Polycom V500 Getting Started Manual

People+Content™, V500™, and VSX™ are trademarks of Polycom, Inc. in the United States and various other countries. All other trademarks are the property of their respective owners. Patent Information The accompanying product is protected by one or more U.S. and foreign patents and/or patents pending held by Polycom, Inc. © 2006 Polycom, Inc. All rights reserved. Polycom Inc. 4750 Willow Road Pleasanton, CA 94588-2708 USA No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format. As between the parties, Polycom, Inc. retains title to, and ownership of, all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g. a book or sound recording). Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice.

Getting More Information.................................................................................................. 3 Calling and Answering .......................................................................3 Placing a Video Call.......................................................................................................... 3 Answering a Video Call ..................................................................................................... 5 Ending a Video Call .......................................................................................................... 6 Types of Video Calls You Can Make..................................................................................... 6 Placing and Ending an Audio-only Call................................................................................. 7 Using Avaya Network Features with Video Calls................................8 Controlling What You See ..................................................................9 Switching Between Full Screen Video and the Home Screen ................................................... 9 Showing, Moving, and Turning Off the PIP ........................................................................... 9 Controlling What You Hear ..............................................................11 Adjusting Volume ...........................................................................................................11 Muting the Microphone ....................................................................................................11 Controlling What the Far Site Sees ..................................................12 Adjusting the Camera......................................................................................................12 Showing and Receiving Content ......................................................12 Showing Content from a Computer....................................................................................13 Receiving Content...........................................................................................................14 Working with Directory Entries .......................................................14 Searching the Directory ...................................................................................................15 Adding, Editing, and Deleting Directory Entries....................................................................15 Categorizing Directory Entries ..........................................................................................16 Refreshing Global Directory Entries ...................................................................................17 Participating in Calls with Multiple Sites..........................................17 Supplying a Password for External MCU Calls ......................................................................18 Using Chair Control for Multipoint Calls ..............................................................................18 Changing the Way Calls Are Answered ............................................20 Temporarily Refusing Calls ...............................................................................................20 © POLYCOM, INC. iii

Muting Automatically Answered Calls .................................................................................21 Scheduling Calls ..............................................................................22 Using Microsoft LCS Features with Video Calls ................................23 Adding and Removing Microsoft LCS Contacts .....................................................................23 Viewing Microsoft LCS Contact Status ................................................................................23 Customizing Your Workspace ..........................................................24 Specifying When to Display the PIP ...................................................................................24 Displaying the Far Site’s Name When the Call Connects........................................................25 Hearing Audio Confirmation When You Dial.........................................................................25 Adjusting for Room Lighting .............................................................................................26 Setting Camera Brightness...............................................................................................26 Changing the System Color Scheme ..................................................................................27 Enabling Dual Monitor Emulation.......................................................................................27 Video Conferencing Tips ..................................................................28 Tips for Great Video ........................................................................................................28 Tips for Great Audio ........................................................................................................28 iv © POLYCOM, INC.

for the V500 System When you connect a Polycom® V500™ system to your TV monitor and place a call, you’ll be able to have conversations and meet with people all over the world, without any travel required. You also have the flexibility to create your own directory of numbers, change the way calls are answered, and customize what you see on the screen. Before you place your first call with your V500 system, use this guide to become familiar with some basic “how-to” information. This guide includes overview information that you may find helpful when you’re just starting to learn about video conferencing or when you have experience, but you need a quick refresher. V500 systems can be customized to show only certain options. Therefore, there may be options covered in this guide that you cannot access on your system. To find out more about these options, please talk to the administrator of your system or refer to the Administrator’s Guide for the V500 System. System Basics Using the Remote Control You use the remote control to place calls, adjust the volume, navigate screens, and select options. If you need to enter text, you can press 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. This guide refers to the V500 system remote control, shown on the following page. The VSX™ Series remote control is also available. The VSX Series remote control enables you to perform some advanced functions, such as far-site camera control. For more information about purchasing the VSX Series remote control, contact your Polycom distributor. © POLYCOM, INC. 1

