TANDBERG VideoconferenceSystem Manuel utilisateur

Tandberg

Videoconference

System

Quick Start Guide

Prepared for Grenville Elementary School & Rawdon Elementary School

Tim Foreman

March 2011

Videoconference Quick Start Guide

For Tandberg Systems

This document is an overview of the basic features of a Tandberg Video

Conference unit. By following these steps, users will be able to successfully

make and receive videoconference calls.

For a full description of your system’s features, please see the accompanying

Users Guide.

Important: Before you begin, please make sure that the unit is:

properly assembled

connected to a screen or smart board

connected to the internet.

The Remote

The system is controlled with a remote control and functions in much the same

way as cell phone. Use the arrow keys and OK to navigate the menu.

1. Microphone on/off (mute)

2. Navigation keys

3. Volume control

4. Layout

5. Cancel –takes you back one step in

the menu. Also use to delete

characters in an input field

6. Call key

7. Presentation key –switches

between inputs

8. OK

9. Zoom key

10. Selfview –displays your outgoing

video

11. End Call

12. Phonebook

13. Press and hold this key for one

second to switch between text and

numbers in a input field.

To start the unit:

Turn on the codec (videoconference unit) using the toggle switch on the back,

right hand side. A small light on the front of the camera will turn on, and the

camera will swivel as it resets itself. Turn on the monitor or smart board. The

Welcome Screen will appear.

If the unit is in standby mode (left on, but not used for a period of time) press any

key on the remote to wake it up.

Navigation Basics & Camera Control

Use the arrow keys on the front of the

remote are used to navigate through menus

as well as adjust camera settings.

To adjust the camera image, navigate to the

Camera Control Icon and select it.

Small arrows will appear on the screen. This

means that you can now control the camera

with your remote. Use the up, down, left and

right arrows to move the camera around the

room.

On the left side of the remote, use the zoom

feature to zoom in or out.

This is the same technique that you will use when taking part in a video

conference.

Making a Call

There are two ways to make a call from your system. By manually entering an IP

address, or by selecting one from the unit’s phone book.

Manual Entry

Press the green Call key on the remote, or select

the call icon on the screen and press OK.

Using the number keys on the remote, enter the

IP address. To insert the . (period) sign, press the

*. key once.

Note: If your address requires you to add text,

you must switch between number and text mode.

Press and hold the #a/A key for one second. The

current mode is displayed in the entry window.

Once you have entered the number, press the green CALL key on the remote, or

navigate on screen to the CALL icon and press OK.

Using the Phone Book

You can also use your unit’s phone book to make a

call if the number has been pre-entered. Select the

Phone Book key on the remote control, or click on

the Call icon on the menu, then navigate to the

Phone Book icon and press OK.

The phone book will be displayed. Scroll down to

My Contacts, click on it, then select the listing you

want.

All your pre-entered contacts will be displayed here.

Scroll down until you find the one you want and

press OK.

Once You are Connected

If the call is successful, you will see the far end’s image appear on the screen.

Check to make sure that they can see and hear you.

Sound

Make sure that your microphone is turned on. If you see this icon on

your screen, it means that your system is muted.

Press the yellow mute button on the upper right of the

remote to remove the mute.

Picture

Using the steps outlined in Camera Control,

adjust your camera to make sure

that the far end can see you properly. When

you select camera control, a small image from

your camera will appear in the upper right side.

You can change the position of this Picture in

Picture display by pressing Layout.

Cycling through the positions will also remove

the image from the screen.

Controlling the Other User’s (Far End) Camera

If the other site has it enabled in their system,

you can take control of the far end camera.

This is handy if you want to zoom in/out or

adjust the camera to see the entire room.

1. Select the Camera Control Icon.

2. Select Far End

3. Select the arrow keys below

4. Press OK.

If the system is enabled, you will then be able to move their camera the same

way you move your own. When you are finished, switch back to Near End

Control in the same manner.

Note that Far End Control is not available on multi-site calls.

Ending a Call

To end a call, press the red End Call button

on the remote. This will cause the End Call

icon to appear on the screen. Press the red

button again and the call ends.

Multi-Site Call

If your system is enabled, you can connect

to up to three other sites simultaneously.

Simply follow the steps for making a call.

Once connected, press the green Call

button again.

Enter the second number or select from the

phone book. Repeat a third time if desired.

Notes about displaying multisite calls (Layout):

If you are the originator of a multisite call, you can control the way the images are

displayed on the screen.

From the main screen, select Services.

Then, select Multisite Layout. You can

then select the way the screen displays the

multisite call.

Autosplit will give you the best screen

layout given the number of participants

4-split divides the screen into four

images of equal size.

5 + 1 provides one large and up to five

smaller images

Voice switched will cause the

participant speaking loudest to get the

floor in full screen

Note: Not all features are available with all videoconference units. Consult the

manual or you technical consultant for more details.

Receiving a Call

When someone is calling your unit, the codec will chime and a notice will appear

on the screen. If your system is set to autoanswer, the call will connect by itself.

If your system is set to manual answer, press the green Call key on the remote to

accept the call.

What Do These Icons Mean?

Microphone Off. This indicator is shown when the microphone

turned off. Press the Mic off key on the remote control to toggle

between on and off.

Volume Off. This indicator is shown when the volume is turned off.

Press Vol + on the remote to turn it back on.

On Air. When you have the floor in a multisite conference this icon

will be displayed on your screen.

Bad network. This indicator appears if the system detects network

anomalies like packet loss, jitter, etc., during a call. Open the menu

by pressing OK and select the warnings icon to see details.

Secure Conference. This double padlock indicator is shown when

AES encryption (Secure Conference) is active.

General Tips and Etiquette

Appearance Considerations

Avoid plaids, patterns, and prints

Preferred colors are blue, green, and purple. Pastel colors are preferred over white

The colors red and black "bleed" and should be avoided

Avoid large and flashy pieces of jewellery

No bangle bracelets

Because movement is compressed and decompressed in videoconferencing, it is important that

motion be minimized. (make sure the camera is facing a “still” background)

Orient the presenter(s) appropriately. Zoom in so that they can be clearly seen. Think of it as

framing a camera shot.

Just Prior to Your Conference

Arrive at least 15 - 30 minutes early to distribute materials and connect to all sites

Sort papers to avoid sound interference

Set the camera presets

Begin on time

During your Conference

Open by introducing all participants

Review procedures and etiquette

Review objectives and time allotted for meeting

Encourage participation by asking questions

Avoid coughing into microphones, drumming fingers, or carrying on side conversations

Identify yourself as necessary

Address people by name and site

Ask participants to raise their hand if they wish to speak (or a method introduced in procedures)

Limit verbal interruption (e.g., uh huh). Provide non-verbal feedback by nodding or shaking your

head

Allow for a two-second transmission delay when speaking; pause after the end of your comments

to allow time for remote sites to respond to a question or comment

Direct questions or comments to a particular person or site (especially important in multipoint

conferences)

Expect some technical issues - have patience when technical issues arise Ending the Conference

Allow a few minutes for wrap-up and good-byes

Conclude on time

General Tips

Always assume the microphone is on

Chat at the beginning and end of the session to build and maintain rapport.

Give participants time to think as well as position themselves to use the technology.

If your videoconference session is primarily a presentation/lecture, it is recommended that the

microphone on the "audience" end be muted. This minimizes interruption such as coughing,

sneezing, and paper shuffling.

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