Polycom Conference Phone 3725 63211 002 User Manual
Polycom® Immersive  
Telepresence (ITP) User’s Guide  
Software Version 3.0.3 | October 2011 | 3725-63211-002/A  
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About this Guide  
The Polycom Immersive Telepresence (ITP) User’s Guide introduces you to the  
Polycom Immersive Telepresence (ITP) systems, including the Polycom  
RealPresence™ Experience (RPX™) Series, Polycom Open Telepresence  
Experience™ (OTX™) solutions, and Polycom Telepresence Experience®  
(TPX®) solutions. This guide explains how to use the Polycom Touch Control,  
describes what you can expect to see on the displays during meetings in the  
ITP room, and provides general guidelines for conducting successful  
meetings.  
This guide is intended for all users of the Polycom RPX 400 Series, RPX 200  
Series, OTX 300 system, OTX 100 system, and TPX 306 system, version 3.0.3. If  
you have a Polycom Architected Telepresence™ (ATX™) system with a  
Polycom Touch Control, most of the information in this guide pertains to you  
as well.  
For quick reference information about ITP systems, refer to the Polycom  
Immersive Telepresence (ITP) and the Polycom Touch Control Quick Tips document.  
This document describes how to use the Polycom Touch Control to perform  
common user tasks, such as making and ending calls, controlling audio, and  
sharing content.  
Additional Polycom documentation is available at the Polycom web site,  
http://www.polycom.com/support/video/index.html.  
For support or service, please contact your Polycom distributor or go to  
Polycom Support at http://support.polycom.com.  
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Contents  
Contents  
1 Introducing the Polycom ITP Systems . . . . . . . . . . . . . . . . . 1-1  
Key Features and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3  
Key Features and Benefits of the Polycom RPX Solutions . . . . . . . . . 1–3  
Key Features and Benefits of the Polycom OTX Systems . . . . . . . . . . 1–5  
Key Features and Benefits of the Polycom TPX HD System . . . . . . . 1–7  
2 Using the Polycom Touch Control . . . . . . . . . . . . . . . . . . . . 2-1  
Powering the Polycom Touch Control On and Off . . . . . . . . . . . . . . . . . . 2–2  
Accessing the Home Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–2  
Understanding the Polycom Touch Control Indicators . . . . . . . . . . . . . . . 2–5  
Calling and Answering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–8  
Answering a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–8  
Placing a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–9  
Calling by Entering a Name or Number . . . . . . . . . . . . . . . . . . . . 2–9  
Calling by Entering a SIP Address . . . . . . . . . . . . . . . . . . . . . . . . 2–10  
Calling from the Favorites Screen . . . . . . . . . . . . . . . . . . . . . . . . . 2–11  
Calling from the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–12  
Ending a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–13  
Making Calls Using Meeting Composer . . . . . . . . . . . . . . . . . . . . . . . 2–13  
Selecting Sites Using Meeting Composer . . . . . . . . . . . . . . . . . . 2–13  
Selecting a Site Using Manual Dial. . . . . . . . . . . . . . . . . . . . . 2–14  
Selecting a Site Using Favorites . . . . . . . . . . . . . . . . . . . . . . . 2–16  
Selecting a Site Using the Directory . . . . . . . . . . . . . . . . . . . 2–17  
Placing a Call Using Meeting Composer . . . . . . . . . . . . . . . . . . . 2–20  
Ending a Call Using Meeting Composer . . . . . . . . . . . . . . . . . . . 2–21  
Using the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–22  
Adjusting the Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–24  
Adjusting the Volume at Your Site . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–24  
Adjusting the Polycom Touch Control Volume . . . . . . . . . . . . . . . . . 2–24  
Muting the Microphones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–24  
Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–25  
Understanding Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–25  
Calling the Help Desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–25  
Polycom, Inc.  
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3 Viewing People and Content . . . . . . . . . . . . . . . . . . . . . . . 3-1  
Viewing People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–1  
Viewing People in an RPX Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–2  
Viewing People in an OTX or TPX Room . . . . . . . . . . . . . . . . . . . . . . . 3–6  
Viewing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–9  
Accessing the Content Monitors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–10  
Accessing the Content Monitors in RPX Suites . . . . . . . . . . . . . 3–10  
Accessing the Content Monitors in OTX Rooms . . . . . . . . . . . . 3–10  
Accessing the Content Monitors in OTX 300 Rooms . . . . . 3–10  
Accessing the Content Monitors in Standard OTX 100  
Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–11  
Accessing the Content Monitor in OTX 100 Compact  
Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–11  
Using a Laptop in the Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–11  
Using a Laptop with People+Content IP . . . . . . . . . . . . . . . . . . . . . . 3–13  
Using a Document Camera . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–16  
Using an Integrated PC (RPX Suites Only) . . . . . . . . . . . . . . . . . . . . . 3–18  
Using a USB Drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–19  
4 Conducting Successful Meetings . . . . . . . . . . . . . . . . . . . . . 4-1  
Meeting Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1  
Video Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1  
RPX Suites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1  
OTX Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–2  
TPX Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–2  
Audio Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–3  
Document Camera Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–3  
Meeting Coordinator Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–4  
Reserving a Polycom ITP Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–4  
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List of Figures  
List of Figures  
Figure 1-1  
Figure 1-2  
Figure 1-3  
Figure 2-1  
Figure 2-2  
Figure 2-3  
Figure 2-4  
Figure 2-5  
Figure 2-6  
Figure 2-7  
Figure 2-8  
Figure 2-9  
Figure 2-10  
Figure 2-11  
Figure 2-12  
Figure 2-13  
Figure 2-14  
Figure 2-15  
Figure 2-16  
Polycom RPX 418M Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1  
Polycom OTX 300 System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2  
Polycom TPX 306M Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3  
Home Screen Page One (Without Directory Server Registration) . . 2-3  
Home Screen Page One (With Directory Server Registration) . . . . . 2-3  
Home Screen Page Two . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4  
Home Screen Page Three . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4  
Call Screen (In a Call) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5  
Call Participants Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6  
Call Screen (In an OTX 300 Call) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6  
OTX 300 Close Up View and Wide Shot View Screen . . . . . . . . . . . . 2-7  
Keypad Screen (In a Call) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7  
Keypad Screen (Not in a Call) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9  
Keypad Screen (Not in a Call) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10  
Alphanumeric Keyboard Screen (Not in a Call) . . . . . . . . . . . . . . . . 2-10  
Favorites Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11  
Directory Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12  
Keypad Screen Using Meeting Composer (With No Participants) . 2-14  
Alphanumeric Keyboard Screen Using Meeting Composer  
(With No Participants) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15  
Figure 2-17  
Figure 2-18  
Figure 2-19  
Figure 2-20  
Figure 2-21  
Figure 2-22  
Figure 2-23  
Figure 2-24  
Figure 2-25  
Figure 2-26  
Figure 2-27  
Figure 2-28  
Figure 3-1  
Figure 3-2  
Figure 3-3  
Keypad Screen Using Meeting Composer (With Participants) . . . . 2-15  
Favorites Screen Using Meeting Composer (With No Participants) 2-16  
Favorites Screen Using Meeting Composer (With Participants) . . . 2-17  
Directory Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18  
Directory Screen Using Meeting Composer . . . . . . . . . . . . . . . . . . . . 2-18  
Search Field on the Directory Screen Using Meeting Composer . . 2-19  
Call Screen (In an OTX 300 Call) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20  
Meeting Composer Hang Up Screen . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21  
Calendar Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22  
Join Button on the Calendar Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22  
Calendar Details Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23  
Help Desk Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26  
Example of an Adjusted Display in an RPX Suite . . . . . . . . . . . . . . . . 3-8  
Example of an Adjusted Display in an OTX Room . . . . . . . . . . . . . . . 3-8  
Content on Three Displays in an OTX 300 Room . . . . . . . . . . . . . . . . 3-9  
Polycom, Inc.  
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Figure 3-4  
Figure 3-5  
Figure 3-6  
Figure 3-7  
Figure 3-8  
Figure 3-9  
Figure 3-10  
Figure 3-11  
Figure 3-12  
Figure 3-13  
Figure 3-14  
Figure 3-15  
Laptop Button on the Show Content Screen in an RPX Suite . . . . . 3-12  
Laptop Stop Button on the Show Content Screen in an RPX Suite . 3-13  
People+Content IP Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14  
Start Button on the People+Content IP Toolbar . . . . . . . . . . . . . . . . . 3-14  
Stop Button on the People+Content IP Toolbar . . . . . . . . . . . . . . . . . 3-14  
People+Content IP Button on the Show Content Screen . . . . . . . . . 3-15  
People+Content IP Stop Button on the Show Content Screen . . . . . 3-15  
Doc Cam Button on the Show Content Screen . . . . . . . . . . . . . . . . . . 3-16  
Document Camera Controls on the Show Content Screen . . . . . . . . 3-16  
Document Camera Spotlight Location on the RPX 400 Main Table 3-17  
Connecting the USB Drive to the Polycom Touch Control . . . . . . . 3-19  
Viewing a File on the Polycom Touch Control . . . . . . . . . . . . . . . . . 3-20  
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1
Introducing the Polycom ITP Systems  
Imagine walking into a comfortable professional meeting environment, taking  
a seat, and starting a conversation with your counterparts located across the  
world. Without technology in the way, you can focus on the business at hand.  
