Getting Started Guide
for the VSX™ Series
July 2004 Edition
3725-21286-005/A
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Contents
Getting More Information...................................................................................................... 3
Placing a Video Call.............................................................................................................. 4
Types of Video Calls You Can Make......................................................................................... 7
Placing Audio-only Calls and Adding Audio-Only Sites (VSX 8000)............................................... 8
Ending an Audio-Only Call..................................................................................................... 9
Setting and Using Camera Presets.........................................................................................12
Enjoying Stereo Audio in Video Calls......................................................................................17
Showing Content from a Laptop or PC....................................................................................18
About Multipoint Calls..........................................................................................................24
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GETTING STARTED GUIDE FOR THE VSX SERIES
Scheduling Calls................................................................................. 31
Placing a Video Call with the VTX Conference Phone.................................................................32
Adding Sites to a Video Call Using the VTX Conference Phone....................................................32
Muting the Audio in a Call that Includes a VTX Conference Phone...............................................33
Adding Video to a VTX Conference Phone Audio-only Call..........................................................33
Ending a Call......................................................................................................................33
Ending a Call with Audio-Only Participants..............................................................................34
Allowing the Far Site to Control Your Camera..........................................................................37
Displaying the Far Site’s Name When the Call Connects............................................................38
Hearing Audio Confirmation When You Dial.............................................................................38
Setting Camera Brightness (VSX 3000 Only)...........................................................................39
Enabling Dual Monitor Emulation...........................................................................................40
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Getting Started Guide
for the VSX™ Series
When you attend a meeting using the Polycom® VSX system, you’ll see that
it’s very much like any other meeting you attend in a physical conference
room:
‰
You see and hear other people and they see and hear you.
Depending on how your system is configured, you can make video calls to
one or more sites using ISDN or IP connections.
‰
You can show information to other participants and they can show you
information.
You can share different kinds of information from a variety of sources. For
example, you can show a paper document or an object on a document
camera or a videotape from a VCR. If you have a VSX 7000 or VSX 8000,
you can also show documents stored on your laptop or PC.
Before you place your first call with your VSX system, use this guide to get
some basic “how-to” information. This guide includes overview information
that you may find helpful when you’re just starting to learn about the
capabilities of the system or when you have experience, but you need a quick
refresher.
System Basics
Using the Remote Control
The remote control lets you perform meeting tasks, such as placing a call and
adjusting the volume. You can use the remote control to navigate screens and
select options.
You can also use the remote control to type text by pressing the number
buttons using the text-entry method commonly used with cell phones. For
example, to enter a “b”, press the number 2 button twice. Alternatively, you
can press
Keyboard and use the on-screen keyboard to enter text.
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GETTING STARTED GUIDE FOR THE VSX SERIES
VSX Series Remote Control
Place or end a call
Open the directory to make a call or
work with an entry
Adjust the camera; navigate
through menus
Confirm your current
selection; perform functions
on highlighted items
Return to the Place a Call (home)
Return to the previous
screen
Increase or decrease the sound you
hear from the far sites
Switch between the near-site
and far-site camera views
Mute the sound you’re sending to
the far sites
Zoom the camera image in or
out
Show or hide the Picture-in-
Picture (PIP)
Turn automatic camera tracking
to presets on or off
Store camera positions
(when followed by a
number); delete all stored
camera positions
Select a camera or other video
source
Enter a dot in an IP address
Delete letters or numbers
Display the onscreen keyboard so you
can enter text
Enter numbers or text; move
the camera to a stored position
Start and stop sending content to far
sites (VSX 7000, VSX 8000)
Access the online help; see
current system status while in a
call
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SYSTEM BASICS
VSX Series Remote Control (VSX 8000)
The remote control that you received with your VSX 8000 system has separate
buttons for placing and ending calls. All other buttons are the same as the
buttons on the remote controls for the VSX 3000 and VSX 7000.
Place a call
End a call
In this guide, general instructions refer to the Call-Hang Up button on the remote control
supplied with the VSX 3000 and VSX 7000 systems. Instructions that apply only to the
VSX 8000 system refer to the remote supplied with the VSX 8000 system.
Getting More Information
If you need additional information about using the VSX system, try these
resources:
‰
‰
‰
To view help while you’re using the system, press
Help.
For network questions, contact your system administrator.
For system questions, contact Polycom Technical Support at
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GETTING STARTED GUIDE FOR THE VSX SERIES
Calling and Answering
Answering a Video Call
When a call comes in, you hear a ringing sound, and you may see a message
that includes the number of the person calling. If the person is listed in the
directory, you’ll also see the person’s name.
The system administrator configures the system to answer incoming calls in
one of these ways:
‰
‰
The system prompts you to answer the calls manually.
The system answers incoming calls automatically.
To answer the call manually:
>> When the system notifies you that a call is coming in, select Answer or
press
Call-Hang Up on the remote control.
To answer the call when your system is set up to automatically answer
calls:
>> The call connects automatically.
If you see
Near on your screen, then your system is configured to automatically
mute near-end audio when a call comes in. To unmute your system, press
Mute
on the remote control. For VSX 7000 and VSX 8000 systems, you can also press
the microphone.
on
Placing a Video Call
You can use your system to place a video call in any of these ways:
‰
‰
‰
Entering a name or number
Choosing from a list of recently-called sites
Choosing a site from the Contacts or Speed Dial list on the Place a Call
screen, if your system has been configured to have one
‰
Using the directory
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CALLING AND ANSWERING
Calling by Entering a Name or Number
To place a call by entering a name or number:
1. From the Place a Call screen, enter one of these:
ƒ The ISDN number (for example, 19784444321).
ƒ The system name (for example, Ascot Conference Room).
ƒ The IP address (for example, 255.255.255.255).
The system automatically determines the type of call to make based on
the information you enter.
2. Enter any additional information needed for the call. The available
settings depend on the type of call and your system’s configuration.
Not all calls require these settings:
ƒ Call Quality – Specify the bandwidth for this call. For most calls,
choose Auto to let the system determine the best quality for the call.
ƒ Second ISDN number – Use two numbers only when the party you
are calling instructs you to do so.
