Halo ® User Guide Version 3.
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Contents 1 Overview ............................................................................................................................................................. 4 The Halo environment ................................................................................................................................................. 4 How a meeting happens ............................................................................................................................................
1 Overview The Halo environment The POLYCOM Halo Collaboration System facilitates “face-to-face” meetings between people located at different sites. The design and placement of the Halo equipment contribute to the impression that all participants are present in the same location.
Overview Upper display Overhead camera VGA cable Audio cable Mouse Lower displays Microphone Power and LAN 5
Overview Upper display Overhead camera VGA cable Audio cable Mouse Lower display Microphone Power and LAN CAUTION: Do not clean or repair any of the displays or other Halo furnishings. Improper cleaning or repair could cause damage. Special cleaners and procedures are required for most items. Please notify the local Halo administrator about any items needing maintenance.
Overview How a meeting happens It’s easy to start a Halo meeting: A person in one Halo location selects up to three other locations and invites them to join a meeting. The large lower display or displays show the participants in the remote locations, and optimized communication technology provides high-quality video and audio. So you can clearly see and hear each other—as though you were seated in the same location.
Overview What the upper display does The first purpose of the upper display is to show the Halo setup screen, which is unique for each location.
Overview How problems get fixed quickly If any problems or questions arise, you have instant access to the Halo concierge. With a simple mouse action or phone call, you’re connected to the concierge for a quick solution to your problem. The concierge is an expert on the Halo system and can operate your Halo system remotely or answer your questions. For details, see “Getting Assistance” on page 30.
2 Starting and Ending Meetings People at two, three, or four locations can participate in a meeting. A simple face-to-face discussion requires only that you select the locations for the meeting and start the meeting. If the information on the upper display is shown in an incorrect language, see “Changing the on-screen language” on page 28. Starting a meeting A meeting can be started at any Halo location, and all Halo locations are equal participants in the meeting.
Starting and Ending Meetings 1. In the directory of Halo sites at the top of the setup screen, click the desired location location to your meeting diagram. . This adds the You may have to click or to find a location in a long list. Some locations may be listed under their city names—click the city name to see locations at that city. City Location TIP: If the directory of Halo sites is hidden at the top of the setup screen, click Directory . 2.
Starting and Ending Meetings If your meeting diagram shows a meeting between only two Halo locations, the people view in the lower display or displays shows all seats of the other location. If your diagram shows a meeting with three or four locations, each picture in your people view shows a different location, and all seats of each Halo location may not be visible—see “Changing the view in people displays” on page 23.
Starting and Ending Meetings the meeting diagram. However, the order of locations is optimized individually for each location, so other locations always see locations in different orders. If you want to meeting with a location at a different company, click the first directory level at the top of the directory. This level shows all companies ( ) available to your location. If the company you want is not listed, see “Getting Assistance” on page 30.
Starting and Ending Meetings 2. After the video-conference screen appears in one of the people pictures, use the remote control or other supplied control to open or join a video conference. The remote control operates the video-conference equipment that links the host Halo location and the video-conference participants. See the instructions provided for the video-conference equipment. TIP: If you have a wireless video-conference remote control that does not work reliably, point it below the upper display.
Starting and Ending Meetings Connecting a participant by phone If your Halo location is equipped with a Halo telephone, you can add one or more people to your meeting, even if they’re not in a Halo location or video conference. Each Halo location with a phone can have one telephone connection to the meeting. Telephone participants can hear and be heard by everyone at the meeting, but they cannot see what’s happening. 1. On the upper display, point to the Phone icon at the top-left corner of the screen.
Starting and Ending Meetings Checking the status of a meeting Several indicators on the upper display give information about the locations in your meeting. About your location… This colored Phone icon at the top-left corner of the screen means a phone participant is connected from your location. This colored Share icon at the top-right corner of the screen means your location is sharing content that other locations can see.
Starting and Ending Meetings Ending a meeting A Halo meeting ends when someone in one of the locations ends the meeting. 1. On the upper display, point to the Meeting. Manage icon at the bottom-left corner of the screen, then click End NOTE: When a meeting ends, you have the option to keep the phone connected. Once you select End Meeting, a dialog appears asking if you want to continue the phone call. If you do not respond, the phone call will end automatically within 30 seconds. 2.
