SMART Room System for Microsoft Lync

Transcription

1 SMART Rm System fr Micrsft Lync USER S GUIDE FOR MODELS SRS-LYNC-XS, SRS-LYNC-S, SRS-LYNC-M, SRS-LYNC-M-DUAL, SRS-LYNC-L AND SRS-LYNC-XL FEATURING SMART BOARD 8055i-G5, 8070i-G4 AND 8084i-G4 INTERACTIVE FLAT PANELS

2 Prduct registratin If yu register yur SMART prduct, we ll ntify yu f new features and sftware upgrades. Register nline at smarttech.cm/registratin. FCC warning This equipment has been tested and fund t cmply with the limits fr a Class A digital device, pursuant t Part 15 f the FCC Rules. These limits are designed t prvide reasnable prtectin against harmful interference when the equipment is perated in a cmmercial envirnment. This equipment generates, uses and can radiate radi frequency energy and, if nt installed and used in accrdance with the manufacturer s instructins, may cause harmful interference t radi cmmunicatins. Operatin f this equipment in a residential area is likely t cause harmful interference in which case the user will be required t crrect the interference at his/her wn expense. Trade-mark ntice SMART Rm System, SMART Bard, SMART Meeting Pr, SMART Ink, DViT, smarttech, the SMART lg and all SMART taglines are trade-marks r registered trade-marks f SMART Technlgies ULC in the US and/r ther cuntries. Micrsft, Windws, Lync, Outlk, PwerPint and Office 365 are either registered trade-marks r trade-marks f Micrsft Crpratin in the US and/r ther cuntries. HDMI and all assciated lgs are trade-marks f HDMI Licensing, LLC. All ther third-party prduct and cmpany names may be trade-marks f their respective wners. Cpyright ntice SMART Technlgies ULC. All rights reserved. N part f this publicatin may be reprduced, transmitted, transcribed, stred in a retrieval system r translated int any language in any frm by any means withut the prir written cnsent f SMART Technlgies ULC. Infrmatin in this manual is subject t change withut ntice and des nt represent a cmmitment n the part f SMART. This prduct and/r use theref cvered by ne r mre f the fllwing US patents. 01/2015

3 Imprtant infrmatin WARNING Failure t fllw the installatin instructins dispatched with yur SMART prduct culd result in persnal injury and prduct damage which may nt be cvered by yur warranty. Ensure that yur installatin cmplies with lcal building and electrical regulatins. D nt pen r disassemble the SMART prduct. Yu risk electrical shck frm the high vltage inside the casing. Opening the casing als vids yur warranty. D nt stand (r allw children t stand) n a chair t tuch the surface f yur SMART prduct. Instead, munt the prduct at the apprpriate height. T reduce the risk f fire r electric shck, d nt expse yur SMART prduct t rain r misture. If yur SMART prduct requires replacement parts, make sure that the service technician uses replacement parts specified by SMART Technlgies r parts with the same characteristics as the riginal. Ensure that any cables extending acrss the flr t yur SMART prduct are prperly bundled and marked t avid a trip hazard. D nt insert bjects inside the cabinet ventilatin hles, because they culd tuch dangerus vltage pints and cause electric shck, fire r prduct damage which may nt be cvered by yur warranty. D nt place any heavy bjects n the pwer cable. Damage t the cable culd cause shck, fire r prduct damage which may nt be cvered by yur warranty. Use nly extensin crds and sckets int which this prduct s plarised plug can be fully inserted. Use the pwer cable prvided with this prduct. If a pwer cable is nt supplied with this prduct, please cntact yur supplier. Use nly pwer cables that match the AC vltage f the pwer scket and that cmply with yur cuntry s safety standards. If the glass is brken, d nt tuch the liquid crystal. T prevent injury, handle glass fragments with care when dispsing f them. D nt mve r munt the interactive flat panel by cnnecting rpe r wire t its handles. Because the interactive flat panel is heavy, rpe, wire r handle failure culd lead t persnal injury. Use SMART supplied munting hardware r hardware that is designed t prperly supprt the weight f yur prduct. i

4 IMPORTANT INFORMATION Discnnect all pwer cables fr yur interactive flat panel frm the wall scket and seek assistance frm qualified service persnnel when any f the fllwing ccurs: The pwer cable r plug is damaged Liquid is spilled int the interactive flat panel Objects fall int the interactive flat panel The interactive flat panel is drpped Structural damage such as cracking ccurs The interactive flat panel behaves unexpectedly when yu fllw perating instructins ii

5 Cntents Imprtant infrmatin i Chapter 1: Welcme 1 Abut this guide 2 Abut yur rm system 2 Resurces fr users 8 Resurces fr thers 8 Chapter 2: Scheduling and cnducting meetings 11 Scheduling meetings 11 Starting meetings 12 Managing meetings using the cnsle 14 Ending meetings 16 Chapter 3: Recrding ntes 17 Chapter 4: Cnnecting cmputers 19 Cnnecting a guest laptp using the vide cnnectin harness 19 Cnnecting a guest laptp using Lync client sftware 20 Cnnecting a rm cmputer 21 Using the SMART Rm System USB Bridge 21 Chapter 5: Trubleshting 25 Appendix A: Supprting users with additinal needs 27 Appendix B: Hardware envirnmental cmpliance 29 Waste Electrical and Electrnic Equipment and Battery regulatins (WEEE and Battery Directives) 29 Batteries 29 Mre infrmatin 29 Index 31 iii

