How to set up a Polycom round table camera
How to set up a Polycom round table camera How to set up a Polycom round table camera (CX5500, CX5100) 1 TABLE OF CONTENTS 1 Table of Contents......................................................................................................... 1 2 Overview ....................................................................................................................... 2 3 Glossary of terms ........................................................................................................ 3 4 Equipment checklist .................................................................................................... 4 5 6 4.1 Polycom equipment ................................................................................................ 4 4.2 PC equipment and software – things to consider .................................................... 5 Set up procedure ......................................................................................................... 6 5.1 Near site ................................................................................................................. 6 5.2 Far Site ................................................................................................................... 8 Common errors ............................................................................................................ 9 Setting up Polycom round table device_v2.docx Page 1 of 10 How to set up a Polycom round table camera 2 OVERVIEW This document is designed to explain the basics of setting up a video conference using Lync with a Polycom round table camera. For the purposes of this document we will assume that the round table device is either a CX5100 or CX5500 (both pictured below). Polycom CX5100 Polycom CX5500 Other round table devices are available however these are the two models most widely tested and used at the University of Exeter as of December 2014. For technical specifications see the Polycom website here http://www.polycom.com/products-services/products-for-microsoft/lync-optimized/cx5500unified-conference-station.html#stab1 Setting up Polycom round table device_v2.docx Page 2 of 10 How to set up a Polycom round table camera 3 GLOSSARY OF TERMS Polycom – Video conferencing equipment manufacturer and service provider Lync – Communications application (see here for a guide to Lync 2013) Near site – The location you are in Far site – The location you are connecting to, usually geographically significantly distant to the near site Echo cancelling – an automated process whereby the microphone picks up the sound from the speaker and removes any echo Panorama – Video banner that displays a 360 degree view of the room Active speaker – Process where the most recent person to speak is shown on screen during a Lync video conference Stage – Digital space within Lync which can be used to video conference, share your desktops and programs and collaborate on a whiteboard. Setting up Polycom round table device_v2.docx Page 3 of 10 How to set up a Polycom round table camera 4 EQUIPMENT CHECKLIST 4.1 POLYCOM EQUIPMENT The Polycom camera has a series of components that are all required to make the system work correctly. It consists of: Camera and audio stand (The Camera cap can be lowered to protect the camera and mirror area) Processor box Communications cable Main USB cable Setting up Polycom round table device_v2.docx Page 4 of 10 How to set up a Polycom round table camera Power cable Blue ‘camera to laptop’ USB cable Additionally, if you have trailing cables across the floor (e.g. power, data) it may be worth using a rubber floor strip or some safety tape to ensure there are no trip hazards. 4.2 PC EQUIPMENT AND SOFTWARE – THINGS TO CONSIDER You will need a PC, laptop or Mac with Lync 2010 or later installed at both the NEAR SITE and at the FAR SITE (see glossary). Near site – ensure that you have a stable network connection. A Wi-Fi connection has been proven to be sufficiently stable however, it is best practice to use a wired connection where possible. Far site – ensure that you have a stable network connection. A Wi-Fi connection has been proven to be sufficiently stable however, it is best practice to use a wired connection where possible. The far site will need a webcam, this can be either a built-in device on a laptop or and external device plugged in via USB (or other peripheral connector). For the best audio experience, it is advised that anyone using Lync 2010 or later for a video conference as an individual (i.e. NOT using a round table device) should use a headset with headphones and a microphone. A headset reduces the load on the PC by eliminating the requirement for echo cancelling (as the speaker output is routed through headphones or ear phones and therefore no microphone pickup occurs). Setting up Polycom round table device_v2.docx Page 5 of 10 How to set up a Polycom round table camera 5 SET UP PROCEDURE 5.1 NEAR SITE 1. Ensure the Polycom round table Camera and audio stand is connected correctly to the processor box (via the Communications cable and the main USB cable). The images below show: the processor box with highlighted sockets for Communications cable and the main USB cable (Figure i), the underside of the Camera and audio stand firstly, with no cables connected (Figure