V500 System Remote Control Place or answer a call End a call Navigate through menus Return to the Place a Call (home) screen Confirm your current selection; perform functions on highlighted items Increase or decrease the sound you hear from the far site Return to the previous screen Mute the sound you’re sending to the far site Show, move, or hide the Picture-in-Picture (PIP) See the video in the full screen; swap the video between the PIP and the main screen Enter a dot in an address Display the onscreen keyboard so you can enter text Delete letters or numbers Enter letters or numbers Access the online help; see the current system status while in a call 2 www.polycom.com/videodocumentation

Getting More Information If you need additional information about using the V500 system, try these resources: ‰ To view help while you’re using the system, press Help on the remote control. ‰ For network questions, contact your network service provider. ‰ For system questions, contact Polycom Technical Support at www.polycom.com/support. Calling and Answering 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 a site from: ƒ The Recent Calls list ƒ The Contacts or Speed Dial list ƒ The directory Calling by Entering a Name or Number To place a call by entering a name or number: 1. In the dialing field, enter the dialing information. Depending on the capabilities of your system and the system you are calling, the dialing information will look like one of these examples: ƒ 10.11.12.13 (IP address) ƒ 2555 (extension) ƒ stereo.polycom.com (DNS name) ƒ AscotConferenceRoom (system name) ƒ 19784444321 (ISDN number) © Polycom, Inc. 3

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 or call type 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 person 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 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 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 home screen. 2. Scroll to the entry you want to call. 3. Press Call to place the call. To see more details about a call listed on the Recent Calls screen, highlight the call and press Help on the remote control. You can sort the list by pressing the remote keys 1-9. Press Help and select Help to view sorting options. Calling from the Contacts or Speed Dial List You may be able to quickly access calling information for specific sites using the Speed Dial or Contacts list on the home screen. To place a call using the Speed Dial or Contacts list: 1. Select Speed Dial or Contacts from the home screen. 2. Scroll to the entry you want to call. 3. Press Call to place the call. 4 www.polycom.com/videodocumentation

Calling from the Directory The directory is a list of names and numbers stored locally on the V500 system. If the system is registered with a Global Directory Server, the directory also includes entries from the global directory. To place a call from the directory: 1. Select Directory from the home screen. 2. Find the entry to call. 3. Press Call to place the call. For more information about using the directory, see Working with Directory Entries on page 14. 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. Answering a Video Call The V500 system can answer incoming calls in one of these ways: ‰ The system prompts you to answer the calls manually. ‰ The system answers incoming calls automatically. 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. To answer the call manually: ¾ Select Answer or press Call on the remote control. If your system is set up to automatically answer calls, the call connects automatically. If you see Near on your screen, your microphone is muted. To unmute your microphone, press Mute on the remote control. If you see Far on your screen, the far site’s microphone is muted. You will not be able to hear the people at the far site until the far site microphone is unmuted. © Polycom, Inc. 5

Ending a Video Call To hang up from a call: ¾ Press Hang Up on the remote control. Types of Video Calls You Can Make Depending on your system configuration, you may be able to make calls using ISDN, IP, or SIP. The following table lists some possible call combinations. From… You can call… By dialing… ISDN Phone number. ISDN IP 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. Same LAN System name, extension, or IP address. Different LAN Access code of the near-site gateway, the selected speed code, the ISDN number of the far-site gateway, and the extension of the far site. Enter the extension after the gateway number or wait until the gateway prompts you for the extension. LAN ISDN Access code of the near-site gateway, the selected speed code, and the ISDN number of 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 service provider 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. 6 www.polycom.com/videodocumentation

