A tutorial for nervous beginners'

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(Company Videoconferencing logo removed)
Videoconferencing!

• A tutorial for nervous beginners.

Prepared by Laura Rubin v. 2.3 January 2007
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What is video conferencing?

• Connects two or more sites with both audio and
  video communication
• Links multiple offices all around the world!
• Connects all calls using a Gatekeeper server
• Uses both software and hardware to give optimum
  sound quality and prevent feedback and echo loops
• Encrypts all transmissions to make sure your call
  is secure!

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VC Vocabulary(To help you explain any problems
you might have)

• Endpoint the part of the VC network that you use
  in conference rooms, containing cameras,
  microphones, an encoder/decoder, and audio
  leveling software
• Dialing alias a videoconference connection
  number assigned to an endpoint, usually the same
  as the room or persons normal phone number
• Pixie switch the red and yellow switches on the
  wall, that control the conference room projectors
• Polycom VTX 1000 one type of conference phone
  that is connected into the VC audio system
• Duo video a way to send a second video feed,
  such as a PowerPoint presentation or live desktop
  view, from a computer to VC participants
• Gatekeeper a server used to connect VC
  endpoint(s)

No, there will not be a quiz later. )
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What VC system should I use?

• Attending a meeting, and dont need to present
  with Duo Video? Only one or two of you?
• A T150 is your best solution for fewer than 3
  people. T150s can receive but not present with
  Duo video.
• Need to present with Duo Video? More than 3
  people attending the meeting?
• A T1000 or T1500 works best for groups of fewer
  than 6, and can present with Duo Video.
• Have more than 6 people attending a meeting?
• For groups of 6 or more, you should book a
  videoconference room. Videoconference rooms can
  present with Duo Video.

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Meet the Microphones!Here are a few of the of
microphones used around campus.
Tabletop mic
In-table mic
Ceiling mic
Yes, this is also a mic. See that little thing in
the plexiglass?
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Projectors
Conference rooms each have two projectors,
identified by a large red or yellow circle on the
projector. Cables in the desk, and the Pixie
switches on the wall are color coded to match
each projector.

• Point remote at camera to wake up the system
• Press the Power button to turn on projectors
• Press the Video (or Source) button until
  Computer2 or the Videoconference logo appears
  
• Turn the projectors OFF, by pressing the Power
  button twice.
• (Once the projectors have been turned off, it
  takes two minutes for them to cool before they
  can be turned on again.)

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The Remote

• Start/stop presenting Duo Video
• Zoom camera in/out
• View yourself
• Disconnect

• Mute/unmute mic
• Adjust volume
• Change view of participating rooms
• Call
• Use directory

Use numbers to input a dialing alias or IP. Use
as the period when dialing by IP.
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The Camera

• T150s and T1000 endpoints have fixed cameras.
• Conference room cameras are moved using the
  remote control.
• Use the arrow keys on the remote to pan left and
  right and tilt up and down.
• Use the Zoom key to adjust the size of the frame.
• Cameras will automatically adjust focus and
  brightness.
• DO NOT MOVE A CONFERENCE ROOM CAMERA WITH YOUR
  HANDS! This will break a very expensive motor
  and make your VC tech very very sad. (

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Dialing Another Site

• Use the Directory
• Press the Directory key on the remote, then use
  the up and down buttons to scroll to the
  endpoint(s) you want to call.
• Press the Call button to connect.
• People are listed as Lastname.First, and
  videoconference rooms and VC-enabled teams are
  listed by 3-letter location code. (For example,
  MTV Pacheco in the directory is the Mountain
  View VC room Pacheco.)
• Use a Dialing Alias
• Know the dialing alias for the site youre
  calling?
• Enter it using the remote, then press Call
• For security reasons, VC units will always answer
  with the mic off. If you cant hear the other
  side, ask them to unmute their mic using the
  yellow button on the remote.

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Multi-Site Dialing
Videoconference rooms can connect up to 5
endpoints at once.

• Connect multiple sites by creating the list of
  sites you want to call by selecting Add Video
  Call on the screen.
• Make a multi site call
• Find your first site in the Directory and press
  OK on the remote
• Select Add Video Call until you have an empty
  field for each additional site you will call (up
  to a total of 4 fields)
• Input additional sites from the Directory for
  each field
• Press Call on the remote
• Disconnect from a call
• Press the red Disconnect button on the remote.
  A menu of sites you are connected to will appear.
  
• - Select the number that you want to disconnect
  and press OK
• Or select hang up all calls from the menu

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What if I need to connect more than 4 sites
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Videoconference Bridges(Or Fours a Crowd - Get
help!)

• Use a videoconference bridge to connect to more
  than 4 sites at once.
• Book a videoconference bridge via the VC
  Helpline (650)
• Book videoconference bridges at least one week in
  advance to ensure that you get one!

