polycom realpresence immersive studio™...

Polycom® RealPresence® Immersive Studio™ System

User Guide

Version 4.1.3 | February 2014 | 3725-04289-001/A

Trademark Information POLYCOM® and the names and marks associated with Polycom's products are trademarks and/or service marks of Polycom, Inc., and are registered and/or common law marks in the United States and various other countries. All other trademarks are the property of their respective owners.

Patent Information The accompanying product may be protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc.

© 2014 Polycom, Inc. All rights reserved. Polycom, Inc. 6001 America Center Drive San Jose CA 95002 USA No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format. As between the parties, Polycom, Inc., retains title to and ownership of all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g., a book or sound recording). Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc., is not responsible for printing or clerical errors. Information in this document is subject to change without notice.

Polycom, Inc. 2

Contents

About This Guide . . . . . . . . 4Polycom Support and Services . . . . 5

Get Started . . . . . . . . . . . . . 6Interact with the System . . . . . . . . . 6

View the Home Screen . . . . . . . . . . 7

Place and Answer Calls . . 11Place a Call . . . . . . . . . . . . . . . . . . 11

Dial Passwords or Extensions . . 15

Add Participants to a Call . . . . . 15

In-Call Toolbar . . . . . . . . . . . . 16

Answer a Call . . . . . . . . . . . . . . . . 17

End a Call . . . . . . . . . . . . . . . . . . . 17

Polycom RealPresence Immersive Studio User Guide

Use Microsoft Outlook Calendaring . . . . . . . . . . . . 18Join Scheduled Meetings . . . . . . . 18

Show Content . . . . . . . . . . 19Work with Content . . . . . . . . . . . . 22

Hold Effective Meetings . . 23System Maintenance . . . . . . . . 24

Regulatory Information . . 29Important Safeguards . . . . . . . . . 29

System Rating . . . . . . . . . . . . . . . 30

3

Polycom RealPresence Immersive Studio User Guide About This Guide

About This Guide

Welcome to immersive collaboration with the Polycom® RealPresence® Immersive Studio system. The RealPresence Immersive Studio system includes the following features:

● High-quality, 1080p60 video with consistent picture characteristics through all viewing angles

● Polycom 3D Voice audio that delivers immersive sound, eliminating perceptible differences between the sound from remote and in-room participants

● 1080p content resolution that you can show on the content or participant displays

Read carefully the Regulatory Information in this guide before using the RealPresence Immersive Studio system.

4

Polycom RealPresence Immersive Studio User Guide About This Guide

The Polycom RealPresence Immersive Studio Users’ Guide explains how to use your touch device to operate your RealPresence Immersive Studio 9-seat or 21-seat immersive telepresence (ITP) room system.

This guide also describes what you can expect to see on the displays during meetings in the ITP room, and provides general guidelines for conducting successful meetings.

Additional documentation is available at the Polycom Video Documentation web site.

Polycom Support and ServicesFor general support or service, please contact your Polycom distributor or go to Polycom Support at support.polycom.com.

Professional Services for Microsoft Integration is required for Polycom Conferencing for Microsoft Outlook, Microsoft Office Communications Server, and Microsoft Lync Server 2010 or 2013 integrations. For additional information and details, refer to Polycom Professional Services or contact your local Polycom representative.

Polycom Support and Services 5

http://www.polycom.com/services/professional_services/index.html

http://www.polycom.com/support/video/index.html

http://www.polycom.com/support


http://www.polycom.com/support/video/index.html

Polycom RealPresence Immersive Studio User Guide Get Started

Get Started

If you have chosen the optional room sensor, the RealPresence Immersive Studio experience begins when you enter the room. The sensor at the door activates the system, a chime alerts you that the system is enabled, and the monitors display the panoramic wallpaper.

Interact with the System Your touch device enables you to join meetings, place audio and video calls, search the directory, adjust volume, show content, and select options. Familiar gestures for mobile devices—such as tapping, swiping, and dragging—make operating the system easy and intuitive.

Interact with the System 6


View the Home ScreenThe following table describes information that the Home screen provides.

Home Screen

Icon and Description

Pairing information. Indicates whether a device is paired with the system, the system name, and IP address.

To display a list of paired guest devices, tap the system name.

System date and time. If Microsoft Outlook Calendaring is enabled, you can display a reminder for the next meeting by tapping the time or date.

View the Home Screen 7


Outlook meeting calendar. The Outlook meeting calendar is available only if your system is connected to the Microsoft Exchange Server.

