Polycom® Open Telepresence Experience™ (OTX™) 300 User Guide Software Version 2.
Trademark Information POLYCOM®, the Polycom "Triangles" logo and the names and marks associated with Polycom's products are trademarks and/or service marks of Polycom, Inc. and are registered and/or common-law marks in the United States and various other countries. All other trademarks are property of their respective owners. Patent Information The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc. © 2010, Polycom, Inc.
About this Guide This guide introduces you to the Polycom Open Telepresence Experience (OTX) 300, explains how to use the Touch Panel, describes what you can expect to see on the displays during meetings in the OTX room, and provides general guidelines for conducting successful meetings. This guide is intended for all users of the Polycom OTX 300, software version 2.7. For quick reference information about the OTX, refer to the Quick Tips for Polycom Open Telepresence Experience (OTX) 300.
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Contents Contents 1 Introducing the OTX 300 . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 Key Features and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–2 2 Using the Touch Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1 About the Enhanced and Classic User Interfaces . . . . . . . . . . . . . . . . . . . . 2–1 Accessing the Home Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Polycom OTX 300 User Guide Hanging Up Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–29 Hanging Up Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–29 Hanging Up Audio Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–29 Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–30 Answering Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
List of Figures List of Figures Figure 2-1 Polycom, Inc. Start Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2 Figure 2-2 Home Screen — Enhanced UI (Not in a Call) . . . . . . . . . . . . . . . . . . . 2-3 Figure 2-3 Home Screen — Classic UI (Not in a Call) . . . . . . . . . . . . . . . . . . . . . . 2-4 Figure 2-4 Home Screen — Enhanced UI (In a Call) . . . . . . . . . . . . . . . . . . . . . . . 2-5 Figure 2-5 DTMF Touch Pad . . . . . .
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1 Introducing the OTX 300 Imagine walking into a comfortable professional meeting environment, taking a seat, and starting a conversation with your counterpart located across the world. Without any technology in the way, you can focus on the business at hand. Welcome to telepresence conferencing with the Polycom Open Telepresence Experience (OTX). The OTX offers Polycom’s Ultimate High Definition video with true-to-life people dimensions.
Polycom OTX 300 User Guide Key Features and Benefits The key features and benefits of the Polycom OTX 300 include: 1–2 Feature Benefit Appealing design The OTX room has been designed with a fresh look and feel that provides broader global appeal and a more consistent meeting experience. Critical tools and connections are within easy reach.
Introducing the OTX 300 Feature Benefit Color Touch Panel user interface The tabletop Touch Panel offers the familiar Classic user interface as well as the Enhanced user interface. The Enhanced UI includes the Meeting Composer feature, which enables you to select multiple sites and then touch one button to initiate the call. This interface also allows you to browse both Local and Global directories for sites to call.
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2 Using the Touch Panel The Touch Panel is your interface to the Polycom Open Telepresence Experience. It enables you to place video and audio calls, hang up calls, control the audio, and perform other telepresence conferencing tasks. The Touch Panel is located on the table within easy reach of the center seats. If your organization has signed up for Video Network Operations Center (VNOC) services, the VNOC may handle many or all of the telepresence conferencing tasks for you.
Polycom OTX 300 User Guide state. If the response time is consistently longer than this or if you receive no response, contact the Help Desk as described in the Getting Help section on page 2-31. Accessing the Home Screen The first screen you typically see on the Touch Panel is the Start screen: Figure 2-1 Start Screen To access the Home screen from the Start screen: >> Touch 2–2 Start.
Using the Touch Panel Enhanced User Interface The Home screen for the Enhanced UI provides you with access to the buttons you typically use during a telepresence conference. For example, you can use the Home screen to place speed dial calls, change the volume, and view the call indicators. Figure 2-2 Home Screen — Enhanced UI (Not in a Call) Note that the Home screen you see will differ from the one shown above depending on which Speed Dial buttons your administrator has set up.
Polycom OTX 300 User Guide Classic User Interface The Home screen for the Classic UI provides you with access to the buttons you typically use during a telepresence conference. For example, you can use the Home screen to place speed dial calls, change the volume, and view the call indicators. Figure 2-3 Home Screen — Classic UI (Not in a Call) Note that the Home screen you see will differ from the one shown above depending on which Speed Dial buttons your administrator has set up.
Using the Touch Panel Understanding the Touch Panel Indicators When you are in a call, the Touch Panel Home screen displays information you may need during the call.
Polycom OTX 300 User Guide • If the call is not encrypted, the Encryption icon appears unlocked; if the call is encrypted, the icon will appear locked. • If the far end is sharing content, the Content Sharing icon lights up. Note that this icon appears along the left side of the screen on the Classic UI. • If the far end is muted, the Far End Muted icon lights up. Note that this icon appears along the left side of the screen on the Classic UI.
