Instruction/ maintenance manual of the product 4500 PictureTel
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Concorde •4500 User’ s Notebook .
Cop yright © 1998: PictureT el Cor poration—Printed in U .S.A. PictureT el Cor poration, 100 Minuteman Road, Ando ver , MA 01810 www .picturetel.com PictureT el is a registered trademark of PictureT el Cor poration.
Contents ii i Welcome! ................................................................................................................................1 Is This Notebook for You? ........................................................................
iv Making a Nondialed Call ......................................................................................... 26 Redialing a Call.......................................................................................................... 27 Making a Call Ñ Other Options .
v Understanding System Information ................................................................................ 77 Status Messages .......................................................................................................... 77 Call Progress Messages .
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1 W elcome! W elcome to videoconferencing with the Pictur eT el Concorde • 4500 ª . The Concorde • 4500 can help you hold meetings more pr oductively and ef Þciently with colleagues anywhere in the world.
2 ❑ For the system administrator ... If youÕre the system administrator , youÕll have your own copy of the Concorde • 4500 Administrator Õ s Guide , which provides you with the in-depth information you need to set up and use the system.
3 Concorde•4500 Quick Reference On the next page, youÕll Þnd the Concorde • 4500 Quick Reference , which lists the steps for the system tasks youÕll probably want to do most fr equently: ❑ Ma.
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7 V ideoconferencing Tips Once you start videoconferencing, youÕll see that a videoconfer ence meeting is a lot like a regular meeting. Y ou can just talk with the other people in the meeting, without spending much time dealing with the equipment.
8 Tips for Using Automatic Camera Pointing Y our Concorde¥4500 may have LimeLight ª , a device that senses voices in a room and automatically points the camera at the speaker . Y our system has LimeLight if the unit on top of the monitor looks like this: Here ar e some tips for using automatic camera pointing: ❑ Speak directly to the camera.
9 Tips for Great Audio Y our Concorde¥4500 comes equipped with a PowerMic ª microphone. The PowerMic is very sensitive and picks up every sound in its operating radius. T o get the best audio quality possible, follow these tips: ❑ Place the PowerMic on the table in front of the meeting participants.
10 Tips for Using Documents When you want to use documents during your videoconference, follow these tips: ❑ Make sure people at all the sites have copies of the documents.
11 Using the Keypads Y ou control your videoconfer ence by pressing buttons on your keypad. Y ou will use either the wireless keypad or the QuickPad ª , a smaller , hand-held r emote. Both of these keypads work by sending infrared signals to the infrar ed r eceiver on your PowerCam ª 100 camera.
12 Wireless Keypad Overview Here ar e the most commonly used buttons on the wir eless keypad: SEND SNAPSHOT VIEW FAR END BROWSE RECEIVE SEND PREVIEW RECALL SNAPSHOT A B VCR AUX AUX DOC MAIN 0 7 PQRS 8.
13 Here ar e some of the buttons that you will pr obably use less fr equently . These are located in the NEAR END and F AR END sections of the wir eless keypad: SEND SNAPSHOT VIEW FAR END BROWSE RECEI.
14 Here ar e the other buttons on the wireless keypad that you will pr obably use less frequently: SEND SNAPSHOT VIEW FAR END BROWSE RECEIVE SEND PREVIEW RECALL SNAPSHOT A B VCR AUX AUX DOC MAIN 0 7 P.
15 QuickPad Overview Here ar e the most commonly used buttons on the QuickPad: 3 DEF 2 ABC 1 6 MNO 5 JKL 4 GHI 9 WXYZ 8 TUV 7 PQRS # 0 CANCEL SNAPSHOT NEAR END FAR END PIP VCR DOC MAIN SNAPSHOT SET FA.
16 Here ar e some of the buttons that you will pr obably use less fr equently . These are located in the VIEW and SEND sections of the QuickPad: 3 DEF 2 ABC 1 6 MNO 5 JKL 4 GHI 9 WXYZ 8 TUV 7 PQRS # 0.
17 Here ar e the other buttons on your QuickPad that you will pr obably use less frequently: 3 DEF 2 ABC 1 6 MNO 5 JKL 4 GHI 9 WXYZ 8 TUV 7 PQRS # 0 CANCEL SNAPSHOT NEAR END FAR END PIP VCR DOC MAIN S.
