Polycom RealPresence Group Series with Skype for Business User Guide

Polycom RealPresence Group Series with Skype for Business

Before You Begin

Topics:

• Getting Help
  This guide is for users who want to perform basic to intermediate tasks on the Polycom® Real Presence® Group Series system .
  Please read the Real Presence Group Series documentation before you operate the system. The
  following related documents for Real Presence Group Series systems are available at Polycom Support:

• Setup sheets—includes steps on setting up the system and connecting peripherals

• Release notes—lists new features, any system limitations, and additional product information

• Regulatory Notices—describes safety and legal considerations for using the system Polycom recommends that you record the serial number and option key of your Real Presence Group Series system here for future reference. The serial number for the system is printed on the unit. System Serial Number:
  Option Key:

Getting Help
For more information about installing, configuring, and administering Polycom products, refer to Documents and Downloads at Polycom Support.

Polycom Partner and Solution Resources
To find all Polycom partner solutions, see Strategic Global Partner Solutions.
Polycom Implementation and Maintenance services provide support for Polycom solution components only. Additional services for supported third-party Unified Communications (UC) environments integrated with Polycom solutions are available from Polycom Global Services and its certified Partners. These additional services help customers successfully design, deploy, optimize and manage Polycom visual communications within their UC environments. Professional Services for Microsoft Integration is mandatory for Microsoft Office Communications Server, Microsoft Lync Server 2013, Skype for Business Server 2015, or Office 365 integrations. For additional information and details, refer to http://www.polycom.com/services/professional_services/index.html or contact your local Polycom representative

The Polycom Community
The Polycom Community gives you access to the latest developer and support information, and the
community enables you to participate in discussion forums to share ideas and solve problems with your
colleagues. To register with the Polycom Community, simply create a Polycom online account. When
logged in, you can access Polycom support personnel and participate in developer and support forums to
find the latest information on hardware, software, and partner solutions topics.

Getting Started with Polycom Real Presence Group Series

Topics:-

• Real Presence Group System Power This user guide is intended for beginner users, as well as intermediate and advanced users who want to
  learn about video conferencing and the Polycom® Real Presence® Group Series system . For detailed information on the available systems and bundles, as well as the most recent feature descriptions, refer to the Polycom Real Presence Group Series Release Notes available at support.polycom.com.

Note: Your system administrator can configure Real Presence Group Series systems and Real Presenc Touch devices to show only those options used in your organization. Therefore, this guide might cover options that you cannot access on your system. Check with your system administrator to find out more about the options set for your system.

All test results are logged in the system memory. When the test sequence completes with no severe
errors, the system starts normally.
Power Off a Real Presence Group System
Before changing any connected accessories, you need to power off the Real Presence Group system. Procedure
Do one of the following:

• Touch and hold the power sensor on the front of the system.
• Press and hold on the remote control. The indicator light changes color and blinks when the system is shutting down.

Using a Polycom® Real Presence Touch™ Device with Skype for Business

Topics:

• Wake the System
• Pair For the First Time
•  Pair a Previously Paired Real Presence Touch Device
• Calling
• Sharing Content
• Settings
• Troubleshooting

The Polycom® Real Presence Touch™ device is a highly-intuitive touch control device that enables you to initiate video conferences when it is paired with supported Polycom endpoints. Depending on how your administrator has configured your system, the Home screen of your
Real Presence Touch device can display with one of the following interfaces:

• The general interface displays the Place a Call icon.
• The Microsoft Skype for Business mode interface displays a New Meeting icon. Your administrator powers on, configures, and pairs the RealPresence Touch device with the system. For help with the touch device, contact your administrator.

Wake the System

After the Real Presence Touch device has been idle for some time, the device goes into power-saving mode. You can wake both the device and the RealPresence Group Series system.
Procedure

Tap the Real Presence Touch device screen.

