Personal Telepresence

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1 Personal Telepresence Personal Telepresence 3050 Personal Telepresence 3020 (PT Mini) User Guide 29 January 2015

2 Contents Introducing the touchscreen controller 3 The home screen 5 Forwarding calls and Do not disturb 5 Making a call 7 Dialing a number 7 Redialing a recent call 7 Searching in the company directory 7 Dialing addresses that include letters or symbols 8 Using in-call features 9 When you are in an audio call 9 When you are in a video call 9 Changing what you see in a video call 10 About conferencing 12 Create a scheduled conference 12 Who can you call? 14 Inviting a guest to use Breeze 14 Dialing from third-party endpoints 15 Default settings for a guest 15 Contacts 16 About contacts 16 About personal contacts 16 Adding personal contacts 16 Deleting personal contacts 16 Creating favorites 17 Deleting favorites 17 Presence and other speed dial icons 18 Using voice and video mail 19 About voice and video mail 19 Accessing voice or video mail messages 19 Setting a greeting for your voice and video mail 19 Forwarding a message 19 Configuring other voice and video mail settings 20 Customizing your touchscreen controller 21 Choosing a ringtone 21 Creating favorites 21 Sorting your contacts 21 Sorting your company directory 21 Using a headset with the StarLeaf Phone 22 About StarLeaf touchscreen controllers 23 Touchscreen controller features 25 Legal information 27 Third party software acknowledgements 27 Disclaimers and notices 27 StarLeaf Personal Telepresence User Guide Page 2 of 27

3 Introducing the touchscreen controller Introducing the touchscreen controller StarLeaf Personal Telepresence systems are provided with a touchscreen controller: the StarLeaf Phone You will use the StarLeaf touchscreen controller as the means for making, and controlling video calls with Personal Telepresence. Through the touchscreen controller you will access the directory and contacts. You will use the touchscreen controller to create ad hoc conferences and to add and remove participants. For information about other StarLeaf touchscreen controllers, refer to About StarLeaf touchscreen controllers (p23). The StarLeaf Phone 2120 The figure below shows the features on the front of the StarLeaf Phone Message waiting indicator Audio volume down Audio volume up Headset Speaker Keypad Home button Audio mute Video mute Microphone location The figure below shows the features on the front of the StarLeaf Touch Table 1: Front panel features and controls Button Audio volume up Description Press during a call to increase audio volume or, if you are not in a call, press to increase the loudness of the ringer StarLeaf Personal Telepresence User Guide Page 3 of 27

4 Introducing the touchscreen controller Button Audio volume down Audio mute Video mute Headset Speaker Description Press during a call to decrease audio volume or, if you are not in a call, press to decrease the loudness of the ringer Toggle the microphone of the touchscreen controller (or that of the headset) on and off. The button lights when the microphone is off. When you are in a call and your audio mute is on, nobody will hear what you are saying Toggle the camera on and off. The button is an LED that lights when the camera is off. When you are in a video call and the video mute is on, nobody in the call can see you Optionally, press to use a headset that you have connected to the headset connector on the rear of the phone. The button lights when the headset is in use. Press to use the speakerphone as follows: Audio-only call: Press to use the touchscreen controller as a speakerphone (listening through the built-in speakers of the phone and using the microphone positioned in the lower right side of the phone) Video call using StarLeaf Personal Telepresence 3050: If you have a StarLeaf Personal Telepresence 3050 system, press to listen through the loudspeakers of the monitor and also to use the microphone inside the StarLeaf Monitor. Home Message waiting indicator Microphone Press to display the home screen of the touchscreen controller from any screen in the interface. Double-press to access the touchscreen controller s settings Flashes when the touchscreen controller is ringing and lights to indicate that there is a new message Audio-only calls that use the speaker, rather than the handset, will use a microphone located in the bottom right of the touchscreen controller casing. Do not obstruct this location StarLeaf Personal Telepresence User Guide Page 4 of 27

