Yealink VC 400 User Manual
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Yealink VC 400 User Manual

Yealink VC 400 User Manual

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  • Page 2 Copyright © 2016 YEALINK(XIAMEN) TECHNOLOGY CO., LTD. Copyright © 2016 Yealink(Xiamen) Technology CO., LTD. All rights reserved. No parts of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, photocopying, recording, or otherwise, for any purpose, without the express written permission of Yealink(Xiamen) Technology CO., LTD.
  • Page 3 WEEE must not be regarded as unsorted municipal waste and must be collected and disposed of separately by a competent authority. We are striving to improve our documentation quality and we appreciate your feedback. Email your opinions and comments to DocsFeedback@yealink.com.
  • Page 4 Yealink VC400 video conferencing system firmware contains third-party software under the GNU General Public License (GPL). Yealink uses software under the specific terms of the GPL. Please refer to the GPL for the exact terms and conditions of the license.

  • Page 5: About This Guide

    About This Guide Thank you for choosing the Yealink VC400 full HD video conferencing system. It supports 1080P full-HD video conferencing and includes outstanding features such as good compatibility, easy deployment and intelligent network adaptability. This makes it the perfect choice for SMEs.
  • Page 6 User Guide for the VC400 Video Conferencing System Placing a Call Using the Remote Control on page  The following sections are new for this version: Web Screen on page  Hiding Icons in a Call on page  Chairman-Mode Conference on page ...

  • Page 7: Table Of Contents

    Table of Contents About This Guide ..............v In This Guide ......................... v Summary of Changes ......................v Changes for Release 21, Guide Version 21.20 .............. v Changes for Release 21, Guide Version 21.15 ..............vi Changes for Release 20, Guide Version 20.1 ..............vi Table of Contents ..............
  • Page 8 User Guide for the VC400 Video Conferencing System Language ......................... 44 Time & Date ........................46 Key Tone ........................... 48 Web Screen ........................49 Volume Settings ....................... 50 Meeting Password ......................52 Meeting Whitelist ......................53 Hiding Icons in a Call ..................... 54 Directory ..........................

  • Page 9: Table Of Contents

    Table of Contents General Issues ........................122 Camera Issues ........................124 Display Issues ........................124 Video & Audio Issues ....................... 125 System Maintenance ....................... 126 Regulatory Notices ............... 133 Service Agreements ......................133 Limitations of Liability ...................... 133 Safety Instructions ......................133 Restriction of Hazardous Substances................

  • Page 11: Overview

    The following items are included in your package. If you find that anything is missing, contact your system administrator. We recommend that you use the accessories provided or approved by Yealink. The use Note of unapproved third-party accessories may result in reduced performance.
  • Page 12 User Guide for the VC400 Video Conferencing System VCP40 Video Conferencing Phone  L-Bracket (for installing the camera)  Camera Mounting Accessories  VCR10 Remote Control  AAA Batteries× 2  Power Adapter ...
  • Page 13 Overview Cables  Velcro× 2  Cable Ties× 7  Quick Start Guide  Check the list before installation. If you find that anything is missing, contact your system administrator. The following item is optional. You should purchase it separately if necessary. The CPE80 expansion microphone is used for expanding the audio pickup range.