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7 Chapter 1 Welcme Abut this guide 2 Abut yur rm system 2 Features 2 Integratin with Lync 2 Simple startup 2 Autmatic sharing f vide and audi 2 Cllabratin 3 Presence detectin 3 Cmpnents 3 SMART Bard interactive flat panels 4 Lync appliance 4 Cnsle 4 Camera 4 Table micrphnes and audi prcessr 5 Speakers 5 Vide cnnectin harness 5 SMART Rm System USB Bridge 5 Accessries 5 Additinal table micrphnes 6 Wall stand kit 6 Cmparing rm sizes 6 Resurces fr users 8 Table tp guide 8 Tutrial 8 Training 8 Supprt centre and knwledge base 8 Resurces fr thers 8 Resurces fr decisin makers 9 Resurces fr installers 9 Resurces fr administratrs 9 This chapter intrduces yu t yur SMART Rm System fr Micrsft Lync and this guide. 1

8 CHAPTER 1 WELCOME Abut this guide This guide intrduces yu t the key features and cmpnents f yur SMART Rm System and explains hw t use thse features and cmpnents during Lync meetings. This guide in intended fr individuals wh use rm systems. Other dcumentatin and resurces are available fr individuals wh are respnsible fr installing and administering rm systems. Abut yur rm system Yur rm system features ne r tw SMART Bard interactive flat panels, a Lync appliance, a tabletp cnsle, a high-definitin camera, micrphnes, speakers and cables fr use with an ptinal cmputer. Using the installed Lync Rm System sftware, yu can start a meeting and cnnect with ther individuals r meeting rms with a single tap n the cnsle r the interactive flat panels. Yu can write r draw n the interactive flat panels using the whitebard feature, cnnect an ptinal cmputer t share its screen and share files with cnnected individuals and meeting rms in real time. Features Yur rm system includes the fllwing features. Integratin with Lync The SMART Rm System integrates with yur rganisatin s existing Lync infrastructure, enabling yu t schedule meetings, remtely jin meetings, and share Micrsft PwerPint files using the Lync client sftware already installed n yur cmputer. Simple startup Once the rm system turns n, the cnsle and the interactive flat panels shw the meeting rm s schedule, including when the meeting rm is bked and when it s available. Yu can start a scheduled meeting by pressing the meeting s blck in the schedule n either the cnsle r the interactive flat panels. Lync Rm System sftware enables yu t cnnect t remte participants and shares vide and audi. Alternatively, yu can start ad hc meetings r whitebard sessins with a single press f the cnsle r interactive flat panels. Autmatic sharing f vide and audi When yu start r jin meetings, the rm system shares vide and audi autmatically withut requiring any manual setup n yur part. The rm system s high definitin camera, micrphnes and speakers facilitate cmmunicatin during the meeting. 2

9 CHAPTER 1 WELCOME Cllabratin Using Lync Rm System sftware s whitebard feature, yu can write r draw ntes n the interactive flat panels, autmatically sharing with remte participants. Yu can als write r draw ver PwerPint files attached t the scheduled meeting as well as cnnect yur laptps r a rm cmputer t share and interact with the cmputers displays. Presence detectin The interactive flat panels have presence detectin sensrs that can detect peple up t 5m (16') away. If the sensrs detect peple in the meeting rm, the rm system turns n. If the sensrs dn t detect peple in the meeting rm fr a specified perid f time, the rm system enters Standby mde. Cmpnents Yur rm system cnsists f the fllwing majr cmpnents: Part n. Descriptin Rm sizes SBID 8055i-G5 SBID 8070i-G4 SBID 8084i-G4 SMART Bard 8055i-G5 interactive flat panel SMART Bard 8070i-G4 interactive flat panel SMART Bard 8084i-G4 interactive flat panel Extra small Medium with dual panels ( 2) Small Large ( 2) Medium Extra large ( 2) AM70-L Lync appliance All CP311 Cnsle All CAM301 Camera All MIC500 Table micrphnes All MIX500 Audi prcessr All CSR500 Speakers All Vide cnnectin harness All SRS-USB Bridge SMART Rm System USB Bridge All NOTES This guide dcuments rm systems with SMART Bard 8055i-G5, 8070i-G4 and 8084i-G4 interactive flat panels. Fr infrmatin n rm systems with SMART Bard 8055i interactive flat panels, see the SMART Rm System fr Lync setup and maintenance guide (smarttech.cm/kb/170450). Other, minr cmpnents are dcumented elsewhere in this guide. 3

10 CHAPTER 1 WELCOME SMART Bard interactive flat panels SMART Bard interactive flat panels feature SMART s prprietary DViT (Digital Visin Tuch) technlgy n a 16:9 LCD screen with e-led backlight. DViT technlgy enables yu t d the fllwing: Interact with cntent by pressing it with yur fingers Write digital ink using yur fingers r ne f the pens prvided Erase digital ink using yur fists, yur palms r the eraser prvided During a meeting, the interactive flat panels shw vide, shared PwerPint files and vide input frm ptinally cnnected cmputers. In additin, yu can use the whitebard feature t recrd ntes and share them with thers. Fr infrmatin n which interactive flat panel mdel is included with yur rm system and the differences between these mdels, see Cmparing rm sizes n page 6. Lync appliance The Lync appliance includes Lync Rm System sftware as well as SMART Prduct Drivers. Lync Rm System sftware enables yu t start, jin and facilitate meetings and cnnect with thers thrugh yur rganisatin s Lync infrastructure. SMART Prduct Drivers enables the tuch features f the interactive flat panels and the peratin f the all cmpnents in the rm system. In rm systems with SMART Bard 8055i-G5 interactive flat panels, the Lync appliance is installed in an enclsure munted t the wall behind the left interactive flat panel. In rm systems with SMART Bard 8070i-G4 and 8084i-G4 interactive flat panels, the Lync appliance is installed in a slt n the bttm f the left interactive flat panel. Cnsle The cnsle is the rm system s primary display. It enables yu t access and cntrl the features f Lync Rm System sftware during meetings. The cnsle is typically lcated n the meeting rm table. Like the interactive flat panels, the cnsle features a 16:9 LCD screen with tuch technlgy, enabling yu t interact with buttns and ther cntrls by pressing them. Camera The high definitin camera autmatically captures rm vide during meetings. Yu can temprarily stp the vide r shutter the camera fr privacy purpses. 4