ƒ Gateway extension – If you need to dial an extension, enter the
extension in the second entry field. If your system is not configured
with a second entry field, you can enter the extension when the
gateway prompts you.
3. Press
Call-Hang Up to place the call.
Call progress indicators appear on the screen to show that the call is in
progress. When the indicators turn green, the call is connected.
Calling from the Recent Calls List
Depending on your system configuration, you may be able to choose a number
to call from a list of the sites you have called recently. The Recent Calls screen
provides details of all incoming and outgoing calls, including the time of the
calls.
To place a call from the Recent Calls screen:
1. Select Recent Calls from the Place a Call screen.
2. Scroll to the entry you want to call.
3. Press
Call-Hang Up to place the call.
To see details about a call listed on the Recent Calls screen, highlight the site name
and press Help.
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GETTING STARTED GUIDE FOR THE VSX SERIES
Calling from the Contacts or Speed Dial List
Your system administrator may have customized a Contacts or Speed Dial list
for easy calling.
To place a call using the Speed Dial or Contacts list:
1. Select Speed Dial or Contacts from the Place a Call screen.
2. Scroll to the entry you want to call.
3. Press
Call-Hang Up to place the call.
Calling by Using the Directory
The directory is a list of names and numbers that’s stored locally on the VSX
system.
If the system is registered with a global directory, the directory also includes
entries from the global directory. Global entries are marked with
. For both
types of entries, the name appears with its corresponding number, IP address,
or both.
To place a call from the directory:
1. Press
Directory on the remote control.
2. Find the entry to call.
3. Press
Call-Hang Up to place the call.
Depending on your system configuration, when you make a call using an entry with both
ISDN and IP dialing information, the system may prompt you to choose which way to
place the call.
Ending a Video Call
To hang up from a call:
1. Press
Call-Hang Up on the remote control.
2. Confirm that you want to end the call.
If you don’t confirm that you want to hang up, the system disconnects the call
automatically after 60 seconds.
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CALLING AND ANSWERING
Types of Video Calls You Can Make
You can make either ISDN or IP calls (or both) using the VSX system,
depending on your system configuration. You can call systems on ISDN
networks, on the same LAN as your system, or on a different LAN from your
system. The network used by your system and the far-site system can affect
how you dial the call.
From…
You can call…
By dialing…
ISDN
ISDN
IP
Phone number
Phone number of the far-site gateway and
the extension (E.164 address) of the far
site.
Enter the extension after the gateway
number or wait until the gateway prompts
you for the extension.
LAN
Same LAN
Alias, E.164 address, or IP address
Different LAN
Access code of the near-site gateway, the
selected speed code, the ISDN number for
the far-site gateway, and the extension
(E.164 address) of the far site.
Enter the extension after the gateway
number or wait until the gateway prompts
you for the extension.
ISDN
Access code of the near-site gateway, the
selected speed code, and the ISDN number
for the far site.
When you call an IP system through a gateway that requires an extension (E.164
address), enter the extension in the dialing field whenever possible. Check with your
network administrator for the extension delimiter you will need to enter into the dialing
field. For example, some networks use ## to separate the extension from the IP
address.
When you include the extension, you will be given the option of saving both the number
and the extension in the directory when the call ends. If you enter the extension after
the gateway connects, then you can save only the gateway number when the call ends.
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GETTING STARTED GUIDE FOR THE VSX SERIES
Placing Audio-only Calls and Adding Audio-Only Sites (VSX 8000)
Depending on the configuration, you can use your VSX 8000 system to place
an audio-only call, or you can add an audio-only call to a video conference.
This lets you:
‰
‰
‰
Use your system in the same way as a telephone.
Add audio-only participants to your video calls.
Add video calls to your audio-only calls.
Other audio options are available if your conference room has a VSX video conferencing
system integrated with a VTX™ 1000 conference phone.
For more information about using the VTX 1000 conference phone, see
Placing an Audio-Only Call
You can use your system to make audio-only calls in addition to using your
system to place video calls.
To place an audio-only call from your system:
1. On the Place a Call screen, enter the number you want to call.
ƒ To place a call within your PBX system, enter the last four digits of the
number.
ƒ To delete a digit, press
Delete on the remote control.
2. Press Call to place the call.
Adding an Audio-Only Call to a Video Call
You can add an audio participant to an existing video call.
You can add an audio-only call to a video call only if your local telephone company has
enabled three-way calling on your line.
To add an audio-only call after your video call connects:
1. Press Call on the remote control.
2. Select Add Call from the Hang-up screen.
3. Use the number buttons on the remote control to enter the telephone
number of the audio participant that you want to add to your video
conference.
4. After the audio call connects, press
video conference.
Near or Far to return to the
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CALLING AND ANSWERING
Adding a Video Call to an Audio-Only Call
If you are already in an audio-only call, you can add a video call to your call.
To add a video call after your audio-only call connects:
1. On the Place a Call screen, enter the number you want to call.
2. Press Call on the remote control to place the call.
Ending an Audio-Only Call
To hang up from an audio-only call:
1. Press
Call-Hang Up on the remote control.
2. Select the audio-only site from the Hangup screen to hang up the call.
If the person on the telephone hangs up first, you need to disconnect the call from the
VSX 8000 system, just as you would hang up a telephone receiver in a regular phone
call.
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GETTING STARTED GUIDE FOR THE VSX SERIES
Controlling What You See
Adjusting your cameras lets you show conference participants what you want
them to see. You can adjust cameras and other video sources before the
meeting starts and while the meeting is in progress.
Selecting and Adjusting a Camera or Other Video Source
You can use the remote control to select the main camera or any other near-
site or far-site video sources, such as document cameras, laptops, VCRs or
DVD players.
You can also use the remote control to adjust the main camera on VSX 7000
and VSX 8000 systems. If you have a VSX 3000 system, you must pan, tilt,
and focus the main camera manually. You can also adjust any auxiliary
camera or far-site camera that supports pan, tilt, and zoom movement.
You can adjust the far-site camera only if the camera supports pan and tilt, and the far
site system is configured to allow you to control its camera.
To select a near-site or far-site camera or other video source:
1. If you are in a call, press
Near or Far to select either a near-site or
far-site camera or other video source. The icon on the screen indicates
which you can select:
If you see this icon…
You can control this…
Near-site source
Far-site source
2. Press
Camera and then press the number button that corresponds
to the camera or other video source you want to select at the near or
far site. For example, press 1 to select the main camera.