3 Conducting Meetings A simple face-to-face discussion may be sufficient for some meetings, but many meetings require other options for optimum collaboration. For example, you may want all participants to see an object that is present in one location, or you may want to invite people in another location to join the meeting. Sharing a laptop screen with other locations If you have a presentation or other information on a laptop computer, you can share it with all participants.
Conducting Meetings To do this… Do this… Preview the screen before sharing it Point to Share icon, then click share the laptop screen Stop sharing the laptop screen Point to Show your setup screen temporarily Point to Manage icon, then click (other locations continue viewing the to view the shared laptop screen again laptop screen)—click Manage, Show part of the laptop screen you can’t see in the upper display Move your laptop mouse to that part of the screen (see the tip below) Point to details
Conducting Meetings Sharing a physical item with other locations NOTE: Only certain Halo locations are equipped to show close-up views of physical objects to other Share icon on the upper display and Table is listed there, locations. If you point the mouse at the then your location has an overhead camera for showing objects. If you have a sketch, model, or other physical object, you can share it with all participants by using the overhead camera—but only if your Halo location has an overhead camera.
Conducting Meetings To do this… Do this… Preview the object before sharing it Point to the object Share icon, then click Table—or before the meeting starts, share Stop sharing the object Point to Share icon, then click Unshare Zoom in or out on the object Point to Share icon, then click or Adjust the focus of the image Point to Share icon, then click Focus (the focus is automatically adjusted) Turn the illuminating light on or off Point to Share icon, then click Light Point to details o
Conducting Meetings Sharing a video-conference presentation If a video-conference participant displays a presentation during the conference, you can share the presentation with all Halo participants on the upper display in all Halo locations. However, only a person in the host Halo location, where the equipment is installed, can take this action. 1. Make sure the presentation is displayed by someone in the video conference. See the instructions provided for the video-conference equipment. 2.
Conducting Meetings Changing the view in people displays Whenever a Halo meeting starts, or whenever a location is added to a meeting, the people view adjusts to the optimum view based on the seating capacities of all the locations. However, you can often choose a different view that shows a closer view of the participants. For example, you might want to do this if only a few people are attending the meeting and several seats are empty in one or more locations. 1.
Conducting Meetings Here are some tips about changing the people view: In a meeting with three or four locations, all locations see the same size view in each people picture. If anyone changes the view, it affects the views shown in all locations. A location with two seats may appear in a smaller picture in a four-person view—so all participants in the meeting appear at the same size. See the examples below.
Conducting Meetings For a location with one lower display, the following examples show how locations with different seating capacities may be displayed for different view options.
Conducting Meetings Adding more locations to a meeting If an existing meeting contains fewer than four locations, you can add one or two additional locations to the meeting at any time. A meeting may have no more than four locations, and no more than one video conference. Manage icon at the bottom-left corner, then click TIP: If a shared screen is displayed, point to the to show the setup screen. If the directory of Halo sites is hidden at the top of the setup screen, click Directory . 1.
Conducting Meetings Removing a location from a meeting You can delete a location from the meeting at any time. 1. If a shared screen is displayed, point to the show the setup screen. Manage icon at the bottom-left corner, then click 2. In the setup screen, point in the meeting diagram to the location you want to remove, then click to Remove. TIP: If that location is a video conference or a host for a video-conference, video-conference participants will be disconnected automatically.
Conducting Meetings Controlling your upper display Whenever a location is showing a laptop computer screen or object, the upper display in all Halo locations normally shows the shared content. However, if you want to adjust your setup, you can switch to your setup screen, even while you or someone else is sharing. Or, if nothing is being shared, you can hide your setup screen so it is not a distraction to those in your location. 1. On the upper display, point to the 2.
Conducting Meetings Adding interpretation services If a meeting involves participants who speak different languages, you may want to have an interpreter participate in your meeting. After you or your company establishes a service contract with Language Line Services, you can easily add an interpreter to any meeting that has a Halo phone. For a fee, this service provides confidential interpretation from English into more than 150 other languages, including sign language with an on-site interpreter.
4 Getting Assistance If you ever need assistance with your Halo system, help is always available quickly from the Halo concierge. The concierge is an expert on the Halo system. If your Halo setup screen is available and your location has a Halo phone, point to the Help icon at the bottom-right corner, then click Call Concierge. The concierge joins your meeting via a phone connection. The Help icon at the bottom-right corner changes to When the call is finished, point to the phone line.