11 CHAPTER 1 WELCOME In mst meeting rms, digital pan, tilt and zm (DPTZ) and the camera s 109 field f view ensure that all meeting participants are captured regardless f where they are in the meeting rm. The camera is installed n the tp f the interactive flat panel in rms with ne interactive flat panel r between the interactive flat panels in rms with tw interactive flat panels. Table micrphnes and audi prcessr The table micrphnes autmatically capture audi during meetings. Yu can temprarily mute the micrphnes fr privacy purpses. Yur rm system cmes with tw table micrphnes. Yur rganisatin can purchase additinal table micrphnes (see Additinal table micrphnes n the next page). Speakers The speakers transmit audi frm remte participants during a meeting. The rm system s audi-prcessing features eliminate echs and in-rm audi feedback. The speakers are installed n either side f the interactive flat panels. Vide cnnectin harness Yu can cnnect the vide cnnectin harness s HDMI cable r VGA cable t a cmputer t display the cmputer s vide utput n an interactive flat panel and share it with remte participants. The vide cnnectin harness s cnnectrs are typically lcated n the meeting rm table. SMART Rm System USB Bridge When cmbined with the vide cnnectin harness, the SMART Rm System USB Bridge enables yu t cnnect yur laptps r a rm cmputer t the rm system. When yu cnnect the SMART Rm System USB Bridge t a cmputer, yu can interact with the cmputer by tuching the interactive flat panel s surface. The SMART Rm System USB Bridge s cnnectr is typically lcated n the meeting rm table. Fr mre infrmatin, see Using the SMART Rm System USB Bridge n page 21. Accessries Optinal accessries fr the SMART Rm System include the fllwing: Additinal table micrphnes Wall stand kit 5

12 CHAPTER 1 WELCOME NOTE Fr accessry part numbers and rdering infrmatin, refer t the specificatins (see Resurces fr decisin makers n page 9). Additinal table micrphnes Yur rm system cmes with tw table micrphnes. Yur rganisatin can purchase and cnnect up t three additinal table micrphnes fr each rm system if needed fr a ttal f up t five table micrphnes. Wall stand kit The wall stand kit includes a wall stand fr each interactive flat panel in yur rm system and the cable tracking. The wall stand transfers sme f the weight frm the wall t the flr and is required fr metal stud walls that can t supprt the full weight f the interactive flat panel. The cable tracking cvers cables running acrss the flr frm the interactive flat panels t the meeting rm table. Cmparing rm sizes The SMART Rm System cmes in six sizes. This sectin presents the key differences between these sizes. Extra small rm (SRS-LYNC-XS) Intended use: Display type: Display size (diagnal): Optinal wall stand kit: Extra small meeting rms (apprximately fur peple) 7m² (75 sq ft) One SMART Bard 8055i-G5 interactive flat panel 138.4cm (54 1/2") WSK-SINGLE 6

13 CHAPTER 1 WELCOME Small rm (SRS-LYNC-S) Intended use: Display type: Display size (diagnal): Optinal wall stand kit: Small meeting rms (apprximately six peple) 9m² (100 sq ft) One SMART Bard 8070i-G4 interactive flat panel 178cm (70") WSK-SINGLE Medium rm (SRS-LYNC-M) Intended use: Display type: Display size (diagnal): Optinal wall stand kit: Medium meeting rms (apprximately 12 peple) 17m² (180sq ft) One SMART Bard 8084i-G4 interactive flat panel 213.4cm (84") WSK-SINGLE Medium rm with dual panels (SRS-LYNC-M-DUAL) Intended use: Display type: Display size (diagnal): Optinal wall stand kit: Medium meeting rms (apprximately 12 peple) 17m² (180sq ft) Tw SMART Bard 8055i-G5 interactive flat panels 2 x 138.4cm (2 x 54 1/2") WSK-DUAL Large rm (SRS-LYNC-L) Intended use: Display type: Display size (diagnal): Optinal wall stand kit: Large meeting rms (apprximately 16 peple) 28m² (300 sq ft) Tw SMART Bard 8070i-G4 interactive flat panels 2 178cm (2 x 70") WSK-DUAL 7

14 CHAPTER 1 WELCOME Extra large rm (SRS-LYNC-XL) Intended use: Extra large meeting rms (apprximately 18 peple) 37m² (400 sq ft) Display type: Tw SMART Bard 8084i-G4 interactive flat panels Display size (diagnal): cm (2 84") Optinal wall stand kit: WSK-DUAL NOTE Other, minr differences are nted thrughut this guide. Resurces fr users In additin t this guide, there are ther resurces available fr SMART Rm System users. Table tp guide Yur rm system cmes with a table tp guide, which yu can place n yur meeting rm table and refer t when using the rm system. The table tp guide includes basic infrmatin n using yur rm system. Tutrial Lync Meeting Rm sftware includes a tutrial that explains hw t use the sftware. T pen the tutrial, press the Open Tutrial buttn n the interactive flat panels. Training The SMART training website (smarttech.cm/trainingfrbusiness) includes an extensive library f training resurces that yu can refer t when learning hw t use yur rm system. Supprt centre and knwledge base The Supprt centre (smarttech.cm/supprt) cntains a library f dcuments, including this guide, and a knwledge base that yu can search when trubleshting issues with yur rm system. Resurces fr thers SMART prvides resurces fr SMART Rm System decisin makers, installers and administratrs as well as users. 8