Pair For the First Time

To pair your Real Presence Touch with a Real Presence Group Series system that has not been paired
before, you must enter the system’s credentials before connection can be established.
Procedure

1. After completing the out-of-box (OOB) setup wizard, the Real Presence Touch displays the pairing screen.
2. Tap the Manually Pair tab.
3. Enter the IP Address, Admin ID, and Password for the system.
4. Tap Pair. The pairing connection begins, and the Home screen displays when the pairing is successful

Pair a Previously Paired Real Presence Touch Device

If your connection to a paired Real Presence Group Series system is lost, you need to pair to that system again.

1. After the system is unpaired, you might see a “Searching” message as the device tries to pair automatically. To pair the device manually, tap Cancel.
2. On the Recently Paired tab, tap the Real Presence Group Series system that you want to pair. The pairing connection begins.

Calling
In a Microsoft environment using a Real Presence Touch device as your system controller, you can place an audio-only call or start a Skype meeting.
Call by Entering a Number
You can place an audio-only or video call from the dial pad. Procedure

1. From the Home screen, tap Dial Pad.
2. Do one of the following:
   • to switch to audio.
   • Tap to switch to video.
3.  Using the keypad, enter your contact’s number.
4. Tap Call.

Accept a Call
Unless your system is configured to answer calls automatically, answer the call manually. Procedure

Decline a Call
If you are busy and do not want to accept an incoming call, you can decline the call.

Accept or Decline Incoming Calls Forwarded from a Contact
When a call is forwarded to the system from a contact using the Skype for Business client, you can choose to accept or decline the forwarded call. When you receive a forwarded incoming call, a notification displays letting you know who the call is from and who forwarded the call.
You cannot forward calls from the Real Presence Group Series system to another system or the Skype for Business client. You can only receive and respond to calls forwarded to the system.

Procedure

End a Call
End your call when it is over. Procedure

Managing Multiple Calls
With your Real Presence Touch device, you can manage multiple calls on a Real Presence Group Series system registered to Skype for Business. This call management applies to incoming calls only.
Answer a Call While in a Meeting
You can answer an incoming call during a meeting using the Real Presence Touch device, when the device is paired to a Real Presence Group Series system registered to Skype for Business.
Procedure

If you receive an incoming call during a meeting, do one of the following:

• Tap Add to Call to allow the incoming call to join the meeting.
• Tap Hold + Accept to hold all of the conference participants and answer the incoming call.
• Tap Hang Up + Accept to hang up all of the meeting participants and answer the incoming call.
• Tap Ignore to disregard the incoming call.

Switch Between Calls
When a call is on hold and another is active, a manage calls button displays on the RealPresence Touch device that allows you to switch between calls. Manage calls is supported if the device is paired to a Real Presence Group Series system registered to Skype for Business.
Procedure

1. When you are in a call and want to resume another call on hold, tap Manage calls.
2. On the Manage Conference(s) screen, tap the call on hold, then tap Resume Call to continue the call.

Joining Meetings from the Calendar with Real Presence Touch
The system can connect to the Microsoft Exchange Server 2013 and retrieve calendar information associated with a Microsoft Outlook or Microsoft Office 365 account. When the system is connected to the Exchange Server, you can join scheduled meetings from the calendar and initiate Lync 2013 or Skype for Business 2015 conference calls.
Start a Skype Meeting
You can create a list of participants and start a Skype for Business meeting on the room system. By default, your system joins the meeting as a video participant. You can choose to start the meeting as an audio-only participant.

Note: If you join a meeting on the system as an audio-only participant, you cannot share content withthe far-end. You can only receive content from video participants or participants sharing content from the Skype for Business client.

Procedure

1. From the Home screen, tap New Meeting.
2. To join the meeting as an audio-only participant, tap
3. Use the keyboard to enter a contact name, group name, or a number, including a bridge number, IP address, or SIP address.
4. Tap a contact or tap next to a number to add the participant to the Invitees list.
5. Continue adding participants until the Invitees list is complete.
6. Tap Start Meeting.

