User Guide for Video
Conference
Using the Polycom RealPresence Application
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Table of Contents
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USER GUIDE FOR SETTING UP VIDEO CONFERENCEING USING
POLYCOM APPLICATION:
A) Video Conference Setup:
1. Set up the conference room audio/ visual
equipment per the instructions for the room you are using. Refer to the
instructions for your conference room from the CCH Team Page: under the heading of
Information Technology -> Conference Room Tech Info as seen here:
2. Once the audio/ visual equipment is set up.
Login to the PC by pressing
CTR-ALT-DELETE, and login with your UPHS network
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3. Once logged in, click on the Windows Start Button:
4. Click on All Programs to open:
5. Click on Video Conference Folder to open:
6. Double –click on the Polycom RealPresence
app icon: NOTE: It takes about 1-2 minutes
for the app to start loading!
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8. Once the Polycom RealPresence app opens up you will see the main screen which as
seen below:
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B) To Participate in Video Conference:
1. The main screen contains the following:
a. A Self View image of your conference room: b. Main Screen Controls:
• DialPad • Recent Calls • Phone Book • Chat
• Smart Pairing (not used at CCH)
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2. You have two options to connect to conference room with the Polycom App.
a) Option one is to Dial the meeting room number or address provided to you by the meeting organizer, click on the call
button:
Example of a meeting room number: 1234567 Example of a meeting room address:
10.10.10.10
b) Option two is to Search the Phone Book for the conference room by name. Either by entering the name of the conference room or browse the drop down list.
c) Click on the conference room to select, then click the Call Conference Room button to complete the call:
3. After clicking on the call conference room button,
the following will appear on the screen: NOTE: The
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C) To Host a Video Conference:
1. To schedule a video conference using the
Polycom App. Refer to How to create a
Polycom Video Conference meeting invitation via Outlook: from the CCH Team Page: under the heading of Information
Technology -> Conference Room Tech Info
as seen here:
2. Once you at the main app screen, Dial the Virtual Meeting Room Number (VMR) for
the conference room you are using or use the phone book to access the VMR.
3. If you should see your screen change and
you see the following on your screen then your participant(s) is directly calling the conference room: click on the Answer
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D) Using Polycom Conference Controls:
1. Once the connection to the other conference room is established, the main
conference screen is displayed, which contains: a. Self- View: image of your conference room: b. Remote conference room view:
c. Main Conference Controls:
i. Hide Self View (remove your view from the screen)
ii. Mute Video (pause your outgoing video signal)
iii. Mute Audio (pause your outgoing audio signal)
iv. Volume Control (NOTE: Please leave this control set to 100% and
use the Audio/ Visual system to volume control)
v. Disconnect Call
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2. To access the Conference Controls Sub-Menu click on the icon with the ellipsis.
Once opened the following controls will be added to the main screen:
a. Share Screen Content (show content from workstation screen) b. Chat (send text messages during the meeting)
c. Dialpad (used to call other conference rooms during the meeting)
d. Settings (shows what type of equipment you are using, i.e., type of camera and audio)
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3. To share content to other participants: By click on the Share Screen Content icon,
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4. When you choose to share content your screen will look similar to image shown
here: (NOTE: To stop sharing content, click on the STOP button.)
5. While viewing remote shared content, your screen will look similar to image
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6. To Chat during the meeting, click on the Chat icon and the chat dialog box will
appear as shown in the image below.
7. To connect to another conference room during the meeting, click on the DialPad
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8. The Setting icon will display the current device being use: Example Video input and
Audio input/ output: as shown in the image below.
9. The Full Screen icon will let the conference call window to occupy the entire
screen. Click the icon again to return the screen to normal. (NOTE that the
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E) Disconnecting from an Video Conference and Shutdown A/V Equipment:
1. To disconnect for a Video Conference
call just click on the Disconnect icon:
(NOTE the red icon with the phone receiver.) As seen here:
2. Once you are disconnected from the
conference call, you will be returned to the app main screen. At which time you can close the app. As seen here:
3. Once you have closed the Polycom App you will be
at the PC desktop screen, at which point if you are done: click on the Start Button and Logoff: As seen here:
4. Once at the CTR-ALT-Delete screen, you