15 CHAPTER 1 WELCOME Resurces fr decisin makers Decisin makers can refer t the SMART Rm System website (smarttech.cm/smartrm) fr general infrmatin n rm systems and t the specificatins fr detailed infrmatin n specific prducts. Prduct SMART Rm System fr Lync fr extra small rms SMART Rm System fr Lync fr small rms SMART Rm System fr Lync fr medium rms SMART Rm System fr Lync fr medium rms with dual panels SMART Rm System fr Lync fr large rms SMART Rm System fr Lync fr extra large rms SMART wall stand kits fr SMART Bard interactive flat panels Specificatins smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ Resurces fr installers Installers can refer t the installatin instructins included with yur rm system when installing the prduct. If installers have misplaced these instructins, they can dwnlad PDF versins. Prduct SMART Rm System fr Lync fr extra small rms SMART Rm System fr Lync fr small rms SMART Rm System fr Lync fr medium rms SMART Rm System fr Lync fr medium rms with dual panels SMART Rm System fr Lync fr large rms SMART Rm System fr Lync fr extra large rms SMART wall stand fr SMART Bard interactive flat panels SMART cable tracking fr SMART Rm Systems SMART Rm System fr Lync table micrphne upgrade kit Installatin instructins smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ smarttech.cm/kb/ Resurces fr administratrs Administratrs f yur rm system can refer t the SMART Rm System fr Lync setup guide included with the rm system t prepare fr the rm system prir t installatin and t set it up after installatin. If administratrs have misplaced this guide, they can dwnlad a PDF versin frm smarttech.cm/kb/

16 CHAPTER 1 WELCOME After installatin and setup, administratrs can refer t the SMART Rm System fr Lync administratr s guide (smarttech.cm/kb/170819) fr infrmatin n managing and maintaining yur rm system. 10

17 Chapter 2 Scheduling and cnducting meetings Scheduling meetings 11 Starting meetings 12 Managing meetings using the cnsle 14 Ending meetings 16 This chapter prvides an verview f hw yu can schedule and cnduct a meeting using yur SMART Rm System and Lync Rm System sftware. Scheduling meetings Using Micrsft Outlk n yur cmputer, yu can schedule Lync meetings and bk the SMART Rm System as a resurce. T schedule a new Lync meeting 1. Start Outlk and then click Calendar. 2. Click Hme and then click New Lync Meeting. NOTE If yu have an lder versin f Lync sftware, this buttn is labelled New Online Meeting. A new Lync meeting pens. 3. Select a date and time fr the meeting, type a subject and details and then add participants and the rm resurce. 11

18 CHAPTER 2 SCHEDULING AND CONDUCTING MEETINGS 4. If apprpriate, change the meeting ptins: a. Click Meeting Optins. The Lync Meeting Optins dialgue bx appears. b. Change the meeting ptins. NOTE The cntrls in this dialgue bx vary depending n hw yur rganisatin has cnfigured Lync Server. c. Click OK. 5. Send the meeting invitatin t the participants and resurces. T cnvert an existing meeting t a Lync meeting 1. Start Outlk and then click Calendar. 2. Lcate the meeting in the calendar and then duble-click it. The meeting pens. 3. Click Appintment and then click Lync Meeting. NOTE If yu have an lder versin f Lync sftware, this buttn is labelled Online Meeting. 4. Add the rm system as a resurce. 5. Send the meeting update t the participants and resurces. Starting meetings Yur rm system s interactive flat panels have tw presence detectin sensrs n their frames that can detect peple up t 5m (16') away when the rm system is in Standby mde. When the sensrs detect mtin in the rm, the rm system turns n. If presence detectin is disabled, yu can manually turn n the rm system by pressing the Standby buttn (SMART Bard 8055i-G5 interactive flat panels) r the Pwer/Standby buttn (SMART Bard 8070i-G4 and 8084i-G4 interactive flat panels) n the frnt cntrl panel f each interactive flat panel. After the rm system turns n, the interactive flat panels and the cnsle shw the rm system s schedule as a set f squares: When the rm system is bked fr a meeting, the meeting s details and Jin appear in the square. When the rm system is available, Free appears in the square. 12

19 CHAPTER 2 SCHEDULING AND CONDUCTING MEETINGS NOTE If the rm system s schedule desn t appear r update crrectly, there might be an issue with the cnnectin between the Lync Rm System sftware and Micrsft Exchange server (see Trubleshting n page 25). Yu can jin a scheduled meeting when the rm system is bked, r yu can create an ad hc meeting when the rm system is available. T jin a scheduled meeting 1. Press the meeting s square n either the interactive flat panels r the cnsle. NOTE The schedule shws nly the meetings t which the rm system has been added as a resurce. TIP If yu included the rm system as a resurce but didn t set the meeting as a Lync meeting, press I frgt t make this a Lync meeting and then press Send & Start Meeting t set the meeting as a Lync meeting and t send participants an invitatin (Lync Rm System sftware and later). 2. If the meeting is private, type the apprpriate sign-in address, user name and passwrd in the text bxes and then click Jin. The cnsle shws a set f tabs fr managing the meeting (see Managing meetings using the cnsle n the next page). The interactive flat panels shw up t five cnnected participants vides in a gallery. T create an ad hc meeting 1. Press Meet Nw n the cnsle. 2. Add participants t the meeting. 3. Press Start Meeting. The cnsle shws a set f tabs fr managing the meeting (see Managing meetings using the cnsle n the next page). The interactive flat panels shw cnnected participants vides in a gallery. TIP Alternatively, if the Lync infrastructure supprts cnnecting thrugh POTS, press Dial Pad and use the dial pad t call a persn using the rm system. T cnvert the audi call int a vide meeting, press Start Vide and then press Invite Mre Peple. 13