Using the Touch Panel • The optional Close Up and Wide Shot camera view buttons appear if your system administrator has set up this option. Figure 2-6 Home Screen: In a Call (with Camera Views Buttons) — Touch Close Up if you want the near site camera to zoom in. — Touch zoom out.
Polycom OTX 300 User Guide Making and Hanging Up Speed Dial Calls To enable you to speed dial calls, your system administrator must first set up the speed dial numbers for your site. Each of these speed dial numbers will correspond to a Speed Dial button on the Home screen. The Speed Dial buttons can be set up to call traditional (standalone) video conferencing systems, Immersive Telepresence sites, audio-only sites, or multiple sites at one time.
Using the Touch Panel 2 Touch the audio Speed Dial button that corresponds to the telephone number you want to call. For example, if you often call the CEO’s cell phone, you might see an audio Speed Dial button called “CEO Cell”. You can simply touch that button to place a call to that number. If you touch the Help Desk button when an audio call is connected, the system must hang up the audio call in order to place the help call. A message informs you of this before hanging up the audio call.
Polycom OTX 300 User Guide Meeting Composer is available only with the Enhanced UI. If you are using the Classic UI, refer to Calling with the Classic UI on page 2-25. Depending on how your system administrator has configured your system, some of the features described in this section (such as multipoint calling) may not be available. For information about how your system is configured, contact your system administrator. Figure 2-7 shows the Meeting Composer screen.
Using the Touch Panel • Refer to the following table for information about the site icons on the Meeting Composer screen. Appearance of icon on left side of screen Site Type Appearance of icon on right side of screen before conference has started Appearance of icon on right side of screen once conference has started Video (RPX, OTX, TPX, and ATX telepresence sites as well as H.
Polycom OTX 300 User Guide 2 Touch Number Pad. The Meeting Composer Number Pad view appears. Figure 2-8 Meeting Composer Number Pad View — Enhanced UI 3 Touch Video or Audio. 4 Using the number pad, enter the video or phone number, IP address, or E.164 extension for the site. If you make a mistake while dialing, touch Clear to remove the entire entry or touch Backspace to remove one character at a time. 5 Touch call.
Using the Touch Panel 2 Touch Speed Dial. The Meeting Composer Speed Dial view appears. Figure 2-9 Meeting Composer Speed Dial View — Enhanced UI Note that the icons on the Meeting Composer Speed Dial buttons display a right arrow to indicate that using the button will add the site to the Conference List on the right side of the screen. If the icon on the Speed Dial button displays a right arrow along with a plus sign, the speed dial site is a multipoint site.
Polycom OTX 300 User Guide Selecting a Site Using the Address Book To enable you to select sites using the Local and Global address books, your system administrator must first configure the address books so that you can access them from your site. If your system is not configured to use the Polycom Converged Management Application™ (CMA™), you will not have access to the Global address book. For information about how your system is configured, contact your system administrator.
Using the Touch Panel 4 Touch the group to which the site belongs. The members of that group are displayed on the right side of the Address Book view. Use the scroll bar to see the complete list of members. 5 Touch the name of the site that you want to add to the list of sites to call. The name will appear in the Conference List on the right side of the Meeting Composer screen. Selecting a Site Using Search To enable you to select sites using search, you must have access to the Local address book.
Polycom OTX 300 User Guide 3 Touch the 4 Touch Local or the Global address book. Keyboard. A keyboard is displayed on the full screen. Figure 2-12 Full Screen Keyboard — Enhanced UI 5 Using the keyboard, enter any string of characters to search for the name of the site. (Partial strings are acceptable.) Note that the system will not search numbers unless they are part of the site name.
Using the Touch Panel Making and Hanging Up Calls Using Meeting Composer Once you have added the sites you want to call to the Conference List on the right side of the Meeting Composer screen, you can make the call to those sites as described in this section. Making and Hanging Up a Multipoint Call If your system is configured to use the Polycom RMX, you can make a call to multiple sites as well as to telepresence sites. You can select up to 30 sites to dial at once.
Polycom OTX 300 User Guide 2 Touch Connect. As the sites are connecting, status messages appear at the top of the Conference List. Each message is automatically cleared after five seconds. Once the conference starts, the Conference List displays the list of sites in the conference as well as the Hang Up button. 3 You can then do the following: — To drop a site from the conference, simply touch that site’s name in the list. — To end the conference, touch Hang Up.