Welcome to immersive telepresence with the Polycom RealPresence  
Experience (RPX), Polycom Open Telepresence Experience (OTX) solutions,  
and Polycom Telepresence Experience (TPX) solutions.  
The Polycom RPX solutions offer unprecedented video in a cinematic view,  
extraordinary StereoSurround™ audio, and high resolution content in a truly  
immersive meeting environment. The Polycom RPX solutions provide the  
ultimate meeting experience for executives in any organization, linking sites  
around the globe.  
Figure 1-1 Polycom RPX 418M Suite  
1–1  
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Polycom Immersive Telepresence (ITP) User’s Guide  
The Polycom OTX system offers Polycom’s Ultimate High Definition video  
with true-to-life people dimensions. This real-size video, coupled with  
Polycom’s superb audio, will enable you to pick up minute facial expressions  
and gestures, and clearly hear every bit of conversation. Before long, the  
extraordinary realism will make you feel as if your colleagues were sitting  
across the table from you rather than being miles away.  
Figure 1-2 Polycom OTX 300 System  
1–2  
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Introducing the Polycom ITP Systems  
The TPX HD offers Polycom’s Ultimate High Definition video with true-to-life  
people dimensions. This real-size video, coupled with Polycom’s superb  
audio, will enable you to pick up minute facial expressions and gestures, and  
clearly hear every bit of conversation. Before long, the extraordinary realism  
will make you feel as if your colleagues were sitting across the table from you  
rather than being miles away.  
Figure 1-3 Polycom TPX 306M Suite  
Key Features and Benefits  
The key features and benefits of the Polycom ITP solutions are listed below.  
Key Features and Benefits of the Polycom RPX Solutions  
The key features and benefits of the Polycom RPX solutions include:  
Feature  
Benefit  
High definition  
video  
Polycom’s Ultimate HD high definition video on large-as-life  
displays enables you to experience unprecedented video.  
Superior audio  
quality  
With Polycom’s Ceiling Microphone Arrays, 22 kHz  
StereoSurround audio, and a professional grade sound  
system, the RPX solutions offer an extraordinary sensory  
experience.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Feature  
Benefit  
Easy content  
sharing  
You can present content at a moment’s notice (whether you  
are on or off a video call) by simply plugging a cable into your  
laptop. All participants can easily view the content on the  
tabletop content monitors.  
Polycom Touch  
Control and  
updated user  
interface  
The Polycom Touch Control integrates with the rest of the  
Polycom product line creating a consistent user interface. The  
Polycom Touch Control enables you to manage your  
conference by placing video and audio calls, hanging up calls,  
adjusting the volume, showing content, and selecting options.  
Multipoint  
capability  
Multipoint capability provides you with the flexibility of  
connecting to multiple telepresence rooms as well as  
traditional video conferencing systems at the same time.  
Multipoint calls can be initiated by the Video Network  
Operations Center (VNOC) or they can be user initiated using  
the Polycom Meeting Composer™ feature.  
Multi-purpose  
room  
When not used for telepresence conferencing, participants can  
be seated on both sides of the main table. In this way, the  
room can also be used as a training room, conference room, or  
board room — maximizing its use for your organization. The  
main table has content displays on both sides of the table so  
everyone can see the content being shared in this  
configuration.  
Seamless video  
displays  
Large format, seamless video display walls allow for viewing of  
continuous video across approximately either 8 feet (for RPX  
200 Series solutions) or 16 feet (for RPX 400 Series solutions).  
Interoperability  
The Polycom RPX solutions are interoperable with all  
standards-based video conferencing products including other  
telepresence solutions, such as the Polycom OTX 300 system,  
the OTX 100 system, the Polycom Telepresence Experience®  
(TPX®) 306M system, and the Polycom Architected  
Telepresence Experience (ATX) system, as well as traditional  
(standalone) video conferencing equipment, such as Polycom  
HDX™ solutions. RPX systems can now also interoperate with  
Cisco Telepresence Interoperability Protocol (TIP) endpoints.  
TIP is a proprietary protocol created by Cisco for deployment  
with Cisco TelePresence systems.  
Transparent  
technology  
With the cameras hidden behind the displays, the  
microphones suspended from the ceiling cloud, the sound  
system out of view, and no remote controls on the table, the  
technology is hidden. Therefore, instead of spending time  
learning how to use the system, you can focus on the business  
at hand.  
1–4  
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Introducing the Polycom ITP Systems  
Feature  
Benefit  
All inclusive  
environment  
Polycom RPX suites include all the furnishings, studio lighting,  
acoustic cloud and walls, and electronics. Multiple, flexible  
room configurations allow you to choose the solution that suits  
your application.  
Room mobility  
The RPX suite is a true room-within-a-room. Because it is  
modular and does not attach to the physical room, it installs  
easily and can be moved to a new location, leaving the original  
room intact.  
Key Features and Benefits of the Polycom OTX Systems  
The key features and benefits of the Polycom OTX systems include:  
Feature  
Benefit  
Appealing design The OTX room has been designed with a fresh look and feel  
that provides broader global appeal and a more consistent  
meeting experience. Critical tools and connections are within  
easy reach. Additionally, with the optional Complete  
Experience Kit (available with the OTX 300 and standard OTX  
100 systems), which includes the rear wall and lighting, you  
can enhance your telepresence experience with a finished  
look and bold lighting. The OTX 300 Complete Experience Kit  
also includes signage.  
High resolution  
content monitors  
The OTX 300 and standard OTX 100 systems provide large  
21.5-inch high definition tabletop content monitors that rise  
automatically on motorized lifts when content is available for  
viewing. When not in use, they retract for expanded tabletop  
usability.  
Optimized  
bandwidth  
The Polycom OTX system leverages the power of H.264 High  
Profile, a standards-based video compression technology that  
delivers full HD quality while lowering your bandwidth  
requirements by up to 50 percent.  
Superior audio  
and video quality  
Combining Polycom UltimateHD™ technology with Polycom’s  
history of providing leading audio solutions, the OTX solution  
delivers superior visual quality and 22 kHz StereoSurround  
audio. When meeting participants can pick up every nuance of  
a conversation, see facial expressions, make eye contact, and  
read body language, your organization can improve team  
communications and collaboration.  
High definition  
video quality  
Polycom HDX and Ultimate HD video solutions enable you to  
experience the highest quality video possible on the large  
65-inch LCD displays. The Polycom HDX codecs support  
1080p at 30 fps and 720p at 60 fps.  
1–5  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Feature  
Benefit  
New Polycom  
The Polycom Touch Control integrates with the rest of the  
Polycom product line creating a consistent user interface. The  
Polycom Touch Control enables you to manage your  
conference by placing video and audio calls, hanging up calls,  
adjusting the volume, showing content, and selecting options.  
Touch Control  
and updated  
user interface  
Interoperability  
The Polycom OTX system is interoperable with all  
standards-based video conferencing products including other  
telepresence solutions, such as the Polycom RPX 400 and  
200 Series, the TPX 306M system, the ATX system, as well as  
traditional video conferencing products, such as Polycom HDX  
solutions. OTX systems can now also interoperate with Cisco  
Telepresence Interoperability Protocol (TIP) endpoints. TIP is a  
proprietary protocol created by Cisco for deployment with  
Cisco TelePresence systems.  
Improved  
camera  
Experience striking 1080p video resolution with Polycom  
EagleEye III cameras. Their sharp focus and clear, crisp,  
natural colors provide the ultimate HD images.  
Unobtrusive  
technology  
With the cameras concealed, the microphones suspended  
from the ceiling, the sound system out of view, and a 7-inch  
color Polycom Touch Control to control the conference, the  
technology is transparent and easy to use, so you can focus  
on your meeting.  
Multipoint  
capability  
Multipoint capability provides you with the flexibility of  
connecting to multiple telepresence rooms as well as  
traditional video conferencing systems at the same time.  
Multipoint calls can be initiated by the Video Network  
Operations Center (VNOC) or they can be user initiated using  
the Meeting Composer feature.  
Multi-purpose  
room  
When not used for telepresence conferencing, participants can  
be seated on both sides of the table. In this way, the room can  
also be used as a training room, conference room, or board  
room — maximizing its use for your organization. The main  
table has content displays on both sides of the table so  
everyone can see the content being shared in this  
configuration.  
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Introducing the Polycom ITP Systems  
Key Features and Benefits of the Polycom TPX HD System  
The key features and benefits of the Polycom TPX HD system include:  
Feature  
Benefit  
High definition  
video  
Polycom’s Ultimate HD high definition video on large-as-life  
displays enables you to experience unprecedented video.  
Three displays are included for TPX HD 306M rooms.  
