How to Place a Video Conference Call

How to Place a Video Conference Call Table of Contents
Turn On Video Conferencing Equipment ............................................................................................................... 2 Making Point-to-Point Calls ................................................................................................................................... 3 Enter Video Conference Numbers .......................................................................................................................... 4 Use the Directory .................................................................................................................................................... 4 Conference Three or More Locations ..................................................................................................................... 5 Call Outside Locations............................................................................................................................................ 6 Practice Video Conference Etiquette ...................................................................................................................... 6 Video Conferencing Tips ........................................................................................................................................ 8 Become Familiar with the Remote Control ............................................................................................................ 9 Version: 08TW09
1
Turn On Video Conferencing Equipment Verify that equipment is on
Ensure that both the camera and video display
are turned on. The camera’s activity light flashes
green to indicate the camera is on. When you’re
in a call, the light is a solid amber color.
If the system and video display have gone to
sleep, try tapping the pointed buttons on the
bottom of the remote. You should see yourself in
the display area.
Note: Some cameras have a privacy shade that
may need to be opened.
Unmute the microphone
Ensure that the mute is off. Press the
button on the remote control if the
equipment is muted.
Note: Remember to aim the handheld remote at
the sensor on the video conferencing unit.
Adjust the volume
When the call begins, increase or decrease the
volume you hear from the other location(s) to a
comfortable level.
Version: 08TW09
2
Making Point‐to‐Point Calls An E.164 is like a video conferencing “phone
number.” It consists of a five-digit number,
preceded by country and area codes.
The video conferencing numbers of other Church
locations and people can be found in the
system’s directory.
country code + area code + 5-digit number
1
801
31799
54
11
10010
Enter the video conference number
A point-to-point call is a video conference
involving only two locations. A location is defined
by an E.164 number.
Use the number keys on the remote to
input the video conference number (E.164)
for the person or location you wish to
communicate with.
Note: If the curser has moved, press the
button to place the cursor in the dialing field.
Press the
button
It may take a moment before the person(s) on the
other end answers and his or her image is
displayed.
Notice mute symbols
When one or both participants in a point-to-point
call have their equipment muted, microphone
icons appear in the lower-left corner of the
display.
Use these icons to help identify whether you or
the other participant can be heard. The Near icon
represents you. The Far icon represents the
other participant(s).
Terminate call when finished
When you are ready to end your point-to-point
call, press the
button.
Version: 08TW09
3
Enter Video Conference Numbers phone number
593-4797
country code
area code
phone number
1
801
240-1000
Add prefixes when necessary
Directly entering a video conference number is a
quick way to place a point-to-point call.
In some situations, however, dialing the number
in the standard format is insufficient.
You may need to enter an E.164 number
differently, depending on the type of network sites
involved in the conference call.
Calls involving a peripheral site
Because of the way Church meetinghouses,
facility management offices, CES seminaries and
institutes, and other remote sites connect to the
Church’s Communication Network (CCN), a
special prefix must be used.
Prefix + country code
+ area code + 5-digit number
3#
1
801
37797
3#
56
2340
80011
If you’re calling to or from one of these locations,
you must enter “3#” before the
video conference number.
Use the Directory
Open the directory
To view a list of Church locations and people with
video conference equipment, go to the Home
screen and select the directory option, or press
the
button. Because it’s not always clear
whether you’re calling a peripheral site, using the
directory to place a call can be much easier.
Find the desired listing
To find the entry you’re looking for, either scan
the list or use the search box.
Use the
and
buttons on the remote to
navigate through the directory.
Version: 08TW09
4
Press the
button
Once the person or location you wish to call is
selected in the directory, press either the
button or the
button.
Conference Three or More Locations Start on-demand conference
You can quickly establish a video conference call
between three or more locations using ondemand conferencing.
Choose and distribute a five-digit security code
(conference ID). Use the last fivedigits of your
office telephone number or unit number as the
conference ID. This way the ID is more likely to
be unique.