Using the Touch Panel 2 Touch Connect. As the sites are connecting, status messages appear at the top of the Conference List. Each message is automatically cleared after five seconds. Once the conference starts, the Conference List displays the video and audio Hang Up buttons as appropriate for the call. Figure 2-15 Meeting Composer Hang Up Screen for a Point-to-Point Call — Enhanced UI 3 You can then do the following: — To drop the video call from the conference, touch Video.
Polycom OTX 300 User Guide Using Polycom Conferencing for Outlook The Polycom Conferencing for Outlook feature enables you to use the Enhanced UI on the Touch Panel to view a list of scheduled meetings and to join those meetings. To use this feature, your system administrator must configure your system to connect to the Microsoft Exchange Server, as well as install the Polycom Conferencing Add-In for Microsoft Outlook at your site.
Using the Touch Panel 2 Touch the meeting you want to join from the list of meetings that appears on the right side of the screen. — A green icon appears to the left of available meetings. — A gray icon appears to the left of meetings that have already occurred. Once you touch a valid meeting to join, details about that meeting will display on the left side of the screen and the Join Now button will change from gray to green.
Polycom OTX 300 User Guide 3 Touch Join Now. Your OTX 300 will then automatically connect to the meeting you selected. Once you have connected, the to a Join Now button will change Leave Meeting button.
Using the Touch Panel Responding to Meeting Reminders When a meeting is about to start, the Polycom Conferencing for Outlook screen displays a meeting reminder on the right side of the screen. To respond to meeting reminders: • Press Yes to join the meeting. • Press No to cancel the reminder.
Polycom OTX 300 User Guide Leaving a Meeting Using Polycom Conferencing for Outlook To leave a meeting using Polycom Conferencing for Outlook: >> Touch Leave Meeting. If you select another available meeting, the Join Now button will reappear. Figure 2-20 Polycom Conferencing for Outlook Screen with Meeting in Progress If you are currently in a meeting but would like to join a different meeting, select the meeting you want to join and touch Join Now.
Using the Touch Panel Calling with the Classic UI This section describes how to use the Classic UI to: • Speed dial video and audio calls • Manually dial video and audio calls • Hang up video and audio calls Speed Dialing Calls To enable you to speed dial calls, your system administrator must first set up the speed dial numbers for your site. Each of these speed dial numbers will correspond to a Speed Dial button on the Home screen.
Polycom OTX 300 User Guide Speed Dialing Video Calls To speed dial a video call when you are using the Classic UI: 1 Touch Polycom. The Home screen for the Classic UI appears.. Figure 2-21 Home Screen — Classic UI Touch the video Speed Dial button that corresponds to the site you want to call. For example, if you often call a site in Boston, you might see a Speed Dial button called “Boston”. You can simply touch that button to place a call to that site.
Using the Touch Panel Speed Dialing Audio Calls To speed dial an audio call when you are using the Classic UI: 1 Touch Audio Dial. The Audio Dial screen for the Classic UI appears. Figure 2-22 Audio Dial Screen — Classic UI 2 Touch the audio Speed Dial button that corresponds to the telephone number you want to call. For example, if you often call the CEO’s cell phone, you might see an audio Speed Dial button called “CEO Cell”. You can simply touch that button to place a call to that number.
Polycom OTX 300 User Guide Manually Dialing Calls With the Classic UI, you can manually dial both video calls and audio calls. Manually Dialing Video Calls To manually dial a video call when you are using the Classic UI: 1 Touch Video Dial. The Video Dial screen for the Classic UI appears. Figure 2-23 Video Dial Screen — Classic UI 2 Enter the number of the site you want to call using the touch pad, and then touch Dial.
Using the Touch Panel Manually Dialing Audio Calls To manually dial an audio call when you are using the Classic UI: 1 Touch Audio Dial. The Audio Dial Screen for the Classic UI appears as shown in Figure 2-22 on page 2-27. 2 Enter the telephone number that you want to call using the touch pad and then touch Dial/Answer. To get an outside line, you should dial the number the same way you would dial an ordinary telephone in your organization.
Polycom OTX 300 User Guide Answering Calls This section describes how to answer video or audio calls that you receive when in an OTX room. Answering Video Calls When you receive a video call, you hear a ringing sound. To answer a video call: >> You do not have to do anything to answer the call. The call will be automatically answered by the OTX.
Using the Touch Panel Getting Help This section lists the error message that you may receive on the Touch Panel when you place a call that does not connect. It also describes how to contact the Help Desk whenever you need help with the OTX. Understanding Error Messages If you make a call using the Touch Panel and the call does not connect, you will receive an error message. The following table describes these messages. Error Message Description The call has ended.
