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Polycom DOC2560A manual 3-31, Click Link to Connect Dial Manually to Connect

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Polycom RMX 1500/2000/4000 Getting Started Guide

Starting a Video Meeting from a Microsoft Outlook Polycom Meeting Invitation

Polycom Conference information is included in the meeting invitation sent by Outlook to each meeting attendee. The following example shows a Polycom Conference invitation as received by Outlook running on a workstation.

Click Link to

Connect

Dial Manually to Connect

If the attendee is the first to connect to the meeting, he/she starts the meeting by clicking on the link included in the invitation or by manually dialing the numbers displayed using the endpoint's numeric input device.

For more information see the RMX 1500/2000/4000 Administrator’s Guide, "Polycom Conferencing for Microsoft Outlook®” on page 9-1.

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Polycom DOC2560A manual 3-31, Click Link to Connect Dial Manually to Connect

Contents

Version 7.0 August 2010 DOC2560A Polycom RMX 1500/2000/4000 Getting Started GuideAll other trademarks are the property of their respective owners Regulatory Notices United States Safety Construction DetailsUnited States Federal Communication Commission FCC CE Mark R&TTE DirectiveRMX 2000 complies with IDA standards G0916-07 Chinese Communication Certificate Singapore CertificateFirst Time Installation and Configuration Table of ContentsSystem Overview Table of Contents Basic OperationViewing and System Functionality Permissions Gathering Phase Page Table of Contents System Overview the RMX 1500/2000/4000 Administrator’s Guide included with the systemRMX 1500/2000/4000 ISDN Endpoints Chapter 1-System OverviewE1/T1 PRI Lines RMX 1500/2000/4000 RMX Web Client LAN Endpoints IP PhoneThe RMX 1500 supports one ISDN card with 4 E1/T1 PRI lines Conferencing Modes RMX Main FeaturesDynamic Continuous Presence CP mode conferencing is defined byTable 1-1 Continuous Presence - Video Layouts Continued Telepresence ModeMultiple Switching Modes Video SwitchingVSW mode conferencing is defined by Resolution Configuration for CP Video ResolutionsOperator Conference Video SwitchingIVR-Enabled Conferencing H.239 / People+ContentPeople+Content is Polycom’s proprietary equivalent of H.239 Video ClarityEntry Queue On Demand Conferencing Conferencing Capabilities and OptionsPermanent Conference Scheduled Conferencing / ReservationsGateway Cascading ConferencesSecurity 1-11Lecture Mode or Presentation Mode in Continuous Presence conferences Conference Management and Monitoring FeaturesFar End Camera Control FECC/LSD in video conferences Media EncryptionThree Card Configuration Modes are supported Card Configuration ModesOperator Assistance & Participant Move for conferences in CP mode 1-131-14 Workstation RequirementsTo disable Protected Mode Windows 7 Security Settings1-15 1-16 Internet Local intranet Trusted sitesChapter 1-System Overview When using Internet Explorer 8 to run the RMX Web Client or RMX Internet Explorer 8 ConfigurationTo configure Internet Explorer Internet Local intranetThe Internet Options dialog box is displayed with General tab open 1-185 In the Browsing history section, click the Delete button Chapter 1-System Overview9 In the Internet Options dialog box, click the Settings button 1-19The Delete Browsing History dialog box is displayed 6 Select the Temporary Internet files and Cookies check boxes10 Click the View objects button 1-20Chapter 1-System Overview 11 Select the CEMAClassLoaderCntl Object file Prerequisites1-21 Chapter 1-System Overview 1-222 Hardware Installation and Setup First Time Installation and Configuration3 First Entry Power-up and Configuration Configure the Default IP Network ServiceDefault IP Service Conferencing Service IP ServicesDefault IP Service Conferencing Service PreparationsFactory Default IP Network Services Required InformationLocal Network Settings ParameterISDN/PSTN Services Unpacking the RMX Unpacking the RMXTo unpack and lift the RMX Unpacking the RMXTwo boxes are placed on the top Stratocell, labelled 4 Remove the boxes and top Stratocell and open the anti-static plastic bag wrapping the RMX The LAN Configuration Utility dialog box opens To modify the USB key settingsSubnet Mask Default Router IP Address Installing the RMX Hardware Installation and Setup2-10 Mounting the RMX 1500 in a RackTo connect the cables For the RTM-IP 1500 module Connecting Cables on the RMXFor the RTM ISDN 1500 module 2-112-12 Mounting the RMX 2000 in a RackInstalling the RMX Connecting Cables on the RMX 2-13Power Cable Do not remove the protective caps from LAN1, LAN3 and ShMG portsUsing a shelf To install the RMX 4000 in a 19”rack Using rack brackets on the RMXMounting the RMX 4000 in a Rack 2-14AC Power Supply connections Connecting the RMX 4000 to the Power SourcesDC Power Supply connections 2-153 Remove the transparent plastic caps on the terminal block 2-166 Replace the transparent plastic caps on the terminal block 2-172-18 To connect the cables AC and DC systems RTM-IPConnecting Cables on the RMX Procedure 