Using Your Polycom HDX 8000 Series Videoconferencing System

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1 Using Your Polycom HDX 8000 Series Videoconferencing System A Beginner s Guide to HDX 8000 Series Features & Use

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3 Welcome to Videoconferencing! Welcome to Video Conferencing! Thank you for purchasing a Polycom HDX 8000 series video conferencing system from SKC. The HDX series delivers the richest audio, clearest and sharpest video to your conferences. This user guide describes the basic system features, and how to use them. About SKC SKC provides technology solutions that enable our clients to better collaborate, communicate and connect with their key stakeholders. Our smart communications philosophy provides you with end-to-end access to our rich resources, from videoconferencing and custom room integration to phone systems and headsets. As a Platinum Certified Polycom reseller, you can expect the highest levels of service and support from our account teams, engineers, and support technicians. SKC has earned Polycom s prestigious Certified Service Partner (CSP) certification, recognizing our high levels of service readiness, competency and capacity for deploying Polycom technology. We re your trusted Polycom partner, before and after the sale. 24 Hour Test Sites As you become familiar with your new Polycom video conferencing system, feel free to use our test sites. Our 24/7 testing facilities can be reached at the numbers below. If you would like someone to join your test call on our end, please call (800) , extension 2 during regular business hours. IP Test Site: ISDN Test Site: For Additional Support For more detailed product information, please check the SKC website, the Polycom website, or contact the SKC video support team.: Video Support: (800) , Ext. 2 Account Support: (800) video.support@skccom.com Helpful Local Contacts & System Information In-house Technical Contact: Video System Name: Serial Number: ISDN Number: IP Address: 1

4 Table of Contents Welcome to Videoconferencing!... 1 HDX Hardware & Accessories... 3 Using the Remote Control... 4 Setting Up the HDX Placing, Answering & Ending Calls... 7 Volume & Mute Control... 7 MultiPoint Video Calls... 8 Using the Address Book... 8 Cameras & Camera Presets... 9 Sharing PC Content Full Screen & Picture-in-Picture Viewing Dual Monitor Emulation Do Not Disturb Setting Tips for Effective Video Conferences

5 HDX Hardware & Accessories HDX 8000 Series Rack Mountable Codec 2U rack mount codec High Definition voice, video & content Flexible audio and video inputs/outputs Professional-grade Phoenix connectors Supports up to 2 cameras Supports up to 4 microphones HDX Remote Control Controls features and functions of HDX 8000 series system Uses 4 - AAA batteries (included) Eagle Eye Camera Accessory, included in some bundle packages Up to 2 cameras supported True High Definition image capture Enhanced image quality in all calls, not just HD 12x zoom 180 degree panning radius Quick, sharp focus when using the manual pant/tilt/zoom or preset camera locations. HDX Microphone Accessory, included in some bundle packages Up to 4 microphones supported 360 degree coverage 22 khz high fidelity audio 25 ft. cable MPPlus Accessory, included in some bundle packages 4-way MPPlus enables 4 port bridge People on Content Accessory, included in some bundle packages Presentations come alive when the presenter becomes part of the content. Similar to the blue screen or weatherman technology used in TV/movie production. 3

6 Using the Remote Control 4

7 Setting Up the HDX 8000 Connecting the Cables Note: SKC strongly recommends contacting us for engineering support if a system needs to be moved or re-connected. The HDX series has been designed for professional installation. 1. Connect the HDX to monitor(s). 2. Connect camera cable from the HDX to the Polycom Eagle Eye Camera main camera (Camera Input 1). 3. If using second camera, connect HDX to the Polycom Eagle Eye Camera (Camera Input 2). Make sure the auxiliary power cable is connected to the camera, as power is not transmitted over the supplied camera cable. 4. Connect the audio cables. 5. Connect the Walta connection to back of the HDX as well as the microphone. If using a second (or third) microphone, you can daisy chain them together using the second Walta connection on the microphone. 6. If using an ISDN connection, connect your PRI (or condensed BRI) line to the appropriate port on the top row. 7. Connect the LAN cable to your local IP network (the top connection of the two Ethernet ports). 8. If using a VCR, connect its cables to the appropriate group of inputs/outputs in the top row. 9. If connecting a PC for content sharing, connect the appropriate cable (DVI connection) to the PC Input port on the bottom row. The audio input for the PC is above the video input (stereo jack). 10. If connecting an analog phone line, connect the cable to the POTS connection in the top left. 11. Connect the power cable. 5