Add Participants to a Skype for Business Meeting
After you start a Skype for Business meeting, you can add additional participants to the meeting. The meeting is not placed on hold while you add participants, however, the audio or video may pause while the participants are being added to the call.
Procedure

1. During an active meeting, tap > .
2. Choose whether the participant is an audio or video
3. Use the keyboard to enter a contact name or number, including a bridge number, IP, or SIP address.
4. Tap a contact or tap next to a number to add the participant to the Invitees list.
5. Tap Add.

Accept an Incoming Call while in a Meeting
Unless your system is configured to answer calls automatically, you can answer an incoming call during a meeting and place the meeting on hold.
Procedure

Tap Hold + Accept to hold the current meeting and start a new meeting with the incoming call.

Ignore an Incoming Call while in a Meeting
When you receive an incoming call during an active meeting, you can choose to ignore the incoming call instead of answering the call.
Procedure

View a Scheduled Meeting
You can view meetings on the calendar or on the home screen. Meeting scheduled for the current day and for up to 5 days display at the top of the Home screen. If several meetings occur on the current day, only the meetings for the current day display.

Procedure

Join a Scheduled Meeting
You can easily join a meeting on your calendar. Procedure

1. On the Home screen, locate the meeting you want to join.
2. Tap Join.

Hang Up a Participant in a Skype Meeting
You can hang up an individual participant in a Skype meeting.

From the active call screen, under People, select the participant that you want to hang up, then tap

Sharing Content
How you share content depends on whether you are controlling your system with the remote control, the touch interface, or a Polycom touch device.
You can share one content source and one people video source at a time, and you can switch to a different type of content or people video source as needed. Participants at other sites can also show content or people video sources, but only one site can share content at any given time. Real Presence Group Series systems can receive RDP and if you share content from the system, that content is sent in the People stream.

Sharing Content
How you share content depends on whether you are controlling your system with the remote control, the touch interface, or a Polycom touch device.
You can share one content source and one people video source at a time, and you can switch to a different type of content or people video source as needed. Participants at other sites can also show content or people video sources, but only one site can share content at any given time. Real Presence Group Series systems can receive RDP and if you share content from the system, that content is sent in the People stream.

Note: You cannot display copyright protected content, such as that included on some DVDs. Besides showing content, you can also receive and control Microsoft content initiated with a content-sharing request.
You can share the following types of content:

• Any information stored on a computer connected to a Real Presence Group Series system or Polycom touch device
• Images on a USB drive connected to the system
• Content sent from the Polycom® People+ Content™ IP application, which is installed on a computer connected to the Real Presence Group Series system
• Content from a DVD or DVR player connected directly to a Real Presence Group Series system
• Content from the Polycom® Visual Board™ application
• Content sent using the Smart Pairing feature in the Polycom® Real Presence® Desktop or Real Presence Mobile applications

Note: To share content using a Real Presence Group 300 system, you must use the People+ Content IP

Managing Content from Microsoft Clients
Your system can receive content from Microsoft Lync 2013 and Skype for Business 2015 remote desktop (RDP) clients during active calls when content is initiated from the Microsoft clients. Be aware that you cannot share content, including content shared through People+ Content IP or Visual Board, while actively receiving content from Microsoft clients.
Control Shared Skype for Business Content
Contacts using a Microsoft client to share content can select a specific Real Presence Group Series system to give control over the content. After your system receives and takes control of content from the client, you can use a USB mouse and keyboard to open and use shared applications, programs, and files on the system sharing content.

Note: General Microsoft feature restrictions apply. Password enabled applications, programs, or files remain password enabled when using this feature. For more information, refer to Microsoft documentation.

Procedure

1. Connect a USB mouse to the Real Presence Touch device.
2.  If you want to use applications, programs, or files that require keyboard functions, connect a USB keyboard to the system.
3. On the system, select the Control Remote check box.
   The system now controls the content received from the Microsoft client.

