Lincoln University Video Conference User Guide

Transcription

1 Lincoln University Video Conference User Guide Original 20 th July 2006 Updated 22 nd September 2009 Tandberg 880 MXP Video Conferencing Unit

2 TANDBERG REMOTE CONTROL QUICK REFERENCE In the text QF#1 = Mic Off button, QF#2 = navigation etc Support Numbers ITS help desk x8048 ( ) Public IP address: Welcome Screen and outside call menu Important Icons Place a call Standby/Power off Address Book Camera Control Camera / PC / Document Camera Configuration Options Volume off Microphone Off Floor Back/Cancel button & Cancel Key Camera Presets

3 Getting Started Get connected from the TV cabinet get The microphone place on desk in front of you. Make sure the cable is facing towards the TV. The PC monitor cable (if you are using a PC in your Video conference) set laptop to use datashow and plug in the cable. There s a network cable next to the document camera for the Lincoln LAN. Remote controls for: the Tandberg VC, the TV and optionally the VHS recorder if you are using it Switch on equipment The television, selecting the Video1 channel, and set the volume to about 30. Switch on the Document Camera (if you are going to use it) and optionally the lamps VCR, if used to record your session for training purposes (exact operation depends on model, these instructions assume a Panasonic NV-SD20) Press Operate to switch on the VCR. Select channel AI on the VCR. Press the Record button. Note: you cannot use this VCR for playing tapes as part of your presentation. Switch on the Tandberg unit by pressing the OK/Menu (QF#10) and you should see the Welcome screen. If there are no lights on the front and the unit doesn t respond to the remote control, check the power switch on the rear of the unit. Make sure the VC volume control isn t turned all the way down so you see Check the Camera Presets The VC equipment is configured with the following preset camera positions/sources: Preset Seated Presenter Optional Description at other end of tables PC Whiteboard Document Camera You should make sure they haven t been changed, or you might get a surprise during your video conference. To check the presets: Make sure you are in Selfview mode press QF#12 a couple of times if you aren t sure From the menu select Camera Control then Display Preset. Use the navigation keys (QF#10) to select 1, 2, and 3 in turn, clicking OK/Menu each time to switch. Because Selfview is on, the TV screen will show each of the sources in turn. For presets 1 and 3 the camera lens will swivel, zoom and focus on at the preset locations. If the presets are not as they should be, please refer to the Troubleshooting section at the end of this guide to find out how to reset them, or use manual camera control if you haven t time. If you are using a laptop, make sure the laptop is set to use an external monitor/datashow Tip: In a conference, you can quickly switch between presets by pressing 1,2 or 3 on the remote control. Understand VC Calling Methods The Lincoln Tandberg VC equipment only supports IP Video Conferencing. It does NOT support ISDN. However you can conference with ISDN users by using an external video conferencing bridge that supports IP and ISDN video conference. Contact the Service Desk for more information Public IP this is a growing international standard that uses the public Internet. End nodes can be referenced by an IP address, for example or a DNS name like tandberg1.ibm.com. IP addresses though harder to remember are easier to enter into the remote control. H:\My Documents\Procedures\Clone\Video Conference\Lincoln Tandberg quick reference guide v2.doc 3

4 Call Types Calls are of two types: one to one Direct communication between two video conference units or end-points, as they are known. You either call them, or they call you. Sometimes firewall rules at the other end may mean that they must call you. To call another video conference bridge you need to know their IP address likewise for them to call you, give them our IP address, bridged Allows multiple parties to conference together. Our Tandberg also contains a built-in bridge. This bridge can handle a total of 4 connected sessions that s 3 external parties and the Tandberg unit itself. The KAREN NZ Advanced network runs a video conferencing bridge. Talk to the Service Desk for more information about making a booking. The IP address of the KAREN bridge is loaded into the Tandberg s address book. What you need to know before placing a call When you are organising a one to one VC it is important to make sure the other end knows we only support IP video conferencing. If you are using a bridge you need to know the IP address or name of the bridge, and any special PINs or other access information needed to join the bridge. It is also generally a good idea to have a cellphone/telephone number to hand for each of the participant venues. Whilst you can connect a laptop to the video conference bridge, the quality of the image at the other end is unlikely to be as good. You may consider it better to send ahead any powerpoint slide decks etc so they can view them on their own computer as you speak to them. Booking the equipment You need to book your video conference session via the Service Desk. If you need any additional AV resources you can book this at the same time. It is possible to connect a document camera to the video conference unit. Support during a call Lincoln University Helpdesk x8048 during normal working hours. If you are using a conferencing bridge, you will probably find they have more extensive support hours. Check their website. H:\My Documents\Procedures\Clone\Video Conference\Lincoln Tandberg quick reference guide v2.doc 4