Superior audio  
quality  
With Polycom’s Ceiling Microphone Arrays, 22 kHz  
StereoSurround audio, and a professional grade sound  
system, the TPX HD solutions offer an extraordinary sensory  
experience.  
Easy content  
sharing  
You can present content at a moment’s notice (whether you  
are on or off a video call) by simply plugging a cable into your  
laptop. All participants can easily view the content on the  
tabletop content monitors.  
Polycom Touch  
Control and  
updated user  
interface  
The Polycom Touch Control integrates with the rest of the  
Polycom product line creating a consistent user interface. The  
Polycom Touch Control enables you to manage your  
conference by placing video and audio calls, hanging up calls,  
adjusting the volume, showing content, and selecting options.  
Multipoint  
capability  
Multipoint capability provides you with the flexibility of  
connecting to multiple telepresence rooms as well as  
traditional video conferencing systems at the same time.  
Multipoint calls can be initiated by the Video Network  
Operations Center (VNOC) or they can be user initiated using  
the Polycom Meeting Composer™ feature.  
Multi-purpose  
room  
When not used for telepresence conferencing, participants can  
be seated all around the TPX HD table. In this way, the room  
can also be used as a training room, conference room, or  
board room — maximizing its use for your organization.  
Seamless video  
displays  
Large format, seamless video display walls allow for viewing of  
continuous video.  
Interoperability  
The Polycom TPX HD solutions are interoperable with all  
standards-based video conferencing products including other  
telepresence solutions, such as the Polycom RPX 400 and  
200 Series, the Polycom OTX 300 system, the OTX 100  
system, and the Polycom Architected Telepresence  
Experience (ATX) system, as well as traditional (standalone)  
video conferencing equipment, such as Polycom HDX™  
solutions. TPX HD systems can now also interoperate with  
Cisco Telepresence Interoperability Protocol (TIP) endpoints.  
TIP is a proprietary protocol created by Cisco for deployment  
with Cisco TelePresence systems.  
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Feature  
Benefit  
Transparent  
technology  
With the cameras in the credenza, the microphones  
suspended from the ceiling, the sound system out of view, and  
no remote controls on the table, the technology is hidden.  
Therefore, instead of spending time learning how to use the  
system, you can focus on your meeting.  
Network options  
When it comes to setting up your network, you can section off  
bandwidth from your existing infrastructure or you can install a  
separate network to support telepresence.  
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Using the Polycom Touch Control  
The Polycom Touch Control is your interface to the Polycom Immersive  
Telepresence experience. It enables you to place video and audio calls, hang up  
calls, adjust the volume, show content, and select options. The Polycom Touch  
Control is located on the table within easy reach of the center seats at the table.  
The procedures in this chapter pertain to the Polycom Touch Control in both  
RPX suites and OTX and TPX rooms. Any differences between the RPX, OTX,  
and TPX solutions are noted within the procedures. If you have an ATX room  
with a Polycom Touch Control, then most of the Polycom Touch Control  
functionality also applies to your system.  
If your organization has signed up for Video Network Operations Center (VNOC)  
services, the VNOC may handle many or all of the telepresence conferencing tasks  
for you. If so, you may not need to use the Polycom Touch Control.  
To use the Polycom Touch Control:  
•
•
•
•
Touch the Polycom Touch Control screen to select an item.  
Drag your finger across the screen to scroll.  
Touch  
Touch  
Back to go to the previous screen.  
Home to go to the Home screen.  
Most buttons on the Polycom Touch Control will either immediately visually  
depress or change color when touched. If a button indicates a state (such as  
mute), it may take up to a second for the button to visually indicate the  
changed state. If the response time is consistently longer than this or if you  
receive no response, contact the Help Desk as described in the Getting Help  
section on page 2-25.  
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Powering the Polycom Touch Control On and Off  
To power on the Polycom Touch Control:  
>> Connect the Ethernet cable to the underside of the Polycom Touch  
Control.  
The Home button lights up when the device is powered on.  
To power off the Polycom Touch Control:  
1
2
3
4
From the Home screen, touch  
Scroll to the Power section.  
Select Touch Control Power.  
User Settings.  
In the menu that appears, select Power Off the Touch Control.  
Polycom recommends allowing the Polycom Touch Control to go to sleep  
rather than powering it off. Note that if you choose to power off the  
Polycom Touch Control, you must disconnect and reconnect the Ethernet  
cable to power it on again.  
To wake up the Polycom Touch Control:  
>> The Polycom Touch Control goes to sleep after two minutes of inactivity.  
Touch the screen to wake it up.  
Accessing the Home Screen  
The first screen you see on the Polycom Touch Control is the first page of the  
Home screen. Each of the three Home screens contains three launcher buttons.  
Drag your finger across the screen to view the other buttons.  
From page one of the Home screen, you can:  
•
•
Touch  
Place a Call to place an audio or video call.  
Touch  
Favorites to display a list of favorite sites (if you are not  
registered with a directory server).  
•
•
Touch  
Search the Directory to view and search the directory (if you  
are registered with a directory server).  
Touch  
Show Content to show content using a laptop, Polycom  
People+Content™ IP, an optional document camera (RPX suites only), or  
an integrated PC (RPX suites only).  
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Using the Polycom Touch Control  
Figure 2-1 Home Screen Page One (Without Directory Server Registration)  
Figure 2-2 Home Screen Page One (With Directory Server Registration)  
From page two of the Home screen, you can:  
•
•
•
Touch  
Touch  
Audio to mute or adjust the volume of the audio at your site.  
Calendar to display the meeting calendar.  
Touch  
System to display system information for all codecs  
including:  
— IP address, model, software version, and system name  
— Transmit/receive call speed and format statistics  
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— Software version for the System Controller paired with the Polycom  
Touch Control  
Figure 2-3 Home Screen Page Two  
From page three of the Home screen, you can:  
•
Touch  
User Settings to display Polycom Touch Control settings  
including brightness, volume, and power.  
•
Touch  
Administration to display administration settings. Contact  
your system administrator if you require any changes to the  
administration settings.  
•
Touch  
Call for Help to get help.  
Figure 2-4 Home Screen Page Three  
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Using the Polycom Touch Control  
Understanding the Polycom Touch Control Indicators  
When you are in a call, the Call screen appears.  
Figure 2-5 Call Screen (In a Call)  
From the Call screen, you can complete these tasks:  
•
•
•
•
Touch the Mute/Unmute button to mute or unmute your microphones.  
Touch the Volume slider to adjust the volume at your site.  
Touch Hang up to end the call.  
Touch Add Participant to add another call participant.  
The Keypad screen appears.  
a
Do one of the following:  
»
If you want to dial a video call, touch the toggle button on the left  
side of the text field until Video Call appears.  
»
If you want to dial an audio only call, touch the toggle button on  
the left side of the text field until Audio Only Call appears.  
b
Place the call by entering a name or number on the Call screen,  
choosing a site from the Favorites screen, or choosing a site from the  
Directory. Refer to the Placing a Call section on page 2-9 for more  
information.  
•
•
Touch Keypad to send DTMF tones.  
Touch Show Content to select, start showing, or stop showing content.  
Note that the background color of the Call screen will change when you  
are in a call and receiving content.  
•
Touch Help Desk to get help.  
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•
Touch Participants to get more information about the participants in the  
call.  
The Call Participants screen appears. From this screen, you can touch  
View Call Statistics to get more information about the call, such as the call  
encryption status and the far site muted status.  
Figure 2-6 Call Participants Screen  
•
For OTX and TPX systems, the Call screen may include a Cameras button  
depending on which options you have enabled and what type of system  
you are calling. For more information, contact your system administrator.  
Figure 2-7 Call Screen (In an OTX 300 Call)  
If your Call screen does include the Cameras button, you can touch the  
button to adjust the cameras. The button indicating the camera’s current  
status will be highlighted. You can then touch Close Up View to zoom in  
the cameras or touch Wide Shot View to zoom out the cameras.  
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Using the Polycom Touch Control  
Figure 2-8 OTX 300 Close Up View and Wide Shot View Screen  
•
If you navigate away from the Call screen during a call, you can return to  
it at any time by touching the green Back to the Call button. Figure 2-9  
shows how this button appears on the Keypad screen when you are in a  
call.  
Figure 2-9 Keypad Screen (In a Call)  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Calling and Answering  
This section describes how to:  
•
•
Answer a call  
Place a call by entering the name or number, by calling from the Favorites  
screen, or by calling from the Directory  
•
•
End a call  
Make calls to multiple sites or to Immersive Telepresence sites using  
Meeting Composer  
•
Use the calendar to view a list of scheduled meetings  
Answering a Call  
The way a Polycom ITP system handles incoming calls depends on how your  
system administrator configured the system. It either answers the call  
automatically, rejects the call automatically, or prompts you to answer the call  
manually.  
If the Polycom ITP system does not answer incoming calls automatically, it  
prompts you to answer manually.  
To answer a call:  
>> Touch Answer or Ignore when a call comes in.  
