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Videoconferencing: Basic Equipment Setup

Videoconferencing Menu

The SOE videoconferencing equipment consists of three major parts (with a fourth major part added to the mix at OUP):

Part One: Tandberg Camera/Codec

This is the camera unit that sits atop the large plasma monitors. The camera codec (the base unit) should be left on at all times and should not be moved or touched in any way. If the lens needs cleaning (for example, because of dust), carefully wipe it with a dry, soft rag.

 
tandberg camera showing on switch

If you need to reboot the codec, there is a small switch on the back right of the codec base. You may need to reboot the codec if you can't see your laptop on the SMART Board. To reboot, simply turn the switch off, wait about one minute, and turn it back on. The unit will take about 2 minutes to warm up after a reboot.

See Part Four, below.

Tandberg Remote

The remote for the Tandberg camera can be identified by the five buttons arranged in a semicircle at the top of the remote. You will use this remote frequently during a videoconference for various purposes. The remote is velcroed to the right side of the plasma monitor and should be returned there after use.

Learn more about using the Tandberg remote during a videoconference.

Part Two: Panasonic Monitors

There are two 50" Panasonic plasma monitors in Gruening 717 and one 50" plasma monitor in OUP 160. The SMART Board in at OUP acts as the second monitor. The plasma monitors should not be turned off or adjusted in any way.

The plasma monitors will go into sleep mode when not in use. Never turn the monitors off. To wake them, press the OK button on the Tandberg remote.

When you are participating in a videoconference, the monitor on the left shows you the distance participants and the monitor on the right shows you what the distance participants are seeing. The latter could be the local feed from the Tandberg camera, the feed from your computer, or the feed from the DVD/VHS player depending on which you choose.

Part Three: DVD/VHS Player

The Sony DVD/VHS player can play videos that can be seen by the distance participants. It may also be used to record videoconference sessions. You can also use the DVD/VHS player to play videos for your local class only, even if you are not using the videoconferencing equipment.

If you are not using the DVD/VHS player for a videoconference, it's best to leave it off.

The remote for the DVD/VHS player is velcroed to the machine itself.

Part Four: SMART Board (OUP only)

The SMART Board/overhead projector functions as the second monitor at OUP. The overhead projector should be turned on during videoconference sessions whether or not you plan to use the SMART Board. The projector provides a view of what the distance participants are seeing, which could be the feed from the Tandberg camera, the feed from your laptop, or the feed from the DVD/VHS player.

Using the SMART Board During a Videoconferencing Session

Mitsubishi remote diagram
  1. Using the Mitsubishi (overhead projector) remote, turn on the overhead projector by pressing the blue Power (ON) button once. See diagram at left. It takes 20 - 30 seconds to warm up, so do not press the button again.
  2. If the Panasonic plasma monitor is asleep, wake it by pressing the OK button on the Tandberg remote. Do not try to turn the monitor on or off. If the system is in "Self-View"--that is, you see the camera image projected on both screens--press the Self View button on the Tandberg remote once to exit Self View mode.
  3. Click the Cancel button on the Tandberg remote to dismiss the on-screen menus on the plasma monitor, if they are present.
  4. Connect your computer to the SMART Board/projector as you normally would. Skip's Tips has directions for using the SMART Board with your laptop. Make sure and use the DVI-I cable. It is flagged "FOR VIDEOCONFERENCE USE." MacBook Pros will not need an adapter; MacBooks will need to use the attached adapter.
  5. Click the DVI button on the Mitsubishi remote to select the correct input for viewing your computer on the SMART Board. See diagram at left.
  6. Press the blue Presentation button on the Tandberg remote. This will project your laptop onto the SMART Board surface.
  7. When you are done, allow the plasma monitor to sleep. Do NOT turn the plasma monitor off.
  8. Disconnect your laptop and turn the overhead projector off by pressing the blue Power (ON) button once, waiting 1 second, and pressing it again.

TROUBLESHOOTING: If you do not see your laptop projected on the SMART Board, you may need to restart your computer or the Tandberg codec. Follow these steps:

  1. Restart your laptop with the DVI cable still plugged in. Press the blue Presentation button on the Tandberg remote. If you still do not see your laptop projected, go to Step Two.
  2. Reboot the Tandberg codec. See Part One, above, for the location of the switch. When the camera image reappears, press the blue Presentation button on the Tandberg remote.

The SMART Board will not work if the Panasonic plasma monitors are turned off. Never turn off the Panasonic monitors.

Using the SMART Board Without the Videoconferencing system

The SMART Board at OUP can be used without using the videoconferencing system. Follow these steps:

Mitsubishi remote diagram
  1. Using the Mitsubishi (overhead projector) remote, turn on the overhead projector by pressing the blue Power (ON) button once. See diagram at left. It takes 20 - 30 seconds to warm up, so do not press the button again.
  2. Connect your computer to the SMART Board/projector as you normally would. Skip's Tips has directions for using the SMART Board with your laptop. Make sure and use the VGA cable. It is flagged "FOR USE WITH OVERHEAD PROJECTOR (NO VIDEOCONFERENCING)." Adapters for various Mac laptops are attached to the cable. Most Windows laptops will not need an adapter.
  3. Click the COMPUTER 1 button (#1, at left) on the Mitsubishi remote to select the correct input for viewing your computer on the SMART Board.
  4. When you are done, disconnect your laptop and turn the overhead projector off by pressing the blue Power (ON) button once, waiting 1 second, and pressing it again.