  • Page 14: Vcc18 Hd Camera

    User Guide for the VC400 Video Conferencing System CPE80 Expansion Microphone  Before installing and using theVC400 video conferencing system, you need to be familiar with the following system components, including: VC400 Codec  VCC18 HD Camera  VCP40 Video Conferencing Phone ...
  • Page 15 Overview VC400 codec front panel VC400 codec back panel Port Name Description Power Button Powers the system on or off. ① Indicates different system statuses. For more ② LED Indicator information, refer to LED Instructions on page17. Inserts a USB flash drive to one of the two USB port for storing screenshots and recording videos.
  • Page 16 User Guide for the VC400 Video Conferencing System Port Name Description Connects to a PC for sharing documents or videos ④ during a call. ⑤ Camera Connects to a camera. Connects to a display device for displaying video images. Display1 ⑥...
  • Page 17 Overview Port Name Description Indicates different system statuses. For more ① LED Indicator information, refer to LED Instructions on page17. The back of VCC18 HD camera Port Name Description Connects to the Camera port on the VC400 codec ② Camera using a DVI cable.
  • Page 18 User Guide for the VC400 Video Conferencing System Infrared Sensor The infrared sensor is located within the Yealink logo. Aim the remote control at the camera IR sensor to operate the unit.
  • Page 19 Overview The VCP40 video conferencing phone supports 360-degree audio pickup to achieve ultra-HD voice. Connect the VCP40 phone to the VC400 codec. It can work as an audio device for the system. You can also place calls, answer calls or view directory and history on the VCP40 phone.
  • Page 20 User Guide for the VC400 Video Conferencing System System component instructions of the VCP40 phone are: Item Description Shows information about calls, messages, soft keys, time, date and other relevant data: • Call information—call duration LCD Screen ① • Icons (for example, •...
  • Page 21 Overview connected to a video conferencing phone. CPE80 is a directional microphone. Its coverage range is a 120 degree. Always ensure that the speaker faces the expansion microphone. Item Description ① Mute Indicator LED Toggles and indicates mute feature. Microphone Transmits sound to other phones.
  • Page 22 User Guide for the VC400 Video Conferencing System The VCR10 remote control provides 3 shortcut keys. It can help users to organize conference easily with intuitive and efficient operation in all screens. Hardware components of the remote control: Item Description ①...
  • Page 23 Overview Item Description Located at the bottom right of the screen. Label identifies context-sensitive features. ④ Blue Shortcut Key In the idle screen, this is used to save and check the camera preset position, and corresponds to the Preset soft key. ⑤...
  • Page 24 (flashing) Camera is not connected (flashing) SIP account is registered H.323 account is registered Yealink Yt is registered Lowercase letters input mode of the on-screen keyboard Uppercase letters input mode of the on-screen keyboard Characters input mode of the on-screen...
  • Page 25 Overview Icon Description Missed calls Volume is 0 Do not disturb Do not disturb during a call Call mute Call encryption Call Hold Output volume is 0 during a call The content of the local camera Focus content Camera position Record a video Dialed calls (Common account) Dialed calls (Cloud account)
  • Page 26 SIP account is not registered successfully) H.323 account is registered (the icon flashes when the H.323 account is not registered successfully) Yealink Cloud account is registered Auto answer Do not disturb Call is muted Volume is 0 A USB flash drive is inserted in the port on...
  • Page 27 Overview Icon Description Conference call Dialed calls (Common account) Dialed calls (Cloud account) Received calls (Common account) Received calls (Cloud account) Missed calls (Common account) Missed calls (Cloud account) Indicator LED on the VC400 codec: LED Status Description The VC400 codec is powered on. Solid green The VC400 codec is upgrading firmware.

  • Page 28: Remote Control

    User Guide for the VC400 Video Conferencing System LED Status Description Flashing red The phone is ringing. The phone is placing a call. Solid green There is an active call on the phone. The phone is idle. The phone is not connected to the VC400 codec correctly.
  • Page 29 Overview Remote Control on page 12. The Advanced option is only accessible to the administrator. The default administrator password is “0000”. For more information on how to view, enter and edit the menu settings on the display device, refer to Navigating Menus on the Display Device page Entering Data and Editing Fields...
  • Page 30 User Guide for the VC400 Video Conferencing System The following table shows documentations available for the VC400 video conferencing system. Name Contents Where found Language Yealink VC400 Video System installation Conferencing On the website/ and network English/Chinese System Quick Start...

