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Chapter 3-Basic Operation

Connecting to a Polycom Conference from an Outlook Meeting Invitation

Attendees that have received a Meeting Invitation via Outlook using the Polycom Conferencing Add-in for Microsoft Outlook, connect by clicking on the link included in the invitation or by manually dialing the numbers displayed using the endpoint's numeric input device.

Click Link to

Connect

Dial Manually to Connect

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 Connecting to a Polycom Conference from an Outlook Meeting Invitation, 3-34

Contents

Polycom RMX 1500/2000/4000 Getting Started Guide Version 7.0 August 2010 DOC2560A All other trademarks are the property of their respective owners United States Safety Construction Details Regulatory NoticesUnited States Federal Communication Commission FCC CE Mark R&TTE Directive Chinese Communication Certificate Singapore Certificate RMX 2000 complies with IDA standards G0916-07 First Time Installation and Configuration Table of ContentsSystem Overview Basic Operation Table of Contents Viewing 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 Chapter 1-System Overview ISDN EndpointsE1/T1 PRI Lines RMX 1500/2000/4000 RMX Web Client LAN Endpoints IP Phone The RMX 1500 supports one ISDN card with 4 E1/T1 PRI lines RMX Main Features Conferencing ModesDynamic Continuous Presence CP mode conferencing is defined by Telepresence Mode Table 1-1 Continuous Presence - Video Layouts Continued Multiple Switching Modes Video SwitchingVSW mode conferencing is defined by Resolution Configuration for CP Video ResolutionsOperator Conference H.239 / People+Content IVR-Enabled ConferencingPeople+Content is Polycom’s proprietary equivalent of H.239 Video Clarity Entry Queue Conferencing Capabilities and Options On Demand ConferencingPermanent Conference Scheduled Conferencing / Reservations Cascading Conferences GatewaySecurity 1-11 Conference Management and Monitoring Features Lecture Mode or Presentation Mode in Continuous Presence conferencesFar End Camera Control FECC/LSD in video conferences Media Encryption Card Configuration Modes Three Card Configuration Modes are supportedOperator Assistance & Participant Move for conferences in CP mode 1-13 Workstation Requirements 1-14 To disable Protected Mode Windows 7 Security Settings1-15 Internet Local intranet Trusted sites 1-16 Internet Explorer 8 Configuration When using Internet Explorer 8 to run the RMX Web Client or RMXTo configure Internet Explorer Internet Local intranet The Internet Options dialog box is displayed with General tab open 1-185 In the Browsing history section, click the Delete button 1-19 9 In the Internet Options dialog box, click the Settings buttonThe Delete Browsing History dialog box is displayed 6 Select the Temporary Internet files and Cookies check boxes 1-20 10 Click the View objects button 11 Select the CEMAClassLoaderCntl Object file Prerequisites1-21 1-22 First Time Installation and Configuration 2 Hardware Installation and Setup3 First Entry Power-up and Configuration Configure the Default IP Network Service IP Services Default IP Service Conferencing ServiceDefault IP Service Conferencing Service Preparations IP Network Services Required Information Factory DefaultLocal Network Settings Parameter ISDN/PSTN Services Unpacking the RMX Unpacking the RMXTo unpack and lift the RMX Two 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 Hardware Installation and Setup Installing the RMX Mounting the RMX 1500 in a Rack 2-10 Connecting Cables on the RMX To connect the cables For the RTM-IP 1500 moduleFor the RTM ISDN 1500 module 2-11 Mounting the RMX 2000 in a Rack 2-12 2-13 Do not remove the protective caps from LAN1, LAN3 and ShMG portsE1/T1 PRI Connection LAN 2 Connection To install the RMX 4000 in a 19”rack Using rack brackets on the RMX Using a shelfMounting the RMX 4000 in a Rack 2-14 Connecting the RMX 4000 to the Power Sources AC Power Supply connectionsDC Power Supply connections 2-15 2-16 3 Remove the transparent plastic caps on the terminal block 2-17 6 Replace the transparent plastic caps on the terminal block To connect the cables AC and DC systems RTM-IP 2-18 First Entry Power-up and Configuration Procedure 1 First-time Power-upTo power-up for the first time using the USB key 2-19 Procedure 2 Product Registration Obtaining the Activation Key3 Select Product Registration 2-20 Procedure 3 Connection to MCU 2-21 2-22 only if the factory default Management IP addresses were not modified 2-23 Fast Configuration Wizard1 Enter the required IP information in the dialog