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19 Making a Call — The Basics W ith your Concorde • 4500, you can make a video call in either of two ways: ❑ Y ou can manually dial, just like you do with an ordinary telephone. ❑ Y ou can directory dial, which is like picking a name fr om a phone book and having the system automatically dial the number for you.
20 Manual Dialing Y ou manually dial a call by pressing the number buttons on the keypad the same way you dial a telephone call. Y ou usually manually dial numbers that arenÕt in your Dialing Directory .
21 2. Press ENTER to choose Man ual Dial. The Manual Dial screen appears. 3. T ype the first number and press ENTER . The second number Þeld opens. 4. If y our call needs two n umber s, type the second number . (If y our call needs only one number , skip this step.
22 Dialing with a LAN Extension If the site youÕre calling is one of several videoconfer encing systems in an organization, it may have a LAN extension. A LAN extension works just like a telephone extension. T o call a site that has a LAN extension: 1.
23 6. If y our call needs two n umber s, type the second number . (If y our call needs only one number , skip this step.) 7. Press ENTER (whether or not y ou typed a second number). Y ouÕll see messages indicating the system is making the call. Y ou then see the people at the far-end site on your scr een and you can begin your meeting.
24 Directory Dialing The Dialing Directory is like a phone book that lists the names and numbers of the sites you call. Because video numbers are usually long and dif Þcult to r emember , the Dialing Directory makes it easier for you to call a site. T o make a call from the Dialing Dir ectory: 1.
25 Dialing into a Multipoint Call A multipoint call is just like a regular video call except that ther e ar e more than two sites Ñ in the same way that a conference call is a telephone call with mor e than two parties. Multipoint videoconferences ar e contr olled by a device called a multipoint bridge.
26 Joining a Dataconference Call Y ou can use your Concorde¥4500 to participate in a dataconfer ence call. Often referr ed to as a T .120 conference (from the industry standar d), dataconfer encing lets you share information fr om an electr onic whiteboar d, an overhead pr ojector , or an online Þle.
27 Redialing a Call Just as with the redial featur e on a telephone, the r edial featur e on your Concorde • 4500 lets you automatically call the last number you dialed. This is especially useful when the system youÕre calling is busy or if you get disconnected during a call.
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29 Making a Call — Other Options For most users, in typical videoconferencing situations, all the information needed to make a call is covered under the Making a Call Ñ The Basics tab. However , in a few speciÞc situations you may need additional information to help you place your call.
30 Before you choose a speciÞc rate, check with your system administrator . Y our administrator may have a policy about which rates you can use. T o choose the rate of your call: 1. Press CALL/ADD . The Dialing Directory appears. F Y I F .Y .I. Depending on your system conÞguration, the call rate option may not be available to you.
31 2. Use to select Change Rate for This Call, and press ENTER . The Set Call Rate screen appears. 3. Use to select Premium, Standar d, Specific Rate , or Default, and press ENTER . If you chose Premium , Standard , or Def ault , the system marks your choice with an [X] .
32 4. Use to select a rate from the list, and press ENTER . The system marks your choice with an [X] . 5. Press ENTER to choose View Previous Men u and return to the Set Call Rate screen. The call rate you chose appears in brackets next to Specific Rate .
33 V oice-Only Option in the U.S.Ó on this page or ÒUsing the V oice-Only Option Outside the U.S.Ó on page 35. Using the V oice-Only Option in the U.S. Y ou dial and answer a voice-only call in the United States using your keypad. Dialing a V oice-Only Call T o dial a voice-only call in the United States: 1.
34 3. Dial the telephone number , and press ENTER . Y ouÕll hear a ringing sound. W ait for the person to answer the call. 4. T alk to the v oice-onl y participant using the closest microphone. If a videoconference is in pr ogr ess, the voice-only participant can converse with all the sites in the videoconference.
35 Hanging Up a V oice-Only Call When youÕre r eady to end your voice-only call, you can hang up easily . T o end a voice-only call: 1. Press HANG UP . If you just have a voice-only call active, the call hangs up. If you have both a voice-only call and a video call active, the Hang Up menu appears.