5 Receiving a one to one VC Call This is very easy. The remote party will call you using the Lincoln VC IP address It may be a one to one conference, or you may be called by an external video bridge. The VC equipment is not set to auto-answer. Make sure the TV is on. You will hear a ringing tone, and see a message on the screen. You will be asked whether you want to accept the call. To accept the call just press the green button on the VC remote control. It is good etiquette to mute your microphone when you are not speaking, in fact when using some video conference bridges, the system automatically switches the video when it hears someone speaking, or coughing, or conferring with a colleague. The microphone mute button is the yellow button on the remote control (QF#1). When your microphone is muted you will see this icon on the screen. To end the call at any time click on the Red End call key (QF#14) and then the Red key again or OK/Menu to confirm. Placing a one to one VC call There are three ways to dial: Press the Call key (QF#6) and enter the number or IP address using the keypad Press the Phone Book key (QF#13) and select from previously dialled numbers, My Contacts or the list of numbers. Just start entering numbers on the remote control You separate the 4 parts of an IP address by pressing the *. Key twice to get a. You will be prompted to confirm the call, and the connection will be attempted. If the other party VC equipment is set for auto answer then the other end will pick up automatically. Otherwise it will ring at their end. If they don t answer within a certain timeout, the call will fail. You can quickly redial using the Phone Book key and selecting the IP address from the Last dialled list. Once connected what you see will depend on your screen layout (QF#4) and Selfview (QF#12) settings, you will either see the other end, some combination of both of you or just your end. Make sure that the microphone isn t muted and the VC volume control (QF#3) isn t turned all the way down. When your microphone is muted you will see this icon on the screen. Make sure the VC volume control isn t turned all the way down so you see. You can now just speak and be heard and seen at the other end. H:\My Documents\Procedures\Clone\Video Conference\Lincoln Tandberg quick reference guide v2.doc 5

6 Running a Bridged conference using the built-in Multi-site Bridge You can either choose to call out to the participants, or have them call you. If you call out you simply add new callers to the conference, if they call in, you simply accept the incoming call. The 880 will then automatically split the screen up into a maximum of 4 and send the images down to all participants. Just use the green call button, or address book entries to call and add sites to the conference, or accept incoming calls to your conference. You can then use the red close call button to close either the entire conference or drop out individual sites. If it is simply talking heads then you can leave the video layout as a stream from each site, with everyone seeing everyone else, or you can take the floor using the floor control option and have your full screen video sent to everyone. Depending on the state of your selfview button, you can continue to see all four sites whilst sending out the full screen view. You must use floor control when using the PC, whiteboard or document camera, as the image at the other end (just a quarter of the screen) will be too small otherwise. Note: there may be bandwidth limitations when using the built in Multi-site bridge. The Tandberg can use up to 1.1Mb/s, but other sites may have a much more limited bandwidth available to them. The video conference equipment should switch to a lower bandwidth to accommodate the video stream, but it may produce unacceptable quality. Floor Control You can join up to 3 other parties to your video conference, and the screen will automatically split. In order to send a full screen image to all the other participants (and reset to the split screen) you must switch control of the floor by using Request and Release Floor 1. Open the Main Menu by pressing OK/Menu 2. Choose Conference Services and press OK/Menu 3. Choose Request Floor and press OK/Menu. A floor indicator will appear when you have floor. 4. When done, press the same button again, which now means Release Floor. The Floor indicator disappears. Keep an eye on what you are sending to the other participants by using the Selfview button every now and then. H:\My Documents\Procedures\Clone\Video Conference\Lincoln Tandberg quick reference guide v2.doc 6

7 In Call Operations Guide Picture Layout Control The first thing you probably want to do once a call is underway is decide what you see on your TV screen during the call. Everyone will have their own preference. However, by default, unless in Selfview mode (QF#12), you will see a full screen image of the remote end. In the case of a bridged call, this will probably be you to start with if you got onto the bridge first, and everyone else has their microphones muted. You can switch between seeing a full screen of what you are sending everyone else, and what you are receiving from the other end by repeatedly pressing the SelfView button. If you press the Layout key (QF#4) you can see both a full screen image and a smaller picture-in-picture image. Repeatedly pressing the Layout key will move the small image around the screen. Which end appears full screen, and which appears in the small image is again controlled by the SelfView key. If you using the whiteboard, the document camera or a PC, you may prefer to have a selfview of these sources occupying the full screen image, as it is important to make sure that what you are writing is legible on a 29 TV many sites may have this sort of display, and some other sites will use smaller ones. Note: In order for you to see a video feed from any given site when teaching using a bridge, you must ask someone at that site to speak, this will then cause them to take the floor, and everyone will see their video. You should avoid open ended questions directed at no-one in particular. This can cause issues with multiple switching as people at different sites chime in with answers. This wastes time and is frustrating. Selecting video source and preset camera angles in a call If you want to change from say, the main seated presentation mode, to the whiteboard, you can use either the menu commands detailed on the Getting Started page, or you can use one of two shortcut ways: Either use the remote control short cuts: Press 2 on the remote control for your connected PC Press 3 for the whiteboard view Press 4 for the document camera (if connected) and Press 1 to go back to the main seated view Or use the blue Presentation key (QF#9). Pressing this once, quickly, will select the secondary source, PC by default, press it again and you go back to the main seated view. If you press and hold the Presentation key, you get a menu of sources to choose from. You can now select the source you want to use. This will then become the secondary source, which you can switch quickly between by using the blue Presentation key. TIP: The Presentation key will always enable you to switch between sources, even where someone has mucked up the presets. It doesn t, however, enable you to store and select different camera views (which is what is happening with presets 1 and 3). H:\My Documents\Procedures\Clone\Video Conference\Lincoln Tandberg quick reference guide v2.doc 7