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Sending Duo Video

• T150s are the only systems that cannot present
  with Duo Video
• T1000s and T1500s have a dedicated Duo Video
  input cable
• In video conference rooms, use the cable found
  in the desk compartments to present with Duo
  Video. The cable will not present video
  to other VC participants.
• Adjust your screen settings
• -On a PC Press FnF7, and select Presentation
  on Projector and ThinkPad (XVG 1024x768)
• -On a Mac Go to System Preferences under the
  Apple menu, select the Displays tab. Click
  Detect Displays, and a window titled VGA
  should pop up. Select your screen resolution and
  hit OK.
• Press the blue Presentation button on the
  remote to start or stop presenting with Duo
  Video.

Yellow
Red
Note If you disconnect and reconnect your
source, you will have to press the Presentation
button again.
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Adding an Audio-only Call

• Telephone calls can be added to the VC audio
  stream so they are sent to all video
  participants.
• This is the best solution for adding a phone
  bridge for people who only have a telephone
  connection.
• An audio connection can be made by
• Dialing out to a single number
• Dialing out to a conference calling phone bridge
• Calling in to the rooms phone using the number
  on the Info Card attached at the base

Dont forget to hang up when youre done!
The Avaya phone doesnt automatically send
through the VC equipment. Press the Headset
button to use it with the VC system or activate
room microphones for better speakerphone pickup.
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VC Icons you might encounter

• Mic muted - your mic is turned off. If the
  another sites mic is muted, the display will
  read Mic OFF at other side
• Volume off - your volume is set to 0
• Video muted - the site you are trying to reach
  has turned off their camera - they are not
  sending any video feed
• Encryption - DES encryption was successful on
  this call
• Strong encryption - AES (strong encryption) was
  successful on this call
• No encryption - no encryption on this call - if
  your call needs to be secure, this should be
  reported to Helpdesk
• Network errors - network errors or congestion are
  causing packet loss and a decrease in quality of
  your call - report this to helpdesk if it
  persists.
• Warning - there is an error on your endpoint -
  please report this to Helpdesk if it interferes
  with your call

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Videoconference Tips(Guaranteed to make your
life just that much easier!)

• Turn off the projectors when youre done using
  them it saves bulbs and the environment!
• Dont take the DVI/VGA adaptors with you - leave
  them for the next person.
• Sit at the table when speaking. The mics are
  adjusted to pick up this area the best.
• Report any problems with the room, VC system,
  cables, projectors, etc, immediately!
• The sooner we know theres a problem, the sooner
  it will get fixed!

• Do your homework Its
• much easier to dial into a
• conference when you
• know who youre calling, and where.
• Have all presentation slides on the same laptop
  to save time connecting and reconnecting.
• Make sure you hang up all of your calls - both
  video and audio - before leaving the room.

!
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Creating a VC-Friendly Environment(or More VC
Tips!)

• Turn off the front bank of lights using the
  single light switch if the projected image is
  washed out by room lighting.
• Lighten your VC picture by opening blinds or
  turning on the lights. Darken it by closing
  blinds, or turning off lights.
• Keep papers and other items away from
  desk-mounted mics for best sound.

• Check that both sides of a VC have their volumes
  adjusted properly before reporting a sound
  problem. This is especially important for people
  using the phones in an audio bridge!
• Speak clearly and keep your hands or other
  objects away from your mouth while presenting.
• (Again!) Report any problems with the room, VC
  system, cables, projectors, etc, immediately!
• The sooner we know theres a problem, the sooner
  it will get fixed!

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Call the Video Conference Helpline(650) -

• If you are unable to connect your call
• If your call drops more than once
• If your encryption fails on a call that will
  include confidential information
• If you get any messages or errors about not being
  connected to the gatekeeper
• If you are unable to turn the projectors on or
  off from the wall switches
• If your projected image is cropped or distorted
• If your projector gives you a temperature
  message or shuts off unexpectedly
• If you find that you need to connect to more than
  five sites - Helpdesk can assist you in setting
  up a bridge.

If you need help immediately, DO NOT file a
ticket - Please call! Tickets can take several
days to get to us!
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We are here for YOU!The AV/VC team is here to
answer any questions you might have about
videoconferencing in your building.

• For Buildings 40-43
• James T
• Brad C
• For 1945, 1965, e, C, and p
• Peter I
• For Buildings 44-47
• Nathan W
• For 1500-1550
• Laura Rubin
• For all other buildings
• Victor H
• Sean J

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Further Reading

• http//en.wikipedia.org/wiki/Video_conferencing
• http//en.wikipedia.org/wiki/H.323
• http//www.polycom.com
• http//www.tandbergusa.com/

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QA?

• Thats all, folks!