Video Conferencing using the Tandberg C20

Transcription

1 Video Conferencing using the Tandberg C20 Introduction The University has six mobile video conferencing units (VCUs) available. Each unit consists of a Tandberg C20 video control system connected to twin 40-inch Samsung LCD monitors with a conference microphone and a VCU remote control. 40" LCD Samsung monitors HD Camera Remote control Tandberg C20 Video Conferencing unit Trolley Conference Microphone Figure 1 - Mobile Video Conferencing Unit (VCU) Please see the Quick Guide to using the Tandberg Remote document for further instructions. The Samsung LCD monitors are pre-configured and don't require a remote. Figure 2 - Tandberg C20 Remote Control

2 Brief instructions on how to use the VCU come with the unit. If in doubt, print this document and take it with you. Pre-requisites Before you start, you must check on the availability of the VCU you wish to use and book a suitable room. See Appendix 1 for full booking instructions. One mobile VCU is located at each of the following University buildings: Location VCU Phonebook name Park Square (Luton) Park Square Mobile 1 (H323) Vicarage St (Luton) Park Square Mobile 2 (H323) Putteridge Bury (Luton) Putteridge Bury Mobile 1 (H323) Butterfield Park (Luton) Butterfield Mobile 1 (H323) Polhill (Bedford) Bedford Polhill Mobile 1 (H323) Oxford House (Aylesbury) Oxford House Mobile 1 (H323) There are also a couple of fixed VCUs in the University, including one at Moot Court. For video conferencing to work in a room, each VCU requires: 1x power socket 1x standard 'live' University network point (NOT a phone point!) Switching on Connect the network lead to a live network point, then plug the unit into the power supply and turn the socket on. It will take approximately two minutes from switching on before the monitors power up and the VCU is ready for use. When you see some green lights on the front of the unit and green lights on the monitors and on the microphone, then you are ready to proceed (Figure 3). ICT (November 2012) Page 2 v1.2r

3 Note that some lights will blink. This is perfectly normal. Ignoring the HD camera, if you see any red lights on the boxes you should contact the IT Helpdesk on extension With the VCU switched on, picking up the Tandberg remote (Figure 2) from the sides will take the unit out of standby. If it doesn't immediately respond, press any button on the remote to wake the unit up. Figure 3 - VCU ready and waiting The HD camera moves and an image from the camera will appear on one of the monitors to confirm it is working. Note that the red/orange light on the HD camera only switches on when the unit is engaged in an active video conference call. Working Network Connection With the unit connected to the network, its designated name (e.g. parksquare-mobile1) displays in the top-left corner of the left monitor. University wallpaper HD Camera image Figure 4 - Monitor showing unit name (top-left corner) ICT (November 2012) Page 3 v1.2r

4 If the unit says 'No LAN' or reports 'Not registered' then please check the network cable or try a different network point. If this makes no difference, contact the IT Helpdesk on extension Making a call You make a video conferencing call on the VCU using one of the following methods: Find and select an entry in the VCU's Phonebook (e.g. another University VCU, the University's Conference Bridge or a specific entry previously added to the Phonebook) Dial either an E.164 number or an IP address using the remote's numeric keypad Wait for the VCU to auto-answer a call or you answer an incoming call by pressing the green call button on the remote. When pressed, the controls on the remote highlight various menu options. The button is used to select a highlighted option whilst returns to the previous option or screen. Finally, press to accept the selection. Using the Phonebook to make a call Press the Phonebook button (left) on the Tandberg remote. Move through the Phonebook categories using and use to select the entry to call. Desired action Phonebook Category Entry selection Calling another University VCU UoB Systems e.g. Park Square Mobile 2 (H323) Calling the Conference Bridge UoB Systems Conference Bridge (H323) For other entries in the Phonebook, move to the relevant category using the remote's buttons, and then make your selection. The Conference Bridge The University's Conference Bridge connects many people (both internal and external) for a video conference call. People either connect to the Bridge via: ICT (November 2012) Page 4 v1.2r

5 A University VCU A computer using software like 'ConferenceMe' for Windows or xmeeting for Mac OS-X. See the 'Using ConferenceMe Software for Windows' or Using xmeeting for Mac OS-X documents for further details. When you connect to the University's Conference Bridge on a VCU, you see the current list of conferences (Figure 5). Options here map to the 'function buttons' along the top of the VCU's remote. Figure 5 - Example VCU conference list on the Conference Bridge A list of current conference calls appear (e.g. Academic Hearing, or test as shown in Figure 5). See Appendix 1 for how to book conferences. 1. Press any button then quickly press the first function button along the top of the remote (assigned as 'Far end') whilst the menu remains in view (Figure 5). If the menu disappears, just repeat this step. 2. Press and then press to select the conference to join. Press to return to the previous menu option if you then change your mind. 3. Wait until the on-screen menu disappears (or press the last function key on the remote to 'exit'), then type in the PIN using the numeric keypad and press # to confirm. You then join the conference. If you make a mistake entering the PIN, press to clear the PIN and start again. 4. If others are already in the conference call, you should hopefully see and hear them! ICT (November 2012) Page 5 v1.2r

6 Monitor configuration You can change what appears on the Samsung monitors via the Tandberg remote. You can also manually control where the HD camera points via the same remote. Please see the Quick Guide to using the Tandberg Remote document for instructions. Dialling a E.164 number If you know the E.164 number of another VCU (internal or external to the University network), you can enter the relevant number via the numerical keypad on the Tandberg remote as soon as the VCU connects to the network. Figure 6 - Numerical keypad Enter the number and press the 'Confirm' button or the green telephone button on the remote to start the call. Entering an IP address If you know the IP Address of another VCU (internal or external to the University network), you can enter the number via the numerical keypad on the Tandberg remote as soon as the VCU connects to the network. To put full stops into an IP address, type the first number (e.g.190) then press the first Function key along the top of the remote to switch to alpha mode (abc), press 1 to enter a decimal point/full stop, then press the first Function key again to return to numeric mode (123) and continue. Anyone who uses a mobile phone should recognise this input method already! ICT (November 2012) Page 6 v1.2r

7 Waiting for an incoming conference call Having confirmed the connection to the University network, wait for the call to come through. If the VCU doesn't auto-answer after a few rings then press the green 'Call' button to answer the call. ICT (November 2012) Page 7 v1.2r

8 VCU bookings for parksquare mobile1 and polhill mobile1 Mid-range timeline view University VCU's Appendix 1 - How to book a video conferencing unit Visit servicedesk.beds.ac.uk/videoconf and check that the VCU you want is available on the date and time you need. Grab the timeline with your mouse and roll left or right to move through the dates. VCU bookings for parksquare mobile1 and polhill mobile1 Day timeline view Long-range timeline view Figure 7 - Schedule at servicedesk.beds.ac.uk/videoconf The light grey area in the middle of the timeline shows what is booked for that period. Each entry is coloured according to the VCU that is booked. Clicking on a booked entry in the Day timeline view will display more information. Figure 8 - Raise Service Request Having checked the availability, log an ISD Service Request on the ICT Service Desk stating when, where and with whom the video conference is due to take place. Include all participants and any extra University VCUs if required. The ICT Service Desk sends an back confirming all your details. Please ring or the ICT Service Desk on ext if you need to cancel your VCU booking. ICT (November 2012) Page 8 v1.2r