Return Control of Shared Skype for Business Content
After receiving control of shared content sent from a Microsoft client, you can return control of the content at any time.
Procedure

On the system, clear the Control Remote check box.

Polycom People+ Content IP
The People+ Content IP application enables you to send content from a computer that is not connected directly to the RealPresence Group Series system or Polycom touch devices.
Keep the following points in mind when using the People+ Content IP application:

• The application provides video-only content. No audio is shared.
• The application supports any computer desktop resolution with color set to 16-bit or higher.
• Your computer resolution can be set to anything, but the application scales images to 1024×768 or 1280×720.

Note: For a computer connected directly to the Real  Presence Group Series system, Polycom recommends using the Send Computer button or Content button instead of People+C  ontent IP.

Download and Install Polycom® People+ Content™ Technology
You need to download and install the Polycom® People+ Content™ technology on a computer before you can use it to show content.

Note: If the room system is paired with a Polycom touch device, you do not need to install the application onto your computer. After you connect your computer to the touch device over USB, a version of the People+ Content IP application launches automatically.

Procedure

1. On a computer, go to the Polycom People+ Content IP page.
2. Download the People+ Content IP software for Mac or PC.
3. Open the zip file and click on the application installation.
4. Follow the instructions in the installation wizard.

Share Content using Polycom® People+Content™ IP
After you connect a USB cable from your computer to the Real Presence Touch device, the application opens automatically, and you can share content from your computer.
Note that you cannot share audio from shared content.
Procedure

1. Open the People+ContentIP.exe or .dmg file to start the application.
2. From the Home screen of the Real Presence Touch device, tap .
3. Tap People+Content IP, then tap Show.
   Content on your computer is displayed on the connected room system monitor and to the far-end systems.

Stop Sharing Content with Polycom People+Content IP
You can stop sharing content, and allow others to share content or just continue the call. Procedure

Under People+ Content IP, tap Stop.
The content from the connected computer is no longer showing.

Settings
Before or during calls, you can adjust audio and video settings, including adjusting the volume, muting the microphone, turning off the camera, and changing the video layout.
Depending on how the system is set up by your administrator, you might be able to customize user and administrator settings on the system, including the language, time zone, LAN settings, and security settings. If you have any questions about changing these settings, contact your administrator.
Set the System to Answer Video Calls Automatically
If your administrator allows access to User Settings, you can specify whether to answer video calls automatically.
Procedure

1. From the Home screen, tap Settings > User Settings.
2. Scroll to Meetings.
3. Do one or both of the following:

• Set Mute Auto-Answer Calls to Yes.
• Set Auto Answer Point-to-Point Calls to Yes.

Audio Adjustments
You can control several audio settings on the system, including adjusting the volume, adding a headset, and muting the microphone.
Mute the Microphone
You can mute your microphone and focus on listening to far-end audio using the Real Presence Touch device.
Procedure

Tap .
The icon changes to , which indicates your microphone is muted.

Unmute the Microphone
You can unmute your microphone audio after muting it on the RealPresence Touch device. Procedure

Tap . The icon changes to , which indicates that your microphone is unmuted.

Adjust the Volume
You can control the call volume using the Real Presence Touch. Procedure

On the volume slider bar, move the slider to the right to increase volume or to the left to decrease volume.

Generate Touch Tones
You can generate and enter touch (DMTF) tones during calls using Real Presence Touch. Procedure

1. In a call, tap .
2. Use the keypad to generate the touch tones.

Video Adjustments
You can manage video and certain user interface settings for your system.
Control the Brightness
You can control the brightness of your screen using the Real Presence Touch device. However, Auto Adjust must be disabled.
Procedure

1. From the Home screen, tap Settings and then User Settings.
2. To turn Auto Adjust off, touch and drag the slider to the left.
3. After Auto Adjust is turned off, you can manually touch and drag the Brightness slider to the left for lower brightness, or to the right for higher brightness.