The image from the camera or video source you selected appears on the
screen.
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CONTROLLING WHAT YOU SEE
To adjust a camera using the remote:
1. Press
camera.
Near or Far to select either a near-site or far-site
2. Press the arrow buttons on the remote control to move the camera
up, down, to the left, or to the right.
3. Press
Zoom to zoom out or in.
To adjust the main camera on the VSX 3000 system:
1. Position the camera up, down, to the left, or to the right manually:
2. Focus the camera using the focus wheel:
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GETTING STARTED GUIDE FOR THE VSX SERIES
Setting and Using Camera Presets
Camera presets are stored camera positions that you can create ahead of time
or during a call.
With the press of a button, presets let you:
‰
‰
Automatically point a camera at pre-defined locations in a room.
Select a video source such as a VCR or DVD player, a document camera,
or an auxiliary camera.
If your system’s main camera supports pan, tilt, and zoom movement, you can
create up to 100 preset camera positions for the near site. Each preset stores
the camera number, and its zoom level and the direction it points (if
appropriate). Near-site presets remain in effect until you delete or change
them. Near-site presets are available for VSX 7000 and VSX 8000 systems.
If the far site allows you to control its cameras, you can create presets to
control the far-site camera. These presets are stored on your system and are
not available to the far site. You may also be able to use presets that were
created at the far site to control the far-site camera, provided that system is
designed to use the industry standards for camera presets. Far-site presets
are saved only for the duration of the call.
To move the camera to a preset:
1. If a call is connected, press
Near or Far to choose a near-site or
far-site camera or other video source. The icon on the screen indicates
which source is selected.
2. Press a number from 0 to 99.
The camera moves to the preset position and the video from the camera
or other video source appears on the screen.
To view your near-site presets (VSX 7000 and VSX 8000):
>> Press
Preset.
Each numbered icon represents a preset. The colored icons indicate
stored camera positions, and the gray icons indicate available presets.
To store a preset:
1. If you are in a call, press
Near or Far to choose a near-site or far-
site camera or other video source.
2. If you selected a camera that supports pan, tilt, and zoom, you can
adjust the camera’s position:
ƒ Press the arrow buttons on the remote control to move the camera up,
down, to the left, or to the right.
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CONTROLLING WHAT YOU SEE
ƒ Press
3. Press
Zoom to zoom the camera out or in.
Preset.
4. Press and hold a number to store the preset position. To store a
double-digit preset (10-99), hold the second number down.
Any existing preset stored at that number is replaced.
To delete all presets:
1. If a call is connected, press
source.
Near to choose a near-site video
2. Press
3. Press
Preset.
Delete to delete all presets.
You cannot delete just one preset. Instead, set a new preset position for the preset you
want to delete.
Switching Between Full Screen Video and the Home Screen
Before the call connects, you see the near video in a small window on the
Place a Call (Home) screen. When the call connects, the system automatically
shows the video in the whole screen. You can switch back to the Place a Call
screen during a call, for example, if you need to adjust a user setting, and
your system is configured to allow you to do so.
To see the video in the full screen:
>> Press
To see the Place a Call screen:
>> Press Home.
Near.
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GETTING STARTED GUIDE FOR THE VSX SERIES
Showing, Moving, and Turning Off the PIP
The Picture-in-Picture (PIP) gives you another view of your video conference
so that your call is more like a face-to-face meeting. The view shown in the
PIP changes automatically, depending on how the system is set up and what is
happening in the meeting. You can also exchange the view shown in the PIP
with that shown in the main screen.
For example, during a call on a single-monitor system, the PIP displays what
your main camera is sending to the far site. (This lets you adjust the camera if
you need to.) If one of the sites in the call shows any type of content, the
content appears in the main part of the screen, and the PIP changes to show
the people at the far site.
During a call on a dual-monitor system, when the participants share content,
the monitors show the far site and the content, and the PIP shows the near
site.
To show, move, or turn off the PIP during a call:
‰
‰
Press
PIP to turn the PIP on.
While the PIP has a yellow border, press
different corners of the screen.
PIP repeatedly to move it to
‰
After a brief pause, the PIP border turns blue. Then, press
PIP to turn
the PIP off. The PIP setting remains in effect only for the duration of the
call.
To swap the views shown in the PIP and the main screen:
1. If the PIP is not showing, press
PIP to turn it on.
2. Press
Camera and select the
Swap PIP icon.
During calls using a single monitor and the Dual Monitor Emulation feature
(split-screen viewing), you can use the PIP button to scroll through the
following screen layouts:
1. Near and far sites, same size, side by side
2. Far site big, near site small
3. Near site big, far site small
4. Near site, full screen
5. Far site, full screen
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CONTROLLING WHAT YOU SEE
Enabling Voice Tracking to Presets (VSX 8000 Only)
If your system configuration uses the Polycom PowerCam Plus camera, you
can set the main camera to automatically move to the preset location that is
closest to the speaker. When you enable this voice tracking to presets, you
can view the people who are speaking throughout the meeting without having
to manually adjust the camera at all. Use this feature if you expect the
meeting participants to sit or remain somewhat stationary during the meeting.
To enable automatic voice tracking to camera presets:
1. Press
2. Press
Near or Far to choose the near-site or far-site camera.
Auto to enable automatic voice tracking to presets.
The near-site camera icon changes to
to let you know that
automatic voice tracking to camera presets is enabled.
To disable automatic voice tracking to camera presets:
>> Press
Auto again.
The camera icon changes to
to let you know that automatic voice
tracking to camera presets is disabled.
Automatic voice tracking to camera presets are temporarily disabled when your site is
muted as well as when the people at the far site are speaking.
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GETTING STARTED GUIDE FOR THE VSX SERIES
Controlling What You Hear
Adjusting Volume
During a call, you use the remote control to raise or lower the volume of the
sound you hear. Changing the volume affects only the sound you hear at your
site.
To adjust the volume:
>> Press
Volume.
When the VSX 3000 system is in use for video conferencing, use the remote control to
adjust the volume. When the VSX 3000 is in use as a monitor for your PC, use the VOL
button on the front of the system to adjust the volume.