5 The home screen The home screen This is the home screen of the touchscreen controller: Connected devices indicators Join conference Favorites video: Your name and dialing details Call acceptance slider New message indicator Messages Invite Contacts Recent calls indicator Recent calls To display the home screen of the touchscreen controller from any other of its other screens, press the Home button. In the picture above, this phone belongs to Anne Duffey and her extension is To access the touchscreen controller settings, double-press the Home button. Forwarding calls and Do not disturb To forward calls either to voice mail or to another phone number, use the Call acceptance slider. To set your status to 'do not disturb', and have all calls forwarded immediately to voice mail, move the Call acceptance slider to do not disturb. Anyone who has you as one of their favorites, will notice that you are busy because your name will be displayed on their StarLeaf device with a 'busy' icon. To forward calls to voice mail or to another phone number, move the Call acceptance slider to forward calls. Choosing to forward calls means that anyone who has this system as a favorite will see that you have forwarded the calls. When you choose to forward calls, you see the following controls: Choose forward to voic if you want your calls to be forwarded immediately to voic (for example if you are going on holiday). StarLeaf Personal Telepresence User Guide Page 5 of 27

6 Choose forward to: and enter the telephone number if you want your calls to be forwarded to another phone (for example to a mobile number). The home screen Note: Connection from your StarLeaf endpoints to the public telephone network is an optional extra. For more information, contact your StarLeaf representative. Note: If there is a mobile number for you in the StarLeaf system, you will see a third option: forward to my mobile. Choose this to have your calls forwarded to your mobile number. StarLeaf Personal Telepresence User Guide Page 6 of 27

7 Making a call Making a call On the touchscreen controller, you can make a call in a number of different ways: You can dial a number: Simply dial the number You can call one of your favorites: Press the speed dial for the favorite that you want to call You can return a call: Go to home screen > recents and select the call you want to return You can call someone in the company's directory: Go to home screen > contacts > company directory and choose someone to call You can call someone from your own personal contact list: Go to home screen > contacts > personal contacts Dialing a number You can simply dial a number. Note: You may have been given a prefix to use when you want to dial out onto the public telephone network. For example, in some companies you are told to "dial 9 for an outside line". Connection from your StarLeaf endpoints to the public telephone network is an optional extra. For more information, contact your StarLeaf representative. When you start to dial a number, your screen will look something like this: Redialing a recent call To redial a call that you received recently: 1. Select recent calls. The screen displays the recent calls' list. 2. Select the name of the person whom you want to call. Searching in the company directory Some companies have a lot of entries in the directory. In this case, you might find it easier to use the search facility. To do so: 1. Go to home screen > contacts > company directory and select search. 2. Use the keyboard to type the name of the person you want to find. StarLeaf Personal Telepresence User Guide Page 7 of 27

8 Making a call Note: As soon as you start typing, the search will start looking. You might only need to type the first letter of someone's name to find them. The search keyboard looks like this: Dialing addresses that include letters or symbols You might need to dial someone who has a video address that includes letters or numbers and symbols. This might be known as a URI or it might be an IP address. If you need to do this, press * on the keypad (press the star key). Your display will look like this: Note: If you are dialing an IP address, you can do so by using the keypad of the touchscreen controller. Press the star (asterisk) key where you would normally put a dot, and press the hash (pound) key to cause the system to dial the IP address you have entered. StarLeaf Personal Telepresence User Guide Page 8 of 27

9 Using in-call features Using in-call features When you are in an audio call When you are in an audio call, you can see in-call options: create conference: you can add other people into your call hold call: put the other person on hold transfer call: transfer the call to another person When you are in an audio call, the display will be something like this: When you are in a video call If you are in a video call, you will see some or all of the following in-call options on the display, in addition to the options listed above for audio-only calls: share my PC screen: if you have your computer connected to your monitor, you can show your screen to other person (or people) in your video call. Display tab: provides you with options for the screen layout. Note that this tab also provides a button to switch self view on and off FECC tab: if you are in a video call and the device at the other end of the call allows it, you can control that device's camera (for zooming and panning). FECC means Far End Camera Control When you are in a video call, the display will be something like this: StarLeaf Personal Telepresence User Guide Page 9 of 27