36 3. T ransfer the call to y our system: a. Press CALL/ADD . b. Use to select Add V oice Call, and press ENTER . 4. Hang up the telephone, and talk to the v oice-only participant using the closest microphone. If a videoconference is in pr ogr ess, the voice-only participant can converse with all the sites in the videoconference.
37 Hanging Up a V oice-Only Call When youÕre r eady to end your voice-only call, you can hang up easily . T o hang up a voice-only call: 1. Press HANG UP . If you just have a voice-only call active, the call hangs up. If you have both a voice-only call and a video call active, the Hang Up menu appears.
38 There ar e two ways to encrypt calls: ❑ Automatic encryption Ñ The system generates the key . ❑ Manual encryption Ñ Y ou choose the key . Using Automatic Encryption When you use automatic encryption, your system generates a decryption key at the beginning of the call.
39 4. Make y our call. Y ou can use the manual dial, speed dial, or directory dial method. For mor e information, see the Making a Call Ñ The Basics tab. Y ouÕll see messages indicating the system is making the call. When the people at the far-end site answer your call, Encryption in Use appears brießy on your screen.
40 3. Use to select Enable Manual K ey , and press ENTER . The following message appears: Manual Key Enter master key, press ENTER for no change. 4. T ype the decryption key number , and press ENTER . Y ouÕll see a message asking you to reenter the key .
41 Answering and Hanging Up Answering and hanging up a video call are just about as simple as answering and hanging up a telephone call. All you have to do is pr ess one button to answer your call and another to hang up.
42 Answering a Call When you receive a call, your Concor de • 4500 rings like a telephone, and you see messages on your screen letting you know you have an incoming video call. T o answer a call: Press CALL/ADD . Y ouÕll see messages indicating the system is answering the call.
43 Adjusting the Sound During your videoconference, you can adjust what you hear fr om the far -end site. The buttons shown in white below are the buttons you use when adjusting the sound with either .
44 Muting Y our Microphones If you want to speak privately to someone at your site during your video- conference, you can mute your micr ophones so the people at the other site canÕt hear you. T o mute your microphones: Press MUTE on the ke ypad or the LAMB .
45 Adjusting the Picture Y ou can use your keypad to adjust what you see on the screen of your Concorde¥4500. For example, you can display or r emove the pictur e-in-pictur e (PIP) window and you can set camera presets. Y ou can also use your keypad to adjust your cameras and the cameras at the far-end site.
46 Using Automatic Camera Pointing Y our Concorde¥4500 may have LimeLight, a device that senses voices in a r oom and automatically points the camera at the speaker .
47 For ideas on how to use automatic camera pointing more ef fectively , see ÒT ips for Using Automatic Camera PointingÓ on page 8. For complete information on LimeLight, see the Installing and Using LimeLight document that came with the device.
48 Adjusting Cameras During a videoconference, you may need to adjust your cameras or the cameras at the far-end site to show a dif fer ent speaker or to zoom in or out on the people in the meeting. (Remember that if you have LimeLight, you donÕt need to manually adjust your cameras; LimeLight will automatically do it for you.
49 Setting Camera Presets Y ou may know before a videoconfer ence that during the conference you will want the camera to point at a particular person or location, such as the main speaker or a whiteboard. Camera pr esets ar e buttons that let you set and stor e camera positions either before or during a meeting.
50 T o set a camera preset with the QuickPad: 1. Press NEAR END in the VIEW section of the QuickP ad. The image you are sending appears in the main window of the monitor . W ith the QuickPad, you can set presets for your site only . 2. Adjust the camera by pressing POINT and ZOOM (or b y using the camera’ s manual contr ols, if it has them).
51 Doing More While Meeting Once you feel comfortable with videoconferencing, you might want to try doing more while youÕr e meeting. For instance, you can send snapshots or use a VCR with your system.
52 Sending a Snapshot T o send a snapshot with the wireless keypad: 1. Select the camera that you want to take the snapshot with b y pressing the PREVIEW b utton f or that camera. 2. Adjust the selected camera by pressing POINT and ZOOM in the NEAR END section of the keypad (or b y using the manual contr ols on the camera, if it has them).