To start the conference, select the on-demand
conference entry in the address book and press
the
button. Alternatively, you can dial the ondemand conference number:
1-801-31799
Note: Locations inside the Church network can
simply dial 31799.
Enter the conference ID
First press the
key, then enter the five-digit
conference ID, and then press the
Version: 08TW09
key again.
5
Join the conference
Participants can join the conference by dialing 1-80131799, pressing the
key, entering the conference
ID, and then pressing the
key again.
Note: Do not add “3#” when dialing the on-demand
conference service.
Participate by telephone
By using a slightly different number, people can
also call in on their telephone and participate in
the audio portion of the video conference call.
All they need to do is dial 1-801-353-1799, enter
the conference ID, and then press the
key.
Call Outside Locations 80#
011-56-23430086
Call locations outside the Church network
If you need to conference a location that is
outside the Church network, first enter “80#” and
then the number for their video conferencing
equipment.
Note: If additional assistance is needed, stake
technology specialists can contact the Global
Service Desk.
Practice Video Conference Etiquette Verify participants see and hear each other
At the beginning of a conference, ask other
participants if they can see and hear you.
Position your microphone and camera so that you
can be heard and seen clearly.
Version: 08TW09
6
Frame the shot
Avoid including windows or bright lights in your
shot, as this often causes your face to be dark
and hard to see.
Don’t zoom the camera in so close that you
appear to be crowding the person(s) on the
other end. A good guideline is to include a
person’s upper torso in the shot. Eyes should be
about 1/3 down from the top of the screen.
Look and speak toward the camera
A common tendency in conference calls is to
focus on the video display or talk to the
microphone.
Remember that you are speaking with people on
the other side of the camera. Make an effort to
look and speak toward the camera.
It helps to position the microphone so it is
between participants and the video conferencing
camera.
Mute your microphone
Mute the microphone if you need
to move it.
If you won’t be speaking for a few minutes, help
reduce static and distracting background noises
by muting your microphone.
This practice is beneficial when participating in a
conference with three or more sites.
Note: Muting the audio does not prevent other
participants from seeing you. Always conduct
yourself in a professional manner.
Version: 08TW09
7
Video Conferencing Tips Prevent echo
During a video conference, you hear an echo if
someone else’s microphone is picking up the
output from their speakers and re-transmitting it
back to you.
Steps to minimize echo include:
• Turning the volume down (so it's not so
loud, but you can still hear it).
• Muting the microphone when you are not
speaking.
• Positioning speakers at least three feet
away from the microphone.
Use approved equipment
The approved video conferencing products were
carefully selected and proven to be compatible
with the Church video
conferencing network.
For instructions and tips on video
conferencing,please visit the Clerk Web site:
http:/www.clerk.lds.org/video-conferencing
Get support
The stake technology specialist (STS) may
contact the Global Service Desk to resolve
difficulties using the video conference equipment.
The appropriate support personnel will be notified
and will work to resolve the issue.
1-800-453-3860, ext. 2-4357 (U.S. and Canada)
1-801-240-4357 (International)
[email protected]
Version: 08TW09
8
Become Familiar with the Remote Control
Place or answer a call
Adjust the camera;
navigate through menus
Return to the home screen
Increase or decrease the
sound from the other locations
Mute the sound to other locations
Zoom the camera in or out
Turn automatic camera
tracking on or off
End a call
Confirm current selection; perform
functions on highlighted items
Return to the previous screen
Select Far camera or video source
Select Near camera or video source
Show, move, or hide the
Picture-in-Picture (PIP)
Store or delete camera positions for
moving cameras
Select a camera or
other video source
Enter a dot in an address
Display the onscreen
keyboard to enter text
Delete letters or numbers
Start and stop sending
content to far sites
Enter letters or numbers; move the
camera to a stored position
Access the online help; see current
system status while in a call
Version: 08TW09
9