10 Using in-call features Changing what you see in a video call Press the Display tab to change what you can see in a video call. The Display tab looks like this: PiP control Self-view slider The Display tab gives you these options: video: select to view the other people in your video call. This is the default setting for a video call until someone shares a PC screen and then you will see the shared PC screen, in which case, you may prefer to press this button to return to the video view my PC: press to view your own PC's display (if you have attached your computer to the monitor). For example, in a long video call, you may need to continue working on your PC rather than always looking at the video view. Remember that other people in the video call may still be able to see you shared PC: press to view a PC screen that someone else in the video call is sharing with you self-view: use the self-view slider to either see yourself or not. Self view allows you to see the view of you that other people see when you are in a video call. Switching it off does not prevent them from seeing you. To prevent people from seeing you in a video call, press the Video mute button on the touchscreen controller PiP: The PiP is the Picture-in-Picture view. For example, if you have self-view on, you will see yourself in a PiP view. Use the PiP control on the Display tab to move the PiP around the screen. Note that if you are in a call where there is shared content (or you have pressed my PC) then the PiP control allows you to remove the PiP view; to do so, use the cross in the corner of the PiP control to close the PiP view. If you have closed the PiP view, you can make it reappear by pressing the plus sign on the PiP control StarLeaf Personal Telepresence User Guide Page 10 of 27

11 Using in-call features Depending on the other device in the video call, you might be able to remotely operate the pan and zoom on the camera at the other end of the call. When you can remotely control the camera at the other end of the call, this is called FECC (Far End Camera Control). You can only use FECC in a point-to-point call (that is, FECC is not available in a conference call). If FECC is allowed you will be able press the FECC tab which looks like this: The FECC control allows you to pan and zoom the camera at the far end of the call. StarLeaf Personal Telepresence User Guide Page 11 of 27

12 About conferencing About conferencing There are three types of conference: ad hoc conferences: ad hoc conferences start immediately. You create an ad hoc conference when you are in a call; simply press create conference on your control panel: For information about simply adding more people into a call you have already made, refer to Using in-call features (p9) scheduled conferences: a scheduled conference begins at a particular time. Participants receive invites and instructions on how to join. Scheduled conferences are described below permanent conferences: a permanent conference is a virtual meeting room that you create and anyone can dial into it at any time (similar to a meet-me). When you create a permanent conference you can send out invites that tell your colleagues the dialing details. The dialing details never change and the conference is always joinable Create a scheduled conference To create a scheduled conference, log in to the StarLeaf portal. You will choose when your conference will take place and who will attend. Your attendees will receive invites to your conference. To create a scheduled conference: 1. Go to portal.starleaf.com and log in (using your address and the password you created when you activated your StarLeaf account). 2. Go to My conferences > New conference. You will see the Add conference page: 3. Add the details you require for Title and Description. These will be included in the conference invites. 4. Set the time and date for your conference. Select a start and end time and date for your conference Set a repeat if this meeting will happen on a regular basis If this is a permanent conference, select Permanent. The conference will never end. It will be a virtual meeting, that anyone can dial into at any time 5. Add Participants by address. Separate addresses with commas. You can include anyone's address. If participants do not already have StarLeaf, invite s describe how to sign up as a guest. The invite also describes how to join your StarLeaf Personal Telepresence User Guide Page 12 of 27

13 About conferencing conference from any other standards-based video conferencing equipment and includes PSTN (telephone) numbers for audio-only participants. 6. If there are Meeting rooms in your organization, you can add one or more, these do not receive invites, but your participants will know which meeting rooms will be in the conference if they want to walk along to the nearest one. 7. Advanced settings: Keep people on hold until: Use this setting to determine whether people will be able to talk to each other before you join the conference Time zone: If you are in a different time zone to the one displayed here, correct it. This will ensure that everyone to whom you send an invite will know the correct time for you conference Layout : You can choose a layout for the conference. o Equal panes: This is the default layout and it gives every participant equal prominence. The number of panes is determined by the number of participants in the conference o Large speaker: In this layout the current speaker is given prominence in the largest pane. The size of that pane is determined by the number of other people in the conference. Every participant remains visible at all times 8. Click OK. StarLeaf Personal Telepresence User Guide Page 13 of 27