box 2-24 Note This field is displayed in all IP Signaling dialog2 Click Next Field 3 Enter the required Routers information in the dialog box 2-254 Click Next Signaling Host and Shelf Management with the DNS 2-265 Enter the required DNS information in the dialog box 7 Select the IP Network Type H.323, SIP or H.323 & SIP 2-276 Click Next 8 Click Next 9 If you selected SIP only, go to Step Primary Gatekeeper 2-28Aliases Select the protocol that is used for signaling between 2-2913 Enter the required SIP Server information in the dialog box 2-30 2-31 an ISDN/PSTN Network Service, go to StepThe IP Network Service is created and confirmed 16 Click OK 2-32 17 Define the following parameters18 Click Next all other spans that you may later define must also 2-33 The PRI Settings dialog box opens 19 Define the following parameters 2-34 20 Click Next The Span Definition dialog box opens 21 Define the following parameters 2-3522 Click Next 2-36 The Phones dialog box opens 28 Click Save & Continue 2-37 Slot - the MPM/MPM+/MPMx card that the RTM ISDN RMX 4000 MPM1/MPM2/MPM3/MPM42-38 RTM ISDN 1500 card is connected to RMX 2000 MPM 1/MPM2 2-39 Description / DefaultThe System Flags dialog box is displayed 32 Enter the required System Flags information in the dialog box 33 Click Save & Close 36 In the Please wait for system reset message box, click OK2-40 In the RMX Web Client’s Main Screen an MCU State indicator displays 1 On the RMX menu, click Setup Multilingual SettingUser Definition Selecting the RMX Web Client Languages RMX’s Default Conferencing Settings 2-42 2-43 2-44 numbers range defined in the Network Service. It must beendpoint upon connection to the Entry Queue and lists the Includes all the voice messages and video slides used to Customizing the RMX’s Default Conferencing Settings 2-45 2-46 You can schedule conferences to start in the future Basic Operation Starting the RMX Web Client The 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 Conferences List If you are logged in as a user with Chairperson permissions RMX Management List PaneStatus Bar Participant Alerts System AlertsPort Usage Gauges MCU State The High Port Usage threshold New Participant Delete Participant Import Address Book New Group Delete Group Export Address BookDialing Direction - Dial-in or Dial-out IP Address/Phone - of the participant Conference Templates Displaying and Hiding the Address BookDisplaying and Hiding Conference Templates A Conference Template To adjust column width Customizing the Main ScreenTo re-size a pane 3-11 To restore the RMX 2000 display window to its default configuration  On the RMX 2000 menu, click View Restore RMX Display DefaultsTo switch between Toolbar and List Views Customizing the RMX Management Pane To expand or Collapse the Frequently Used and Rarely Used sections 3-13 3-14 Starting a Conference Start a ReservationStart any Conference Template saved in the Conference Templates list 3-15 To start a conference from the Conference pane Starting a Conference from the Conferences Pane3-16 3-17 General Tab2 Define the following parameters Comma, colon and semicolon characters cannot 3-18be used in the Routing Name 3-19 system must reserve resources 3-20 enough to accommodate the participants specified in Participants Tab 3-21 3-22 Column / ButtonParticipants List A Unicode field that displays the participant’s name 3-23 Participants can be added to the conference in the following methods To add participants from the Address Book 3-24 Information Tab To add information to the conference10 Click the Information tab. The Information tab opens 3-25 3-26 11 Enter the following information To start a conference from the Reservation Calendar Starting a Reservation3-27 3-28 The New Reservation - General tab dialog box opens Administrator’s Guide, Reservations” on page Starting an Ongoing Conference From a TemplateTo start an ongoing conference from a Template 2 Click the Start Conference from Template button. or 3-30 Participants that are connected to other ongoing conferences when the template becomes an ongoing conference are not connected 3-31 Click Link to Connect Dial Manually to Connect Direct Dial-in Connecting to a Conference3-32 H.323 Participants SIP ParticipantsISDN/PSTN Participants Example Connecting to a Polycom Conference from an Outlook Meeting Invitation 3-34 3-35 Entry Queue AccessFigure 3-2 Dial-in Connection via Entry Queue ISDN and PSTN Participants 3-36 Gathering Phase Dial-out ParticipantsAutomatic Dial Out Manual Dial Out 3-38 IndicatorIf enabled Textual Information The Gathering Phase is not supported in Video Switching