Muting the Microphone
You can mute the microphone if you do not want the far site to hear what you
say. For example, you might mute the microphone if you want to speak to
someone privately.
To mute or unmute the microphone:
>> Press
Mute on the remote control.
For VSX 7000 and VSX 8000 systems, you can also press
microphone.
on the
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CONTROLLING WHAT YOU HEAR
Enjoying Stereo Audio in Video Calls
If your video conferencing room is configured to use stereo sound, the
microphones are positioned at the end of the conference table nearest the
video conferencing system. One microphone pod is positioned on the left side
of the table and one on the right.
The left and right microphones are configured during system setup. It is
important that you do not move them as this may detract from the stereo
audio experience.
Stereo audio is only used in video calls of 256 Kbps or higher.
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GETTING STARTED GUIDE FOR THE VSX SERIES
Showing Content and Video Sources
Depending on the equipment you have connected to your system, you may be
able to show the following to the far sites:
‰
Any information stored on a laptop or PC (VSX 7000 and VSX 8000
systems)
‰
‰
A paper document or object placed on a document camera
A videotape or DVD
You can share one type of content or one video source at a time, and you can
switch to a different type of content or video source if you need to.
Participants at other sites can also share content or video sources.
What You See When You Show Content
If your video conference supports dual images, you can see both the people at
the far site and any content or shared video source at the same time. This is
possible because the system can send and receive two sources of video
simultaneously.
In video conferences that do not support dual images, the far sites can only
receive one video source over the network. Therefore, they can only see the
content. The site sending the content can see the content as well as the other
sites because the content is local.
Showing Content from a Laptop or PC
If you have a VSX 7000 with a Visual Concert™ VSX device connected to it or a
VSX 8000 system with an Image Share II™ device connected to it, you can
attach a laptop or PC and show content that is stored on the computer. If your
computer is connected to the LAN, you can also share content from network
locations. When you share content from a laptop or PC, the far site sees just
what you see on the computer screen.
Before You Begin
Check that the laptop video is configured to use one of these supported
resolutions and refresh rates:
Resolution
640 x 480
Refresh rates (Hz)
60, 72, 75, 85
60, 72, 75, 85
60, 70, 75, 85
60
800 x 600
1024 x 768
1280 x 1024
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SHOWING CONTENT AND VIDEO SOURCES
To set the resolution and refresh rate, go to your computer’s Display Control Panel.
Showing Content with the VSX 7000 System
To show content stored on a laptop or PC:
1. Connect the laptop to a Visual Concert VSX device:
For more information about using the Visual Concert VSX device, see the Visual
2. Press
on the Visual Concert VSX unit or press
Graphics on
the remote control.
To stop showing content from a laptop or PC:
>> Press
on the Visual Concert VSX unit or press
remote control.
Graphics on the
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GETTING STARTED GUIDE FOR THE VSX SERIES
Showing Content with the VSX 8000 System
To show content stored on a laptop or PC:
1. Connect the laptop to an ImageShare II device:
2. Press the blue ImageShare selection button to toggle between
displaying Content and displaying People.
Using a Document Camera, VCR, or DVD Player
All VSX systems enable you to show different types of information to other
sites in a call, such as through a document camera, VCR, or DVD player.
Before the call begins:
1. Make sure the document camera, VCR, or DVD player is connected and
powered on.
2. Position your document or object in the document camera or insert the
videotape or DVD.
To start showing a document, object, videotape, or DVD in a call:
1. Press
Camera on the remote control.
2. Select a video source.
3. Press
on the remote control.
To stop showing a document, object, videotape, or DVD in a call:
1. Press
Camera on the remote control.
2. Select the main camera.
3. Press
on the remote control.
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WORKING WITH DIRECTORY ENTRIES
Working with Directory Entries
The directory on your VSX system stores dialing information that helps you
make calls quickly and easily. When a site listed in the directory calls your
system, the system displays the name on the screen when the call comes in. If
a site that calls you is not listed in the directory, you are prompted to save the
contact information in the directory when the call ends.
If your system is registered with a global directory server, your directory
contains two types of entries:
‰
Local entries: Information about sites that you have added, sites that
you have called, and sites that have called you. These entries are stored
locally on your VSX system, and depending on your system setup, you
can edit these entries. You can also assign local entries to categories to
make it easier to find numbers. Local entries are available to anyone who
uses the system.
‰
Global entries: Information about other active sites that are registered
with the same Global Directory Server. These entries are stored on the
global directory server, and you cannot edit them. You can make a local
copy if you want to make changes. Global entries are marked with
.
Depending on your system configuration, you may also be able to remove or
edit names or dialing information in the local directory.
Searching the Directory
You can find entries in the directory by:
‰
Spelling the first or last name using the number buttons on the remote
control
‰
‰
Pressing
Keyboard to use the on-screen keyboard to spell the name
Scrolling through the list of names using the arrow buttons on the remote
control
‰
Using the alphabet tabs to move through the directory and then scrolling
to the name you want
Adding, Editing, and Deleting Directory Entries
You can create entries for point-to-point calls and multipoint calls and save
them in the VSX system’s directory. Everyone at your site who uses the
system can use the entries you create, and you can use the entries created by
others. You can also edit the information in any local entry. Users at other
sites cannot access the local entries on your system.
To add a single-site entry to the directory:
1. Press
Directory on the remote control.
2. Select New and specify that this is an entry for one site.
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3. Specify the following information:
In this field…
Name
Enter this information…
Name that will appear in the directory list and
on incoming call messages.
Number
ISDN number to use for calling the site.
Call speed to use for ISDN calls to the site.
IP address for calls to the site.
Call Quality
IP Number
Extension
Call Quality
Phone Number
Mobile Number
Email
The system’s gateway extension.
Call speed to use for IP calls to the site.
Optional contact information for other
resources in the conference room.
Category
Designation to help you quickly find the
number in the directory.
4. Select Save to save the entry.
To add a multiple-site entry to the directory:
1. Press
Directory on the remote control.
2. Select New and specify that this is an entry for multiple sites.
3. Add up to three numbers to this multiple-site entry either by:
ƒ Selecting entries from the directory, or
ƒ Adding entries manually.