Show or Hide Video on the Web
If your administrator has enabled user access to User Settings, you can choose whether to have video display on the web. Note that if this setting is turned on, an administrator can view the video images from meetings using the RealPresence Group Series web interface.
Procedure

1. From the Home screen, tap Settings > User Settings.
2. Under Meetings, touch and drag the slider to turn Allow Video Display on Web on or off.

Change the Video Layout
You can use a Real Presence Touch device to change monitor layouts during a call.

Procedure

1. In the active call screen, tap .
2. To view the layout options with or without self view, use the slider to show or hide Self View.
3. Select a layout from the available choices.
   Any layout changes are made immediately.

Start Video during an Audio-Only Call
When you’re in an audio-only Skype for Business call or you join a call as an audio-only participant, you can start your video at any time and create a video call. You can also preview your video stream before it is sent to the other call participants.
After you start your video and become a video participant, you cannot return to being an audio-only participant. You can only mute your video.
Procedure

1. During a call, tap and select Start Video.
2. Preview your video stream and select Start Video. Your video stream starts streaming to the other call participants.

Accept or Decline a Video Stream Request
If you are hosting a call with audio and video participants, you can accept or decline audio participants’ requests to start streaming video during the call. If you decline a participant’s video stream request, the participant remains an audio-only participant.
Procedure

Stop Video in a Meeting
You can choose to stop sharing your video with others in a meeting from the RealPresence Touch device. Procedure

Start Video in a Meeting
You can choose to start sharing your video to others in a meeting from the RealPresence Touch device.

Procedure

Tap then tap Camera On.

Cameras
You can adjust available cameras in several ways.
Select and Adjust a Camera
You might need to select and adjust a near-end or far-end camera in a meeting using the RealPresence Touch device.
Procedure

1. Tap then tap Camera Control.
2. Under Select Camera, tap Near or Far to select either near-end or far-end control.
3. Tap the arrow buttons to adjust the camera.
4. Tap the zoom buttons to zoom the camera in or out.

Turn On Camera Tracking
Using the RealPresence Touch device, you can turn on camera tracking during a Skype for Business meeting to enable the camera to automatically focus on the person or people speaking.
Procedure

1.  In a video call, tap .
2. Tap Auto Camera Tracking On.

Turn Off Camera Tracking
You can turn off camera tracking for Skype for Business meeting using the RealPresence Touch. Procedure

1. In a video call, tap .
2. Tap Auto Camera Tracking Off.

Turn On Far End Camera Control
You might want to enable Far End Camera Control (FECC), so that the far site can pan, tilt, or zoom the local camera. When this feature is enabled, a participant at the far site can control the framing and angle of the camera for the best view of the near site.
Procedure

1. From the Home screen, tap Settings then User Settings.
2. Scroll to Camera.
3. Touch and drag the Far Control of Near Camera slider to the right.

Turn Off Far End Camera Control
You can disable Far End Camera Control (FECC) to stop far-end participants from controlling the framing and angle of the local camera.
Procedure

1. From the Home screen, tap Settings then User Settings.
2. Scroll to Camera.
3. Touch and drag the Far Control of Near Camera slider to Off.

Camera Presets in Single Camera Mode
In Single Camera mode, camera presets are stored camera positions that you can create before or during a call. Presets enable you to quickly point a camera at pre-defined locations in a room and select a video source, such as a document camera or an auxiliary camera. Presets remain in effect until you change them.
The system uses preset 0 as the default camera position for all preset camera positions. This default camera position is zoomed out, panned straight ahead with horizontal tilt.
If your system camera supports pan, tilt, and zoom movement, you can create up to 10 preset camera positions for the near-end camera. Each preset stores the following information:

• Camera number
• Camera zoom level
• Direction the camera points

If far-end camera control is allowed, you can create 10 presets for the far- end camera as well. These presets are saved only for the duration of the call. You can also use presets that were created at the far end to control the far- end camera, if enabled by the administrator.
Keep the following camera control information in mind when using Self View:

• When in a call, selecting near camera control pans and zooms the local camera without changing the layout.
• When out of a call, selecting camera control changes the Self View to full screen.
• Incoming calls override the full-screen Self View layout.