ii) and finally with the same image but with the cables connected and routed correctly (Figure iii). Figure i Figure ii Setting up Polycom round table device_v2.docx Figure iii Page 6 of 10 How to set up a Polycom round table camera 2. Ensure all trip hazards are appropriately reduced 3. Ensure the camera cap is in the DOWN (closed) position 4. Connect the power lead to the processor box and turn on the mains power on the socket at the wall. Figure iv shows the location of the power socket on the Processor box. Figure iv 5. Wait for the green microphone lights (on the leg/speaker area shown in Figure v below) to stop flashing (on the CX5500 there is an LCD display that will show a spinning ball when it is still powering up – wait for this screen to show the main menu). Figure v 6. Power up the laptop and login to Lync 2010 or later 7. Plug the blue USB cable into the side of the Camera and audio stand (shown in Figure vi) AND into the laptop, PC or Mac, preferably into a USB 3.0 socket. If device is recognised, the computer should give audio feedback to confirm then begin to install necessary drivers (if this is the first time the device has been connected) Setting up Polycom round table device_v2.docx Page 7 of 10 How to set up a Polycom round table camera Figure vi 8. Allow drivers to install on the laptop or PC (this should be automated and should not take more than a couple of minutes) 9. Raise the camera cap until it clicks 10. On the Lync main application window, select the settings/cog icon and then select Video Device from the sections on the left hand side 11. In the drop down box, ensure that ‘Polycom round table device’ is selected (Note at this point, the preview will not show the full panorama view) 12. Repeat for Audio Device and then close the settings window – here you will also have the option to test speaker/headset output and to see microphone pick up via the audio level indicator bar. Ensure both are working. 13. Click ‘Ok’ when both of these are set correctly 14. Find the contact you wish to video conference with from your contacts list or from the search bar, right click on their name (or hover over their avatar icon) and select ‘Start a Video Call’ (for more info see Lync 2013 user guide here) 15. When the call has started, check that the far site can see both the panoramic video (displayed at the bottom of the stage) and the active speaker video (shown in the main window of the stage). Ensure the camera is switching between active speakers by having participants from around the table speak separately (this should cause the main video window to switch on the last person who spoke). 5.2 FAR SITE 1. Ensure far site have Lync 2010 or later installed and logged in 2. Ensure the far site has a video and audio device connected and installed (preferably a headset for audio) on their laptop or PC. 3. When video call is initiated, ensure that far site person selects ‘Start my video’ to start sending a return video feed 4. Test that active speaker is working from the near site Setting up Polycom round table device_v2.docx Page 8 of 10 How to set up a Polycom round table camera 6 COMMON ERRORS Polycom round table device is not recognised by laptop Remove blue USB cable and restart the set up process. Check all cables are connected correctly. Check system requirements as listed by Polycom (http://www.polycom.co.uk/content/dam/polycom/common/documents/data-sheets/cx5500data-sheet-enus.pdf) : Generally, for maximum video performance, a Microsoft Windows PC must have a quad core, 2.0 GHz or better processor, and an available USB 3.0 port. End-to-end video and audio performance will be affected by—and may be a limited by—endpoint hardware, Lync Server and Client software levels, administrative policies, available network bandwidth and traffic levels. For more information, refer to “Lync Client Video Requirements”. • Windows Operating System - Windows® 8 - Windows® 7 • UC Desktop Clients One of the following desktop clients is required on computers to which the Polycom CX5500 will be attached: -Microsoft® Lync® 2013 (required for maximum performance with 1080p video) -Microsoft® Lync® 2010 For an optimal video collaboration experience, Polycom recommends using the CX5500 with Microsoft Lync 2013; with older clients, performance will be limited. Polycom round table device does not start up for a long time Powering up process should take no longer than 5 minutes, any more than this, a restart may be required. Remove the blue USB cable and depower the Polycom round table device. Restart the set up process. Lync audio comes out of laptop instead of Polycom round table device Ensure correct audio output is selected in Settings> Audio Devices. End video conference and restart conference. Polycom round table device does not switch view in active speaker mode Setting up Polycom round table device_v2.docx Page 9 of 10 How to set up a Polycom round table camera Check that Polycom round table device microphone is not muted. The microphone icons (on the three speaker areas of the Camera and audio stand) will display Red when muted and Green when unmuted. Ensure all participants are close enough to the Polycom round table device to be received by the built in microphones. Setting up Polycom round table device_v2.docx Page 10 of 10
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