Polycom OTX 300 User Guide 2 Touch the larger Panel. Help Desk button that appears on the Touch If your organization has signed up for VNOC services, you can also get help by calling the VNOC directly using the phone number provided by your organization. If you touch Help Desk when an audio call is connected, the system must hang up the audio call in order to place the help call. A message informs you of this before hanging up the audio call.
3 Viewing People and Content What can you expect to see on the displays during a telepresence conference in an OTX room? That depends on the type of system you are calling at the other site and whether your call is to one site (point-to-point) or multiple sites (multipoint). This chapter describes what you can expect to see in these various scenarios.
Polycom OTX 300 User Guide If you make a call between an... And a/an... This is what you will see in your OTX 300 room... This is what the far site will see... OTX 300 RPX HD 400 Series The right six seats at the RPX HD main table. Two seats are shown on each display. The entire OTX 300 room. Two seats are shown on the far right display, on the center right display, and on the center left display. The far left display is blank. OTX 300 RPX HD 200 Series The entire RPX HD Suite.
Viewing People and Content If you make a call between an... OTX 300 OTX 300 And a/an... This is what you will see in your OTX 300 room... This is what the far site will see... Traditional video conferencing system (such as Polycom HDX platforms) The people at the far site on the center display. The left and right displays are blank.
Polycom OTX 300 User Guide Likewise, in the OTX room, the image automatically adjusts so you see a real-size view of the people in the RPX suite.
Viewing People and Content Accessing the Content Monitors In OTX rooms, there are three content monitors located in the table. Depending on how your system is configured, these three content monitors may automatically lift when content is shared; therefore, be sure to keep the area above the content monitors clear. Once the content monitors are raised, they will remain raised until the end of the call, even if no content is being shown. When the call ends, the content monitors will lower automatically.
Polycom OTX 300 User Guide Your system administrator may have set up your system so that content automatically displays when you connect a laptop to the VGA cable. If so, you do not need to use the Touch Panel to share content. 3 Display the content on your laptop screen, and then do one of the following: — If the laptop is the only content source, touch top of the Touch Panel screen. Content at the — If there is more than one content source: a Touch Content at the top of the Touch Panel screen.
Viewing People and Content — If the other site in the conference is an RPX HD 400, RPX HD 200, or OTX 300, the content appears on their tabletop content monitors. — If the other site in the conference is a TPX HD, the content appears on their tabletop content monitors (if their room is equipped with these) and on their auxiliary content monitor (if their room is equipped with one).
Polycom OTX 300 User Guide — If the other site in the conference is an RPX HD 400, RPX HD 200, or OTX 300, the content appears on their tabletop content monitors. — If the other site in the conference is a TPX HD, the content appears on their tabletop content monitors (if their room is equipped with these) and on their auxiliary content monitor (if their room is equipped with one).
Viewing People and Content 5 Touch Start to start sharing content. Figure 3-6 Start Button on People+Content IP Toolbar 6 Touch Zoom to zoom in on an area of your content. 7 Touch Stop to start sharing content. Figure 3-7 Stop Button on People+Content IP Toolbar Using a Document Camera If your OTX room is equipped with an optional document camera, you can use that document camera to show content to the other conference participants.
Polycom OTX 300 User Guide — If the other site in the conference uses traditional (standalone) video conferencing equipment, the document appears on their content monitor. If the site has only one display, the document appears on that display. 5 When you are done using the document camera, touch Cam to stop sending content. Doc Classic User Interface To view content with a document camera when you are using the Classic UI: 1 Power on the document camera. 2 Touch Doc Cam on the Touch Panel.
4 Conducting Successful Meetings Conducting a successful meeting in an OTX room is easy. Because you don’t have to manage cameras, microphones, speakers, remote controls, and other equipment, you can be free to concentrate on making your meeting as effective as possible. Meeting Tips This section provides you with tips on how to take full advantage of the extraordinary video and audio in the room, and provides information that you should know if you are the meeting coordinator.
Polycom OTX 300 User Guide Other helpful audio tips you should consider include: • When speaking, you do not have to direct your speech to a certain location or speak louder than normal. Simply speak in your normal tone of voice. • As in any meeting, you should refrain from sidebar conversations. These can be distracting, especially in multipoint meetings where participants at a number of sites are present. • Whenever you are in an OTX room, remember that the microphones may be on.
Conducting Successful Meetings Reserving a Polycom OTX Room In some organizations, you can use a Polycom OTX room at any time, whereas at other organizations, you must reserve the room. When reserving an OTX room, keep these guidelines in mind: • If your organization has signed up for VNOC services, you can typically make your room reservation through the VNOC.
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