14 Who can you call? Who can you call? You can call: anyone in your company who has a StarLeaf endpoint (either the Breeze software or a hardware enpoint). These people are all in your contacts anyone outside your company who has a StarLeaf endpoint; just dial their address from your StarLeaf hardware video endpoint or from Breeze anyone else. If someone has not got a StarLeaf endpoint, you can still have a video call with them. There are two ways of doing this: Send them an invite to install Breeze (the StarLeaf software endpoint) If they already have video conferencing equipment, they can call you using that (or you can call them if you know their video address or URI) These two methods are described below. Inviting a guest to use Breeze Guest invites allow you to invite guests to install Breeze (the StarLeaf software endpoint). In this way, you can have a video call with anyone. You may invite as many guests as you want. To send an invite: 1. To send a guest invite, choose Invite from the home screen of your StarLeaf endpoint or Breeze. The picture below shows the location of the invite button and the invite screen: 2. Type in the address of the person to whom you want to send an invite. This is your guest. 3. Your guest will immediately receive an inviting him to sign up as your guest. The includes a link to a special web sign up page (shown below): 4. Your guest will appear in your personal contacts. Your guest automatically has a speed dial for you and can call you straight back. StarLeaf Personal Telepresence User Guide Page 14 of 27

15 Who can you call? 5. You will receive an notification when your guest has signed up and logged in successfully. Dialing from third-party endpoints If the person you want to call does not have StarLeaf equipment, but does have some other video-conferencing equipment, you can still call them and they can call you. This will work if the other person's equipment is connected to the Internet. The way that person will dial you will depend on the manufacturer of their endpoint, for example Cisco uses a different dialing convention to Sony. All the details that someone needs in order to be able to call you are linked from the guest invite. So, simply send the person an invite and tell them to call you. The picture below shows the invite and the link to the instructions which are unique for each StarLeaf user: Note: You can call people who have third-party endpoints. Ask them for their "URI dialing details". You can dial a URI from your StarLeaf hardware endpoint or from Breeze. If they do not know their "URI dialing details", ask them to call you using the information in the guest . After the call, you can add them to your personal contacts using the information from your recent calls. For information on how to dial a URI, refer to Dialing addresses that include letters and numbers. Default settings for a guest Guests can video call and screen-share in HD with StarLeaf users Guests can join video conferences created by StarLeaf users Guests cannot call or be called from non-starleaf users (H.323 or SIP) Guests cannot create a video conference Guests do not have access to the company directory or presence information Guests cannot send invitations to other people Guests cannot call instead they must raise any issues using our support webform on support.starleaf.com StarLeaf Personal Telepresence User Guide Page 15 of 27

16 Contacts Contacts About contacts Contacts are the people you want to call. Their contact details are available either because they are in the company directory or because you have added them as personal contacts. Favorites are the contacts that you call most often. You decide who are your favorites. Favorites appear on your home screen as speed dials. You can see the 'presence' of your favorites (described below in Presence and other speed dial icons (p18). To access contacts, go to home screen > contacts. About personal contacts In addition to the global directory (to which everyone in your company will have access), you can add your own, personal, contacts. Adding personal contacts For each contact that you want to add: 1. Go to home screen > contacts > personal contacts. 2. Select add and enter your contact's details (shown below). The add button Deleting personal contacts To delete a personal contact: 1. Go to home screen > contacts > personal contacts. 2. Select the contact you want to delete and select edit. 3. Scroll down in that view and select delete contact. StarLeaf Personal Telepresence User Guide Page 16 of 27

17 Contacts Creating favorites To create a favorite from the company directory (or from your personal contacts): 1. Go to home screen > contacts > company directory (or home screen > contacts > personal contacts). 2. Find the person whom you would like to add as a favorite (either by using the search or by scrolling). 3. Select add to favorites (as shown below). The add to favorites button Each favorite will appear as a speed dial on your home screen. Deleting favorites To delete a favorite: 1. Go to home screen > contacts > favorites > edit. 2. Select the cross next to the favorite and select delete. StarLeaf Personal Telepresence User Guide Page 17 of 27