Placing and Ending an Audio-only Call If you have an ISDN line connected to your V500, you can use your system to make audio-only calls in addition to using your system to place video calls. Placing an Audio-only Call To place an audio-only call from your system: 1. On the home 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. Select Call Type and press on the remote control. 3. Select Voice over ISDN. 4. Press Call to place the call. Ending an Audio-only Call To hang up from an audio-only call: ¾ Press Hang Up on the remote control. If the person on the telephone hangs up first, you need to disconnect the call from the V500 system, just as you would hang up a telephone receiver in a regular phone call. © Polycom, Inc. 7

Using Avaya Network Features with Video Calls Depending on how your system is configured, you may be able to use Avaya® telephony network features such as call forwarding, transferring calls, and adding additional sites in an audio-only conference. To activate call forwarding: 1. Make sure that the V500 system is not in a call. 2. From the Place a Call screen on the V500 system, dial the Feature Access Code provided by the Avaya Communication Manager (ACM) administrator, followed by the E.164 extension of the system to which you want to forward the calls. For example, dial *22016 if *2 is the Feature Access Code and 2016 is the system E.164. 3. Wait for confirmation beeps. To deactivate call forwarding: 1. From the V500 system Place a Call screen, dial the Feature Access Code provided by the ACM administrator. For example, #2 if #2 is the Feature Access Code for disabling call forwarding. 2. Wait for confirmation beeps. To transfer a call: 1. While in a call, press on your V500 system remote control to access the tone pad. 2. Press Dot on the remote to activate flash hook. The first far- site system is placed on hold. 3. Wait for a dial tone, then dial the extension of the far-site system to which you want to transfer the call. The call connects both audio and video between the local system and the second far-site system. The first far-site system is still on hold. 4. Hang up the near-site system. The two far-site systems are now connected in a call with audio and video, if the capabilities are present. 8 www.polycom.com/videodocumentation

Controlling What You See You can control what you see during a call by switching views and adjusting the PIP. 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 screen. When the call connects, the system automatically shows the video in the whole screen. You can switch back to the home 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 learn about adjusting user settings, see Customizing Your Workspace on page 24. To see the video in the full screen: ¾ Press Near on the remote control. To see the home screen: ¾ Press Home on the remote control. Showing, Moving, and Turning Off the PIP During a call, the Picture-in-Picture (PIP) displays what your camera is sending to the far site. (This lets you adjust the camera if you need to.) If the far site 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. To show, move, or turn off the PIP during a call: ‰ Press PIP on the remote control to turn the PIP on. ‰ While the PIP has a yellow border, press PIP repeatedly to move it to different corners of the screen. ‰ After a brief pause, the PIP border turns blue. Then, press PIP to turn the PIP off. © Polycom, Inc. 9

To swap the views shown in the PIP and the main screen: 1. If the PIP is not showing, press PIP on the remote control to display the PIP on the screen. 2. Press Near twice and select the Swap PIP icon. During calls using Dual Monitor Emulation without content, you can press the PIP button on the remote control 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 The last layout viewed is used for the next call. 10 www.polycom.com/videodocumentation

Controlling What You Hear Adjusting Volume 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: ¾ Press Volume on the remote control. Muting the Microphone You can mute the microphone if you do not want the far site to hear you. For example, you might mute the microphone if you want to speak to someone privately. To mute or unmute the microphone: ¾ Press Mute on the remote control. © Polycom, Inc. 11

Controlling What the Far Site Sees You can control what the far site sees during a call by moving and focusing your camera. Adjusting the Camera You can pan and tilt the V500 camera manually, and you can use the focus wheel to focus the camera. To adjust the camera: 1. Adjust the camera by moving the camera up, down, to the left, or to the right: 2. Focus the camera by turning the focus wheel: Showing and Receiving Content If you have the Polycom People+Content™ IP software application installed on your computer, you can use your V500 system to show content that is stored on your computer, such as: ‰ PowerPoint® slides ‰ Web pages ‰ Spreadsheets If you don’t have Polycom People+Content IP, you can still receive content from other video conferencing systems. 12 www.polycom.com/videodocumentation