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Using the Polycom Touch Control  
Placing a Call  
You can use your ITP system to place a video call in any of these ways:  
•
•
•
•
Entering a name or number on the Call screen.  
Entering a SIP address on the alphanumeric keyboard.  
Choosing a site from the Favorites screen.  
Choosing a site from the Directory.  
Calling by Entering a Name or Number  
To call by entering a name or number:  
1
From the Home screen, touch  
The Keypad screen appears.  
Place a Call.  
Figure 2-10 Keypad Screen (Not in a Call)  
2
3
Using the keypad, enter the video or phone number, IP address, or E.164  
extension for the site.  
— To enter letters, touch  
— If you make a mistake while dialing, touch  
Touch Call to place the call.  
Keyboard.  
Backspace.  
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Calling by Entering a SIP Address  
To call by entering a SIP address:  
1
From the Home screen, touch  
The Keypad screen appears.  
Place a Call.  
Figure 2-11 Keypad Screen (Not in a Call)  
2
Touch  
Keyboard  
The alphanumeric keyboard appears.  
Figure 2-12 Alphanumeric Keyboard Screen (Not in a Call)  
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Using the Polycom Touch Control  
3
4
Enter the SIP address for the site.  
If you make a mistake while dialing, touch  
Backspace.  
If the far end is within your SIP domain, you can enter the SIP username  
instead of the entire SIP address. For example, if the far end's SIP address  
is "[email protected]" and you are also in "abc.com", then you can dial by  
entering "billy."  
Touch  
Call to place the call.  
Calling from the Favorites Screen  
The Favorites that appear on the Favorites screen are the list of sites that you  
call most often. If you want to add, edit, or delete from the Favorites list,  
contact your system administrator.  
To call from the Favorites screen:  
1
Do one of the following:  
— From the Home screen, touch  
Favorites (if you are not registered  
with a directory server).  
— From the Home screen, touch  
Place a Call, and then touch  
Favorites (if you are registered with a directory server).  
The Favorites screen appears.  
Figure 2-13 Favorites Screen  
2
Scroll to the entry you want, and then touch the entry to place the call.  
To see more details about an entry in Favorites, touch  
entry.  
Info next to the  
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Calling from the Directory  
If you are registered with a directory server, you can browse or search for a site  
to call.  
To call from the directory:  
1
From the Home screen, touch  
Search the Directory.  
Alternatively, from the Home screen, touch  
Place a Call, and then  
touch Directory.  
The Directory screen appears.  
Figure 2-14 Directory Screen  
2
Do one of the following:  
— Scroll to the entry you want, and then touch the entry to place the call.  
— Touch the Search field, start entering the name using the keyboard,  
and then touch the entry to place the call.  
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Using the Polycom Touch Control  
Ending a Call  
To end a call:  
1
From the Call screen, touch Hang Up.  
You will receive a message that the call has ended.  
2
Touch OK.  
With audio calls, if the person on the telephone hangs up first, you still need to end  
the call by touching Hang Up, just as you would hang up a telephone receiver in a  
regular phone call.  
Making Calls Using Meeting Composer  
Meeting Composer enables you to easily place calls to multiple sites or to  
Immersive Telepresence sites (which have more than one codec). You can  
select the sites you want to call by manually dialing, using the Favorites list, or  
by searching the Directory.  
Even if you want to call a traditional (standalone) video conferencing system  
or an audio-only site, you can use Meeting Composer to manually dial that site  
or to find that site in the Favorites list or Directory.  
Depending on how your system administrator has configured your system, some of  
the features described in this section (such as searching the Directory) may not be  
available.  
For information about how your system is configured, contact your system  
administrator.  
Selecting Sites Using Meeting Composer  
From the left side of the Meeting Composer screen, you can select the sites you  
want to call. This section describes the various methods by which you can  
select sites, including:  
•
•
•
Manual dial  
Favorites list  
Directory  
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Selecting a Site Using Manual Dial  
To select a site using manual dial:  
1
From the Home screen, touch  
Place a Call.  
The Keypad screen appears as shown in Figure 2-10.  
Touch Conference on the Keypad screen.  
2
The Keypad screen using Meeting Composer appears.  
Figure 2-15 Keypad Screen Using Meeting Composer (With No Participants)  
3
4
Do one of the following:  
— If you want to dial a video call, touch the toggle button on the left side  
of the text field until  
— If you want to dial an audio only call, touch the toggle button on the  
left side of the text field until Audio Only Call appears.  
Video Call appears.  
Using the keypad, enter the video or phone number, IP address, or E.164  
extension for the site.  
— To enter letters or to enter a SIP address, touch  
Keyboard.  
The alphanumeric keyboard appears.  
If the far end is within your SIP domain, you can enter the SIP  
username instead of the entire SIP address. For example, if the far  
end's SIP address is "[email protected]" and you are also in "abc.com",  
then you can dial by entering "billy."  
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Using the Polycom Touch Control  
Figure 2-16 Alphanumeric Keyboard Screen Using Meeting Composer (With No  
Participants)  
— If you make a mistake while dialing, touch  
— If you want to delete the entry you are adding, touch  
Touch Add to add the site to the list of sites you want to call.  
Backspace.  
Delete.  
5
6
Repeat steps 3 through 5 to add the other sites you want to call.  
The sites appear in the Conference List on the right side of the Keypad  
screen using Meeting Composer.  
Figure 2-17 Keypad Screen Using Meeting Composer (With Participants)  
To remove a site from the list, touch  
Delete next to the entry.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Selecting a Site Using Favorites  
To select a site using Favorites:  
1
Do one of the following:  
— From the Home screen, touch  
Favorites (if you are not registered  
with a directory server).  
— From the Home screen, touch  
Place a Call, and then touch  
Favorites (if you are registered with a directory server).  
The Favorites screen appears as shown in Figure 2-13.  
Touch Conference on the Favorites screen.  
2
The Favorites screen using Meeting Composer appears.  
Figure 2-18 Favorites Screen Using Meeting Composer (With No Participants)  
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Using the Polycom Touch Control  
3
Touch the names of the sites that you want to add to the list of sites to call.  
The sites will appear in the Conference List on the right side of the  
Favorites screen using Meeting Composer.  
Figure 2-19 Favorites Screen Using Meeting Composer (With Participants)  
4
If you want to cancel the call and delete all of the sites on the right side of  
the Favorites screen using Meeting Composer, touch  
Cancel.  
Selecting a Site Using the Directory  
To enable you to select sites using the directory, your system administrator  
must first configure the directory so that you can access it from your site.  
If your system is not configured to use the Polycom Converged Management  
Application™ (CMA™) system, you will not have access to the directory.  
For information about how your system is configured, contact your system  
administrator.  
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To select a site using the Directory:  
1 From the Home screen, touch  
Search the Directory.  
Alternatively, from the Home screen, touch  
Place a Call, and then  
touch Directory.  
The Directory screen appears.  
Figure 2-20 Directory Screen  
2
Touch Conference on the Directory screen.  
The Directory screen using Meeting Composer appears.  
Figure 2-21 Directory Screen Using Meeting Composer  
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Using the Polycom Touch Control  
3
Do one of the following:  
— Touch the names of the sites that you want to add to the list of sites to  
call.  
The sites will appear in the Conference List on the right side of the  
Meeting Composer screen.  
— Search for a site:  
a
Touch the Search field at the top of the Directory Screen.  
A keyboard appears.  
b
Using the keyboard, enter any string of characters to search for the  
name of the site. (Partial strings are acceptable.)  
Note that the system will not search numbers unless they are part  
of the site name. For example, if you enter “172”, any sites with IP  
addresses starting with “172” will not be retrieved; however, a  
site with the name “172 Boston Street” will be retrieved.  
c
Touch Done.  
The keyboard disappears and the sites that match the search  
criteria you entered appear on the left side of the Directory screen  
using Meeting Composer.  
d
Touch the names of the sites that you want to add to the list of sites  
to call.  
The names will appear in the Conference List on the right side of  
the Directory screen using Meeting Composer.  
Figure 2-22 Search Field on the Directory Screen Using Meeting Composer  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Placing a Call Using Meeting Composer  
Once you have added the sites you want to call to the Conference List on the  
right side of the Meeting Composer screen, you can make the call to those sites  
as described in this section.  
If your system is configured to use the Polycom RMX, you can make a call to  
multiple sites as well as to Immersive Telepresence sites. You can select up to  
30 sites to dial at once (in any combination of single and multipoint sites). After  
the conference has started, you can add additional sites or drop sites. The  
maximum number you can add is determined by the available resources on  
the Polycom RMX.  
Note that if you create a Conference List of only one site and that site is not a  
multipoint site or a SIP endpoint, the system will make the call as a  
point-to-point call without using the RMX.  
To place a call using Meeting Composer:  
1
Ensure that the sites listed in the Conference List include all the sites you  
want to call:  
— If you want to delete a site, touch  
Delete next to the entry.  