18 Contacts Presence and other speed dial icons Speed dials are displayed on the home screen with icons. StarLeaf users in your organization will have an icon indicating presence as follows: This favorite is available (that is, they are not in a call, have not set their StarLeaf device to do not disturb, and have not forwarded calls) This favorite's calls are being forwarded to another device This favorite has set his StarLeaf device to do not disturb This favorite is in a call at the moment This favorite is not currently connected to the StarLeaf Cloud service This favorite is an ipad user and the ipad is asleep. You can call this user and when that user next looks at the ipad, there will be a notification indicating that you have called Contacts using other systems (for example, they are not within your organization or they have phones made by manufacturers other than StarLeaf) will have icons as follows: This is a guest user This is the contact's home number This is the contact's mobile number This is the contact's 'other' number This is the contact's work number You can see some examples of speed dial icons in the image below: StarLeaf Personal Telepresence User Guide Page 18 of 27

19 Using voice and video mail Using voice and video mail About voice and video mail If your system administrator has set up your account to do so, you will have access to a voice mail system. The home screen indicates if you have received new messages. In the picture below, you have received one new message: When you select the messages button on the home screen, you will see the messages display: When you use the voice and video mail system, an IVR guides you through the options. Accessing voice or video mail messages To access voice or video mail messages: 1. Go to home screen > messages. 2. Select the listing of the message to which you want to listen. Note: To skip to the end of an IVR prompt, press # (the pound or hash symbol). Setting a greeting for your voice and video mail To set a greeting for your voice and video mail: 1. Go to home screen > messages. 2. Select greeting and follow the audio prompts. Forwarding a message You can forward a voice or video mail message to another extension number. To do so: StarLeaf Personal Telepresence User Guide Page 19 of 27

20 Using voice and video mail 1. Dial the voic system. (You can find it in the contacts if you scroll to the end of the list of contacts in the directory.) 2. Follow the IVR instructions to: a. Choose to listen to the message that you want to forward. b. Select to forward that message. Configuring other voice and video mail settings To ensure the security of your voice and video mail box, you are advised to change your security PIN. To do so, dial the voic system. (You can find it in the contacts if you scroll to the end of the list of contacts in the directory) and follow the IVR instructions. Your default security PIN is You can also change your greeting and record you speaking your name. To do so, dial the voic system (find it in the contacts if you scroll to the end of the list of contacts in the directory) and follow the IVR instructions. StarLeaf Personal Telepresence User Guide Page 20 of 27

21 Customizing your touchscreen controller Customizing your touchscreen controller There are some customizable options. To access settings, double press the Home button. Choosing a ringtone You can choose between ten ringtones. To do so: 1. Go to settings > sound. 2. Select ringtone and choose the ringtone you want. Creating favorites You will find it useful to create speed dials for the people you call most often. Favorites are described in Contacts (p16). Sorting your contacts Your contacts will appear in alphabetical order. You can choose whether you will see them sorted by first name or by second name. To select a new sorting order: 1. Go to settings > contacts. 2. Select personal contacts > sort order and choose the sort order that you require. Sorting your company directory Your company directory will appear in alphabetical order. You can choose whether you will see it sorted by first name or by second name. To select a new choosing order: 1. Go to settings > contacts. 2. Select company directory > sort order and choose the sort order that you require. StarLeaf Personal Telepresence User Guide Page 21 of 27

22 Using a headset with the StarLeaf Phone Using a headset with the StarLeaf Phone The StarLeaf Phone 2120 allows you to connect a headset to use instead of the handset or the speakerphone. StarLeaf recommends Plantronics headsets with U10P type cable. The figure below shows the location of the headset connector on the rear of the phone: Headset port If you want to use a headset from a manufacturer other than Plantronics, be aware that the headset connector on the rear of the phone will accept any headset with a 4P4C connector that has the following pinout: TX+ RX RX TX- StarLeaf Personal Telepresence User Guide Page 22 of 27

23 About StarLeaf touchscreen controllers About StarLeaf touchscreen controllers Every StarLeaf hardware endpoint is provided with a touchscreen controller. You will use the touchscreen controller as the means for making, and controlling video calls. Through the touchscreen controller, you will access the directory and contacts. You will use the touchscreen controller to create ad hoc conferences and to add and remove participants. StarLeaf Personal Telepresence systems are usually provided with the StarLeaf Phone StarLeaf Group Telepresence systems are usually provided with the StarLeaf Touch The supported combinations are shown in the table below. Touch 2035 Touch 2020 Phone 2120 Group Telepresence (Mini) 3330 Group Telepresence 3351 Personal Telepresence 3050 PT Mini 3020 Yes Yes No No Yes Yes Yes Yes Yes Yes Yes Yes StarLeaf Personal Telepresence User Guide Page 23 of 27

