Polycom Cheat Sheet
Prime Directive: DO NOT UNPLUG ANY CABLES
NEATLY PUT EVERYTHING AWAY WHEN DONE
1. Set up the laptop first by plugging in all the appropriate cables: network, audio, polycom/data cable and Smart Board (if needed). DO NOT turn on the laptop until the projector has been turned on. This allows the laptop to locate the projector on boot and will likely result in instant connection so that step 4 and be omitted.
2. Turn on the ceiling mounted LCD projector at the wall switch near the television.
3. Turn on the laptop and then the television. After warm up, the television should display the camera image of room 376. If for some reason it does not, turn off the Polycom main unit (green lit button) wait a few seconds and turn it back on. You should see the camera image on the TV.
4. If the Polycom does not connect to your laptop, hold down the FN (function) key and tap your F8 key on the laptop. This is for Dell laptops only. Others may use a different function button.
5. If we are hosting the meeting the other Polycom users will dial in to us.
a. The Polycom connects to only three (3) remote sites; if additional sites are required, you must make a reservation (3 days in advance) with Video Conferencing : http://video.ufl.edu/conferencing.html
b. If you need to join a meeting, use the directory button on the remote to find the listing of the department conducting the meeting or request the IP address ahead of time. After finding the department's in the directory hit call, or type the IP address and press the enter/call button to connect.
c. SFRC's IP number is located on a tag on top of the desk. To search for IP address within the IFAS system, go to http://video.ifas.ufl.edu/.
6. Once the first person connects, tap the Mute button on the Polycom remote to un-mute the microphones above the table. If the light on mikes is red they are muted.
7. If the remote users are unable to see your laptop presentation tap the blue button on the Polycom unit (connected to the data link cable) to link the laptop to the other Polycom users. Use the blue button on the Polycom cable only when using the laptop computer for data feed.
8. To redirect the Polycom camera, tap the appropriate numeric button for preset Fields of View:
0 = Camera focuses on the whole
conference room
1 = Camera focuses on the current speaker – be mindful of the delay.
2 = Camera focuses on the blackboard.
9. Once the conference is finished, have the laptop user log off and then close the laptop.
10. Turn off the projector and the television. DO NOT turn off the Polycom system.
11. Unhook the cables from the laptop. Coil them up nicely and put away.
12. The department laptop and Polycom remote should come directly back to the SFRC or the WEC offices (where initially obtained) immediately after your meeting."