How to Place a Video Conference Call

Transcription

1 How to Place a Video Conference Call Table of Contents Turn On Video Conferencing Equipment... 2 Making Point-to-Point Calls... 3 Enter Video Conference Numbers... 4 Use the Directory... 4 Conference Three or More Locations... 5 Call Outside Locations... 6 Practice Video Conference Etiquette... 6 Video Conferencing Tips... 8 Become Familiar with the Remote Control... 9 Version: 08TW09 1

2 Turn On Video Conferencing Equipment Verify that equipment is on Ensure that both the camera and video display are turned on. The camera s activity light flashes green to indicate the camera is on. When you re in a call, the light is a solid amber color. If the system and video display have gone to sleep, try tapping the pointed buttons on the bottom of the remote. You should see yourself in the display area. Note: Some cameras have a privacy shade that may need to be opened. Unmute the microphone Ensure that the mute is off. Press the button on the remote control if the equipment is muted. Note: Remember to aim the handheld remote at the sensor on the video conferencing unit. Adjust the volume When the call begins, increase or decrease the volume you hear from the other location(s) to a comfortable level. Version: 08TW09 2

3 Making Point to Point Calls An E.164 is like a video conferencing phone number. It consists of a five-digit number, preceded by country and area codes. The video conferencing numbers of other Church locations and people can be found in the system s directory. country code + area code + 5-digit number Enter the video conference number A point-to-point call is a video conference involving only two locations. A location is defined by an E.164 number. Use the number keys on the remote to input the video conference number (E.164) for the person or location you wish to communicate with. Note: If the curser has moved, press the button to place the cursor in the dialing field. Press the button It may take a moment before the person(s) on the other end answers and his or her image is displayed. Notice mute symbols When one or both participants in a point-to-point call have their equipment muted, microphone icons appear in the lower-left corner of the display. Use these icons to help identify whether you or the other participant can be heard. The Near icon represents you. The Far icon represents the other participant(s). Terminate call when finished When you are ready to end your point-to-point call, press the button. Version: 08TW09 3

4 Enter Video Conference Numbers phone number country code area code phone number Add prefixes when necessary Directly entering a video conference number is a quick way to place a point-to-point call. In some situations, however, dialing the number in the standard format is insufficient. You may need to enter an E.164 number differently, depending on the type of network sites involved in the conference call. Calls involving a peripheral site Because of the way Church meetinghouses, facility management offices, CES seminaries and institutes, and other remote sites connect to the Church s Communication Network (CCN), a special prefix must be used. Prefix + country code + area code + 5-digit number 3# # If you re calling to or from one of these locations, you must enter 3# before the video conference number. Use the Directory Open the directory To view a list of Church locations and people with video conference equipment, go to the Home screen and select the directory option, or press the button. Because it s not always clear whether you re calling a peripheral site, using the directory to place a call can be much easier. Find the desired listing To find the entry you re looking for, either scan the list or use the search box. Use the and buttons on the remote to navigate through the directory. Version: 08TW09 4

5 Press the button Once the person or location you wish to call is selected in the directory, press either the button or the button. Conference Three or More Locations Start on-demand conference You can quickly establish a video conference call between three or more locations using ondemand conferencing. Choose and distribute a five-digit security code (conference ID). Use the last fivedigits of your office telephone number or unit number as the conference ID. This way the ID is more likely to be unique. To start the conference, select the on-demand conference entry in the address book and press the button. Alternatively, you can dial the ondemand conference number: Note: Locations inside the Church network can simply dial Enter the conference ID First press the key, then enter the five-digit conference ID, and then press the key again. Version: 08TW09 5

6 Join the conference Participants can join the conference by dialing , pressing the key, entering the conference ID, and then pressing the key again. Note: Do not add 3# when dialing the on-demand conference service. Participate by telephone By using a slightly different number, people can also call in on their telephone and participate in the audio portion of the video conference call. All they need to do is dial , enter the conference ID, and then press the key. Call Outside Locations 80# Call locations outside the Church network If you need to conference a location that is outside the Church network, first enter 80# and then the number for their video conferencing equipment. Note: If additional assistance is needed, stake technology specialists can contact the Global Service Desk. Practice Video Conference Etiquette Verify participants see and hear each other At the beginning of a conference, ask other participants if they can see and hear you. Position your microphone and camera so that you can be heard and seen clearly. Version: 08TW09 6

7 Frame the shot Avoid including windows or bright lights in your shot, as this often causes your face to be dark and hard to see. Don t zoom the camera in so close that you appear to be crowding the person(s) on the other end. A good guideline is to include a person s upper torso in the shot. Eyes should be about 1/3 down from the top of the screen. Look and speak toward the camera A common tendency in conference calls is to focus on the video display or talk to the microphone. Remember that you are speaking with people on the other side of the camera. Make an effort to look and speak toward the camera. It helps to position the microphone so it is between participants and the video conferencing camera. Mute your microphone Mute the microphone if you need to move it. If you won t be speaking for a few minutes, help reduce static and distracting background noises by muting your microphone. This practice is beneficial when participating in a conference with three or more sites. Note: Muting the audio does not prevent other participants from seeing you. Always conduct yourself in a professional manner. Version: 08TW09 7

8 Video Conferencing Tips Prevent echo During a video conference, you hear an echo if someone else s microphone is picking up the output from their speakers and re-transmitting it back to you. Steps to minimize echo include: Turning the volume down (so it's not so loud, but you can still hear it). Muting the microphone when you are not speaking. Positioning speakers at least three feet away from the microphone. Use approved equipment The approved video conferencing products were carefully selected and proven to be compatible with the Church video conferencing network. For instructions and tips on video conferencing,please visit the Clerk Web site: Get support The stake technology specialist (STS) may contact the Global Service Desk to resolve difficulties using the video conference equipment. The appropriate support personnel will be notified and will work to resolve the issue , ext (U.S. and Canada) (International) cservices@ldschurch.org Version: 08TW09 8

9 Become Familiar with the Remote Control Place or answer a call End a call Adjust the camera; navigate through menus Confirm current selection; perform functions on highlighted items Return to the home screen Return to the previous screen Increase or decrease the sound from the other locations Mute the sound to other locations Select Far camera or video source Select Near camera or video source Zoom the camera in or out Turn automatic camera tracking on or off Select a camera or other video source Display the onscreen keyboard to enter text Start and stop sending content to far sites Show, move, or hide the Picture-in-Picture (PIP) Store or delete camera positions for moving cameras Enter a dot in an address Delete letters or numbers Enter letters or numbers; move the camera to a stored position Access the online help; see current system status while in a call Version: 08TW09 9