53 Redisplaying a Snapshot If you want to take another look at a snapshot that you sent or received, you can redisplay it. T o redisplay a snapshot with the wir eless keypad: Press RECALL SNAPSHO T . The snapshot appears on your screen. The people at the far -end site wonÕt see it unless you press SEND SNAPSHO T again.
54 2. Insert a blank videotape into the VCR. Y ou can now begin the videoconference. 3. Press RECORD on the VCR or on the VCR’ s remote control when y ou want to start recording the videoconference. Playing a V ideotape T o play a videotape during a videoconference: 1.
55 Using Multipoint In a point-to-point videoconference, ther eÕs only one way to participate: you see the other site, and the other site sees you. In a multipoint videoconference, ther e are at least thr ee sites, and ther e can be many mor e than that.
56 Using Browse Mode Browse mode gives you mor e contr ol over your multipoint videoconfer ence than voice-activated mode. If youÕre in br owse mode, you donÕt have to view the person whoÕs speaking Ñ you can view any site you choose. Y ou can use browse mode only if you have the wir eless keypad.
57 If your Browse menu looks like this, turn to page 58. If your Browse menu looks like this, turn to page 60. Browse Request the Floor 1 Select Def ault Broadcaster Request Chair Control Menu Viewing.
58 Using Browse Mode — for Chair Control Systems HereÕs what the scr een shows: T o select the site you want to browse: 1. From the Br o wse men u, use (or type the number to the left of the site name) to select the site you want to vie w .
59 HereÕs what else you can do: F Y I F .Y .I. If your Browse menu looks like this, you can also use chair control mode. See page 62 to Þnd out how to use it.
60 Using Browse Mode — for Director Systems HereÕs what the scr een shows: T o select the site you want to browse: 1. From the Br o wse men u, use (or type the number to the left of the site name) to select the site you want to vie w .
61 HereÕs what else you can do: F Y I F .Y .I. If your Browse menu looks like this, you can also use dir ector mode. See page 64 to Þnd out how to use it.
62 Using Chair Control Mode Chair control mode allows you to contr ol the ßow of a videoconfer ence. Chair control is especially useful for very lar ge videoconfer ences or for those that have to be tightly scripted. Y ou can use chair control mode only if you have the wir eless keypad.
63 T o request chair contr ol: 1. Press BRO WSE on the wireless ke ypad. The Browse menu appears . 2. Use to select Request Chair Control. If no one has chair control, the Chair Contr ol menu appears. F Y I F .Y .I. Grant Ne xt Floor Request and Clear All Floor Requests appear in the Chair Control menu if any sites have r equested the ßoor .
64 Using Director Mode Director mode allows you to contr ol the ßow of a videoconfer ence. Dir ector control is especially useful for very lar ge videoconfer ences or for those that have to be tightly scripted. Y ou can use director mode only if you have the wir eless keypad.
65 T o request dir ector control: 1. Press BRO WSE on the wireless ke ypad. The Browse menu appears. 2. Use to select Request Directorship. If there is no dir ector , the Director menu appears. F Y I F .Y .I. If you see Displa y Director’ s Name in place of Request Directorship on the Browse menu, someone is alr eady dir ector .
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67 Updating the Dialing Directory The Dialing Directory is like a phonebook Ñ only one wher e you can r ecor d the names and numbers of the sites you call.
68 Creating a Dialing Directory Entry When you create a Dialing Dir ectory entry , you recor d the siteÕs video numbers, name, and, if necessary , the transmission rate at which you want to call the site. The system automatically assigns a speed-dial number to the site.
69 3. Use to select Create a New Entry , and press ENTER . The Create a New Entry scr een appears. 4. T ype the first number . 5. If the site has a LAN extension, press to open the LAN extension field, and type the extension in the field. 6. Press ENTER .
70 The system assigns a speed-dial number to the site. The site name character grid appears. Naming the Site Now you must name the site. Choose the characters you want to appear in the site name from the character grid. A site name can contain up to eight characters.
71 5. When y ou are finished naming the site, select and press ENTER . The system stores the site name in the Dialing Dir ectory . Choosing a Call Rate for the Site If your system administrator has conÞgured your system to use Auto IMUX Dialing, the Set Call Rate screen appears.