Conferences Gathering Phase Guidelines3-39 3-40 Content Gathering Slide Endpoint Names Text Indication in the Video Layout3-41 To change the Display Name 3-42 3-43 The Participant Properties - Media Sources dialog box opens2 Enter the new Display Name in the Name field 3 Click OK Text Indication 3-44 Transparent Endpoint Names Permanent Display of Endpoint NamesClosed Caption 3-45 3-46 Message OverlaySmall Text, White on red, Top, Middle Using the buttons in the toolbars Monitoring Ongoing ConferencesGeneral Monitoring 3-47 Multi Selection 3-48Operations Menu Multi-selected Using the Chairperson Password for Filtering To search for an ongoing conference by Chairperson Password1 Click in the Chairperson Password field Conference Level Monitoring 3-50 Displays conference name and type of conferenceField Description 3-51 Content Resource Deficiency - Content will not be Roll Call/Audible Tones During an Ongoing Conference To monitor a conferenceThe Conference Properties - General dialog box opens 3-52 Audio Only Message Secured Conference MonitoringIVRROLLCALLUSETONESINSTEADOFVOICE System Flag in system.cfg 3-53 Participant Level Monitoring Monitoring Ongoing Gateway SessionsParticipant Connection Monitoring 3-54 Awaiting Individual Assistance - The participant 3-55Awaiting Conference Assistance - The participant Cascade Enabled Dial-out Participant - A special 3-56Lecturer and Chairperson - The participant is 3-57 To preview the participant video Video Preview3-58 3-59 The Video Preview window opens Operations Performed During On Going Conferences Conference Level operationsChanging the Duration of a Conference To extend or shorten a conference manually Adding Participants from the Address Book To terminate a conference manuallyTo drag & drop participants into the Participants List 1 Open the Address Book Moving Participants 3-62 Moving a Participant Interactively 3-63 Saving an Ongoing Conference as a Template Copy and Paste ConferenceCopy Conference To save an ongoing conference as a template Paste Conference To paste a conferencePaste Conference. or 3-65 Paste Conference As To paste a conference as a new conferencePaste Conference As. or 3-66 Changing the Video Layout of a Conference 3-67 To change the video layout of a conference 3-68 Video Forcing Guidelines Video Forcing3-69 To video force a participant to a window 3-70 To cancel Video Forcing for a window 3-71Switching between participants is renewed and is audio activated 5 Repeat step 3 to force participants to other windows 6 Click OK To enable or disable Video Clarity 2 Click the Video Settings tabEnabling and Disabling Video Clarity 3-72 Participant Level Operations 3-73Menu Button 3-74 3-75 Copy Cut and Paste Participant Copy ParticipantTo copy a participant 3-76 To 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 To change Personal Layout with Click&View Personal Layout Selection with Click&View3-82 3-83 For example, if you want a four-square video layout, press Conference Control Using DTMF Codes 3-84 3-85 Table 3-9 Default DTMF Codes to Manage Conferences and ParticipantsOperation DTMF String Requesting Help 3-86 Guidelines Personal Conference Manager PCM3-87 3-88 If enabled, Message Overlay is not displayed while PCM is active 3-89 Everyone /Chairperson Default DTMF Code ‘##” Initiating PCM PCM Interface3-90 Menu Navigation - Arrow and Zoom Keys Remote Control Device Keys3-91 3-92 3-93 DTMF Codes - Numeric KeysTable 3-11 PCM - DTMF Codes PCM Main Menu - Level Click&ViewInvite Participant Click&View” on page 5 Optional A message, Press # or Zoom In to select, is displayedOptional. To display all participants 3-95 Participants Mute/Status ParticipantTo view and change the Participants Mute/Status 3-96 3-97 The status icons are summarized in Table To control a far camera Camera Control3-98 To Video Force a participant’s video Video Force3-99 Recording 3-100 To use the recording functions To start recordingTo pause recording To resume recording Drop Participant To stop recordingTo disconnect a participant from the conference 3-102 To terminate a conference Terminate Conference3-103 3-104 Glossary AbbreviationExplanation Term Chapter A-Glossary signal can be easily recognized by a computer. The codes translates LAN alias addresses of terminals and gateways Explanation channels of 64 Kbps each and one D channel of 64 Kbps Explanation AbbreviationTerm

Polycom DOC2560A Connecting to a Polycom Conference from an Outlook Meeting Invitation, 3-34

Models: DOC2560A

Connecting to a Polycom Conference from an Outlook Meeting Invitation

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