— If you want to cancel the call and delete all of the sites, touch  
Cancel.  
— If you want to add another site, refer to Selecting Sites Using Meeting  
Composer on page 2-13.  
2
Touch  
Join to begin the conference.  
The Call screen appears.  
Figure 2-23 Call Screen (In an OTX 300 Call)  
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Using the Polycom Touch Control  
For more information about the tasks you can perform from the Call  
screen, see pages 2-5 and 2-6.  
3
Touch Participants to view a list of the participants in the call.  
Ending a Call Using Meeting Composer  
To end a call using Meeting Composer:  
1
Touch Hang Up on the Call screen as shown in Figure 2-23.  
The Hang Up screen appears.  
Figure 2-24 Meeting Composer Hang Up Screen  
2
3
Do one of the following:  
— To end the call with an individual participant, touch the participant  
name in the list.  
— To end the call with all participants, touch  
Hang Up  
All.  
You will receive a message that the call has ended.  
Touch OK.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Using the Calendar  
The calendar feature enables you to use the Polycom Touch Control to view a  
list of scheduled meetings and to join those meetings.  
Depending on how your system administrator has configured your system,  
this feature may not be available. For information about how your system is  
configured, contact your system administrator.  
To use the calendar:  
1
From the Home screen, touch  
Calendar.  
The Calendar screen appears displaying a list of scheduled meetings.  
Figure 2-25 Calendar Screen  
Figure 2-26 Join Button on the Calendar Screen  
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Using the Polycom Touch Control  
A few minutes before a meeting is scheduled to start, a Join button will  
appear next to the meeting in the list.  
2
3
Touch  
Join to join the meeting.  
To view details about a particular meeting, touch  
meeting in the list.  
Info next to the  
The details of the meeting appear.  
Figure 2-27 Calendar Details Screen  
Depending on how your system administrator has configured the calendar  
features, you may receive meeting reminder messages on your Polycom Touch  
Control.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Adjusting the Volume  
This section describes how to adjust the sound you hear at your site, how to  
change the volume on the Polycom Touch Control, and how to mute the  
microphones.  
Adjusting the Volume at Your Site  
Raising or lowering the volume affects only the sound you hear at your site.  
To adjust the volume:  
1
2
From the Home screen, touch  
Audio.  
Use the Volume slider to increase or decrease the call volume.  
When you are in a call, volume control is available on the Call screen and  
in the top right corner of other screens.  
Adjusting the Polycom Touch Control Volume  
You can adjust the volume levels of the Polycom Touch Control ring tone and  
user alert tones.  
To adjust the Polycom Touch Control volume:  
1
2
From the Home screen, touch  
User Settings.  
Use the Volume slider to adjust the Polycom Touch Control volume.  
Muting the Microphones  
You can mute the microphones if you do not want the far site to hear you.  
To mute or unmute the microphones:  
1
From the Home screen, touch  
The Audio screen appears.  
Audio.  
2
Touch  
Mute or  
Unmute to control your microphones.  
When you are in a call, mute controls are available on the Call screen and in  
the top right corner of other screens.  
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Using the Polycom Touch Control  
Getting Help  
This section lists the error messages that you may receive on the Polycom  
Touch Control when you place a call that does not connect. It also describes  
how to contact the Help Desk whenever you need help with your ITP system.  
Understanding Error Messages  
If you make a call using the Polycom Touch Control and the call does not  
connect, you will receive an error message. The following table describes some  
of the more common error messages that you may receive:  
Error Message  
Description  
The call has ended.  
Your site or the far site hung up the call.  
The far end system is capable of  
accepting the call, but the call was  
rejected for an unknown reason.  
Contact your network administrator for  
assistance.  
The far site has automatic answer set to  
Do not disturb.  
The far site is busy. Try the call again  
later.  
The far site is already in a call.  
The far site could not be reached. Make  
sure the far system is operational, and  
then try the call again.  
The far site is not reachable for an  
unknown reason.  
If one system requires encryption for all  
calls and the other system has  
There is a mismatch in encryption  
requirements.  
encryption disabled, your call cannot be  
completed because of security or  
permissions issues. Contact your  
network administrator for assistance.  
Calling the Help Desk  
When you experience technical difficulties or have a question about your  
Polycom ITP system, you can call the Help Desk.  
The Help Desk number is configured by the system administrator. If your  
Help Desk button is not working, contact your system administrator.  
If your organization has signed up for Video Network Operations Center  
(VNOC) services, you may also be able to call the Help Desk to request a room  
reservation, extend or cancel a meeting, or request other assistance. For more  
information about room requests, refer to Reserving a Polycom ITP Room on  
page 4-4.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
To call the help desk:  
1
Do one of the following:  
— Touch  
Call for Help from the Home screen.  
— Touch the Help Desk entry in Favorites (if available).  
— Touch Help Desk from any dialing screen.  
2
Touch  
Help Desk.  
The system will automatically place an audio call to the Help Desk using  
the number preconfigured by your system administrator.  
Figure 2-28 Help Desk Screen  
Note that the four buttons at the bottom of Figure 2-28 appear only when  
you touch Help Desk from a dialing screen.  
If you touch  
Call for Help when an audio call is connected, the system must  
hang up the audio call in order to place the help call. A message informs you of this  
before hanging up the audio call.  
If your organization has signed up for VNOC services, you can also get help  
by calling the VNOC directly using the phone number provided by your  
organization.  
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3
Viewing People and Content  
What can you expect to see on the displays during a telepresence conference  
in an ITP room? That depends on whether you have an RPX 400 Series, an RPX  
200 Series, an OTX 300 system, an OTX 100 system, a TPX 306M system, or a  
TPX 204M system, the type of system you are calling at the other site, and  
whether your call is to one site (point-to-point) or multiple sites (multipoint).  
This chapter describes what you can expect to see in these various scenarios.  
This chapter also describes how to bring content (such as slides, spreadsheets,  
or other documents) into an ITP room using a laptop, an optional document  
camera, or an optional integrated PC.  
Viewing People  
Different types of video conferencing systems use a different number of  
cameras and displays. The ITP system automatically adapts by adjusting its  
camera views depending on how many displays are at the far site.  
.
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Polycom Immersive Telepresence (ITP) User’s Guide  
Viewing People in an RPX Suite  
The following table describes what you can expect to see when you view the  
people at the other sites during a telepresence conference in an RPX suite. Note  
that your table may look different than the table in the following figures.  
If you  
make a  
call  
between  
an...  
This is what you will see in your RPX  
suite...  
And a/an...  
This is what the far site will see...  
RPX 400  
Series  
RPX 400  
Series  
The entire RPX 400 Series suite. Two  
seats at the RPX main table are shown  
on each display.  
The entire RPX 400 Series suite. Two  
seats at the RPX main table are shown  
on each display.  
RPX 400  
Series  
RPX 200  
Series  
The entire RPX 200 Series suite. Two  
seats are shown on the center right  
display and two seats are shown on the  
center left display. The far left and far  
right displays are blank.  
The four center seats at the RPX main  
table. Two seats are shown on each  
display.  
RPX 400  
Series  
OTX 300,  
TPX 306, or  
ATX 300  
System  
The entire OTX 300 or TPX 306 room.  
Two seats are shown on the far right  
display, on the center right display, and  
on the center left display. The far left  
display is blank. For ATX rooms, it  
depends on how the integrator set up  
the room.  
The right six seats at the RPX main  
table. Two seats are shown on each  
display.  
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Viewing People and Content  
If you  
make a  
call  
between  
an...  
This is what you will see in your RPX  
suite...  
And a/an...  
This is what the far site will see...  
RPX 400  
Series  
OTX 100  
System  
The entire OTX room. Two seats are  
shown on the center right display. The  
far left display, center left display, and far  
right display are blank.  
The center right two seats at the RPX  
main table.  
RPX 400  
Series  
TPX 204M  
or ATX 200  
System  
The entire TPX 204M room. Two seats  
are shown on the center left display and  
two seats are shown on the center right  
display. The far left and far right displays  
are blank. For ATX rooms, it depends on  
how the integrator set up the room.  
The center four seats at the RPX main  
table. Two seats are shown on each  
display.  
RPX 400  
Series  
Traditional  
(standalone)  
video  
The people at the far site on the center  
right display. The remaining displays are  
blank.  
The center right two seats at the RPX  
main table.  
conferencing  
system  
(such as a  
Polycom  
HDX  
HDX  
system)  
RPX 200  
Series  
RPX 200  
Series  
The entire RPX 200 Series suite. Two  
seats are shown on each display.  
The entire RPX 200 Series suite. Two  
seats are shown on each display.  
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If you  
make a  
call  
between  
an...  
This is what you will see in your RPX  
suite...  
And a/an...  
This is what the far site will see...  
RPX 200  
Series  
RPX 400  
Series  
The four center seats at the RPX main  
table. Two seats are shown on each  
display.  
The entire RPX 200 Series suite. Two  
seats are shown on the center right  
display and two seats are shown on the  
center left display. The far left and far  
right displays are blank.  
