CISCO TELEPRESENCE

Instructional GuideRevised August 2009

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Table of Contents

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Cisco TelePresence 1. Features2. Benefits3. Locations4. Service5. Best Practices6. Help

Main Menu Options1. Directory2. Favorites3. New Call4. Meetings

Scheduling a Call Using Outlook1. Outlook Calendar Item 2. Mark a Call Private

Calling Other TelePresence Sites1. Initiate a Scheduled Call2. Initiate an Ad-hoc Call

During a TelePresence Connection1. Viewing Options2. Adjust the Volume3. Place the Conference on Hold4. Mute the Conference5. Present from Laptop or Document Camera6. Observe Time and Network Constraints7. End the Conference8. Add Audio Conferees

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1. Features• CiscoTelePresenceisanew-generation

videoconferencingsystemthatprovidesusersanimmersiveface-to-facemeetingexperienceusingthree65”high-definition(HD)plasmatelevisionsandCD-qualityaudio.

• EachUniversityofMissouriTelePresenceroomisdesignedtoappearasthoughyouareinthesameroomandcommunicatingacrossthetablewithlife-sizecolleagues.

• Camerasandmicrophonesarepre-positionedtoeliminatetheneedforadjustments.

• Presentations(likePowerPoint)canappearonauxiliarymonitors.

• Uptoeighteenconfereescanformallyparticipate,andmoredependingonthesizeoftheroom.

• UserscanscheduleconferencesviaMicrosoftOutlookcalendaring.

• EnduserscaninitiatescheduledconferencesusingaTelePresence-associated(VoIP)telephone,justlikemakingaregularcall.

• Callscanbepoint-to-pointormultipoint.

• End-userscanalsoscheduleconferenceswithotherTelePresencesystemsthroughouttheworldviaAT&TorInternet2.

2. Benefits• Thereisnocharge.

• Youcancollaboratewithcolleaguesworldwide.

• Theuniversitysavestraveltimeandmoney.

• Reducingtraveltimecanboostyourproductivity.

• Betterthanstandardaudioconferencingasyoucanobservebodylanguagejustlikeyou’resittingacrossthetableinameetingroom.

• Simpletoschedule,simpletostart.

3. Locations and Capacity• MU:EllisLibrary,Room106A(18seats)

• UMKC:AdministrativeCenter,Room210(18seats)

• UMSL:UniversityCenter,Room61(18seats)

• MissouriS&T:CurtisLawsWilsonLibrary,Room201A(18seats)

• MOREnet:MOREnetBuilding,Room206B(4seats)

4. Service• TelePresencecallscanbeconvenientlyscheduled

fromOutlook.ReservetheappropriateTelePresenceroomsfromtheOutlookGlobalAddressListasaresourceinyourinvitation.

• Threedayadvancenoticeisrequiredforcallsoutsidetheuniversity.

5. Best Practices• Alwaysclosethedoor.

• Don’tblockthemicrophone.

• Don’ttouchthescreens.

• Indicateoutsidethereisasessioninprogress.

• Don’ttouchequipmentbehindthescreens.

6. Help• First Responder: MOREnet Video Help Desk

(573)884-6986.

• SecondLevelofSupport:Ifit’snotavideoorIntercampusNetwork(ICN)issue,MOREnetescalatestheissuetotheappropriatetechnicalcampusvideocontact,whointurnisresponsibleforinvolvingcampusnetworkstaffasneeded.Pleasebepatient,astroubleshootingmaytakesometime.

• Audio conference is available if video conference system fails. Use these audio conference phone numbers to connect:

UMKC:(816)235-6233

MU:(573)882-9098

MissouriS&T:(573)341-4576

UMSL:(314)516-4982

Cisco TelePresence

a.

d.

d.

a.

e.

a.

a.

c.

c.

d.c.

c.

b.

b.

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2. Directory a. TouchtheDirectoryicon.

b. UsetheSearchsoftkeyorarrowbuttonsasneededtonavigatetothedesiredlisting.

Tocompleteasearch,usethetelephonekeypadtotypeinlettersandnumbers.PresstheSubmitsoftkeytorunasearchusingtheinformationyouhaveentered.

c. InitiateaTelePresencecallbytouchingtheappropriatelisting,orpresstheDialsoftkey.

d.LeavetheDirectorymenuwithoutinitiatingaconnectionbytouchingExit.

3. Favorites a. TouchtheFavoritesicontodialfromadirectoryofpresetphone

numbers.

b. Usethearrowbuttonsasneededtonavigatetothedesiredlisting.

c. InitiateaTelePresencecallbytouchingtheappropriate listing,orpresstheDialsoftkey.

d.LeavetheDirectorymenuwithoutinitiatingaconnectionbytouchingExit.

1. New Call a. TouchtheNew CallsoftkeytoinitiateaTelePresenceconnection

bydirectdialing.

b. UsethekeypadtoentertheTelePresencenumber.

c. Usethe<<softkeytobackspaceoveranydigits.

d.TouchtheDialsoftkeytoinitiatetheconnection.

e. LeavetheDirectorymenuwithoutinitiatingaconnectionbytouchingExit.

Main Menu Options

4. Meetingsa. PresstheMeetingssoftkeyortouchtheMeetingsicontostart

meetingsscheduledthroughOutlook.CiscoTelePresenceManagerlaunchesthemeetingcomponentsanddeterminesthebestsettingsforthecall.

b. Usethearrowbuttonsasneededtonavigatetothedesiredmeeting.FuturemeetingsmaybeviewedbypressingtheNext Daysoftkey.

c. Touchthemeeting listingortheStartMtgsoftkeytoinitiatetheconference.

c.

a.