20 CHAPTER 2 SCHEDULING AND CONDUCTING MEETINGS Managing meetings using the cnsle The cnsle enables yu t manage the meeting and the rm system features.if yu scheduled a meeting, yu wuld typically sit in frnt f and perate the cnsle during the meeting. During the meeting, yu can shw and use the fllwing tabs n the cnsle: Tab Cntents Actins Cntent Participants The name f the participant wh is currently presenting and the cntent upladed t the meeting including PwerPint files and whitebard sessins A list f participants in the meeting NOTE If there are mre than 30 participants in the meeting, the list f participants desn t appear. Press a cntent item and then click Start Presenting t present the item. Press Stp Presenting when finished. Press a participant s name and then select the apprpriate ptin frm the menu: Mute and unmute the participant s audi Pin the participant s vide t the gallery s that it s always visible Lck r unlck the sptlight n the participant Remve the participant frm the meeting Press Invite Mre Peple t invite additinal participants. Press Mute Audience t mute all participants audi except fr the participant wh is currently presenting. 14

21 CHAPTER 2 SCHEDULING AND CONDUCTING MEETINGS Tab Cntents Actins Display IM Display ptins fr the rm system s interactive flat panels Instant messages (IMs) shared during the meeting In rm systems with ne interactive flat panel, select frm ne f the fllwing ptins: Gallery & Cntent t shw the gallery and shared cntent Gallery t shw nly the gallery Presentatin t shw nly shared cntent Speaker t shw nly the presenting participant s vide Speaker & Cntent t shw the presenting participant s vide and shared cntent In rm systems with tw interactive flat panels, select frm ne f the fllwing ptins: Gallery & Cntent t shw the gallery n ne interactive flat panel and shared cntent n the ther interactive flat panel Speaker t shw the presenting participant s vide n ne interactive flat panel and shared cntent n the ther interactive flat panel Gallery View t shw the gallery acrss bth interactive flat panels Enable Preview t shw the vide frm the rm system camera. Press the input field and then use the n-screen keybard t type an IM. All participants in the meeting can see all IMs. In additin t the tabs, the cnsle cntains a tlbar with the fllwing buttns: Buttn Stp Vide Hld Call Mute Rm Speaker Off Rm Vlume Prcedure Stp the meeting rm s vide. Stp the meeting s vide and mute the audi. Mute the meeting rm s micrphnes. Mute the meeting rm s speakers. Mve the slider t adjust the vlume. 15

22 CHAPTER 2 SCHEDULING AND CONDUCTING MEETINGS Buttn Dial Pad New Whitebard Whitebard Leave Meeting Prcedure Shw a dial pad t use Lync Rm System sftware s phne features (if the Lync infrastructure supprts a POTS bridge). Create a new whitebard file. the whitebard file. Discnnect the rm system frm the Lync meeting (see Ending meetings belw). Ending meetings At the end f the meeting, press Leave Meeting n the cnsle t discnnect the rm system frm the Lync meeting. The Lync meeting ends when all participants have left. 16

23 Chapter 3 Recrding ntes Users can use the interactive flat panel s pens and eraser t write, draw and erase digital ink in a whitebard file. Alternatively, they can use their fingers t write r draw digital ink and their fists r palms t erase it. In additin t writing, drawing and erasing digital ink, users can mve digital ink and ther bjects in the whitebard file and create additinal whitebard files. T pen a whitebard file when in a meeting 1. Press New Whitebard n the cnsle r n ne f the interactive flat panels. 2. Write r draw digital ink. NOTES Remte participants see the whitebard sessin in real time and can add their wn digital ink ntes t it as part f a cllabrative effrt. Remte participants cnnecting t the meeting thrugh sme smart phnes and ther mbile devices are unable t view whitebard sessins due t limitatins f the Lync client sftware fr thse devices. 3. Press Whitebard when yu ve finished t the whitebard file. T pen a whitebard file when nt in a meeting 1. Press Start Whitebard n the cnsle r n ne f the interactive flat panels. 2. Write r draw digital ink. 3. Press Whitebard when yu ve finished t the whitebard file. 17

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25 Chapter 4 Cnnecting cmputers Cnnecting a guest laptp using the vide cnnectin harness 19 Cnnecting a guest laptp using Lync client sftware 20 Cnnecting a rm cmputer 21 Using the SMART Rm System USB Bridge 21 Installing sftware fr the SMART Rm System USB Bridge 22 Cnnecting a cmputer using the SMART Rm System USB Bridge 22 Orientating tuch 23 Yu can cnnect the rm system t a guest laptp (n a temprary basis) r t a rm cmputer (n a permanent basis) t share the cmputer display during a meeting. NOTES Yu can share nly the cmputer s display, nt its audi. Remte participants cnnecting t the meeting thrugh sme smart phnes and ther mbile devices are unable t view shared cmputer displays due t limitatins f the Lync client sftware fr thse devices. Cnnecting a guest laptp using the vide cnnectin harness If the vide cnnectin harness isn t cnnected t a rm cmputer (see Cnnecting a rm cmputer n page 21), yu can use the harness t cnnect yur laptp and share its display. NOTE Yu are unable t share the displays f devices with High-Bandwidth Digital Cntent Prtectin (HDCP). T share a guest laptp s display using the vide cnnectin harness 1. Cnnect the guest laptp t the rm system using the vide cnnectin harness s HDMI cable r VGA cable. 2. If the cnsle prmpts yu t share the display, press Yes. 19