1 First-time Power-up First Entry Power-up and ConfigurationTo power-up for the first time using the USB key 2-19Obtaining the Activation Key Procedure 2 Product Registration3 Select Product Registration 2-202-21 Procedure 3 Connection to MCUonly if the factory default Management IP addresses were not modified 2-222-23 Fast Configuration Wizard1 Enter the required IP information in the dialog box Polycom RMX 1500/2000/4000 Getting Started GuideNote This field is displayed in all IP Signaling dialog 2-242 Click Next Field3 Enter the required Routers information in the dialog box 2-254 Click Next FieldSignaling Host and Shelf Management with the DNS 2-265 Enter the required DNS information in the dialog box Field2-27 7 Select the IP Network Type H.323, SIP or H.323 & SIP6 Click Next 8 Click Next 9 If you selected SIP only, go to StepField 2-28Description Primary GatekeeperSelect the protocol that is used for signaling between 2-2913 Enter the required SIP Server information in the dialog box FieldField 2-30Description Field2-31 an ISDN/PSTN Network Service, go to StepThe IP Network Service is created and confirmed 16 Click OK 17 Define the following parameters 2-3218 Click Next FieldThe PRI Settings dialog box opens 19 Define the following parameters 2-33Field Description20 Click Next The Span Definition dialog box opens 2-34Field Description21 Define the following parameters 2-3522 Click Next FieldThe Phones dialog box opens 2-362-37 28 Click Save & ContinueRMX 4000 MPM1/MPM2/MPM3/MPM4 Slot - the MPM/MPM+/MPMx card that the RTM ISDN2-38 RTM ISDN 1500 card is connected to RMX 2000 MPM 1/MPM2Description / Default 2-39The System Flags dialog box is displayed 32 Enter the required System Flags information in the dialog box33 Click Save & Close 36 In the Please wait for system reset message box, click OK2-40 1 On the RMX menu, click Setup Multilingual Setting In the RMX Web Client’s Main Screen an MCU State indicator displaysUser Definition Selecting the RMX Web Client Languages2-42 RMX’s Default Conferencing SettingsEntity 2-43Description Namenumbers range defined in the Network Service. It must be 2-44Entity Description2-45 Customizing the RMX’s Default Conferencing SettingsChapter 2-First Time Installation and Configuration 2-46You can schedule conferences to start in the future Starting the RMX Web Client Basic OperationThe Login screen contains a link to the RMX Manager installer To start the RMX 2000 Web ClientLink to RMX Manager Installer Conference List List Pane RMX Management Status Bar Address Book RMX 2000 Web Client Screen ComponentsConference Templates Viewing and System Functionality Permissions If you are logged in as a user with Chairperson permissions Conferences ListRMX Management List PaneStatus Bar Participant Alerts System AlertsPort Usage Gauges The High Port Usage threshold MCU StateNew Group Delete Group Export Address Book New Participant Delete Participant Import Address BookDialing Direction - Dial-in or Dial-out IP Address/Phone - of the participantDisplaying and Hiding the Address Book Conference TemplatesDisplaying and Hiding Conference Templates A Conference TemplateCustomizing the Main Screen To adjust column widthTo re-size a pane 3-11 On the RMX 2000 menu, click View Restore RMX Display Defaults To restore the RMX 2000 display window to its default configurationTo switch between Toolbar and List Views Customizing the RMX Management Pane3-13 To expand or Collapse the Frequently Used and Rarely Used sectionsChapter 3-Basic Operation 3-14Start a Reservation Starting a ConferenceStart any Conference Template saved in the Conference Templates list 3-15To start a conference from the Conference pane Starting a Conference from the Conferences Pane3-16 3-17 General Tab2 Define the following parameters FieldField 3-18Description Comma, colon and semicolon characters cannotField 3-19Description system must reserve resourcesField 3-20Description enough to accommodate the participants specified in3-21 Participants TabColumn / Button 3-22Description Participants ListParticipants can be added to the conference in the following methods 3-233-24 To add participants from the Address BookTo add information to the conference Information Tab10 Click the Information tab. The Information tab opens 3-2511 Enter the following information 3-26To start a conference from the Reservation Calendar Starting a Reservation3-27 Polycom RMX 1500/2000/4000 Getting Started GuideThe New Reservation - General tab dialog box opens 3-28Starting an Ongoing Conference From a Template Administrator’s Guide, Reservations” on pageTo start an ongoing conference from a Template 2 Click the Start Conference from Template button. orParticipants that are connected to other ongoing conferences when the template becomes an ongoing conference are not connected 3-30Click Link to Connect Dial Manually to Connect 3-31Direct Dial-in Connecting to a Conference3-32 SIP Participants H.323 ParticipantsISDN/PSTN Participants Example3-34 Connecting to a Polycom Conference from an Outlook Meeting Invitation3-35 Entry Queue AccessH.323 Participants Example3-36 ISDN and PSTN ParticipantsSIP Participants ExampleDial-out