phone Book Chat Smart Pairing (not used at CCH) The default view is the Self View with the DialPad displayed: Page 5

7 2. You have two options to connect to conference room with the Polycom App. a) Option one is to Dial the meeting room number or address provided to you by the meeting organizer, click on the call button: Example of a meeting room number: Example of a meeting room address: b) Option two is to Search the Phone Book for the conference room by name. Either by entering the name of the conference room or browse the drop down list. c) Click on the conference room to select, then click the Call Conference Room button to complete the call: 3. After clicking on the call conference room button, the following will appear on the screen: NOTE: The Decline button in more noticeable than the connection message; just wait a few minutes for the call to connect. Page 6

8 C) To Host a Video Conference: 1. To schedule a video conference using the Polycom App. Refer to How to create a Polycom Video Conference meeting invitation via Outlook: from the CCH Team Page: under the heading of Information Technology -> Conference Room Tech Info as seen here: 2. Once you at the main app screen, Dial the Virtual Meeting Room Number (VMR) for the conference room you are using or use the phone book to access the VMR. 3. If you should see your screen change and you see the following on your screen then your participant(s) is directly calling the conference room: click on the Answer button to accept the incoming call(s): Page 7

9 D) Using Polycom Conference Controls: 1. Once the connection to the other conference room is established, the main conference screen is displayed, which contains: a. Self- View: image of your conference room: b. Remote conference room view: c. Main Conference Controls: i. Hide Self View (remove your view from the screen) ii. Mute Video (pause your outgoing video signal) iii. Mute Audio (pause your outgoing audio signal) iv. Volume Control (NOTE: Please leave this control set to 100% and use the Audio/ Visual system to volume control) v. Disconnect Call d. Conference Controls Sub-Menu Page 8

10 2. To access the Conference Controls Sub-Menu click on the icon with the ellipsis. Once opened the following controls will be added to the main screen: a. Share Screen Content (show content from workstation screen) b. Chat (send text messages during the meeting) c. Dialpad (used to call other conference rooms during the meeting) d. Settings (shows what type of equipment you are using, i.e., type of camera and audio) e. Full Screen Option (removes the app title bar from the screen) Page 9

11 Page To share content to other participants: By click on the Share Screen Content icon, then choose to share either your monitor screen(s) or a specific app:

12 4. When you choose to share content your screen will look similar to image shown here: (NOTE: To stop sharing content, click on the STOP button.) 5. While viewing remote shared content, your screen will look similar to image shown here: Page 11

13 6. To Chat during the meeting, click on the Chat icon and the chat dialog box will appear as shown in the image below. 7. To connect to another conference room during the meeting, click on the DialPad icon to display the DialPad as shown in the image below. Page 12

14 8. The Setting icon will display the current device being use: Example Video input and Audio input/ output: as shown in the image below. 9. The Full Screen icon will let the conference call window to occupy the entire screen. Click the icon again to return the screen to normal. (NOTE that the Polycom App title bar is no longer displayed as seen in the image below.) Page 13

15 E) Disconnecting from an Video Conference and Shutdown A/V Equipment: 1. To disconnect for a Video Conference call just click on the Disconnect icon: (NOTE the red icon with the phone receiver.) As seen here: 2. Once you are disconnected from the conference call, you will be returned to the app main screen. At which time you can close the app. As seen here: 3. Once you have closed the Polycom App you will be at the PC desktop screen, at which point if you are done: click on the Start Button and Logoff: As seen here: 4. Once at the CTR-ALT-Delete screen, you can shut down the Audio/Visual Equipment per the instructions for the conference room you are using. As seen here: Page 14

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