26 CHAPTER 4 CONNECTING COMPUTERS 3. Discnnect the vide cnnectin harness s HDMI cable r VGA cable frm the laptp when yu ve finished. Cnnecting a guest laptp using Lync client sftware Yu can als share yur laptp s display by jining a meeting using Lync client sftware n the laptp. If yu share a PwerPint file during a Lync meeting, ther users can write n the shared PwerPint file. T share a guest laptp s display using Lync client sftware 1. Jin the meeting n the guest laptp using Lync client sftware. 2. If yu re jining the meeting in persn, click Yes when prmpted t cnfirm that yu re in the meeting rm. OR If yu re jining the meeting remtely, click N when prmpted t cnfirm that yu re nt in the meeting rm. T write r draw n a shared PwerPint file 1. Cnnect a guest laptp as described in T share a guest laptp s display using Lync client sftware abve. 2. Click Presentatin, select PwerPint and then share the PwerPint file. NOTE If yu chse t share the PwerPint applicatin rather than a specific PwerPint file, yu are unable t write r draw n the PwerPint file. 3. Click Cntent and then select Take Over as Presenter (n the cnsle). OR Press the mde bar (up r dwn arrw) and then press Yes when prmpted t take ver as the presenter (n interactive flat panels). 4. Press the mde bar, press Anntate and then write r draw using yur finger r ne f the interactive flat panel pens. 5. Press Stp Presenting n the guest laptp when dne. 20

27 CHAPTER 4 CONNECTING COMPUTERS Cnnecting a rm cmputer If yu want t cnnect a rm cmputer t yur rm system, an administratr must enable the Rm PC View feature as described in the SMART Rm System fr Lync administratr s guideresurces fr administratrs n page 9). Yu can then share the rm cmputer s display by pressing the apprpriate cntrls n the cnsle. NOTE The Rm PC View feature is available nly in versins and later f Lync Rm System sftware. T share the rm cmputer s display when in a meeting 1. Ensure that the rm cmputer is cnnected t the rm system and the rm cmputer s vide prt is active. 2. Press Cntent n the cnsle. 3. Press Desktp/Device and then press Start Presenting. The rm cmputer s display appears n ne f the interactive flat panels. 4. Press Desktp/Device and then press Stp Presenting when finished. T share the rm cmputer s display when nt in a meeting 1. Ensure that the rm cmputer is cnnected t the rm system thrugh the vide cnnectin harness s HDMI cable r VGA cable. 2. Press Rm PC View n the cnsle. The rm cmputer s display appears n ne f the interactive flat panels. 3. Press Rm PC View when finished. Using the SMART Rm System USB Bridge The SMART Rm System USB Bridge is an included cmpnent f yur rm system (see SMART Rm System USB Bridge n page 5). When cmbined with the vide cnnectin harness, the SMART Rm System USB Bridge enables yu t cnnect yur laptps r a rm cmputer t the rm system. When yu cnnect the SMART Rm System USB Bridge t a cmputer, yu can interact with the cmputer by tuching the interactive flat panel s surface. NOTE T use the SMART Rm System USB Bridge with yur rm system, yu need Lync Rm System sftware r later. 21

28 CHAPTER 4 CONNECTING COMPUTERS Installing sftware fr the SMART Rm System USB Bridge SMART recmmends that yu install the latest versins f SMART Meeting Pr PE sftware, SMART Ink and SMART Prduct Drivers n all cmputers yu intend t cnnect t yur SMART Rm System using the SMART Rm System USB Bridge. This sftware enables yu t take full advantage f the interactive flat panels features, t interact with applicatins by tuching them and t write r draw digital ink ver cntent. IMPORTANT If yu have a Mac cmputer, yu must install SMART Prduct Drivers t use yur cmputer with the SMART Rm System USB Bridge. T dwnlad and install the latest versins f SMART sftware 1. G t smarttech.cm/dwnlads. 2. Click Chse a versin under SMART Meeting Pr PE (Persnal Editin) sftware and then select the mst recent versin fr yur perating system. 3. Click Dwnlad and then save the installer t a temprary lcatin n yur cmputer. 4. Duble-click the installer. 5. Fllw the n-screen instructins t install SMART sftware. IMPORTANT If yu have a Mac cmputer, yu must dwnlad and install the latest versin f SMART Prduct Drivers. Repeat steps 1 t 5, clicking Chse a versin under SMART Prduct Drivers in step 2. Cnnecting a cmputer using the SMART Rm System USB Bridge Once yu have installed SMART sftware n yur cmputer, yu can cnnect it t yur rm system using the SMART Rm System USB Bridge. The prcedure fr ding s depends n whether Rm PC View is enabled (see Cnnecting a rm cmputer n the previus page). T cnnect a cmputer when Rm PC View is disabled 1. Cnnect the cmputer t the rm system using the vide cnnectin harness s HDMI cable r VGA cable and the SMART Rm System USB Bridge. 2. If the cnsle prmpts yu t share the display, press Yes. 3. If necessary, rientate tuch (see Orientating tuch n the next page). 4. Interact with the cmputer by tuching the interactive flat panel. 5. Discnnect the vide cnnectin harness s HDMI cable r VGA cable and the SMART Rm System USB Bridge frm the laptp when yu ve finished. 22