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1. Outlook Calendar Itema. AddparticipantstoanOutlookcalendaritemasusual.

b. Gototheschedulingscreenandclickontheadd othersbuttontoopentheaddressbook.

c. Type“TelePresence”tofindthelistofavailablerooms.

d. SelecttwoormoreTelePresenceroomsfromthelist.

Trytoscheduleatleast15minutesbetweenanymeetingalreadyonthecalendar.

e. Saveandclosethemeeting.

Waitforane-mailmessagefromTelePresenceconfirmingthemeeting.

2. Mark a Call Privatea. WhenTelePresenceconfirmsthemeetingbye-mail,clickonthe

link provided andlogintotothemeetingmanager.

MakingtheOutlookcalendaritemprivatewillnotmarkitprivateinTelePresenceonthephonedisplay.

b. EnteryouractivedirectoryuseridfortheMeetingManagerUsernameandPassword.

c. UnderDetails,selectMeeting Options.

d.SelecttheHideradiobutton.

Themeetingwillshowupasprivateonthephonedisplay.Therewillbenomeetingorganizernamenorsubjectline.

Scheduling a Call Using Outlook

Calling Other TelePresence Sites

a.

c.

a.

(i) (ii)

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1. Initiate a Scheduled Call(a)PresstheMeetingsbuttononthephonedisplay.

(b)Findtheappropriatemeetinginthelistofmeetings.

Tofindameetinginthefuture,presstheNext Daysoftkeybutton.Togobacktothepast,pressthePrevious Daybutton.

(c)Touchthemeetinginthephonedisplay.

AllTelePresencesitesmustselectthesameScheduled Meetingbuttontojoinamultipointconference.

2. Initiate an Ad-Hoc Call• Point-to-point

(a)PresstheNew CallorDirectorybuttononthephonedisplay.

(b)DialtheTelePresencenumberasyouwouldalong-distancecallfromhome.

Note:TelePresenceisnotconnectedtothePublicSwitchedTelephoneNetwork(PSTN).DialthenumberofanotherTelePresencesiteorroomwithinourTelePresencenetwork.

• Multipoint

(a)PresstheNew CallorDirectorybuttononthephonedisplay.

(b)Dialtheappropriatemultipointnumber.

EachTelePresencelocationwantingtojointhecallmustdialthesamemultipointnumber.

(i)Dial5001foraSpeakerswitchedcall.

(ii)Dial5002foraRoomswitchedcall.

SeeDuringaTelePresenceConnection,ViewingOptionsfordetails.

Calling Other TelePresence Sites

a.

b.

a.

c.

c.

d. e.

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2. Adjust the Volumea. PresstheVolumesoftkey

b. PresstheSoftersoftkeytoreducethevolume

c. PresstheLoudersoftkeytoincreasevolume

d.PresstheSavesoftkeytosavethevolumesettings

e. PresstheExitsoftkeytofinish

During a TelePresence Connection

1. Viewing Options

a. SelecttheMoresoftkeytwice.

b. SelecttheViewCtrlsoftkey.

c. SelectSpeakerorRoom.

• Speaker:Whenaparticipantisspeaking,thatparticipantwillbedisplayed,meaningthatonlythescreenonwhichthatspeakerisdisplayedwillchange.

Bydefault,allscheduledmulti-pointcallsarespeakerswitched.

Toparticipateinaspeakerswitchedcallwithminimumdisplaychanges,agreewiththeotherconfereestositontheoppositesidesoftheroom.

• Room:Whenaparticipantspeaks,allparticipantsfromtheactivespeaker’ssitewillbedisplayed.

a.

b.

a. b.

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3. Place the Conference on Holda. PresstheHoldsoftkeytoturnofftheaudio.

You’llseeapauseicononthemiddleoftheblackenedscreen.

b. PresstheResumesoftkeytoremovethehold.

Usingholdcanforceasystemtorefresh.

5. Present from Laptop or Document Camera Thefirst-rowconfereesseepresentationsonascreenbelowthe

TelePresencescreens.SecondrowconfereesseepresentationsonanscreenaboveorbesidetheTelePresencescreens.

TelePresenceiscapableofpresentingvideo,butatonlyfiveframespersecond.

TheVGAandaudioconnectorislocatedinaslotonthefronttable;thefrontrowprojectorisjustbeneathit.

a. Clickontheappropriate laptop functionkeystoreleasethepresentationtoanothersite,orremovetheVGAplug.

4. Mute the Conferencea. PresstheMute buttononthetable-mountedmicrophoneto

muteacall.Waittwoseconds.

Keepinmindthatpartiesstillobservingyoubycameramaybeabletoreadlips.

BypressingtheMutebutton,theaudioonALLmicrophonesatyourlocationisturnedoff.

b. PresstheMutebuttonagainonthetable-mountedmicrophonetoremovemuting.

a.

a.

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6. Observe Time and Network Constraintsa. TheClockiconalertsattenminutesfromthescheduledconclusion

ofthecall.

Aslongasanothercallisnotscheduledattheconclusionofyourmeeting,youmaycontinuebeyondthescheduledtime.

b. Awarningwilldisplayifseverenetworkcongestionisexpereiencedduringthecall.

7. End the Conferencea. PresstheEnd Callsoftkey.

Ajinglewillplayasthescreendarkens.

8. Add Audio Conferees

a. PresstheConfrnsoftkeytobringinaudioconferees.

Thebuttonshouldnotbeusedtobringinothervideoconferees.

Audioconferencingintegrationwillbeafuturefeature.