RPX 200  
Series  
OTX 300 or  
TPX 306  
System  
The entire OTX 300 or TPX 306 room.  
Three seats are shown on each display.  
The entire RPX suite. Two seats are  
shown on the left display and two seats  
are shown on the center display. The  
right display is blank.  
RPX 200  
Series  
OTX 100  
System  
The entire OTX 100 room. Four seats  
are shown on the right display. The left  
display is blank.  
The right two seats at the RPX main  
table.  
RPX 200  
Series  
TPX 204M  
or ATX 200  
System  
The entire TPX 204 room. Two seats are  
shown on each display. For ATX rooms,  
it depends on how the integrator set up  
the room.  
The entire RPX suite. Two seats are  
shown on each display.  
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Viewing People and Content  
If you  
make a  
call  
between  
an...  
This is what you will see in your RPX  
suite...  
And a/an...  
This is what the far site will see...  
RPX 200  
Series  
ATX 300  
System  
Typically, four seats on the right display.  
The left display is blank. This may differ  
depending on how the integrator set up  
the ATX room.  
The entire RPX suite. Two seats are  
shown on the left display and two seats  
are shown on the center display. The  
right display is blank.  
RPX 200  
Series  
Traditional  
(standalone)  
video  
The people at the far site on the right  
display. The left display is blank.  
The right two seats at the RPX main  
table.  
conferencing  
system  
HDX  
(such as a  
Polycom  
HDX  
system)  
RPX 400  
or 200  
Series  
More than  
one other  
site  
(multipoint  
call)  
In multipoint calls, what you see and what the far site sees depends on a variety of  
factors including the number of sites in the call, the types of systems in the call, the  
cameras being used, and so forth. If a site is using the VNOC, the VNOC operator  
usually configures the layout so that every site sees all the other sites in the call.  
The following illustrations show what you might see with one RPX 400 Series, one  
RPX 200 Series, and one TPX 306M system, Version 2.0 (with EagleEye HD 1080i  
cameras) in a multipoint call.  
This is the view from the RPX 400 suite:  
This is the view from the RPX 200 suite:  
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Viewing People in an OTX or TPX Room  
The following table describes what you can expect to see when you view the  
people at the other sites during a telepresence conference in an OTX or TPX  
room. Note that your table may look different than the table in the following  
figures.  
If you  
make a  
call  
between  
an...  
This is what you will see in your OTX  
300 room...  
And a/an...  
This is what the far site will see...  
OTX 300  
System  
OTX 300,  
TPX 306, or  
ATX 300  
System  
The entire OTX 300 or TPX 306 room.  
Two seats are shown on each display.  
For ATX rooms, it depends on how the  
integrator set up the room.  
The entire OTX 300 room. Two seats  
are shown on each display.  
OTX 300  
System  
RPX 400  
Series or  
ATX 400  
room  
The right six seats at the RPX main  
table. Two seats are shown on each  
display. For ATX rooms, it depends on  
how the integrator set up the room.  
The entire OTX 300 room. Two seats  
are shown on the far right display, on the  
center right display, and on the center  
left display. The far left display is blank.  
OTX 300  
System  
RPX 200  
Series  
The entire RPX Suite. Two seats are  
shown on the left display and two seats  
are shown on the center display. The  
right display is blank.  
The entire OTX 300 room. Three seats  
are shown on each display.  
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Viewing People and Content  
If you  
make a  
call  
between  
an...  
This is what you will see in your OTX  
300 room...  
And a/an...  
This is what the far site will see...  
OTX 300  
System  
TPX 306M  
or ATX 300  
System  
Two seats are shown on each display.  
For TPX rooms, this is the entire room.  
For ATX rooms, it depends on how the  
integrator set up the room.  
The entire OTX 300 room. Two seats  
are shown on each display.  
OTX 300  
System  
TPX 204M  
or ATX 200  
System  
The entire TPX 204M room. Two seats  
are shown on the center display and two  
seats are shown on the left display. The  
right display is blank. For ATX rooms, it  
depends on how the integrator set up  
the room.  
The entire OTX 300 room. Three seats  
are shown on each display.  
OTX 300  
System  
Traditional  
video con-  
ferencing  
system  
The people at the far site on the center  
display. The left and right displays are  
blank.  
The center four seats and a portion of  
the left and right seats at OTX 300 table.  
(such as a  
Polycom  
HDX  
HDX  
system)  
OTX 300  
System  
More than  
one other  
site  
(multipoint  
call)  
In multipoint calls, what you see and what the far site sees depends on a variety of  
factors including the number of sites in the call, the types of systems in the call, the  
cameras being used, and so forth. If a site is using the VNOC, the VNOC operator  
usually configures the layout so that every site sees all the other sites in the call.  
The following illustration shows what you would see in an OTX 300 room when in a  
multipoint call with two TPX 306M sites and one RPX 200 Series site. The left and  
center displays show the TPX 306M sites; the right display shows the RPX 200 site.  
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Because different types of video conferencing systems use different aspect  
ratios for their video images, ITP systems automatically adjust the video for  
your displays. Most systems use either 4:3 aspect ratio (such as an RPX suite)  
or 16:9 aspect ratio (such as an OTX or TPX system).  
For example, if you call a Polycom OTX or TPX room from an RPX 200 Series  
suite, the image on the displays in the RPX suite adjusts for the 16:9 OTX or  
TPX room. Therefore, this is what you can expect to see on the displays in the  
RPX suite:  
Unused display area  
Unused display area  
16:9  
16:9  
Left side of  
OTX room  
Right side of  
OTX room  
Unused display area  
Unused display area  
Figure 3-1 Example of an Adjusted Display in an RPX Suite  
Likewise, in the OTX or TPX room, the image automatically adjusts so the  
people in that room see a real-size view of the people in the RPX suite. This is  
the view in the OTX room:  
Area above people’s heads not shown  
Area above people’s heads not shown  
4:3 image  
Right display (not  
used in a call with an  
RPX HD 200 Series)  
People on left half of  
RPX HD 200 Series room  
People on right half of  
RPX HD 200 Series room  
16:9 display  
Figure 3-2 Example of an Adjusted Display in an OTX Room  
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Viewing People and Content  
Viewing Content  
Your ITP system enables you to view content (such as slides, spreadsheets, or  
other documents) during your telepresence conference. You can also receive  
content from the other site(s) in the conference.  
You can display content at your site using a laptop in the room or a laptop with  
People+Content IP. You can also display content using an optional document  
camera or an optional integrated PC. Whenever you display or receive  
content, that content automatically appears on the tabletop content monitors.  
You can show one type of content and one people video source at a time, and  
you can switch to a different type of content or people video source if  
necessary.  
If you are using the ITP room for a regular meeting rather than for a  
telepresence conference, you can still view content on the content monitors.  
In an OTX 300 room, you can also view the content on the three displays on the  
video wall (if your system administrator has configured your system to do so).  
Early  
Early  
Late  
Majority  
Early  
Early  
Late  
Majority  
Early  
Adopters  
Early  
Majority  
Late  
Majority  
Innov ators  
Laggards  
Innovators  
Laggards  
Innovators  
Laggards  
Adopters Majority  
Adopters Majority  
"The  
Chasm"  
"The  
Chasm"  
"The  
Chasm"  
Technology Adoption Process  
Technology Adoption Process  
Technology Adoption Process  
Figure 3-3 Content on Three Displays in an OTX 300 Room  
If you are not in a call and you are showing content on the three displays in  
your OTX 300 room, and then a call is connected:  
•
The content on the front displays will be replaced by the video of the  
people at the far site.  
•
The content on the tabletop content monitors will stop displaying until  
new content is shared.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Accessing the Content Monitors  
This section describes how to access the tabletop content monitors in an ITP  
room.  
Accessing the Content Monitors in RPX Suites  
In RPX suites, there is one tabletop content monitor available for every two  
seats.  
To access the content monitors in RPX suites:  
1
2
3
4
5
Access the content monitors by removing the wooden covers located in  
the tabletop.  
Press the power button at the bottom right corner of each screen to power  
on the content monitors.  
Firmly pull up at the top of the content monitors to tilt the screen  
forward.  
To make room on the table, you can place the wooden covers behind the  
content monitors.  
When you are done using the content monitors, power them off, push  
them back down, and replace the wooden covers.  
Accessing the Content Monitors in OTX Rooms  
Accessing the Content Monitors in OTX 300 Rooms  
In OTX 300 rooms, there are three content monitors located in the table.  
Depending on how your system is configured, these three content monitors  
may automatically lift when content is shared; therefore, be sure to keep the  
area above the content monitors clear. Once the content monitors are raised,  
they will remain raised until the end of the call, even if no content is being  
shown. Also note that, if you are not in a call, content may also appear on the  
three main display screens as described on page 3-9.  
If you want to manually override the automatic feature and freely move the  
content monitors up and down, you can do so by using the Content Monitor  
Lift button.  