72 T o choose the call rate for the site: 1. Use to select Premium, Standard, Specific Rate, or Default, and press ENTER . If you chose Premium , Standard , or Def ault , the system marks your choice with an [X] ; go to step 4. If you chose Specific Rate , the Set SpeciÞc Rate screen appears.
73 Modifying a Dialing Directory Entry If the information in a Dialing Directory entry becomes out-of-date Ñ for example, if a site changes its video numbers Ñ you donÕt have to create a new entry . Y ou can simply modify the existing entry . T o modify a Dialing Directory entry: 1.
74 6. If you are c hanging the video number s, extension, or name: a. Use to delete the old information. b. Enter the new inf ormation. c. Press ENTER. The system accepts the changes. 7. If you are c hanging the rate: a. Select the new rate. b. Press ENTER.
75 6. Press to open the LAN extension field. 7. T ype the extension and press ENTER . The system accepts the changes. 8. Use to select Done? Y es and press ENTER . The system returns you to the original Modify an Entry scr een. 9. Press CANCEL to e xit.
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77 Understanding System Information The Concorde • 4500 displays two types of messages: ❑ Status messages Ñ T ell you the state of your system ❑ Call progr ess messages Ñ T ell you the progr e.
78 Call Progress Messages Call progr ess messages tell you the advancing stages of your call as it connects, or , if thereÕs a pr oblem, why the call wonÕt go thr ough.
79 Extended Messages If your system administrator has chosen to display the extended messages, the system displays a more technical description of the callÕs pr ogr ess or failur e along with a numeric code. For a more detailed explanation of the extended call pr ogr ess messages, see the Concorde • 4500 Administrator Õ s Guide .
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81 Solving Problems If you run into a problem with your videoconfer encing system, follow these suggestions: ❑ If the problem is described in this section, follow the steps listed to see if you can Þx it. ❑ If you canÕt Þnd a solution here, call your system administrator .
82 System W arning Messages This section lists the system warning messages you might see, with a probable cause and appropriate actions. These messages appear on the scr een pr eceded by W arning. If y ou see... It means... Do this... Data rate too high or Data rate too low There is a network problem.
83 No System Power These are the steps to take if your system doesnÕt seem to have power . If y ou have these symptoms... Do this... The green LED on the power supply is not lit. The fans are not r otating. No board LEDs ar e lit. 1. Make sure that the power s witch at the bac k of y our system is set to 1 (on).
84 System Fails Power -On T ests Y our system performs several tests when you power it on. These tests check the hardwar e components and system softwar e. If these tests are successful, PictureT el Ready appears in the upper left corner of your monitor .
85 Blank Screen These are the steps to take if the scr een is blank. If y ou have this symptom... Do this... The screen is blank. 1. Check to see if y our system is in Standby mode by pressing VIEW F AR END on the ke ypad. If your system is in Standby mode, pressing this button makes the video image reappear .
86 No Sound These are the steps to take if you canÕt hear any sound during a call. If you ha ve this symptom... Do this... No system sound. 1. Press V OLUME on the keypad to increase the v olume. 2. Ask the people at the far-end site to make sure they ha ven’t muted the call.
87 No System Menus These are the steps to take if the system menus do not appear on your scr een. If y ou have this symptom... Do this... The PictureT el logo appears on your monitor , but the system menus do not appear when you press SETUP . 1. Make sure all cable connections to the electr onics module and the camera are correct and secure.
88 Peripheral Failure These are the steps to take if you have pr oblems with your peripheral equipment. If y ou have these symptoms... Do this... No video and/or no camera motion from your auxiliary camera 1. Press PREVIEW f or the A UX A or B video sour ce.
89 System Menu T rees This section contains the following Concorde¥4500 menu tr ees: ❑ Setup menus ❑ ConÞguration menus ❑ Diagnostics menus ❑ Chair control mode menus ❑ Director mode menus T o choose an option from a menu: Use to select the option y ou want, and then press ENTER.
90 Setup Menus HereÕs the menu str ucture for the Setup menus: Configuration Menu View Pre vious Menu Set General Configuration Set Video Configuration Set Audio Configur ation Set Data P ort Configuration Set Network Configuration Restore Default Configur ation .