Showing Content from a Computer If you have the Polycom People+Content IP option enabled on your V500 system and the software application installed on your computer, you can show content from a Windows XP or Windows 2000 computer that is connected to the network. You don’t need cables or hardware. All you need is the IP address of the V500 system. For more information about enabling People+Content IP on your V500 system, see the Administrator’s Guide for the V500 System. People + Content IP provides video-only content. No audio is shared. If your computer is connected to the LAN, you can also share content from network locations. When you share content from a computer, the far site sees just what you see on the computer screen. To install the People+Content IP application on a computer: 1. On a computer with Windows XP or Windows 2000, open a web browser and go to www.polycom.com. 2. Download and install the People+Content IP application from the Polycom Resource Center. To start showing content: 1. On the computer, start the Polycom People+Content IP application. 2. Enter the IP address or DNS name of the V500 system and click Connect. 3. Open the content you want to show. 4. Click in People+Content IP. When you are sending content, the content sharing icon appears on your monitor. Depending on the configuration of your system, you may also see the content on your monitor. To stop showing content: 1. If the People+Content IP toolbar is minimized, maximize it by clicking the icon in the task bar. 2. Click in People+Content IP. 3. If others in the conference want to send content using People+Content IP, click Disconnect to disconnect from the V500 system so that they may connect. Only one computer at a time can be connected. © Polycom, Inc. 13

Receiving Content If you are in a video call with a V500 system and the far site sends content, the content automatically appears on your screen. The content remains on the screen until the far site system stops sending it. If you are displaying the PIP when content is sent, you see the content in the main part of the screen and, in the PIP, you see the people at the far site. If your system supports Dual Monitor Emulation, you can see the people at the far site and the content at the same time. This is possible because the system can send and receive two sources of video simultaneously. Working with Directory Entries The directory on your V500 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 might be 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. These entries are stored locally on your V500 system, and depending on your system setup, you can remove or 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 as available or offline. 14 www.polycom.com/videodocumentation

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 Up and Down arrow buttons ‰ 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 calls and save them in the V500 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 an entry to the directory: 1. Select Directory from the home screen. 2. Select New. 3. Specify the following information: In this field… Enter this information… Name Name that will appear in the directory list and on incoming call messages. Number ISDN number to use for calling the site. Call Quality Call speed to use for ISDN calls to the site. IP Number IP address for calling the site. Extension The system’s gateway extension. Call Quality Call speed to use for IP calls to the site. Phone Number Mobile Number Email 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. © Polycom, Inc. 15

To edit an entry: 1. Select Directory from the home screen. 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. Select Directory from the home screen. 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 group: 1. Select Directory from the home screen. 2. Select Group. 3. Select Edit Category. 4. Enter a group name. 5. Press Back on the remote control to save the new group. To delete a group: 1. Select Directory from the home screen. 2. Select Group. 3. Select Edit Category. 4. Scroll to the group name you want to delete and then select Delete. When you delete a group, all entries in that group are deleted. If you want to keep these entries, be sure to assign them to a new group before you delete the old group. 16 www.polycom.com/videodocumentation

To assign an entry to a group: 1. Select Directory from the home screen. 2. Scroll to the entry you want to assign to a group and then select Edit. 3. Select Next and select the Group. 4. Select Save to save your changes and return to the directory. Refreshing Global Directory Entries The global directory entries are periodically refreshed on systems registered to the Global Directory Server. You can also manually refresh the global directory entries on your system. To manually refresh global directory entries: 1. Select Directory from the home screen. 2. Navigate to the red Polycom logo in the top right corner of the screen. If you do not see a red Polycom logo in the top right corner of the screen, your system is not registered with the Global Directory Server. Contact your system administrator for more information. 3. Select the logo and choose Refresh. Participating in Calls with Multiple Sites You can use the V500 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. Sites in multipoint conferences may connect in these ways: ‰ All sites connect by IP ‰ All sites connect by SIP ‰ All sites connect by ISDN ‰ Some sites connect by IP and some by ISDN ‰ Some sites connect by SIP and some by ISDN © Polycom, Inc. 17