4. Specify a speed for the call. Note that each call in the multipoint
conference is placed at the same speed.
5. Select Save to save the entry.
6. Enter a name for this entry as you want it to appear in the directory
list.
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WORKING WITH DIRECTORY ENTRIES
To edit an entry:
1. Press Directory on the remote control.
2. Scroll to the entry you want to edit and then select Edit.
3. Edit the information as needed.
4. Select Save to save your changes and return to the directory.
To delete an entry:
1. Press
Directory on the remote control.
2. Scroll to the entry you want to delete and then select Delete.
While you can delete entries from your local directory, you cannot delete entries from a
global directory.
Categorizing Directory Entries
When you categorize your local entries, you can find calling information
quickly by searching just the entries in a category instead of the entire
directory.
To create a new category:
1. Press
Directory on the remote control.
2. Select Category.
3. Select Edit Category.
4. Enter a category name.
5. Press
Back to save the new category.
To delete a category:
1. Press
Directory on the remote control.
2. Select Category.
3. Select Edit Category.
4. Scroll to the category name you want to delete and then select Delete.
When you delete a category, all entries in that category are deleted. If you want to keep
these entries, be sure to assign them to a new category before you delete the old
category.
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GETTING STARTED GUIDE FOR THE VSX SERIES
Including Multiple Sites in Calls
You can use the VSX system to participate in multipoint conferences. During a
multipoint conference, a multipoint conferencing unit (MCU) enables the video
to switch between sites so that you can always see and hear the participant
who is speaking. You can also share content in a multipoint call, just as you
can in a point-to-point call.
About Multipoint Calls
With the VSX system you can make multipoint calls using an external MCU or
the internal multipoint option. The type of MCU affects the conference as
shown in this table:
This MCU…
Lets you include…
Supports
these calls…
Lets you add
sites…
Internal MCU
Up to four video
sites, including this
site
IP, ISDN, or
both
Before the call
begins, and
during the call
External MCU
Number of sites
allowed by the MCU
IP, ISDN, or
both
Before the call
begins, and
depending on the
MCU and
conference type,
during the call
For calls using the internal MCU option, the VSX system can initiate the call or
the other sites can call the VSX system to join the conference.
Placing a Multipoint Call
How you place a multipoint call depends on whether you’re using the internal
MCU option or an external MCU. If your organization uses Polycom’s
PathNavigator™, you can also use PathNavigator’s Conference on Demand
feature to place multipoint calls.
‰
For calls using the internal MCU option, you can define a multi-site
directory entry to call all of the sites at one time. Alternatively, you can
place a call to the first site and then add other sites after the first call
connects.
‰
‰
For calls using an external MCU, you may need to enter calling
information about all of the sites before the call begins. Contact your
system administrator for more information.
For calls using PathNavigator’s Conference on Demand feature, the
system administrator must:
ƒ Register the VSX system with PathNavigator.
ƒ Configure the VSX system to use PathNavigator for multipoint calls.
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INCLUDING MULTIPLE SITES IN CALLS
ƒ Create a multi-site entry in the directory.
To place a multipoint call by adding sites to a call:
1. Call the first site.
2. When the call connects, press
Call-Hang Up.
3. Select Add Video Call, and place a call to the next site.
4. Repeat steps 2 and 3 until all sites are connected.
To place a multipoint call using a multi-site directory entry:
1. Press
Directory on the remote control.
2. Find the multi-site entry in the directory list.
3. Press
Call-Hang Up to place the call.
To place a cascaded multipoint call:
1. Place a multi-site call from the Directory, or place calls one at a time to
up to three other sites.
2. Ask each site to call up to two additional sites.
Supplying a Password for External MCU Calls
External MCUs sometimes require you to enter a password in order to join a
conference. Depending on your system configuration, you can set up the
system to enter the meeting password for you.
To configure a meeting password:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Enter the password in the Meeting Password field, either by:
ƒ Pressing the remote control number buttons, using the text-entry
method commonly used with cell phones, or
ƒ Pressing
Keyboard to use the on-screen keyboard to enter
characters
4. Press
screen.
Home to save your change and return to the Place a Call
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GETTING STARTED GUIDE FOR THE VSX SERIES
Setting the Multipoint Viewing Mode
You can choose the way you want to view the sites during a multipoint video
conference. For example, you can view all of the sites at the same time, view
only the site where the speaker is located, or let the system determine what
you see.
To set the multipoint viewing mode:
1. Select System from the Place a Call screen.
2. Select Admin Settings from the System screen.
3. Select Monitors from the Admin Settings screen.
4. Select Multipoint Setup from the Monitors screen.
5. Scroll to Multipoint Mode and select one of the following settings:
Select…
To do this…
Auto
Allow the system to switch between Discussion and Presentation
modes, based on the interaction between the sites.
ƒ
If more than one site is talking at the same time, the system
uses Discussion mode so that all speakers can be seen.
ƒ
If one speaker talks without interruption for about 15
seconds, the system uses Presentation mode so that all
participants can see the speaker can be seen in a larger
picture.
Discussion
View all of the sites at the same time, including your own site.
This is also known as continuous presence.
Systems with: See this:
Single monitor All sites, each in its own window
Dual monitors Speaker on second monitor, all other sites on
first monitor
Presentation View the person who is speaking. This is also known as voice
activated switching.
The current speaker always sees all sites, each in its own
window, on the first monitor.
Systems with: See this:
Single monitor Speaker in full screen
Dual monitors Speaker on the first monitor and near site on
the second monitor
Full Screen
Enable every site in the call to see the speaker full screen.
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INCLUDING MULTIPLE SITES IN CALLS
Controlling How the System Answers Multipoint Calls
1. Select System from the Place a Call screen.
2. Select Admin Settings from the System screen.
3. Select Monitors from the Admin Settings screen.
4. Select Multipoint Setup from the Monitors screen.
5. Scroll to the Auto Answer Multipoint field and select one of the
following:
Select this…
To do this…
No
Answer calls manually.
When a call comes in, you hear a ring, and the
system prompts you to accept or refuse the call.
Yes
Answer incoming calls automatically.
When a call comes in, you hear a ring, and the call
connects.