29 CHAPTER 4 CONNECTING COMPUTERS T cnnect a cmputer when Rm PC View is enabled and yu re in a meeting 1. Cnnect the cmputer t the rm system using the vide cnnectin harness s HDMI cable r VGA cable and the SMART Rm System USB Bridge. 2. Press Cntent n the cnsle. 3. Press Desktp/Device and then press Start Presenting. 4. If necessary, rientate tuch (see Orientating tuch belw). 5. Interact with the cmputer by tuching the interactive flat panel. 6. Press Desktp/Device and then press Stp Presenting when finished. T cnnect a cmputer when Rm PC View is enabled and yu re nt in a meeting 1. Cnnect the cmputer t the rm system using the vide cnnectin harness s HDMI cable r VGA cable and the SMART Rm System USB Bridge. 2. Press Rm PC View n the cnsle. 3. If necessary, rientate tuch (see Orientating tuch belw). 4. Interact with the cmputer by tuching the interactive flat panel. 5. Press Rm PC View when finished. Orientating tuch Yu need t rientate tuch n each cmputer yu cnnect t yur rm system using the SMART Rm System USB Bridge. The prcedure fr rientating tuch differs depending n whether SMART Prduct Drivers is installed n the cmputer. Yu might need t repeat the rientatin prcedure at a later time if tuch isn t accurate. This can happen if yu change the reslutin n the cmputer r cnnect anther cmputer t yur rm system. T rientate tuch when SMART Prduct Drivers is installed 1. Ensure that the cmputer is cnnected t the rm system. 2. Press the SMART Bard icn in the ntificatin area (Windws perating systems) r the Mac menu bar (Mac OS X perating system sftware) and then select Orientate. The rientatin screen appears n the interactive flat panel s display. 23

30 CHAPTER 4 CONNECTING COMPUTERS NOTES If yu cnnect a cmputer that s cnfigured t duplicate the desktp n multiple displays, the rientatin screen appears n bth the interactive flat panel s display and the cmputer s display. If yu cnnect a cmputer that s cnfigured t extend the desktp acrss multiple displays and the rientatin screen appears n the cmputer s display rather than the interactive flat panel s display, press SPACEBAR until the rientatin screen appears n the interactive flat panel s display. 3. Fllw the n-screen instructins t rient tuch. T rientate tuch when SMART Prduct Drivers isn t installed (Windws perating systems nly) NOTE This prcedure varies depending n yur versin f Windws perating system and yur system preferences. 1. Ensure that the cmputer is cnnected t the rm system. 2. Open Cntrl Panel. 3. Press Hardware and Sund and then press Tablet PC Settings. The Tablet PC Settings dialgue bx appears. 4. Select the apprpriate display in the Display drp-dwn list and then press Calibrate. The Calibrate pen r tuch input screens dialgue bx appears. 5. Press Tuch input. The rientatin screen appears. 6. Fllw the n-screen instructins t rient tuch. 24

31 Chapter 5 Trubleshting In mst situatins, yur rm system shuld either be n r turn n autmatically when yu first enter the rm. If the rm system as a whle r any f its cmpnents are nt n r running as expected, cntact yur administratr fr assistance. Yur administratr can refer t the trubleshting chapter in the SMART Rm System fr Lync administratr s guide fr infrmatin n hw t trublesht the rm system (see Resurces fr administratrs n page 9). The fllwing are issues that might arise when yu are using yur rm system and slutins fr thse issues: Issue The Lync Rm System sftware calendar desn t appear n the cnsle and interactive flat panels, r if it indicates that the rm is free fr 24 hurs when yu knw that is has been bked fr meetings. The camera is n but nt recrding vide. Remte participants are unable t hear audi frm the rm. Yu can hear audi frm remte participants, but its it s distrted, r there s feedback. Yu re unable t hear audi frm remte participants. Yu re unable t write r draw digital ink ver a PwerPint file. Slutin There is an issue with the cnnectin between the rm system and yur rganisatin s Micrsft Exchange server. Cntact yur administratr fr assistance. Open the privacy shutter. (The privacy shutter is marked with a red spt t indicate when it s clsed.) Ensure that the micrphnes are nt muted. One r mre f the remte participants audi systems is causing the distrtin r feedback. Mute individual remte participants until yu identify the remte participants with prblematic audi systems. Ask thse remte participants t trublesht their audi systems. Turn up the vlume using the cnsle (see Managing meetings using the cnsle n page 14). Ensure that yu re sharing the PwerPint file (and nt the screen, part f the screen r the PwerPint applicatin) and that permissins are set s that either yu r everyne can write r draw digital ink ver the file. 25

32 CHAPTER 5 TROUBLESHOOTING Issue Vide input frm a cnnected guest laptp r rm cmputer isn t appearing n the interactive flat panels. Slutin D the fllwing: Ensure that the HDMI cable r the VGA cable frm the vide cnnectin harness is prperly cnnected t the cmputer. Ensure thata the device yu re cnnecting t the rm system desn t use HDCP. Fr guest laptps: Ensure that the laptp s external display cnnectr is enabled. NOTE Depending n the laptp, the external display cnnectr might be enabled autmatically r yu might need t press a key n the keybard. See the laptp s dcumentatin fr instructins. If the cnsle prmpts yu t share yur screen with everyne in the meeting, press Yes. Fr rm cmputers: Ensure that the Rm PC View feature is enabled (see Cnnecting a rm cmputer n page 21). On the cnsle, press Cntent, Start Presenting and then Start Presenting (if yu re in a meeting) r Rm PC View (if yu re nt in a meeting). Tuch isn t wrking fr a cnnected guest laptp r rm cmputer. D the fllwing: Ensure that the SMART Rm System USB Bridge is prperly cnnected t the cmputer. Ensure that the necessary sftware is installed n the cmputer (see Installing sftware fr the SMART Rm System USB Bridge n page 22). Orientate tuch (see Orientating tuch n page 23). NOTE If yu cme acrss an issue nt in the abve table, refer t the SMART Rm System fr Lync trubleshting decisin tree and ther trubleshting infrmatin in the SMART knwledge base (see Supprt centre and knwledge base n page 8). 26