Supplying a Password for External MCU Calls External MCUs may require you to enter a password in order to join a conference. For this type of call, you can configure the system to enter the meeting password for you. To configure a meeting password: 1. Select System from the home screen. 2. Select User Settings from the System screen. 3. Enter the password in the Meeting Password field in one of these ways: ƒ Press the remote control number buttons, using the text-entry method commonly used with cell phones. ƒ Press Keyboard to use the on-screen keyboard to enter characters. 4. Press Home to save your change and return to the home screen. If you need to generate touch tones (DTMF tones), press on the remote control, then use the remote control keypad. 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 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. Chair control is available in a call only if it is allowed by the external MCU. You must use Microsoft Internet Explorer® 6.0 or later to access the V500 web interface. To use the chair control options when you are in a multipoint call: 1. On a computer, open a web browser. 2. In the browser address line, enter the system’s IP address, for example, http://10.11.12.13, to go to the V500 web interface. 3. Click Place a Call. 4. Click Chair Control to go to the Chair Control screen. 18 www.polycom.com/videodocumentation

The Chair Control option is only available when the system is in multipoint call. 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… Pass chair controls to the selected site. Release Chair View the selected site’s video. This remains in effect until you choose Stop Viewing Site or you release chair control. View Site 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 Chair controller Disconnect all sites and end the call. End Conference Request control of the conference. Acquire Chair View the selected site’s video. This does not change what other sites see. View Site Participant Return to viewing the video selected by the chair or the MCU. Stop Viewing Site © Polycom, Inc. 19

Changing the Way Calls Are Answered Depending on your system configuration, you may be able to choose the way the system handles incoming calls. 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 home screen, select in the lower right corner of the screen. 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. Setting your status to I am Available or I am Busy on the contact list home screen changes the Do Not Disturb icon status on the home screen, if it is displayed there. Likewise, changing the Do Not Disturb icon on the home screen changes your status on the contact list home screen. Answering Calls Automatically Depending on your system configuration, 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. 20 www.polycom.com/videodocumentation

To automatically answer calls: 1. Select System from the home screen. 2. Select User Settings from the System screen. 3. Scroll to Auto-Answer Point to Point, press Enter on the remote control, and select Yes. 4. Press Home to save your change and return to the home screen. 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 call is not affected. To mute automatically answered calls: 1. Select System from the home screen. 2. Select User Settings from the System screen. 3. Scroll to Mute Auto-Answer Calls and press Enter on the remote control to enable the option. 4. Press Home to save your change and return to the home screen. © Polycom, Inc. 21

Scheduling Calls You can use the calendar and call scheduling feature of the V500 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 home 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 site to call from the directory. 6. Select the date and time for the call. 7. Select Next and specify whether the call repeats. On the scheduled time and date, your V500 system will automatically call the selected site. To view scheduled calls in the calendar: 1. Select System from the home 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. 22 www.polycom.com/videodocumentation

Using Microsoft LCS Features with Video Calls Depending on how your system is configured, you may be able to use the Microsoft® LCS (Live Communications Server) contact list feature. This feature allows you to set up a list of LCS contacts, see if the contacts are online, and call them without knowing or remembering their addresses. Contacts appear in the directory and may also appear on the contact list home screen. When you are viewing the contact list home screen, you can select Manual Call or press Home on the remote control to access the home screen. Adding and Removing Microsoft LCS Contacts To add or remove Microsoft LCS contacts that appear on the V500 system, you must use Microsoft Office Communicator or Windows Messenger. To add or remove LCS contacts for the V500 system: 1. Open the Microsoft Office Communicator or Windows Messenger application on a computer. 2. Log in to the application using the V500 system SIP account information. 3. Use the application to add or remove contacts for the V500 system. Viewing Microsoft LCS Contact Status Status icons appear next to each LCS contact on the V500 system. These icons indicate whether the contact is available, busy, or offline. Status Icon on V500 System The video conferencing system is… Available Powered on and available to take calls. Busy Powered on but not available to take calls for one of the following reasons: ƒ The system is in a call. ƒ The system is set to I am Busy or Do Not Disturb. Offline Powered off or not registered to the LCS server. © Polycom, Inc. 23