To display more information about a meeting or to join a meeting, tap the meeting notice.

For more information about connecting to the Microsoft Exchange Server and using Outlook calendaring, refer to the Polycom RealPresence Immersive Studio Administrator’s Guide at support.polycom.com.

Home Screen






Tap to display options for placing a call.

Tap to display options for showing content.

Tap to display the view of the local room.

Home Screen




Tap to mute the microphone in the local room.

Tap to display a slider to adjust the volume in the local room.

Home Screen



Polycom RealPresence Immersive Studio User Guide Place and Answer Calls

Place and Answer Calls

This section covers video calls, which includes calling into scheduled meetings.

When you tap , the preferred form of dialing a call displays. You will see a dialpad or Contacts. This setting is configured in the web interface.

Place a Call Use your system to place a video call in the following ways:

● Select a Favorite or Speed Dial contact that your system administrator has added.

● Search the directory and select a contact if your system is appropriately configured.

● Dial a name or number.

Place a Call 11


To place a call to a Favorite contact:

1 Tap .

2 From the Favorites list, tap one or more contacts. Tap if the Favorites list does not display.

If no favorites are listed, check with your system administrator to determine whether favorites are configured in your system.

3 Tap .

To place a call to a Speed Dial contact:

» On the Home screen, tap the name of the contact. You can swipe left and right to see additional contacts.

Place a Call 12


To place a call to a directory contact:

1 Tap .

2 Tap the blank dialing area or tap to display the virtual keyboard.

3 Type the directory entry name that you want to call.

4 Tap .

To place a call by entering a name or number:

1 Tap .

2 Choose one of the following:

Tap the blank dialing area or tap to display the keypad.

Tap to display the dialpad.

Your administrator can configure which screen is displayed next. The following instructions apply to the default setup; however, you might see a different display.

Place a Call 13


3 Enter the number or name of the contact you want to call.

Depending on the capabilities of your system and the system you are calling, the dialing information could look like one of the following examples.

4 Tap .

Dialing Examples

Format Description

123.45.67.89 IPv4 address

2555 E.164 extension for H.323 and SIP

stereo.polycom.com Host name

[email protected] SIP user name

Place a Call 14


Dial Passwords or Extensions

To display the dialpad and enter DTMF tones (dial tones) for VMR (bridge) passwords and extensions:

1 Tap on the main screen.

2 Input VMR number 7020000.

3 Tap .

4 Tap

5 Input the conference password followed by #.

Add Participants to a Call

To call additional participants:

» Tap on the main screen or the roster to display the dialpad.

Place a Call 15


In-Call Toolbar

When the call connects, the touch device displays the In-Call toolbar, which includes the additional options shown in the following table:

Displays a list of participants in the call.

Disconnects from the call.

Place a Call 16


Answer a Call The RealPresence Immersive Studio system displays the name of the caller or system.

To answer a call manually:

» Tap .

End a Call

To hang up a call:

» Tap .

Answer a Call 17

Polycom RealPresence Immersive Studio User Guide Use Microsoft Outlook Calendaring

Use Microsoft Outlook Calendaring If your system is configured to connect to the Microsoft Exchange Server, you can view information about scheduled meetings on the Home screen calendar. If you have completed configuration steps, you can also call from meetings on the Home screen calendar. If the meeting organizer has set reminders, the notices are displayed on your touch device.

Join Scheduled Meetings If no meetings appear on the RealPresence Immersive Studio Home screen, your system is not connected to the Microsoft Exchange Server.

To join a scheduled meeting:

1 Tap the meeting notice.

2 If the time slot is overbooked, tap the meeting that you want to join.

3 If the contact number is not shown, enter it manually.

4 Tap .

Join Scheduled Meetings 18

Polycom RealPresence Immersive Studio User Guide Show Content

Show Content

You can show content from a computer that is connected to your RealPresence Immersive Studio system. Connect the computer by using the HDMI or VGA cables located in the table. The cables extend out of the pocket as you gently pull them. Recoil the cables gently using the recoil button.

For best video quality, use refresh rates of 60 Hz or less. Set the resolution and refresh rates according to your computer’s instructions.

Before you show content, test the PC you are using and check that the computer video output is configured to use one of the supported resolutions and refresh rates shown in the following table.

For the RealPresence Immersive Studio 21-Seat system, connections are located in the front table only.