8 Placing, Answering & Ending Calls To Answer an Incoming Video Call The system is set to auto-answer calls by default. If auto-answer is turned off: Your system will ring & alert you on-screen that you have a call Press the Call button on the remote to answer the call Make sure your microphone is not muted, unless you wish to remain on mute during the call. To Place a Call Make sure the HDX 8000 and monitor(s) are powered on Press the Call button on the remote to place a call A dialing window will open on your monitor along the top of the home screen Use the numbers and arrows on the remote control to navigate the call screen Use the keypad to dial the IP or ISDN number of the site you are calling. When dialing an IP address, use the dot button on the remote control. Arrow to the Quality window to select call speed. Use the center button as an Enter button You can specify that you are dialing IP or ISDN, or let the system auto detect the call type Press the Call button to dial the call Make sure your microphone is not muted To Hang Up a Call Press the Hang Up button on the remote control If you are in a multipoint call, the system will ask you to confirm that you wish to hang up. If you are in a point-to-point call, the call will drop immediately, without confirmation. Use the center button in the arrow pad to confirm hang up Placing a Call Through the Address Book or Call History Press the Call button Arrow to Directory or Recent Call History and press Enter Arrow to the desired number, then the green call button to select it You can also access the address book with the green Directory button Volume & Mute Control Use the Volume lever on the remote to adjust call volume To mute the mic(s), press the Mute button on the remote control The button in the center of the mic pod will also mute the system Red lights appear on the mic & a muted mic icon will appear onscreen To unmute, press the Mute button on the remote or the mic pod 6

9 MultiPoint Video Calls MultiPoint Plus Software Upgrade MP Plus is available for the HDX 8000 series, and included with some models/bundles. If your system has MP Plus, its built-in 4 port MCU is activated with the purchase of a MultiPoint Plus Software License Key. HDX 8000 systems can be upgraded to 8 ports. This license allows you to connect up to three or seven far sites to one conference, and supports mixed IP and ISDN endpoints. Once you have activated the MultiPoint license in your HDX 8000 series, it s easy to make multipoint calls. You can add participants at any time during your conference, and can disconnect individual or all sites at any time. Adding a Site to a MultiPoint Call Call the first site as described on the previous page While in a call, press the Call button on the remote Dial the number you wish to call, or select it from the address book Repeat these steps until all sites are connected Disconnecting a Site in a MultiPoint Call While in a MultiPoint call, you can disconnect sites one at a time at any time during the call. Press the Hang Up button The disconnect screen will show you the sites connected in the call Press the number on the keypad, 1, 2, 3, etc. that corresponds with the site you want to disconnect The system will disconnect the site immediately; there will be no secondary confirmation To disconnect the entire call, press the Hang Up button twice, or select Hang Up All Using the Address Book to Store a MultiPoint Call Press the Directory button on the remote, or arrow to Directory on the home dialing screen Select New Select MultiPoint Select the participants and speed for the call, and assign a name to the group The next time you can select the group by group name from the address book Using an External Bridge If you need to connect, or bridge more sites, or if you do not have a MultiPoint License, you can connect your videoconference over an external bridge. SKC offers a full range of conferencing services, and can assist you with any bridged conferences you hold. For more information, call (888)