Customizing Your Workspace You can customize what you see on the screen, depending on how your system is configured. You can change these options before you place a call and when the system is in a call. Specifying When to Display the PIP Your system may be configured with specific default behavior for the PIP in calls. Depending on your system configuration, you may be able to show, move, or hide the PIP as needed after a call connects. To specify when to display the PIP: 1. Select System from the home screen. 2. Select User Settings from the System screen. 3. Select Next to see more settings. 4. Scroll to PIP, press Enter on the remote control, and select one of these settings: Select this setting… To show the PIP… Auto On connection and when you pick up the remote. On On connection and during the call. Off Only when you press PIP on the remote control. 5. Press Home to save your change and return to the home screen. 24 www.polycom.com/videodocumentation

Displaying the Far Site’s Name When the Call Connects Depending on your system configuration, 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 home screen. 2. Select User Settings from the System screen. 3. Select Next to see more settings. 4. Scroll to Far Site Name Display Time, press Enter on the remote control, and select to display the far site’s name during the entire call, for a specified time, or not at all. 5. Press Home to save your change and return to the home screen. Hearing Audio Confirmation When You Dial Depending on your system configuration, you can set up the system to speak each number as you enter it in the dialing entry field on the home screen. To enable audio confirmation: 1. Select System from the home screen. 2. Select User Settings from the System screen. 3. Select Next to see more settings. 4. Scroll to Keypad Audio Confirmation and press Enter on the remote control to enable the option. 5. Press Home to save your change and return to the home screen. © Polycom, Inc. 25

Adjusting for Room Lighting Depending on your system configuration, you can use backlight compensation to adjust the brightness of the video that the camera sends to the V500 system. Adjusting this setting can be helpful when the room arrangement results in strong light coming from behind the people in the picture. To turn backlight compensation on: 1. Select System from the home screen. 2. Select User Settings from the System screen. 3. Scroll to Backlight Compensation and press Enter on the remote control to enable the option. 4. Press Home to save your change and return to the home screen. Setting Camera Brightness Depending on your system configuration, 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 home screen. 2. Select User Settings from the System screen. 3. Scroll to Camera Brightness, press Enter on the remote control, and select the brightness level. 4. Press Home to save your change and return to the home screen. 26 www.polycom.com/videodocumentation

Changing the System Color Scheme Depending on your system configuration, you may be able to select from a variety of color schemes for your V500 system screens. To change the color scheme: 1. Select System from the home screen. 2. Select User Settings from the System screen. 3. Select Next to see more settings. 4. Scroll to Color Scheme, press Enter on the remote control, and select one of the color schemes. 5. Press Home to save your change and return to the home screen. Enabling Dual Monitor Emulation Depending on your system configuration, you may be able 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 at the same time. To enable Dual Monitor Emulation: 1. Select System from the home screen. 2. Select User Settings from the System screen. 3. Select Next to see more settings. 4. Scroll to Dual Monitor Emulation and press Enter on the remote control to enable the option. 5. Press Home to save your change and return to the home screen. There are different views available with Dual Monitor Emulation. To change the view, press PIP on the remote control. © Polycom, Inc. 27

Video Conferencing Tips Read through these quick tips for ideas on how to optimize your video conferencing experience. 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 camera, 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 call, try to limit side conversations. 28 www.polycom.com/videodocumentation