33 Appendix A Supprting users with additinal needs Lync Rm System sftware includes the fllwing features t supprt users with additinal needs: High cntrast themes Screen narratr Screen magnifier T apply a high cntrast theme 1. Press Optins n the cnsle. 2. Press Dark Theme t apply a high cntrast theme with light text and graphics n a dark backgrund. OR Press Light Theme t apply a high cntrast theme with dark text and graphics n a light backgrund. Lync Rm System sftware appears in the selected theme. NOTES Sme features f Lync Rm System sftware behave differently when yu apply a high cntrast theme, including the availability f ink clurs. T return t the default theme, press Optins n the cnsle and then press Default Theme. T use the screen narratr 1. Ensure that the speakers are prperly cnnected and wrking. 2. Press Optins n the cnsle and then press Start Narratr. The Micrsft Narratr dialgue bx appears. 27

34 APPENDIX A SUPPORTING USERS WITH ADDITIONAL NEEDS 3. Set the cntrls in the Micrsft Narratr dialgue bx. TIP Fr mre infrmatin n the cntrls in the Micrsft Narratr dialgue bx, press Quick Help. 4. Use the screen narratr t read text n the screen. T use the screen magnifier 1. Press Optins n the cnsle and then press Start Magnifier. The Magnifier tlbar appears. 2. Set the cntrls in the Magnifier tlbar. TIP Fr mre infrmatin n the cntrls in the Magnifier tlbar, press Help. 3. Use the screen magnifier t magnify text and graphics n the screen. 28

35 Appendix B Hardware envirnmental cmpliance SMART Technlgies supprts glbal effrts t ensure that electrnic equipment is manufactured, sld and dispsed f in a safe and envirnmentally friendly manner. Waste Electrical and Electrnic Equipment and Battery regulatins (WEEE and Battery Directives) Electrical and electrnic equipment and batteries cntain substances that can be harmful t the envirnment and t human health. The crssed-ut wheeled bin symbl indicates that prducts shuld be dispsed f in the apprpriate recycling stream and nt as regular waste. Batteries The remte cntrls fr SMART Bard 8070i-G4 and 8084i-G4 interactive flat panels cntain 1.5V AAA batteries. Recycle r dispse f batteries prperly. Mre infrmatin See smarttech.cm/cmpliance fr mre infrmatin. 29

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37 Index A E accessibility 27 accessries 5 ad hc meetings 13 anntatins 20 audi prcessr 5 audi, sharing 2 B batteries 29 C cable tracking 6 calendar 12 calls 13 cameras 4 cllabratin 3 cmputers See laptps cnsles abut 4 managing meetings with 14 D dial pad 13, 16 digital ink 20 digital pan, tilt and zm 4 displays cnsles See cnsles interactive flat panels See interactive flat panels dcumentatin 8 drawing 20 DViT technlgy extra large rms 8 extra small rms 6 F field f view 4 G gallery f participants 15 guest laptps See laptps H HDCP 19, 21 HDMI 5, 26 high cntrast themes 27 I ink 20 instant messaging 15 interactive flat panels 4 K keybard See n-screen keybard knwledge base 8 L laptps 5, 19, 26, See als rm cmputers large meetings 14 large rms 7 31

38 INDEX Lync appliances 4 Lync infrastructure 2 Lync Rm System sftware abut 2 using 11 M phne features 13, 16 presence detectin sensrs abut 3 turning n the rm system with 12 privacy 4 R magnifier See screen magnifier media, enabling in PwerPint files 20 medium rms 7 meetings cnverting existing meetings t Lync meetings 12 ending 16 managing with the cnsle 14 presenting cntent during 17, 19 scheduling 11 starting 12 micrphnes abut 5 cnnecting additinal 6 muting 15 Micrsft Lync appliances See Lync appliances Micrsft Lync infrastructure See Lync infrastructure Micrsft Lync Rm System sftware See Lync Rm System sftware Micrsft Outlk 11 Micrsft PwerPint 3, 20 mute 15 N narratr See screen narratr O n-screen keybard 15 Outlk See Micrsft Outlk P participants, meeting 14 rm cmputers 5, 21, 26, See als laptps rm systems abut 2 accessries fr 5 cmparing 6 cmpnents f 3 features f 2 turning n 12 using 11 S screen magnifier 28 screen narratr 27 screens cnsles See cnsles interactive flat panels See interactive flat panels shutters, camera 4 small rms 7 SMART Bard interactive flat panels See interactive flat panels SMART Rm System USB Bridge abut 5 cnnecting a rm cmputer t 21 installing sftware fr 22 rientating tuch 23 SMART Rm Systems See rm systems speakers abut 5 muting 15 special needs 27 startup 2, 12 supprt 8 T themes 27 32

39 INDEX tuch panels See interactive flat panels training 8 trubleshting 25 tutrial 8 U USB Bridge See SMART Rm System V USB Bridge VGA 5, 26 vide cnnectin harness 5 vides 2, 15, See als cameras vlume 15 W wall stand kits 6 WEEE and Battery Directives 29 whitebard feature 3, 17 writing 20 33

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42 SMART TECHNOLOGIES smarttech.cm/supprt smarttech.cm/supprt/entsupprt