Supported Resolutions and Refresh Rates

Resolution Refresh rates (Hz)

800 x 600 56, 60, 72, 75, 85

1024 x 768 60, 70, 75, 85

1280 x 720 50, 60

1280 x 768 60

1280 x 1024 60, 75, 85

1600 x 1200 60

1680 x 1050 60

1920 x 1080 60

1920 x 1200 60



To show content:

1 Choose one of the following:

Out of a call, tap .

In a call, tap .

2 Drag the laptop icon to a monitor icon or the content screen icon .

To stop content:

» Choose one of the following:

Tap the content source icon.

Tap .



Work with ContentThe RealPresence Immersive Studio system provides quick-swap buttons that enable you to move the content display among monitors.

To show content on each monitor and then all four monitors in succession, drag and hold the content source on the bottom monitors.

Quick Swap Buttons for Showing Content

Label Description

Show content on only the top monitor. (default)

Show content on only the three bottom monitors.

Show content on all four monitors.

Work with Content 22

Polycom RealPresence Immersive Studio User Guide Hold Effective Meetings

Hold Effective Meetings

Conducting a successful meeting in a RealPresence Immersive Studio room is easy. Because you don’t have to manage cameras, microphones, speakers, remote controls, and other equipment, you can concentrate on sharing important information.

In a telepresence conference, all movements, expressions, and gestures are visible to everyone. As in any meeting, avoid repetitive motions that may distract other participants, such as tapping your pen or fingers on the tabletop.

The microphones are extremely sensitive. They can pick up all sound in the room—even gentle noises and whispers—and even if you are not in camera range. Refrain from sidebar conversations that can be distracting to participants in multipoint meetings.

When speaking, you do not have to direct your speech to a certain location or speak louder than normal. Speak in your normal tone and conversational volume.

If you plan to share content, connect and test your source before the meeting to ensure that the sound, graphics, video, and presentations are working properly.



System MaintenanceClean your system regularly to ensure proper functionality. Use the table Recommended Cleaning Procedures for detailed cleaning information.

Recommended Cleaning Procedures

Component Recommended Cleaning Procedure

Front wall panels and table top surfaces

To remove general soiling and water stains on the laminate surface of the front and back table tops, use a damp cloth. If needed, use a hard-surface, all purpose cleaner such as Formula 409, Fantastik®, Top Job, Mr. Clean, etc. and follow the manufacturer’s instructions. To prevent staining, ink should be removed as soon as possible. Do not use paint thinners, naphtha, or solvent-based fluids. Always rinse and wipe the laminate surfaces dry after cleaning.

Camera cluster Do not clean the camera cluster, which is centrally located in front of the media wall within a camera housing.



Camera cluster enclosure and shield

Using a soft sponge, a wool cloth, or chamois, wipe the polycarbonate shield with lukewarm water containing a neutral detergent, such as Formula 409®, Windex, or Joy®. Be very careful not to scratch the polycarbonate shield. Do not leave cleaners on for a long period, or apply cleaners in direct sunlight or at elevated temperatures. Be sure to rinse off cleaners with lukewarm water. Never use razor blades, scrapers, squeegees, or brushes.

Carpet For carpeting, vacuum daily using a vacuum cleaner with a cylinder brush. Treat spots and spills as soon as they occur. Always try to remove the spot with water before using a spotting solution.

When vacuuming, be careful not to bump into the media wall. Doing so may mis-align the camera, resulting in compromised video.

Ceiling Micro- phone Arrays

Gently dust with a feather duster as needed.




Chairs For Steelcase-Amia chairs, vacuum or dust the leather frequently with a clean, dry cloth. If the leather is soiled, wipe it with a damp, soft cloth and a lather of any mild soap and a minimum amount of lukewarm water. Do not spot clean leather; clean the entire surface. Wipe it clean with a damp cloth and dry it with a clean, soft cloth.

For spots and spills, wipe the excess liquid immediately with a clean cloth or sponge, and let the leather air dry. If further cleaning is necessary, sponge the entire leather surface with clean, lukewarm water. Let the leather air dry; never use a hair dryer or other heat source to dry leather.

For stubborn spots on the leather, apply a mild, nonabrasive soap solution with a clean, wet sponge. Rinse well and let it air dry. For butter, oil, or grease, wipe the leather with a clean, dry cloth and let the remainder of the oil dissipate into the leather. Do not apply water or try to wash a grease spot.




Chairs Do not use saddle soap, cleaning solvents, oils, furniture polishes, varnishes, abrasive cleaners, detergents, or ammonia on leather; they will ruin the finish, causing it to become sticky and cracked.

