Polycom 1725-71140-001 User Manual

Halo

User Guide

Version 3.0 | September 2012 | 1725-71140-001

Trademark Information

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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.

6001 America Center Drive San Jose CA 95002 USA

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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.

Contents

1 Overview ............................................................................................................................................................. 4

The Halo environment ................................................................................................................................................. 4

How a meeting happens .............................................................................................................................................. 7

What the upper display does ....................................................................................................................................... 8

How problems get fixed quickly ................................................................................................................................... 9

2 Starting and Ending Meetings .................................................................................................. ......................... 10

Starting a meeting ..................................................................................................................................................... 10

Including video-conference participants .................................................................................................................... 13

Connecting a participant by phone ............................................................................................................................ 15

Checking the status of a meeting .............................................................................................................................. 16

Ending a meeting....................................................................................................................................................... 17

3 Conducting Meetings ........................................................................................................................................ 18

Sharing a laptop screen with other locations ............................................................................................................. 18

Sharing a physical item with other locations.............................................................................................................. 20

Sharing a video-conference presentation .................................................................................................................. 22

Changing the view in people displays ....................................................................................................................... 23

Adding more locations to a meeting .......................................................................................................................... 26

Removing a location from a meeting ......................................................................................................................... 27

Withdrawing from a meeting ...................................................................................................................................... 27

Controlling your upper display ................................................................................................................................... 28

Changing the on-screen language ............................................................................................................................ 28

Adding interpretation services ................................................................................................................................... 29

4 Getting Assistance ............................................................................................................................................ 30

1 Overview

The Halo environment

The POLYCOM Halo Collaboration System facilitates “face-to-face” meetings between people located at different sites. The design and placement of the Halo equipment contribute to the impression that all participants are present in the same location.

Although different Halo locations may have different seating capacities, each location contains a similar set of fixtures:

Conference table with six, four, or two seats

 Lower display or displays for viewing participants in up to three other Halo locations  Upper display, or collaboration display, for setting up meetings and sharing information  Mouse for operating the upper display  VGA cable for connecting video output from an optional laptop computer—in certain locations, the cable also

has an audio plug for connecting audio output

 In certain locations, an overhead camera for showing physical items during a meeting  In certain locations, video-conference equipment and a remote control or other control device for linking a

video conference to a Halo meeting

 Other equipment, such as microphones, speakers, and cameras, needed to conduct a meeting  User’s guide containing operating instructions

The next two illustrations show examples of a fully furnished six-seat Halo studio and a fully furnished four-seat Halo meeting center.

NOTE: A two-seat or four-seat meeting center has only one lower display, whereas a six-seat studio has three lower displays. However, both locations can see the same views of participants in other locations.

Overview

Upper display

Overhead camera

Lower displays

VGA cable

Audio cable

Mouse

Microphone Power and LAN

Overview

Upper display

Overhead camera

Lower display

VGA cable

Audio cable

Mouse

Microphone Power and LAN

CAUTION: Do not clean or repair any of the displays or other Halo furnishings. Improper cleaning or repair could cause damage. Special cleaners and procedures are required for most items. Please notify the local Halo administrator about any items needing maintenance.

Overview

How a meeting happens

It’s easy to start a Halo meeting: A person in one Halo location selects up to three other locations and invites them to join a meeting.

The large lower display or displays show the participants in the remote locations, and optimized communi cation technology provides high-quality video and audio. So you can clearly see and hear each other—as though you were seated in the same location.

NOTE: Previous versions of Halo were similar to this version in many ways, but some differences exist. For example, with this new version, a meeting may include locations with different seating capacities, from a sixseat studio to a two-seat meeting center. In addition, a meeting may include all the participants of a simultaneous video conference.

Overview

What the upper display does

The first purpose of the upper display is to show the Halo setup screen, which is unique for each location. This screen helps you conduct meetings by providing these important tools:

 List of all available Halo sites and locations  Diagram showing locations participating in the current meeting  Phone icon for connecting a telephone participant  Share icon for showing a picture or information to other locations  Manage icon for changing the meeting setup  Help icon for getting assistance quickly

The second purpose of the upper display is to show a picture or information you want to share with participants in all locations. This allows everyone to view and discuss the shared content.

Overview

How problems get fixed quickly

If any problems or questions arise, you have instant access to the Halo concierge. With a simple mouse action or phone call, you’re connected to the concierge for a quick solution to your problem. The concierge is an expert on the Halo system and can operate your Halo system remotely or answer your questions.

For details, see “Getting Assistance” on page 30.

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