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ML-40 has two systems on the conference table:

1. A Polycom analog telephone for telephone conference calls. Please view the FAQ topic "How do I set up a conference call?" or contact the NCAR telephone operator at x1000 for assistance.

2. A Polycom videoconferencing system for videoconferencing and laptop display in ML-40.

Note the different microphones for each of those two different Polycom units.

The typical use of the projector in ML40 is for laptop display to ML-40 only. Only the overhead Sharp projector needs to be powered on for this configuration (press ON on the Sharp remote and select COMPUTER). Connect the black VGA cable labeled “to Sharp projector” to laptop.

To have a video conference in ML-40 (or to use sound with a local presentation):

1. Using the Sharp remote, turn on the power to the projector.
2. Select S-VIDEO on the Sharp remote (there is no video switching unit in the cabinet).
3. Make sure the video cabinet's power strip (on the middle shelf) is plugged in and turned on.
4. If not already on when you turn on the power strip, power up the Sony amplifier (the red LED should be lit)--use on/off switch on unit (or remote found in video cabinet).
5. Make sure the Sony amplifier is set to "Video1" for the source (and speakers A (wall) and B (cabinet) should both be active (orange light next to them will come on when active).
6. If necessary, turn on the Polycom Viewstation FX with the switch on the back (or pressing the button in front by the camera). When you turn it on, the camera on top will move.

• To receive a call
  When the system is on it will automatically receive incoming H.323 calls to scdh323.ucar.edu (128.117.43.240). The Polycom ViewstationFX can host up to three incoming calls - each call will see all the others. The system will also automatically receive slide input from other video conference participants.

• To make a call
  Press the Polycom remote green "call-hangup" button and enter the IP address (use the right arrow for "."). Press the green "call-hangup" button again to place the call. The usual place has the password if that is required.


• To send slides from a laptop in ML40 to the overhead projector and video conference participants via the Polycom unit:
  Connect laptop to the Visual Concert FX connections
  • wired LAN connection (VLAN43 if desired)
  • sound (if desired)
  • VGA connector

The laptop VGA display should works best at a resolution of 800x600 or 1024x768. If your slides do not display on the screen (once they do they are also going out to video conference participants) then press the arrow button (twice if needed) on the Visual Concert FX unit (you may have to press this arrow again to get the slides back on the screen in ML40 if other video conference participants join during your slide presentation). Video participants will automatically see a clear image of your slides, but to get a clearer image in ML-40, you may want to switch to COMPUTER on the Sharp remote. You can switch back to S-VIDEO on the Sharp remote after the presentation to go back to the video conference when your slide presentation is over.

• Some notes on a Mac example for setting up for the two cases.

When you're done:

1. Turn off the projector by pressing the Sharp remote "STANDBY" button twice (the projector takes a couple of minutes to cool down and then finally power off).
2. Switch off power strip on second shelf of ML-40 video cabinet, which will power down all videoconferencing components.

Troubleshooting

• Others can't connect in
  Is the Ethernet connection plugged in?
  Is the Ethernet port's amber LED flashing?
  Watch while the machine boots - does a green IP arrow appear above the IP address?
  Is 128.117.43.240 (scdh323.ucar.edu) pingable?
  Is the remote end pingable?
  Is the remote end firewalled?
• Others can't hear us
  To test the microphones, use the Polycom remote to select "System Info", then "Diagnostics", then "Audio", then "Audio Meter". It'll display a meter that shows the sound level in the room.
• Light level note: ML-40 participants will show up most clearly when the ML40 lights are fully illuminated (not dimmed).
• Can't hear sound
  Does the person at the other end have their microphone muted?
  Is the ML-40 Polycom audio set up per the instructions above? Does changing the volume on the Polycom remote or the Sony amp help?
  Is the Sony amplifier turned on, with the volume up (and speakers A and B both selected/on)?
  Is the Volume Control knob on the wall turned up (this only affects the wall speakers--not the speakers in the ML-40 video cabinet)?
  To test sound, use the Polycom remote to select "System Info", then "Diagnostics", then "Audio", then "Generate Tone".
• Sound interference
  Someone at a remote site may not have their microphone muted, so we hear all the shuffling noises they make.
• Netmeeting
  The Viewstation FX doesn't work well with NetMeeting, especially with more than one incoming call.
• See the reference information at the bottom of this page.

Reference information

• PDFs for the Polycom ViewStation FX
  • Setting up the ViewStationFX
  • Getting started guide
  • Admin guide
• Notes about upgrades and connection and configuration changes made in Feb. and May 2008 (JC).
• A diagram showing cable connections.
• The Visual Concert FX unit was added and documentation updated for the new Sharp projector in August 2008 (JC).
• IP addresses of other videoconferencing units (these are also entered in to the address book of the ML-40 Polycom):
  • CG: 128.117.38.46 (or 128.117.38.100)
  • FL: 128.117.188.81 (or 128.117.188.94)
  • Jeffco: 128.117.131.100
  • ML (not the ML-40/NETS Polycom--that one is 128.117.43.240): 128.117.43.230
• Note: Chad at DU said we could use 130.253.15.1 for testing if we need to (it is a unit in their IT office area?).