COLLEGE OF MEDICINE Sony Portable Video Conference Systems Operations Manual
SONY PORTABLE VIDEO CONFERENCE SYSTEM OPERATIONS MANUAL Produced by the University of Saskatchewan DIVISION OF MEDIA AND TECHNOLOGY
Table of Contents Setup & Configuration 1 Making a Call 2 Receiving a Call 3 Tear Down 4 Basic Trouble Shooting 5 Tips and Best Practices 6
Chapter 1 Setup and Configuration 1. The first thing that needs to be done is to plug the cart into a power outlet and to plug the network cable into the network jack in the room. Once this is done turn on the system by pressing the power button on the video conference unit. Power Button 2. Using the Sony TV remote the Monitor must be turned on and set to INPUT 1 using the TV/VIDEO button in the top right corner of the remote. TV/VIDEO 4
3. The volume for the entire system is controlled by the same remote as well volume up and down. 4. Once the Unit has powered up the Main screen will appear on the monitor. Navigation of the menus and calls are done from this main screen on the video conference system. 5. The menu system is controlled by using the Sony IPELA remote control. The item HIGHLIGHTED in yellow is the selection to be made and moved by using the 4 arrow keys on the remote. The selection is made by pressing the enter button. 5
Menu control buttons 6. If the system is plugged into the network and configured properly you will see and IP: number in the bottom of the screen, the number displayed depends on the LAN settings in the menu. IP Address 6
7. Before a call is dialed or received the camera position must be set up. From the main menu simply press the PIP button the camera window will appear full screen. Adjust the camera Pan/Tilt by using the 4 arrow keys. Adjust the Zoom by using the Zoom buttons(w-zoom out, T-zoom in). Once this is completed press the Return button to return to the main menu. PIP Zoom 8. The Microphone must be placed at a location close to the presenter and away from the monitor. The button on the top of the microphone is a Mute button. When the lights are green the mic is on and when they are red the mic is muted. 7
9. This Sony video conference system is capable of accepting a 1024x768 (XGA) computer signal via the Data Solution Box. There are 2 inputs on the front of the box labeled RGB A and RGB B. The input Switches are on the top of the Box and the light indicates which input is selected. 8
Chapter 2 Making a Conference call 1. There are 2 different ways to make a call from the Main menu. The first is if you know the IP number of the other participating site you can enter the number in the IP box at the bottom of the Main Screen and move the yellow cursor to DIAL and push enter or push the CONNECT/DISCONNECT button on the remote. Connect/Disconnect IP address Box 2. The other way to make a call is to use the Phone Book, which is selected from the Main Screen. Once the phone book menu is open you select the entry by using the Alphabetical menu options on the left and press the enter button. This brings up a small menu where you can select Dial or any of the other options available. To enter a new phone book entry select New Entry from the menu and a new menu page opens. Simply enter the IP address associated with the caller, enter the name you wish to call it in the Index, make sure the Line I/F is set to IP, and then select the Bandwidth you wish to set the call to. The default bandwidth is 1024 Kbps, some networks may require that you select a lower speed but that can be determined by the technicians involved. Once finished highlight and press SAVE in the Bottom corner and the entry is now in the Phone Book. 9
Phone Book Menu Phone Book New Entry Window 3. Once connected to a call you can change the video signal being sent to the other site by using the Video Input button on the remote. Once pressed a small Video Input Select menu will appear. By using the arrow keys on the remote and the enter button select the desired input and press enter. 4. To send a computer presentation instead of video, select the proper input on the Data Solution Box and press SEND on the DSB itself or press the Presentation button on the remote. To stop sending press either button again. 10
PIP button Presentation Button Video Input Button 5. Once connected the Main menu will disappear and the Far End video will appear on screen. There is a small Picture in Picture window that will appear as well; this is the video from your local machine that you are sending to the other end. This window can be moved around the screen or turned off all together by pressing the PIP button on the remote. Far End Video PIP window 11
6. You can move the camera once connected to a call as well by using the arrow buttons and the zoom buttons on the remote at any time. 7. The system is capable of making MULTIPOINT calls which can connect more than one site at a time. To do this you must first connect to one site and then once connected press the CONNECT/DISCONNECT button and a menu will appear, from this menu select the phone book for the new number or type it in the box manually and push CONNECET/DISCONNECT again to dial the number. Up to 3 additional sites can be connected to a multipoint call. 8. To end a call press the CONNECT/DISCONNECT button on the remote and another small menu will appear and press the CONNECT/DISCONNECT button once more to end the call. Chapter 3 Receiving a Conference Call 1. The Video conference system is set to Auto Answer so when someone dials into the system using the IP address you have given them it answers the call automatically so no action is required by the user to accept the call. The system sets the microphone to OFF so it will need to be turned on using the MIC ON/OFF button on the remote MIC ON/OFF 12
2. Once the call has been connected all the functions of the system are the same as when you make a call. You must put the microphone close to the presenter and adjust the camera shot for your needs. Chapter 4 Equipment Tear Down 1. Once the call has been completed all that is required is you turn the Monitor off by using the remote control, turn off the video conference system by pressing the power button on the front of the unit. Wrap up the microphone and data solution box cables, disconnect the power and the network cable and everything is complete. Chapter 5 Basic Troubleshooting Procedures 1. There are a few Basic steps one can take to do some troubleshooting if there is a problem. First is of course to make sure that everything is connected properly, especially the network connection. Next is to make sure there are fresh batteries in both of the remote controllers. 2. Make sure the monitor is on the correct video input, VIDEO 1 3. There are 3 LED lights on the front on the video conference unit itself. An ONLINE, a POWER/STANDBY, and LAN ALERT. When the unit is turned on the POWER/STANDBY light will be green. If the Network is disconnected or there may be a problem the LAN ALERT light will turn orange. Once connected to a call properly the ON LINE light will turn blue. 13
4. One other quick troubleshooting technique is to go to the Status page in the menu. To get there from the main menu press and hold the menu button on the remote control, move the highlighted area to STATUS and press enter. Once this opens there are some indicators for the status of the call you are connected to. Call Status 5. These windows will just show what s happening during the call, if it is connected, if you are sending and receiving audio and video. These are some basic troubleshooting methods; remember that most likely the problem is simple like a cable disconnected or dead batteries or simply a wrong button push on the remote. Any further troubleshooting will require a Technician s help. 14
Chapter 6 Tips and Best Practices Here are a few tips to make sure your video conference call goes well 1. Remember your receiving audience! welcome them; look at them; directly ask them questions throughout the lecture. 2. Ask participants at receiving sites to sit in view of camera (they may be sitting out of sight!) 3. Ask if receiving learners can hear/see you and your presentation materials. 4. Encourage all learners at all sites to speak clearly into microphones. 5. Questions asked without using microphone cannot be heard by the receiving audience. 6. Use the cursor to point to objects on PowerPoint. Laser pointers can t be seen at the distant sites. Produced by the University of Saskatchewan DIVISION OF MEDIA AND TECHNOLOGY For More Information Contact Us at (306)966-4263 15
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