10 Cameras & Camera Presets Controlling the Near and Far End Cameras Press the Near or Far button on the remote control The on-screen camera icon will point towards you if controlling the near end camera, or away from you if you are controlling the far end camera Use the arrows on the remote to move the camera up/down and left/right The Zoom In/Out button will zoom the image as desired Note: Some system administrators will disable far end camera control What is a Camera Preset? The HDX 8000 series can store 100 local camera presets, letting you aim and zoom to specific locations with the touch of a button. This is similar to the radio presets in a car. You may also set camera presets for the far end location, if their system supports presets, and they allow remote sites to control their camera. Presets provide a quick, convenient way to move the camera to frequently used positions in the conference room. To Store Camera Presets Press the Near or Far button on the remote to let the system know which camera you are going to assign presets to. Adjust the camera position as described above When at the desired location, press and hold 0-9 on the keypad The camera location will now be assigned that preset number To reassign a preset, re-aim the camera, then press 0-9. This will override the existing preset. To clear all stored Presets, press Near, then select delete. When you power on the system, it will default to preset position 0 Using Camera Presets To view your presets, press the Preset button on the remote During a conference, press 0-9 to move the camera to its preset position The camera can be controlled with the arrows and zoom button after being moved to a preset location. This will not affect or change your preset assignments. Displaying a Document Camera or DVD/VCR If you have purchased a document camera or DVD/VCR, it can be used during video conferences Press the camera button on the remote Arrow to the Document Camera or DVD/VCR icon, then press enter To return to the main camera, repeat the above steps, selecting the first icon 8

11 Sharing PC Content Connecting a Laptop or PC You can connect your PC directly to the back of the HDX 8000 series system, allowing you to share live PC graphics during a videoconference. This is called content sharing. To Send PC Content Make sure your laptop is set up to share from the VGA out (monitor) port You may need to enable your VGA port with a keyboard command, commonly Function+F5 or +F8. Consult your IT department for instructions specific to your PC. Ideal PC screen resolution is 1024 x 768; 800 x 600 will sometimes work Press the Content button on the remote control Your video feed will be replaced with live graphics from the connected PC Far sites will view your PC content while content sharing is activated. Sending Content During MultiPoint Calls with 2 Monitors By default, you will see content on monitor 1 and the speaking remote site on monitor 2. If you would like to see all remote sites while sharing PC content, open the administrative settings on the HDX. In the monitor section, select: Monitor 1 screen: check Near, check Far, uncheck Content Monitor 2 screen: check Near, check Far, check Content. To Stop PC Content & Return to Video Conference Press the Content button on the remote control. Your video feed will resume. You can disconnect the cable without any harm to your computer, open documents, or open programs. People+Content IP If you have the People + Content IP software application installed on your computer, you can show content from any Windows XP or Windows 2000 computer that is connected to the network. To download this application, go to or contact your SKC representative at (800) People On Content The People On Content option allows you to show yourself on top of content that you are sharing. The effect is similar to a weather person standing in front of a map during a local newscast. Contact your SKC representative or technical support for information about enabling or configuring People On Content. 9

12 Full Screen & Picture-in-Picture Viewing Single Monitor Video Viewing When dialing from the home screen, you will see the near end video view in a small window. Upon connecting, the far end will automatically switch to full-monitor view. Most users prefer to view their local video as well, so they know what the far end is seeing during the conference. The HDX 8000 series has builtin Picture-in-Picture support, as well as Dual Monitor Emulation (described on the next page). Using Picture-In-Picture with Single Monitor Viewing Press Display (Picture-in-Picture) button on the remote control twice The PIP window will open with a yellow border around it While this yellow border is on, push the Display button to move the viewing window between the four corners of the screen. The PIP border will turn blue when it has locked into position The PIP window displays what your main camera is sending to the far end If a far site sends any type of content, you will see their content in the main part of the screen, and the people on the far end in your PIP window. You will lose local view of your room. To hide picture-in-picture, set the remote down, or lay the remote on its side to keep PIP viewing. Using Picture In Picture with Dual Monitor Viewing During video conferences, one monitor will show the near end, while the other shows the far end If a far site sends PC content, the content is displayed on one monitor, while the far end video displays on the other monitor. Local video can be viewed in PIP on the monitor with the far end. Swapping PIP Image with Full Screen Image Occasionally, you will want to swap the images seen in the small and large windows Press the Camera button on the remote control Select the camera already being used to swap the images Repeat these steps to swap the images back Ending Picture in Picture Display To end Picture-in-Picture display, push the Display button on the remote control or place the remote on the table. 10