Store a Camera Preset
You can store a custom camera position on the RealPresence Touch device. Procedure

1. From the Home screen, tap .
2. Tap Camera Presets.
3. Select a position numbered 0 to 9 by touching and holding one of the presets. The new position displays immediately and you can add a label for the preset.

Select a Camera Preset
Using previously stored camera presets, you can quickly move the camera to a desired position. Procedure

1.  On any screen, tap > Camera Presets.
2. Tap and hold one of the camera positions to select the preset.

View Camera Presets
You can view stored camera positions on the RealPresence Touch device. Icons for preset positions 0-9 are shown on the screen. The default position is 0.
Procedure

1. On any screen, tap .
2. Tap Camera Presets.

Troubleshooting

Your administrator is available to assist you when you encounter difficulties. If you are having problems making a call, however, try the troubleshooting tips below first.
Make a Test Call
To troubleshoot any issues making video calls, call a Polycom video site to test your setup. A list of worldwide test numbers is available at www.polycom.com/videotest.
When placing test calls, try the following:

• Make sure the number you dialed is correct, then try the call again. For example, you might need to dial 9 for an outside line or include a long distance access or country code.
• To find out if the problem exists in your system, ask the person you were trying to reach to call you instead.
• Find out if the system you are calling is powered on and is functioning properly.
• If you can make calls but not receive them, make sure that your system is configured with the correct number.

If you are not able to make test calls successfully and you have verified that the equipment is installed and set up correctly, contact your administrator for further assistance.
Upload a Log File
In a Microsoft Skype for Business environment, you can upload the RealPresence Group Series log file for the Skype for Business administrator using the Real Presence Touch device.
Procedure

1. From the Home screen, tap Settings > System Information > Room System.
2. Tap Upload Logs. The logs are uploaded to the Skype for Business server.

View Device Details for the RealPresence Touch
You can view certain device details to perform troubleshooting tests to provide information for your administrator.
Procedure

1. From the Home screen, tap Settings. The System Information screen displays.
2. Under Device Connection Status, tap the device name. Device details are listed for your device.

View System Details and Connection Status
At times, you may need to view certain system details to perform troubleshooting tests to provide information for your administrator.
Procedure

1. From the Home screen, tap Settings.
2. Under Device Connection Status, tap the room system that you want information on. System details and connection status information is listed for the connected room system.

View Call Statistics
During a call, you can view certain call statistics, such as bitrates, compression formats, and packet loss on the RealPresence Touch device.
Procedure

1.  During a call, tap Call Statistics.
   The call statistics for each participant in the current call displays.

2. To view statistics for another call participant, tap Participant’s Video.

3. To view more information about a specific stream, tap More Information.

4. o close, tap outside the More Information screen.

Locate Company Contact Information
If your administrator has configured the Real Presence Touch device to include your company’s contact information, you can access it on the device.
Procedure

1. From the Home screen, tap Settings.
2. Select Help.
   The Contact Information screen displays with a Help Desk phone number, your administrator’s name, and other helpful contact information.

References

• support.polycom.com
• support.polycom.com/
• support.polycom.com/PolycomService/support/us/support/strategic_partner_solutions/index.html
• Poly Pano | Poly, formerly Plantronics & Polycom
• Poly | Video Conferencing, Conference Phones & Headsets | Poly, formerly Plantronics & Polycom
• Poly Services - Support, Professional, and Managed Services | Poly, formerly Plantronics & Polycom

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