For regular cleaning of the polished aluminum chair components, apply a pre-softened paste wax to the polished aluminum following the manufacturer’s instructions. In humid atmospheres near salt water, apply the wax once a month. In other areas, apply the wax every three months to maintain the appearance of the aluminum.

Power Pockets Dust with a feather duster and keep free of debris. If a spill occurs in or around Power Pockets, wipe it up immediately. If you notice data collaboration problems after a spill, contact your organization’s IT department.

Displays (large display screens at the front of the room)

Gently wipe the screens with a very soft, lint-free cloth (microfiber is recommended) and a liquid cleaning solution that contains water, vinegar and water, or isopropyl alcohol, such as Monster screen cleaner. Spray the liquid cleaning solution directly on the cloth and clean in a circular motion. Do not use cleaners that contain acetone, ethyl alcohol, ethyl acid, ammonia, or methyl chloride.




Light fixtures Turn off the power and then wipe the fixtures with a soft, lint-free cloth. Clean the lenses with a dry cloth only.

Tablet Keep the touch device free of dirt and dust. For best cleaning results, refer to the cleaning instructions that came with the tablet.

Back wall acoustic panels

If the acoustic panel fabric becomes soiled, gently rub the affected areas with a clean, lint-free cloth and warm soapy water. Test all cleaning procedures on a small inconspicuous area. Do not immerse the panels in water. Do not rub web ink as this may cause smudging.



Polycom RealPresence Immersive Studio User Guide Regulatory Information

Regulatory InformationRegulatory notices describe safety and legal considerations for using the RealPresence Immersive Studio system.

Important SafeguardsSAVE THESE INSTRUCTIONS

Read and understand the following instructions before using the system:

● Always disconnect the system from power before cleaning.

● Do not spray liquids directly onto the system when cleaning. Always apply the liquid first to a static-free cloth.

● Do not place any liquids on the system.

● Do not disassemble this system. To reduce the risk of shock and to maintain the warranty on the system, a qualified technician must perform service or repair work.

● Avoid using this system during an electrical storm. There may be a remote risk of electric shock from lightning.

Important Safeguards 29


System Rating120/220-240 V~,15/8 A, 50/60 Hz

The main system consists of three independent electronics rack units which are considered “pluggable equipment.” The room lighting system is considered to be “permanently connected equipment.”

In order for the pluggable equipment to be disconnected from the supply, the socket outlets shall be installed near the equipment and shall be easily accessible.

● For each electronics rack, the electrical outlet is within 1 foot (30 cm) of the equipment.

● For each electronics rack, access to each power cord is easily accessible behind wooden panels. To remove the wooden panels, lift up and towards you. The panels are located under each main display (left, center, and right). No tools are required for the removal of the wooden panels.

This equipment utilizes multiple disconnects. See the instructions below for quick disconnect of the racks and lighting controller. Please disconnect all before servicing.

System Rating 30


To disconnect the room lighting from the AC mains supply, turn off the switch labeled (lighting disconnect).

Instructions for installer: A readily accessible disconnect device shall be incorporated external to the equipment. Electrician needs to install a single throw double pole switch within a one meter area of the Lighting Controller. Service to the single throw double pole switch should not be greater than 20 amps. The warning label must be placed on the switch that says “VIDEOCONFERENCE ROOM LIGHTING DISCONNECT.”

A disconnect device shall have a contact separation of at least 3mm. Vertically mounted disconnect switches and circuit breakers shall be mounted so that the UP position of the handle is the “on” position.

The main electronics are stationary pluggable equipment Type A with simultaneous multiple connections to the AC mains supply.

● The building installation must provide a means for connection to protective earth.

● The equipment must be connected to that means.

WARNING: HIGH LEAKAGE CURRENT. EARTH CONNECTION ESSENTIAL BEFORE CONNECTING SUPPLY.

System Rating 31


● A service person must verify that all socket outlets from which the equipment is to be powered provides a connection to the building protective earth.

To verify, use a suitable long test/wander lead with an ohm meter/multimeter. Connect one end to a known protective earthing point of the building electrical installation and ensure that there is a reading of less than one ohm to each earthing contact of all socket outlets to be connected as shown in Socket Outlets Earthing Contact Points.

Socket Outlets Earthing Contact Points

If lack of protective earth is discovered at any of the socket outlets, this must first be rectified by installing a suitable protective earthing conductor in accordance with local wiring code and regulations. This must be carried out by a registered, competent electrician.

System Rating 32

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