To access the content monitors in OTX 300 rooms:  
1
Raise the content monitors by pressing the Content Monitor Lift button  
located on the tabletop in front of each content monitor.  
2
When you are done using the content monitors, press the Content  
Monitor Lift button to lower each content monitor.  
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Viewing People and Content  
Accessing the Content Monitors in Standard OTX 100 Rooms  
In standard OTX 100 rooms, there are two content monitors located in the  
table.  
Depending on how your system is configured, these two content monitors  
may automatically lift when content is shared; therefore, be sure to keep the  
area above the content monitors clear. Once the content monitors are raised,  
they will remain raised until the end of the call, even if no content is being  
shown. Also note that, if you are not in a call, content may also appear on the  
two main display screens.  
If you want to manually override the automatic feature and freely move the  
content monitors up and down, you can do so by using the Content Monitor  
Lift button.  
To access the content monitors in standard OTX 100 rooms:  
1
Raise the content monitors by pressing the Content Monitor Lift button  
located on the tabletop in front of each content monitor.  
2
When you are done using the content monitors, press the Content  
Monitor Lift button to lower each content monitor.  
Accessing the Content Monitor in OTX 100 Compact Rooms  
In OTX 100 Compact rooms, no content monitor is supplied. You may provide  
your own and place it on the table or next to the video display. Note that  
content cannot be displayed on the video display.  
The OTX 100 Compact system does not provide a motorized content monitor  
lift or content switch.  
Using a Laptop in the Room  
If you want to share content that is stored on your laptop, you must connect  
the laptop to the appropriate content cable:  
•
For RPX suites, you will find the VGA and HDMI cables in the cable tray  
at the center of the main table.  
•
For OTX rooms, you will find the VGA and HDMI cables in one of the  
Collaboration Tanks, which are located between the tabletop content  
monitors.  
In addition, your laptop resolution must be supported by your codec.  
Because of the OTX high gloss tabletop surface, Polycom recommends that you  
use a quality optical mouse or trackball with your laptop.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
To view content using a laptop in the room:  
1
Access the content cable and connect the VGA or HDMI connector to the  
VGA or HDMI connector on your laptop.  
Note that some laptops require you to enable VGA or DVI output (such as  
by pressing Shift-F5). Refer to your laptop documentation for more  
information.  
For an RPX suite, your system administrator may have set up your system so that  
content automatically displays when you connect a laptop to the content cable. If  
so, you do not need to use the Polycom Touch Control to share content.  
2
3
If you want to transmit audio, connect the audio cable to your laptop.  
Note that even if you want to send audio-only content, you must first  
share video.  
From the Home screen, touch  
Show Content.  
The Show Content screen appears.  
Figure 3-4 Laptop Button on the Show Content Screen in an RPX Suite  
4
Display the content on your laptop screen, and then touch  
Laptop.  
Note that the button label depends on what your system administrator  
chose as the label name.  
The following then occurs:  
— The Laptop button moves up slightly on the screen, and the laptop  
content is shown to the call participants.  
— If there are content monitors in the room, the content appears on all of  
those content monitors.  
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Viewing People and Content  
— If the other site in the conference is equipped with content monitors,  
the content appears on those content monitors.  
— If the other site in the conference has only one display, the content  
appears on that display.  
5
When you are done using the laptop, touch  
Stop.  
Figure 3-5 Laptop Stop Button on the Show Content Screen in an RPX Suite  
The Laptop button moves down on the screen, and the laptop content is  
no longer shown to the call participants.  
IMPORTANT: Always disconnect the cables from the laptop when you are done  
displaying the content so that you do not inadvertently display any private or  
personal content that may be stored on the laptop.  
Using a Laptop with People+Content IP  
If you are calling from a remote location and do not have access to a VGA  
cable, you can use the Polycom People+Content IP application to share content  
on your laptop.  
Note that you can only connect to one People+Content IP client at a time.  
To view content using a laptop with People+Content IP:  
1
On a laptop with a Microsoft® Windows XP, Windows Vista, or  
Windows 7 operating system, open a web browser and go to  
www.polycom.com/ppcip.  
2
Download and install the People+Content IP software  
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Polycom Immersive Telepresence (ITP) User’s Guide  
3
Start the People+Content IP application.  
The People+Content IP screen appears.  
Figure 3-6 People+Content IP Screen  
4
Enter the IP Address or host name of the ITP system and the meeting  
password, if one is set.  
5
6
Click Connect.  
Do one of the following:  
a
Control the content using the People+Content IP toolbar:  
»
Touch  
Start to start sharing content.  
Figure 3-7 Start Button on the People+Content IP Toolbar  
»
»
Touch  
Touch  
Zoom to zoom in on an area of your content.  
Stop to start sharing content.  
Figure 3-8 Stop Button on the People+Content IP Toolbar  
b
Control the content using the Polycom Touch Control screen:  
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Viewing People and Content  
»
Touch  
People+Content IP to start sharing content.  
Note that the button label depends on what your system  
administrator chose as the label name.  
Figure 3-9 People+Content IP Button on the Show Content Screen  
The People+Content IP button moves up slightly on the screen,  
and the laptop content is shown to the call participants.  
»
Touch  
Stop to stop sharing content.  
Figure 3-10 People+Content IP Stop Button on the Show Content Screen  
The People+Content IP button moves down on the screen, and  
the content is no longer shown to the call participants.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
Using a Document Camera  
If your room is equipped with an optional document camera, you can use that  
document camera to show content to the other conference participants.  
To view content using a document camera:  
1
From the Home screen, touch  
Show Content.  
The Show Content screen appears.  
Figure 3-11 Doc Cam Button on the Show Content Screen  
2
Place the content on your document camera, and then touch  
Doc  
Cam.  
Note that the button label depends on what your system administrator  
chose as the label name.  
Figure 3-12 Document Camera Controls on the Show Content Screen  
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Viewing People and Content  
The following then occurs:  
— The Doc Cam button moves up slightly on the screen, the document  
camera content is shown to the call participants, and the document  
camera controls become visible.  
— The document camera powers on in about three seconds. For more  
information, refer to the setup sheet that came with your document  
camera.  
— If there are content monitors in the room, the content appears on all of  
those content monitors.  
— If the other site in the conference is equipped with content monitors,  
the content appears on those content monitors.  
— If the other site in the conference has only one display, the content  
appears on that display.  
3
If you have an RPX suite equipped with a VZ-C122 document camera, a  
spotlight field appears on the main table. Figure 3-13 shows the location  
of the spotlight field on an RPX 400 Series main table. The RPX 200 Series  
main table has similar placement.  
Place your content on the spotlight field.  
Dark Room  
Minimum Projected Area  
Projected Light Area  
Approx. 1.5”x 1.75”  
for 22”x 26” Here  
Projected Light Area  
Projected Light Area  
for 8.5”x 11”Here  
for 11”x 17”Here  
Rear Wall  
Figure 3-13 Document Camera Spotlight Location on the RPX 400 Main Table  
4
Use the Document Camera controls as needed:  
— Touch  
Zoom to zoom in or out on the document.  
— Touch  
Focus to manually focus in or out on the  
document, or touch  
to focus automatically.  
AutoFocus to allow the document camera  
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Polycom Immersive Telepresence (ITP) User’s Guide  
— Touch  
Touch  
Freeze/Snapshot to take a still image of the document.  
5
Stop to stop sharing content.  
The Doc Cam button moves down on the screen, and the content is no  
longer shown to the call participants.  
Using an Integrated PC (RPX Suites Only)  
If your RPX suite is equipped with an optional integrated PC, you can share  
content that is stored on that PC. Note that OTX rooms do not have this option.  
To view content using an integrated PC (RPX suites only):  
1
2
Display the content on the PC screen.  
From the Home screen, touch  
The Show Content screen appears.  
Touch the PC button.  
Show Content.  
3
The following then occurs:  
— The PC button moves up slightly on the screen, and the PC content is  
shown to the call participants.  
— If there are content monitors in the room, the content appears on all of  
those content monitors.  
— If the other site in the conference is equipped with content monitors,  
the content appears on those content monitors.  
— If the other site in the conference has only one display, the content  
appears on that display.  
4
When you are done using the PC, touch the Stop button.  
The PC button moves down on the screen, and the PC content is no longer  
shown to the call participants.  
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Viewing People and Content  
Using a USB Drive  
You can show content using a USB drive and you can annotate the file while  
showing it to the far sites.  
To show content from a USB drive using a Polycom Touch Control:  
1
Connect the USB drive to the USB connector on the right side of the  
Polycom Touch Control.  
Figure 3-14 Connecting the USB Drive to the Polycom Touch Control  
2
3
From the Home screen or Call screen, touch  
The Show Content screen appears.  
Show Content.  
Touch  
USB to view the files on the USB drive.  
If another participant has People+Content IP connected to show content,  
that content must be stopped before the Polycom Touch Control can show  
content from a USB drive.  
4
Navigate to the file that you want to show.  