13 Dual Monitor Emulation What is Dual Monitor Emulation? Polycom offers a unique dual monitor emulation (DME) feature, providing dual monitor-type display on a single monitor. With DME, users will see near & far end video simultaneously on the same monitor. During content presentations, the content will display on a single, large viewing area, while near & far end video appear in smaller windows. Turning On Dual Monitor Emulation Push the Home button on the remote control Arrow to the System button in the lower left corner of the screen, and press enter Select Admin Settings Select Monitors Select Monitors Arrow to Dual Monitor Emulation at the bottom of the page, and press enter to check the box Push the Home button on the remote control again, and proceed with your video call If in a call, press the blue Near button to return to your video call Turning Off Dual Monitor Emulation Repeat the steps above to access the Dual Monitor Emulation setting Press enter to un-check the setting Dual Monitor Emulation Settings & Controls By default, two equal sized, side by side viewing areas will appear Press the Display button once, and the far end video will appear full screen (no local view) Press Display a second time, and the far end will appear in a large viewing window, while the local view will open in a small window in the corner of the monitor If sending or receiving PC graphics, the content will appear in a large window, while the local and far video view will appear in two smaller windows. 11

14 Do Not Disturb Setting About Do Not Disturb By default, your HDX 8000 series system will automatically accept incoming video calls. This can be changed by your system administrator, or you can utilize the Do Not Disturb setting. When you have your HDX 8000 series set to Do Not Disturb, callers will hear a busy signal when trying to connect with your system, and you will not receive an on-screen notification of any incoming call attempts. You will be able to make outgoing calls. Turning On Do Not Disturb Push the Home button on the remote control On the Home screen, select in the lower right hand corner of the screen. Select ON to set the Do Not Disturb setting While Do Not Disturb is turned on, an icon will appear in the lower right corner of your monitor This icon will disappear when Do Not Disturb is turned off Turning Off Do Not Disturb Push the Home button on the remote control In the lower right hand corner, select this button: Select OFF to end the Do Not Disturb session Callers will again be able to dial in and connect to your video conferencing system 12

15 Tips for Effective Video Conferences Before Your Video Call Take time to experiment and practice with the equipment before your conference Learn how to use any accessories or peripherals, such as document cameras and DVD/VCRs Arrange a test conference beforehand, either to another site in your company, or to an SKC test site. Appoint a leader/facilitator for each site Distribute any needed materials before the meeting During Your Video Call Begin on time and stay focused on the goals of your meeting Introduce the conference participants, as you would in a face-to-face meeting Allow for a brief delay as each side speaks. Double your usual wait time after asking a question. Maintain eye contact by looking directly at the camera Clothes & Lighting Close any drapes or blinds, as daylight may conflict with room lighting Light pastels & muted colors look best in video conferences Avoid bright colored clothing, solid black or red, and busy patterns (ie checks or narrow stripes) If you wear white, a jacket or sweater will improve contrast Avoid clothes that match the wall color Be aware of any jewelry that jingles, as the noise will be picked up by the microphone(s) Red lipstick and dark eye shadow are not ideal in video conferences Speak & Act Naturally Use natural gestures when you speak, just as you would if you were in the same room Speak normally, and don t shout. The mics are designed to pick up your voice at normal volumes. Ask questions and encourage participation by all conference attendees, near and far Talk a bit slower than normal to ensure you are heard clearly Avoid interrupting another speaker Cameras & Microphones Position mics in the center of the table, and use additional mics in larger rooms Use mute, especially when moving the microphones Avoid rustling papers, tapping, and other distracting noises, especially near the mics Be aware of live microphones at all times. Even if you think you are muted, act as if you re not Limit side conversations. The mics pick up even quiet conversations and whispering. Fill the screen with the people in the conference, rather than tables, chairs, walls or floor space Set and use your camera presets for quick, easy camera placement 13

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20 2008 SKC Communication Products, Inc.