HOW TO USE A VIDEO CONFERENCE TAFE WESTERN HOW TO USE A VIDEO CONFERENCE Introduction for TAFE Western Staff www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 1 of 15
Table of Contents 1. Video Conference equipment... 3 Polycom HDX 6000... 3 Polycom HDX 4000... 4 2. Polycom Remote Control... 5 3. Check equipment... 6 Polycom HDX 6000... 6 Polycom HDX 4000... 7 4. Identify number to dial... 8 5. Making a call... 9 6. Microphone... 9 7. Camera What should I see?... 11 Polycom HDX 4000... 11 Polycom HDX 6000... 12 8. Camera What should they see?... 13 Polycom HDX 4000... 13 Polycom HDX 6000... 14 9. Camera Presets... 14 Where do I get support?... 15 www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 2 of 15
1. Video Conference equipment Polycom HDX 6000 Camera Television / Display Desk Microphone Trolley Remote Control Codec www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 3 of 15
Video Conference equipment Polycom HDX 4000 Camera (with privacy shutter) Hand held remote control sensor (point here) Codec Power Monitor/Display Controller Remote Control www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 4 of 15
2. Polycom Remote Control www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 5 of 15
3. Check equipment Polycom HDX 6000 1. Turn the television on using remote control/button on side 2. Check the Video Conference unit is powered on Point remote control at the Camera and press Home button If the camera moves, the VC unit is turned on and you will see a light on the microphone/codec If not, check power cable is connected securely, plugged in and turned on Also, check Codec is turned on (button at front) 3. Check the Video Conference unit is connected to the network Point remote control at the Camera and press Home button If you can see an IP address at the bottom of the screen you are connected to the network If your IP address is 0.0.0.0 you need to check the connection between the VC unit and the data outlet in the room. Check cables are secure and connected. If you have any issues, contact the Service Desk 02 6885 7555 TAFE Western ICT Unit (Option 4) www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 6 of 15
Check equipment Polycom HDX 4000 1. Check monitor is turned on by pressing a key on controller or remote. The power button is on the side of the monitor Check VC unit is powered on (front of Codec) 2. Check privacy shutter is open at the top of monitor 3. Check the Video Conference unit is connected to the network If you can see an IP address at the bottom of the screen you are connected to the network If your IP address is 0.0.0.0 you need to check the connection between the VC unit and the data outlet in the room. Check cables are secure and connected. If you have any issues, contact the Service Desk 02 6885 7555 TAFE Western ICT Unit (Option 4) You might not have a hand held remote control for the Polycom HDX 4000, there is a controller on the base of the VC. https://witwww.tafensw.edu.au/files/dmfile/polycomhdx4000_controller_guide11.pdf www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 7 of 15
4. Identify number to dial In most cases you will be given a VC number or VMR number to dial. To identify the E164, Point to Point (P2P) number or VMR number of the VC unit you are using, you can find it by: Your number: A sticker on the television or the VC unit, similar to this: Brewarrina TAFE Rm A1.G2 VMR: 600607006 P2P: 20607006 IP Address: 172.18.184.25 VC Support: 02 6885 7555 Option 3 On the TAFE Western intranet site https://witwww.tafensw.edu.au/corporate-services/information-and-communications-technology/videoconferencing At the bottom of the Video Conference home screen My Extension = E164 / Point to Point number Their number: Ask other sited to perform the above steps. www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 8 of 15
5. Making a call 1. Type the VC number of the endpoint or conference you are joining 2. Type in number identified in previous step, or use the VC Directory 3. Press Call/OK or the green button on the remote control / controller 4. To end a call, press Hang up or the red button. 6. Microphone Placement of your microphone in the Video Conference room is important. For those endpoints that have a microphone with a long lead, place it in the centre of the participants where practical. These microphones are sensitive and pick up background noises, such as all talking and rustling of paper, chairs scraping etc. It is recommended you speak in a normal voice, speaking loudly does not improve the audio. www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 9 of 15
It is recommended participants keep their microphone on mute when not speaking between sites. Mute the microphone by pressing the button in the middle of the unit, or use the remote control. When using the remote control, it is not visible on the remote control if you are on mute or not. You need to check the light on the room microphone or the controller to confirm your status. Red lights = mute; Green lights = open microphone www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 10 of 15