Participants Gathering PhaseAutomatic Dial Out Manual Dial OutIndicator 3-38If enabled Textual InformationThe Gathering Phase is not supported in Video Switching Conferences Gathering Phase Guidelines3-39 Content Gathering Slide 3-40Chapter 3-Basic Operation Endpoint Names Text Indication in the Video Layout3-41 3-42 To change the Display Name3-43 The Participant Properties - Media Sources dialog box opens2 Enter the new Display Name in the Name field 3 Click OK Polycom RMX 1500/2000/4000 Getting Started Guide3-44 Text IndicationPermanent Display of Endpoint Names Transparent Endpoint NamesClosed Caption 3-453-46 Message OverlaySmall Text, White on red, Top, Middle Monitoring Ongoing Conferences Using the buttons in the toolbarsGeneral Monitoring 3-473-48 Multi SelectionOperations Menu Multi-selectedTo search for an ongoing conference by Chairperson Password Using the Chairperson Password for Filtering1 Click in the Chairperson Password field Conference Level MonitoringDisplays conference name and type of conference 3-50Field DescriptionContent Resource Deficiency - Content will not be 3-51Field DescriptionTo monitor a conference Roll Call/Audible Tones During an Ongoing ConferenceThe Conference Properties - General dialog box opens 3-52Secured Conference Monitoring Audio Only MessageIVRROLLCALLUSETONESINSTEADOFVOICE System Flag in system.cfg 3-53Monitoring Ongoing Gateway Sessions Participant Level MonitoringParticipant Connection Monitoring 3-54Column 3-55Icon/Description Awaiting Individual Assistance - The participantCascade Enabled Dial-out Participant - A special 3-56Column Icon/DescriptionColumn 3-57Icon/Description To preview the participant video Video Preview3-58 The Video Preview window opens 3-59Conference Level operations Operations Performed During On Going ConferencesChanging the Duration of a Conference To extend or shorten a conference manuallyTo terminate a conference manually Adding Participants from the Address BookTo drag & drop participants into the Participants List 1 Open the Address Book3-62 Moving Participants3-63 Moving a Participant InteractivelyCopy and Paste Conference Saving an Ongoing Conference as a TemplateCopy Conference To save an ongoing conference as a templateTo paste a conference Paste ConferencePaste Conference. or 3-65To paste a conference as a new conference Paste Conference AsPaste Conference As. or 3-663-67 Changing the Video Layout of a Conference3-68 To change the video layout of a conferenceVideo Forcing Guidelines Video Forcing3-69 3-70 To video force a participant to a window3-71 To cancel Video Forcing for a windowSwitching between participants is renewed and is audio activated 5 Repeat step 3 to force participants to other windows 6 Click OK2 Click the Video Settings tab To enable or disable Video ClarityEnabling and Disabling Video Clarity 3-723-73 Participant Level OperationsMenu ButtonMenu 3-74Button DescriptionMenu 3-75Button DescriptionCopy Participant Copy Cut and Paste ParticipantTo copy a participant 3-76To cut a participant Cut Participant3-77 To paste a participant Paste Participant3-78 To paste a participant as a new participant Paste Participant As3-79 3-80 The Address Book - Participant Properties dialog box is displayedc Right-click, and in the drop-down menu select Paste Participant As To change a participant’s Video Layout and Video Forcing Personal Layout Control with the RMX Web Client3-81 The Participant Properties - Media Sources dialog box opensTo change Personal Layout with Click&View Personal Layout Selection with Click&View3-82 For example, if you want a four-square video layout, press 3-833-84 Conference Control Using DTMF CodesTable 3-9 Default DTMF Codes to Manage Conferences and Participants 3-85Operation DTMF String3-86 Requesting HelpGuidelines Personal Conference Manager PCM3-87 If enabled, Message Overlay is not displayed while PCM is active 3-88Everyone /Chairperson Default DTMF Code ‘##” 3-89Polycom RMX 1500/2000/4000 Getting Started Guide Initiating PCM PCM Interface3-90 Menu Navigation - Arrow and Zoom Keys Remote Control Device Keys3-91 Arrow Key 3-92Description 3-93 DTMF Codes - Numeric KeysTable 3-11 PCM - DTMF Codes Click&View PCM Main Menu - LevelInvite Participant Click&View” on pageA message, Press # or Zoom In to select, is displayed 5 OptionalOptional. To display all participants 3-95Participant Participants Mute/StatusTo view and change the Participants Mute/Status 3-96The status icons are summarized in Table 3-97To control a far camera Camera Control3-98 To Video Force a participant’s video Video Force3-99 3-100 RecordingTo start recording To use the recording functionsTo pause recording To resume recordingTo stop recording Drop ParticipantTo disconnect a participant from the conference 3-102To terminate a conference Terminate Conference3-103 Chapter 3-Basic Operation 3-104Abbreviation GlossaryExplanation TermExplanation AbbreviationTerm Chapter A-GlossaryAbbreviation signal can be easily recognized by a computer. The codesExplanation TermExplanation AbbreviationTerm Explanation AbbreviationTerm channels of 64 Kbps each and one D channel of 64 KbpsExplanation AbbreviationTerm