8 Ending a Call / Shutting down the equipment The remote control works very much like a cell phone. Press End Call from the menu or the Red key (QF#14) to bring up the End Call dialog. Press End Call or the Red key again to end the call. Just press Cancel to continue the call instead of ending it. Troubleshooting / Extra Notes What happens if someone loses their audio or video? If you are in a one to one conference, simply end the call, and call again. It is probably a good idea to establish a protocol, so that you both don t try calling each other at the same time, or worse, both parties sit around waiting for the other to call. It may simply be that the party organizing the conference should be originating the calls. If you are using a VC bridge, the party who has lost their connection or partial connection, should hang up and re-connect and sign in again. Alternatively if you are using an external bridge provider who called you to join you into the conference, you should ring their support number and get them to call you so that they can re-join you to the conference. Checking the Audio setup of the TV If you want to check the audio select Configuration Options from the VC menu (if it isn t on screen, press OK/Menu) and then select the Audio Demo twice. You can cancel the demo by hitting TIP: the Volume control on the VC remote control affects how loud your audio is at the far end it does not affect the volume on your TV. Use your TV remote for that. If you turn the volume down on the VC remote control, the other end will not be able to hear you. Resetting the Camera Presets Setting a preset is a combination of selecting the video source (camera, PC, document camera) and if appropriate a particular camera position and zoom setting and then saving them to a preset position. How to save a new preset directly from the remote control (in a call): Move the camera to the desired position or select the desired video source that you would like to store as a preset. Press a number on the remote control for 1 second to save the preset. The new camera/source preset will overwrite any existing preset on that number. H:\My Documents\Procedures\Clone\Video Conference\Lincoln Tandberg quick reference guide v2.doc 8

9 How to save a new Preset via the menu (in or out of a call): Move the camera to the desired position or select the desired video source that you would like to store as a preset. Select Camera Control Save New Camera Preset in the menu Enter the appropriate Preset number and press OK/Menu Type a name for the preset to make it easier to separate the different preset (please use the names from the Getting Started page) Press Save. The new camera Preset will overwrite any existing camera preset on that number. How to check the call quality / run diagnostics If you contact support during a call you may be asked to run a diagnostic command on the Tandberg to gather information about the current call. The screen shots here may be updated with software updates on the Tandberg. Also, during normal operating hours, the Service Desk can connect to the Tandberg and manage it remotely. Press the OK/Menu key (QF#10) and select the Configuration Options menu: Then select the Diagnostics menu: From here you will be directed to select a Diagnostic option by your support person. To quit Diagnostics repeatedly hit the Cancel key (QF#5) or select the Back option. H:\My Documents\Procedures\Clone\Video Conference\Lincoln Tandberg quick reference guide v2.doc 9

10 About the Optional Document Camera Ask the Service Desk to install the Document Camera when it is needed. It must be plugged into the correct input on the back of the Tandberg unit. The document camera is stored with the arm down. To release the arm you must press and hold the large beige Arm release button (see picture). After raising the arm as far as it will go, pull out the extendable camera arm fully and gently adjust the camera head unit until it is parallel with the base board. Pull up the lamps from the baseboard, and when needed switch on the lamps. Note: after placing your material and perhaps adjusting the zoom you will need to press the Autofocus button momentarily. Extendable camera arm Arm release button Power switch Zoom controls Lamp switch Autofocus button For best results when using the document camera, you should check the zoom and focus before starting your conference, see Getting Started section. You can also illuminate the camera base from below, and this may be useful for displaying and writing on acetates. Take care not to write on the document camera base board H:\My Documents\Procedures\Clone\Video Conference\Lincoln Tandberg quick reference guide v2.doc 10