7. Camera What should I see? The position and setting of the camera is important in a Video Conference session. Polycom HDX 4000 To change what you see on the screen: Press the Display button As you continue to press the Display button, with a small time delay, what you see on the screen will change The number of sites involved in the Video Conference will also change the format of the screen Sample screens are shown here: Participants will have eye contact with you, when you look at the camera at the top of the monitor each time you speak. www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 11 of 15
Camera What should I see? The position and setting of the camera is important in a Video Conference session. Polycom HDX 6000 The camera in this Video Conference unit can be moved using the hand held remote control. You can zoom in and out, move from side to side and set camera settings. To change what you see on the screen: Press the Camera button Using the arrows, select the icon as shown in Number 1 and press ok This will swap what you see as full screen to what you see in the Picture in Picture (small screen) Repeating this instruction, will swap the screens back to their original position. Pressing the Display button on the remote control will move the small Picture in Picture around the screen, or remove it. www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 12 of 15
8. Camera What should they see? The position and setting of the camera is important in a Video Conference session. Polycom HDX 4000 The camera in this Video Conference unit is fixed. You will need to physically move the Video Conference monitor to change where the camera is pointing. The Zoom function will not operate. Firstly, check the privacy shutter is open. If you cannot see yourself on the screen, press the Display button until you can. Physically move yourself or the Video Conference unit so you are sitting in the centre of the camera shot. Other considerations: Check lighting within the room close blinds if needed Keep neat and tidy area on camera Minimise movement and distractions Colour of clothing on camera Maintain good posture on camera Make eye contact with camera www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 13 of 15
Camera What should they see? The position and setting of the camera is important in a Video Conference session. Polycom HDX 6000 The camera in this Video Conference unit can be moved using the hand held remote control. You can zoom in and out, move from side to side and set camera settings. Ensure you are operating your own camera by pressing Near on the remote control If you cannot see yourself on the television screen, press the Camera button on the hand held remote control, select View 1 and press ok (as outlined in previous step) Use the arrows to move the camera to a suitable view. If you wish to move between camera shots during a Video Conference session, it is recommended that you set Camera Settings prior to the session. 9. Camera Presets It is suggested you check existing camera presets by pressing buttons 1 9 and make a note of any settings that meet your needs. If not, move the camera to location you want to set and hold one of the numbers down until you see a message on the television screen to tell you the camera setting has been stored. If you write the camera preset down, you can quickly select the correct number during the live session. You can view which numbers have Camera Presets stored against them by pressing the Preset button on the remote control. Other considerations: Check lighting within the room close blinds if needed Keep neat and tidy area on camera Minimise movement and distractions Colour of clothing on camera Maintain good posture on camera Make eye contact with camera www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 14 of 15
Where do I get support? ITD (Information Technology Directorate) - Service Desk 02 6885 7555 (Option 3) TAFE Western ICT Unit - Service Desk 02 6885 7555 (Option 4) www.wit.tafensw.edu.au How to use a Video Conference Created on 1/20/2015 3:10:00 PM Page 15 of 15
Filename: How to use a Video Conference Directory: C:\Users\fwatts4\Dropbox\Staff Support Documents (1)\Bridgit Template: C:\Users\fwatts4\AppData\Roaming\Microsoft\Templates \Normal.dotm Title: www.wit.tafensw.edu.au Adobe Connect Introduction Subject: Author: WIT;eLearning Support Keywords: Adobe Connect Introduction Comments: Creation Date: 20/01/2015 3:10:00 PM Change Number: 38 Last Saved On: 8/04/2015 12:26:00 PM Last Saved By: Watts, Fiona Total Editing Time: 463 Minutes Last Printed On: 8/04/2015 12:27:00 PM As of Last Complete Printing Number of Pages: 15 Number of Words: 1,454 (approx.) Number of Characters: 8,289 (approx.)