The Polycom Touch Control can open slideshows (up to 100 slides and up  
to 25 MB) (.pptx), documents (.pdf), and images (.bmp, .gif, .jpg, and .png).  
— To browse by Name, File Type, or Date Modified, do the following:  
»
»
»
»
Touch the tabs at the bottom of the screen.  
Touch a tab again to reverse the sort order.  
Touch a folder to open it.  
Touch  
Back to go back one level.  
— Touch  
to filter by All Files, Recently Viewed Files, or type of file  
such as Slide Presentations, Documents, or Images.  
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— Touch the Search field at the top of the screen to search for a file. Touch  
a folder to open it.  
5
6
7
Touch a file to view it.  
Touch  
Show Content to show the file to the other call participants.  
While viewing a file, you can do the following on the Polycom Touch  
Control screen:  
— Touch  
and  
to zoom in or out. To reset the content to its  
.
original size, touch  
— You can also zoom in by placing two fingers on the screen and  
pinching or sliding them apart. Touch and hold the image to move it  
around the screen and view different areas. To zoom out, place your  
fingers in a V-shape on the screen and slide or pinch them back  
together.  
— Touch the arrows to go back and forth within the slides. You can also  
touch  
to view slideshow thumbnails, and then touch any  
thumbnail to jump to that slide.  
Figure 3-15 Viewing a File on the Polycom Touch Control  
8
9
To stop viewing a file touch  
Stop Showing.  
To eject the USB drive before disconnecting it, touch  
Eject.  
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Viewing People and Content  
To add annotations to the content:  
1
While you are showing content from a USB drive, touch  
Annotation to access the annotation toolbar.  
— Touch  
— Touch  
— Touch  
to draw red lines or dots on the content.  
to add yellow highlighting to areas of the content.  
to white-out areas of the content.  
2
3
After you select a tool, touch and drag your finger across the screen to use  
it. If you are in a call and showing the content, the far sites see your  
annotations.  
Touch  
Clear to clear the annotations. The annotations are  
automatically cleared when you go to another slide or touch Stop  
Content.  
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4
Conducting Successful Meetings  
Conducting a successful meeting in a Polycom ITP room is easy. Because you  
don’t have to manage cameras, microphones, speakers, remote controls, and  
other equipment, you can be free to concentrate on making your meeting as  
effective as possible.  
Meeting Tips  
This section provides you with tips on how to take full advantage of the video,  
audio, and document camera in the room, and provides information that you  
should know if you are the meeting coordinator.  
Video Tips  
RPX Suites  
Polycom RPX suites have fixed cameras in the middle of the large display  
screens. Locating the cameras in this way provides two benefits:  
•
•
There are no visible cameras that may make you or others uncomfortable.  
The cameras help simulate natural eye contact and help create the feeling  
that you are in the same room as the participants at the far site.  
With traditional video conferencing, participants tend to look at the video  
image of the person at the far site instead of looking into the camera.  
Therefore, true eye contact is not achieved, as shown in the following  
illustration.  
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Participant should be  
looking here  
GAZE ANGLE  
Participant is looking  
here  
Here are some tips to achieve the best video in your Polycom RPX suite:  
•
•
•
The cameras in Polycom RPX suites can capture images up to the end of  
each table and are designed for participants that are seated. Therefore, if  
you are seated at any of the tables, you are visible onscreen.  
Do not sit in front of the table seams. If you do, your image will look “split”  
to the far-end participants. You can be sure to avoid the seams by sitting  
in one of the designated seating locations.  
Avoid repetitive motions that may distract other participants, such as  
tapping your pen or fingers on the tabletop. Remember that, in  
telepresence conferences, all movements, expressions, and gestures are  
visible to everyone in the meeting.  
OTX Rooms  
Polycom OTX cameras are located under the camera shroud above the center  
display. To achieve the best video from the cameras:  
•
Do not sit in front of the table seams. If you do, your image will look “split”  
to the far-end participants. You can be sure to avoid the seams by sitting  
in one of the designated seating locations.  
•
Avoid repetitive motions that may distract other participants, such as  
tapping your pen or fingers on the tabletop. Remember that, in  
telepresence conferences, all movements, expressions, and gestures are  
visible to everyone in the meeting.  
TPX Rooms  
Polycom TPX HD cameras are located at the top of the credenza. To achieve  
the best video from the cameras:  
•
Do not sit in front of the table seams. If you do, your image will look “split”  
to the far-end participants. You can be sure to avoid the seams by sitting  
in one of the designated seating locations.  
•
In a telepresence conference, all movements, expressions, and gestures are  
visible to everyone. As in any meeting, avoid repetitive motions that may  
distract other participants, such as tapping your pen or fingers on the  
tabletop.  
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Conducting Successful Meetings  
Audio Tips  
Polycom’s superior audio and digital Ceiling Microphone Arrays are  
extremely sensitive. Keep in mind that they will pick up all sound in the room,  
even gentle noises and whispers — and even if you are not in camera range.  
Other helpful audio tips you should consider include:  
•
When speaking, you do not have to direct your speech to a certain location  
or speak louder than normal. Simply speak in your normal tone of voice.  
•
As in any meeting, you should refrain from sidebar conversations. These  
can be distracting, especially in multipoint meetings where participants at  
a number of sites are present.  
•
Whenever you are in an RPX suite or an OTX room, remember that the  
microphones may be on. If you want to have a private conversation, check  
that the microphones are muted.  
Document Camera Tips  
If your room is equipped with an optional document camera, you may find  
these tips helpful:  
•
•
•
If your room does not have a whiteboard, you can annotate on a document  
that you display using your document camera.  
When writing on a document, use a black marker or a dark pen so that  
your notations show more clearly.  
For an RPX suite, if you are right-handed and are planning to use the  
document camera, sit at the seat marked in red on the following  
illustration. Additionally, you may not want anyone to sit at the seat  
marked in blue so that you have more room to use the document camera.  
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Polycom Immersive Telepresence (ITP) User’s Guide  
•
If you are left-handed and are planning to use the document camera, sit at  
the seat marked in blue above. Additionally, you may not want anyone to  
sit at the seat marked in red so that you have more room to use the  
document camera.  
Meeting Coordinator Tips  
When coordinating video meetings in a Polycom RPX suite or a Polycom OTX  
room, you perform many of the same tasks as you would when you coordinate  
any other meeting. For example, you should try to begin and end your meeting  
on time and you may want to prepare an agenda.  
As the meeting coordinator, follow these additional guidelines:  
•
If you are going to show content, check your laptop and ensure that your  
sound, graphics, video clips, or complicated graphic presentations work  
properly.  
•
•
•
Arrive early to ensure that the room is ready to go and, if any room  
adjustments are necessary, they can be made prior to the meeting.  
Ask the primary participants in the video meeting to sit at the center seats  
at the table.  
If your meeting is going to end early or run long, you may have to inform  
your system administrator or, if your organization has signed up for  
Video Network Operations Center (VNOC) services, you may have to  
inform the VNOC. For more information about scheduling meetings, refer  
to the following section.  
•
Some RPX suites have data ports and power connections available in each  
table leg. If your suite is so equipped, remind the participants that they can  
access their email, the web, or anything else on the network by bringing in  
their own laptops and connecting them to these.  
Reserving a Polycom ITP Room  
In some organizations, you can use a Polycom ITP room at any time, whereas  
at other organizations, you must reserve the room.  
When reserving an ITP room, keep these guidelines in mind:  
•
If your organization has signed up for VNOC services, you can typically  
make your room reservation through the VNOC. The operators there will  
not only help you make a reservation, but they will also monitor the  
network and resources during the meeting, and provide remote site  
management to make sure your meeting runs as you planned.  
•
Whenever you schedule a telepresence conference, consider time zone  
differences for the various participants.  
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Conducting Successful Meetings  
•
If you want to schedule a conference with a video conferencing site that  
that does not have Polycom RPX or OTX equipment, your system  
administrator or the VNOC must ensure that the site’s equipment is  
compatible with the equipment in the RPX suite or the OTX room.  
The following steps provide a general guideline for requesting a reservation. Your  
organization’s protocol may require you to veer slightly from these steps or to  
perform additional steps.  
To request a reservation:  
1
Some organizations have reservation forms used to collect the  
information needed to schedule and set up telepresence conferences. If  
your organization has one of these forms, fill it out before you proceed to  
step 2.  
2
Do one of the following:  
— Touch  
Call for Help from the Polycom Touch Control Home  
screen or touch Help Desk from any dialing screen, and then touch  
Help Desk.  
— If you have VNOC services, call the VNOC directly using the phone  
number or email address provided by your organization.  
3
Schedule your reservation with the Help Desk or the VNOC operator.  
Typically, the operator will then:  
— Ensure that all the other sites in your telepresence conference have the  
same reservation.  
— Email a confirmation of the reservation to you and the contacts at the  
other sites.  
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Polycom Worldwide Headquarters  
4750 Willow Road, Pleasanton, CA 94588  
1.800.POLYCOM or +1.925.924.6000  
www.polycom.com  
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