Do Not Disturb
Refuse incoming calls.
Callers hear a busy signal, and you receive no
notification about incoming calls.
Using Chair Control for Multipoint Calls
During some multipoint calls, you can use chair control to manage the people
video. In this type of call, the chair controller can choose the site whose video
is sent to other sites in the conference. The chair controller can also disconnect
a site or end the conference. Any participant can choose to view a specific site,
request to be the broadcaster, or request to be chair controller.
Only one site at a time can be the chair controller. Before a site can become
the controller, the site with control must give up control.
The type of MCU in use and the systems in the call determine whether chair
control is available.
This MCU…
Allows chair control if…
Internal MCU
The call includes:
ƒ
VSX systems, ViewStation EX, ViewStation FX, and
VS4000 systems connected by IP, ISDN, or both
IP and ISDN
ƒ
Other systems connected by ISDN only
External MCU
Allowed by the external MCU
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To use the chair control options when you are in a multipoint call:
1. On a PC, open a web browser.
2. In the browser address line, enter the system’s IP address, for
system’s web interface.
3. Click Place a Call.
4. Click Chair Control to go to the Chair Control screen.
The Chair Control option is only available when the system is in a multipoint call. It
is not available in cascaded multipoint calls.
5. Select a site from the list and then use the controls in the web interface
to perform one of these actions:
If you
are…
You can Do This…
By Selecting…
Release Chair
View Site
Chair
controller
Pass chair controls to the selected
site
View the selected site’s video. This
does not change what other sites
see.
Return to viewing the video selected
by the chair or by the MCU
Stop Viewing
Site
Send your site’s video to the other
sites
Make Me the
Broadcaster
Send the selected site’s video to the
other sites
Select
Broadcaster
Remove the selected site from the
conference
Disconnect
Site
Disconnect all sites and end the call.
Request control of the conference
End
Conference
Participant
Acquire Chair
View Site
View the selected site’s video. This
does not change what other sites
see.
Return to viewing the video selected
by the chair or the MCU
Stop Viewing
Site
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CHANGING THE WAY CALLS ARE ANSWERED
Changing the Way Calls Are Answered
Your system administrator may have configured the system to let you choose
the way incoming calls are handled.
Temporarily Refusing Calls
If you do not wish to be disturbed by calls, you can refuse incoming calls with
the Do Not Disturb feature. Callers hear a busy signal and you receive no
notification about incoming calls. You can, however, make outgoing calls.
To temporarily refuse incoming calls:
1. On the Place a Call screen, select
the screen.
in the lower right corner of
2. Select On to set Do Not Disturb.
While the system is not accepting calls, you see
in the lower right corner of the
screen. This setting stays in effect until you change it.
Answering Calls Automatically
You can specify whether to answer calls automatically or to have the system
announce incoming calls and wait for you to answer manually.
Automatically answering calls is convenient, but it can create security issues. An
unexpected caller could interrupt a meeting in progress or look at equipment and notes
left in an empty room.
To prevent incoming callers from overhearing a conversation not intended for them, you
can choose to mute all automatically answered calls.
To automatically answer calls:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. If you want to automatically answer incoming point-to-point calls, scroll
to Auto-Answer Point to Point, press
4. If you want to automatically answer incoming multipoint calls, scroll to
Auto-Answer Multipoint, press , and select Yes.
, and select Yes.
5. Press
screen.
Home to save your change and return to the Place a Call
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If you have a VSX 3000 system that you are using as your PC monitor, Polycom
recommends that you set up the system so that you have to answer calls manually.
If you receive a call while using the system as a PC, you hear a ringing sound and you
can switch to video to answer the call manually. Alternatively, you can ignore the call
and it will not connect, thereby preventing the caller from seeing or hearing you at your
desk.
Muting Automatically Answered Calls
If your system is configured to answer calls automatically, you can choose
whether to mute the audio when calls connect. This prevents callers from
overhearing conversations or meetings. After the call connects, you can press
Mute when you’re ready to unmute the call.
Note that, if you enable this option during a call, the audio for the current
meeting is not affected.
To mute automatically answered calls:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Scroll to Mute Auto-Answer Calls and press
to enable the
option.
4. Press
screen.
Home to save your change and return to the Place a Call
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SCHEDULING CALLS
Scheduling Calls
You can use the calendar and call scheduling feature to schedule video
conferences. When you schedule a call using this feature, the system
automatically calls the site you selected on the date and time you specified.
For recurring calls, you can indicate whether you want the system to
automatically make the call daily, weekly, or monthly.
To schedule a call:
1. Select System from the Place a Call screen.
2. Select Utilities from the System screen.
3. Select Call Scheduler from the Utilities screen.
4. Select New Entry from the Call Scheduler screen.
5. Select the directory and then select a single-site or multi-site entry to
call.
6. Select the date and time for the call.
7. Select
Next and specify whether the meeting recurrs.
On the scheduled time and date, your VSX system will automatically call the
selected site.
To view scheduled calls in the calendar:
1. Select System from the Place a Call screen.
2. Select Utilities from the System screen.
3. Select Calendar from the Utilities screen.
Dates with scheduled calls are marked in the calendar with a small green triangle.
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GETTING STARTED GUIDE FOR THE VSX SERIES
Using the VTX 1000 Conference Phone in Video Calls
Your conference room may include a VSX video conferencing system
integrated with a VTX™ 1000 conference phone. This configuration lets you
use the video conferencing system and the conference phone together to place
and manage video and audio-only calls.
Placing a Video Call with the VTX Conference Phone
If your VSX video conferencing system has been configured to work with the
VTX conference phone, you can use the conference phone to place video calls.
To place a video call using the VTX phone:
1. On the VTX conference phone, enter one of these:
ƒ The ISDN number (for example, 19784444321)
ƒ The IP address (for example, 255.255.255.255).
To enter a dot in an IP address, press *.
2. Press the VID CALL soft key on the conference phone to place the call.
Adding Sites to a Video Call Using the VTX Conference Phone
You can add video or audio-only sites to a video call using the VTX conference
phone.
To add video or audio-only sites:
1. Place a video call to the first site using the VTX conference phone or the
video conferencing system.
2. On the VTX conference phone, enter the number of the site you want to
add.