91 Configuration Menus HereÕs the menu str ucture for the ConÞguration menus: Set Data P ort Configuration Set Video Configuration Set Audio Configuration View Pre vious Menu View Pre vious Menu.
92 Diagnostics Menus HereÕs the menu str ucture for the Diagnostics menus: Near-End Status View Pre vious Menu Near-End T ests Far -End T ests View Pre vious Menu View Pre vious Menu Select System Se.
93 Chair Control Mode Menus HereÕs the menu str ucture for chair contr ol mode: Chair Control Menu Grant Ne xt Floor Request Clear All Floor Requests Select Default Broadcaster Broadcaster Menu Brows.
94 Director Mode Menus HereÕs the menu str ucture for dir ector mode: Director Menu T ransf er Directorship Enter Conference P assw ord Browse Select Broadcaster Enable Browsing [OFF] or Disable Bro .
95 Worksheets On the next few pages, youÕll Þnd worksheets that list helpful information you can use when videoconferencing. One worksheet lists information about the sites you frequently call. Another worksheet lists information about your own system that you may need to know , especially if you run into a pr oblem.
96 Frequently Called Numbers HereÕs some information about the videoconfer encing systems that you may need to call frequently: System Location System T ype Room Phone Number Video Call Number(s) ___.
97 System Information HereÕs some information you might need to know about the Concor de • 4500 youÕre using: Room Location: __________________________________________ Room Phone Number: _________.
98 Help Numbers Here ar e numbers you can use if you need help with your videoconfer encing system: System Administrator’ s Name Phone Number ______________________________________ _________________.
99 Notes ________________________________________________________________________ ________________________________________________________________________ _____________________________________________.
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101 Index A adjusting picture 45 sound 43 volume 44 answering dataconference call 26 video call 42 voice-only call in the U.S. 34 voice-only call outside the U.
102 speed dialing 24 video 19 voice-only 32 call failure messages. See call progress messages call progress messages description of 78 extended 79 normal 78 call rate changing for current call 29 choo.
103 redialing a call 27 speed dialing 24 Dialing Directory adding a LAN extension 74 choosing an entryÕs call rate 71 creating an entry 68 description of 67 making a call from 24 modifying an entry 7.
104 HELP button on QuickPad 17 on wireless keypad 14 K keypads QuickPad illustration 15 using 11 wireless keypad illustration 12 L LAMB 9, 49, 50 LAN extension, dialing 22 lighting, in videoconference room 7 LimeLight tips for 8 using 46 Look-At-Me-Button.
105 no audio, corrective actions 86 nondialed call, making 26 number buttons on QuickPad 15 on wireless keypad 12 numbers for frequently called systems 96 for getting help 98 for your system 97 P pict.
106 SET button on QuickPad 16 on wireless keypad 13 using to set a camera preset 49 Set Call Rate screen 31 Set Specific Rate screen 31, 72 SETUP button on QuickPad 17 on wireless keypad 14 Setup menu.
107 answering outside the U.S. 36 description of 32 ending 35 making in the U.S. 33 making outside the U.S. 35 voice-only option, availability 33 VOLUME button on Quickpad 15 on wireless keypad 12 usi.
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An important point after buying a device PictureTel 4500 (or even before the purchase) is to read its user manual. We should do this for several simple reasons:
If you have not bought PictureTel 4500 yet, this is a good time to familiarize yourself with the basic data on the product. First of all view first pages of the manual, you can find above. You should find there the most important technical data PictureTel 4500 - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, PictureTel 4500 you will learn all the available features of the product, as well as information on its operation. The information that you get PictureTel 4500 will certainly help you make a decision on the purchase.
If you already are a holder of PictureTel 4500, but have not read the manual yet, you should do it for the reasons described above. You will learn then if you properly used the available features, and whether you have not made any mistakes, which can shorten the lifetime PictureTel 4500.
However, one of the most important roles played by the user manual is to help in solving problems with PictureTel 4500. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device PictureTel 4500 along with tips on how to solve them. Even if you fail to solve the problem, the manual will show you a further procedure – contact to the customer service center or the nearest service center