24 About StarLeaf touchscreen controllers The StarLeaf Touch 2035 The figure below shows the features on the StarLeaf Touch The StarLeaf Phone 2120 The figure below shows the features on the front of the StarLeaf Phone Message waiting indicator Audio volume down Audio volume up Headset Speaker Keypad Home button Audio mute Video mute Microphone location The StarLeaf Touch 2020 The figure below shows the features on the front of the StarLeaf Touch Message waiting indicator Audio volume down Audio volume up Headset Speaker Keypad Home button Audio mute Video mute Microphone location StarLeaf Personal Telepresence User Guide Page 24 of 27

25 About StarLeaf touchscreen controllers Touchscreen controller features Table 2: Front panel features and controls (Phone 2120, Touch 2020, Touch 2035) Button Audio volume up Audio volume down Headset Audio mute Video mute Speaker Description Press during a call to increase audio volume or, if you are not in a call, press to increase the loudness of the ringer Press during a call to decrease audio volume or, if you are not in a call, press to decrease the loudness of the ringer Phone 2120 only. Optionally, press to use a headset that you have connected to the headset connector on the rear of the phone. The button lights when the headset is in use. For the StarLeaf Touch 2020, the Headset indicator is reserved for future use Toggle the microphone of the touchscreen controller (or that of the headset) on and off. The button lights when the microphone is off. When you are in a call and your audio mute is on, nobody will hear what you are saying Toggle the camera on and off. The button is an LED that lights when the camera is off. When you are in a video call and the video mute is on, nobody in the call can see you Phone 2120 and Touch 2020 only. Press to use the controller's internal speakerphone as follows: Audio-only call: Press to use the touchscreen controller as a speakerphone (listening through the built-in speakers of the controller and using the microphone positioned in the lower right side of the controller) Video call using StarLeaf Personal Telepresence 3050: If you have a StarLeaf Personal Telepresence 3050 system, press to listen through the loudspeakers of the monitor and also to use the microphone inside the StarLeaf Monitor. Video call using Group Telepresence When using the Group Telepresence System, press this button to send audio to the external speakers and to use the external microphone The button lights to indicate that the audio is emanating from either the touchscreen controller s speaker, the monitor s speakers, or the external speakers on the Group Telepresence system, rather than from the handset or headset of the touchscreen controller. On the StarLeaf Touch 2020, the button is always lit during a call Home Press to display the home screen of the touchscreen controller from any screen in the interface. Double-press to access the touchscreen controller s settings StarLeaf Personal Telepresence User Guide Page 25 of 27

26 About StarLeaf touchscreen controllers Button Message waiting indicator Microphone Hang up Answer/Make call Description Phone 2120 and Touch 2020 only. Flashes when the touchscreen controller is ringing and lights to indicate that there is a new message Phone 2120 and Touch 2020 only. Audio-only calls that use the controller's internal speaker, rather than the handset, will use a microphone located in the bottom right of the touchscreen controller casing. Do not obstruct this location Touch 2035 only. Press to end the current call Touch 2035 only. Press to answer an incoming call. At other times, press to access the dial screen and the directory StarLeaf Personal Telepresence User Guide Page 26 of 27

27 About StarLeaf touchscreen controllers Legal information Third party software acknowledgements Acknowledgements of third-party software are available at: Disclaimers and notices Copyright StarLeaf All rights reserved. This guide may not be copied, photocopied, translated, reproduced, or converted into any electronic or machine-readable form in whole or in part without prior written approval of StarLeaf Limited. StarLeaf Limited reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of StarLeaf Limited to provide notification of such revision or change. StarLeaf Limited provides this documentation without warranty, term, or condition of any kind, either implied or expressed, including, but not limited to, the implied warranties, terms or conditions of merchantability, satisfactory quality, and fitness for a particular purpose. StarLeaf Limited may make improvements or changes to the product(s) and/or the program(s) described in this documentation at any time. All other product and company names herein may be trademarks of their respective owners. StarLeaf Personal Telepresence User Guide Page 27 of 27

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