ƒ To call a video site, enter the number, and press the VID CALL soft
key.
ƒ To call an audio-only site, enter the number, and press the Call button
on the VTX keypad.
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USING THE VTX 1000 CONFERENCE PHONE IN VIDEO CALLS
Muting the Audio in a Call that Includes a VTX Conference Phone
You can use the mute button on the VTX conference phone to mute the audio
in video calls.
To mute the audio in a call with the VTX conference phone:
>> Do one of the following:
ƒ
Press the Mute button on the VTX conference phone.
ƒ
Press Mute on the remote control.
The red indicator lights on the VTX conference phone show when the audio is muted.
The near site mute icon also appears on the TV monitor.
Adding Video to a VTX Conference Phone Audio-only Call
If you are in an audio call with another VTX conference phone and the far site
also has a VSX video conferencing system integrated with a VTX conference
phone, you can switch from the audio-only call to a video call.
To add video to an audio call:
1. Place a call with your VTX conference phone to the far site’s VTX
conference phone.
2. When the audio call has connected, press the ADD VID soft key on the
VTX conference phone.
You hear a ringing sound as the video portion of the call is added. The VTX
conference phones are used as microphones for the video call.
Ending a Call
To end a call using a VSX system integrated with a VTX conference
phone:
1. Press
Call-Hang Up on the VSX remote control.
2. On the VSX Hang Up screen, do one of the following:
ƒ Select which site to disconnect.
ƒ Choose Hang Up All to end the call for all sites.
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Ending a Call with Audio-Only Participants
Your conference may include a mix of video participants and audio-only
participants. If an audio-only participant hangs up during the call, you need to
disconnect the call from the conference. This is the same as hanging up a
telephone receiver in a regular phone call.
To disconnect the audio-only call:
1. Press
Call-Hang Up on the remote control.
2. If the call is a multipoint call, select VTX Conference Phone from the
Hang Up screen to clear the audio line.
If you do not disconnect the audio-only call from the VSX system, you will hear a tone
from the telephone through the conference.
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STREAMING A CONFERENCE TO THE WEB
Streaming a Conference to the Web
Your system may be configured to allow you to stream point-to-point or
multipoint calls to the web. When you stream a conference, any number of
others can watch the conference’s live video or presentation using a web
browser.
Starting a Stream
Your system may be configured to allow you to make point-to-point or
multipoint calls available for others to view using a web browser. Users who
view the stream need to know the address of the video conferencing system
and the system’s admin password (if any).
To stream a conference:
1. Select System from the Place a Call screen.
2. Select Utilities from the System screen.
3. Select Streaming from the Utilities screen.
4. Select the Start Streaming option to begin streaming.
You can start the stream before or during a video call.
To stop streaming a conference:
1. Select System from the Place a Call screen.
2. Select Utilities from the System screen.
3. Select Streaming from the Utilities screen.
4. Clear the Start Streaming option to stop the stream.
Viewing a Stream
Before you view the streamed conference, you need to:
‰
‰
Install the QuickTime player on your PC.
Obtain the IP address of the video conferencing system and the password
(if any) from the conference organizer.
To view a streaming conference:
1. On a PC, open a web browser.
2. In the browser address line, enter the system’s IP address, for
system’s web interface.
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GETTING STARTED GUIDE FOR THE VSX SERIES
3. Click Place a Call > Utilities > Streaming.
4. If prompted, enter the user name and password provided by the
conference organizer.
To stop viewing the streaming conference:
>> Close the web browser.
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CUSTOMIZING YOUR WORKSPACE
Customizing Your Workspace
Your system administrator may have configured the system to let you
customize what you see on the screen. You can change these options before
you place a call and when the system is in a call.
Allowing the Far Site to Control Your Camera
If you have a VSX 7000 or VSX 8000 system, you can allow the far site to
control your camera. This enables the other participants to adjust what they
see. Far-site participants can also set and use presets for your camera, if their
system supports this.
To allow the far site to control your camera:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Scroll to Far Control of Near Camera and press
to enable the
option.
4. Press
screen.
Home to save your change and return to the Place a Call
Changing this setting takes effect immediately, even if a call is in progress.
Specifying When to Display the PIP
Your system administrator may have configured the default behavior for the
PIP in calls. After a call connects, however, you can show, move, or hide the
PIP, as needed.
To specify when to display the PIP:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Select
to see more settings.
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GETTING STARTED GUIDE FOR THE VSX SERIES
4. Scroll to PIP, press
, and select one of these settings:
Select this setting…
Camera
To show the PIP…
When you press any of the camera control
buttons.
Auto
On connection and when you pick up the
remote control.
On
Off
On connection and during the call.
Only when you press
control.
PIP on the remote
5. Press
screen.
Home to save your change and return to the Place a Call
Displaying the Far Site’s Name When the Call Connects
You can specify whether to display the far site’s name when the call connects
and how long to leave the name on the screen.
To specify when to display the name of the far site:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Select
to see more settings.
4. Scroll to Far Site Name Display Time, press
, and select to
display the far site’s name during the entire call, for a specified time, or
not at all.
5. Press
screen.
Home to save your change and return to the Place a Call
Hearing Audio Confirmation When You Dial
You can set up the system to speak each number as you enter it in the dialing
entry field on the Place a Call screen.
To enable audio confirmation:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Select
to see more settings.
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CUSTOMIZING YOUR WORKSPACE
4. Scroll to Keypad Audio Confirmation and press
to enable the
option.
5. Press
screen.
Home to save your change and return to the Place a Call
If Keypad Audio Confirmation is on and you enter a number while in multipoint call using
an internal MCU, the far sites will hear the numbers as you enter them. If you do not
want the far sites to hear the numbers, mute the MCU’s microphone.
Adjusting for Room Lighting
You can use the backlight control to adjust the brightness of the video that the
main camera sends to the VSX system. Backlight compensation adjusts the
camera's iris to take in less light. Adjusting this setting can be helpful when
the room arrangement results in strong light coming from behind the people in
the picture.
Because backlight controls adjust the main camera, these controls will not make content
from a laptop or a document camera appear brighter.
To turn backlight compensation on:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Scroll to Backlight Compensation and press
to enable the
option.
4. Press
screen.
Home to save your change and return to the Place a Call
Setting Camera Brightness (VSX 3000 Only)
If you have a VSX 3000 system, you can set the camera brightness. Like the
backlight compensation setting, this setting adjusts the camera’s iris. If there
is a lot of light in the room, set the camera brightness to a low number so the
camera takes in less light. If the room is dark, set the camera brightness to a
high number so the camera takes in more light. The default is 11.
To set the camera brightness:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Scroll to Camera Brightness, press
, and select the brightness
level.
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GETTING STARTED GUIDE FOR THE VSX SERIES
4. Press
screen.
Home to save your change and return to the Place a Call
Changing the System Color Scheme
Depending on your system configuration, you may be able to change the color
scheme of your VSX system screens.
To change the color scheme:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Select
to see more settings.
4. Scroll to Color Scheme, press
, and select one of the color
schemes.
5. Press
screen.
Home to save your change and return to the Place a Call
Enabling Dual Monitor Emulation
If you have only one monitor, you may want to set your system for dual
monitor emulation (also called split-screen viewing). With dual monitor
emulation, you can see both the near and far sites on one monitor.
To enable dual monitor emulation:
1. Select System from the Place a Call screen.
2. Select User Settings from the System screen.
3. Select
to see more settings.
4. Scroll to Dual Monitor Emulation and press
to enable the
option.
5. Press
screen.
Home to save your change and return to the Place a Call
There are four different views available with dual monitor emulation. To change the
view, press PIP on the remote control.
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USING YOUR VSX 3000 SYSTEM AS A PC MONITOR
Using Your VSX 3000 System as a PC Monitor
If you have a VSX 3000 system, you can save space in your office or
conference room by also using the VSX 3000 XGA display as your PC monitor.
Typically, you do not need to change the factory defaults for these settings.
However, if you do need to access the monitor settings, use the buttons on the
front of the VSX 3000 monitor. Press MENU, then press SELECT and ADJUST
as needed to change the settings.
Before You Begin
Check that the laptop video is configured to use one of these supported
resolutions and refresh rates:
Resolution
Refresh rates (Hz)
VGA (640 x 480)
60, 72, 75
VGA (720 x 400)
70
SVGA (800 x 600)
XGA (1024 x 768)
SXGA (1152 x 864)
SXGA (1280 x 960)
SXGA (1280 x 1024)
Macintosh (640 x 480)
Macintosh (832 x 624)
56, 60, 72, 75
60, 70, 75
75
60
60, 75
67
75
To use your VSX 3000 system as a PC monitor:
1. Connect your PC to the VSX 3000 system as described in Chapter 2 of
the Administrator’s Guide for the VSX Series.
2. Press the Input button on the front of the VSX 3000 system to toggle
between displaying content from the PC and showing video from the
video conferencing system.
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GETTING STARTED GUIDE FOR THE VSX SERIES
To answer a call while using the VSX 3000 system as a PC monitor:
1. When you hear a ring, press the Input button on the front of the
system to switch to the video conferencing system.
You must answer within 90 seconds, or the system will automatically
reject the call.
2. Press
Call-Hang Up on the remote control.
If you use the VSX 3000 system as your PC monitor, Polycom recommends that you set
up the system so that calls must be answered manually. This ensures that callers do not
unexpectedly see or hear you at your desk.
When the system is set up for manual call answering, the system rings to indicate an
incoming call. To answer the call, switch to the video conferencing system and answer
manually. If you do not answer manually, the call will not connect.
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VIDEO CONFERENCING TIPS
Video Conferencing Tips
Read through these quick tips for ideas on how to optimize your video
conferencing experience. You’ll find general tips for a better meeting, as well
as simple suggestions for improving video and audio quality, and for showing
documents.
Tips for Great Meetings
‰
Make sure you have the video number(s) of the site you want to call or
that the site is listed in a directory.
‰
‰
Set your camera presets before you start your call so that you can quickly
use them during the call. (You can set up to 100 near-site presets.
Depending on the system you call, you may also be able to use the
presets stored on the far-site system.)
Add peripherals to your system to expand its use. For example, you can
add a VCR if you want to show a videotape or, for VSX 7000 systems, you
can add a Visual Concert VSX if you want to share data from a laptop or
desktop PC.
Tips for Great Video
‰
‰
Avoid wearing bright colors, all-light or all-dark clothing, or very “busy”
patterns (such as small checks or narrow stripes). Light pastels and
muted colors look the best on the screen.
If there are windows in the room, close any drapes or blinds. Daylight is a
variable light source and can conflict with interior room lighting.
‰
‰
Use natural gestures when you speak.
When adjusting your cameras during the meeting, try to fill the screen as
much as possible with people rather than with the table, chairs, walls, or
the floor.
Tips for Great Audio
‰
‰
Speak in your normal voice without shouting.
Ask the people at the other site if they can hear you. Have them
introduce themselves so you can be sure that you can hear them.
‰
‰
Since the audio has a very slight delay, you may want to pause briefly for
others to answer you or to make comments.
As with any meeting, try to limit side conversations.
VSX 7000 and VSX 8000
‰
Place the microphone on the table in front of the people in the meeting. If
your room is very large, consider adding another microphone.
‰
If your video conferencing room is configured to use stereo sound, the
microphones are positioned at the end of the conference table nearest the
video conferencing system. One microphone pod is positioned on the left
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GETTING STARTED GUIDE FOR THE VSX SERIES
side of the table and one on the right. The left and right microphones are
configured during system setup. It is important that you do not move
them as this may detract from the stereo audio experience.
‰
Don’t place papers or other objects on or in the way of the microphone,
and don’t rustle papers or tap on the microphone or table.
Tips for Showing Documents (VSX 7000 and VSX 8000)
‰
If you have a VSX 7000 system that includes the Visual Concert VSX, or a
VSX 8000 system that includes the ImageShare II, you can attach a
laptop or a desktop PC to your system. You can then show documents
that are stored on the laptop or PC to the other people in the conference.
‰
‰
Check that your system has the application you need to show your
documents, such as Microsoft® PowerPoint, Project, or Word.
For a smoother presentation, be sure your document is open and ready to
show before you start the video call.
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