  • Page 31: Getting Started

    If dual screen mode is required, you can connect secondary display device to the Display2 port. Because DVI cable is tailor-made, please use the Yealink-supplied DVI cable. To prevent shock, do not connect the power adapter and turn on the power before...
  • Page 32 Connect the DC19V port on the VC400 codec to an AC power outlet with the supplied power adapter and power cord. Note The VC400 video conferencing system should be used with Yealink original power adapter (19V/3.42A) only. The use of the third-party power adapter may cause the damage to the system.
  • Page 33 Getting Started You can fasten all cables with cable ties after all devices are connected. You can choose to mount the camera on your TV or a wall, depending on your actual needs. Mounting the camera on a TV When the thickness of your TV is between 35-120 mm, you can mount the camera on your TV.
  • Page 34 User Guide for the VC400 Video Conferencing System Do the following: Punch holes in the wall and then insert the expansion bolts. Installation location of the expansion bolts and punching requirement are shown above. Lock the L-bracket with the M3× 8 screws. Adjust the screws position and manually lock them.
  • Page 35 Getting Started Lock the camera to the L-bracket, and then connect the other end of the DVI cable to the VC400 codec. Do the following: Open the battery cover on the back of the remote control. Insert the batteries with correct polarity. Replace the battery cover.
  • Page 36 User Guide for the VC400 Video Conferencing System If your video conferencing room is large, you can add an extra CPE80 expansion microphone to the MIC port on the VCP40 phone to expand the audio range of the conference phone. VCP40 phone has two MIC ports. This allows you to connect a CPE80 expansion microphone to one of the ports, depending on the location of the speaker.
  • Page 37 Getting Started the system. Press any button on remote control to cancel”. Press again to power off the system or press any button on the remote control to cancel. When you first start up or reset the system, the display device will display the setup wizard.
  • Page 38 (Next soft key) to continue or press (Previous soft key) to return to the previous screen. Edit the site name. The default site name is ”Yealink VC4000”. Press (Next soft key) to continue or press (Previous soft key) to return to the previous screen.
  • Page 39 Getting Started The default administrator password is “0000”. For security reasons, the administrator should change the default administrator password as soon as possible. Note Do remember the new administrator password or keep a copy of the password in a safe system place.
  • Page 40 (Next soft key) to continue or press (Previous soft key) to return to the previous screen. 12. (Optional) Sign into the Yealink Cloud account. Yealink Cloud feature is on by default. User can press (Complete soft key) to skip this step to complete the setup wizard directly.
  • Page 41 If your system is not registered, you may have to register it. For more information on Yealink VC400 & VC120 Video how to register an account for the system, refer to...
  • Page 42 User Guide for the VC400 Video Conferencing System Conferencing System Administrator Guide Idle screen of the display device If the system starts up, the idle screen will be shown. The following figure is an example of the idle LCD screen: Name Description The time and date are displayed on the left of...
  • Page 43 Registered account more information, refer to VC120 Video Conferencing System Administrator Guide When the VC400 system is registered with a Yealink Cloud account, the account icon Yealink For more information, refer to VC400 & VC120 Video Conferencing System Administrator Guide Video image Video image is displayed.
  • Page 44 User Guide for the VC400 Video Conferencing System Idle screen of the VCP40 phone Name Description Status icon Displays the phone‟s status icon. Displays four soft keys. History: Enters the History screen.  Directory: Enters the Directory screen.  Soft Keys DND: Enables or disables the Do Not ...
  • Page 45 Getting Started If you want to You can Select an option from the From the pull-down list, Press to scroll pull-down list. to the setting and then press Enable or disable features. Press The on-screen keyboard supports English and Russian input methods. You can enter characters using the input method only when the input method is enabled.
  • Page 46 User Guide for the VC400 Video Conferencing System Click Confirm to accept the change. To change keyboard input method: Press (Keyboard soft key). The display device appears the on-screen keyboard. Press (abc soft key) to change the input method. You can enter data and edit fields using the keypad on the remote control or the on-screen keyboard on the display device: To enter or edit data: Select the field.
  • Page 47 Network status (LAN type, IP address, MAC, subnet mask, gateway and DNS server,  public IP address can also be viewed if the static NAT is enabled) Account status (register status of SIP account , H.323 account and Yealink Cloud  account) Camera (status, device model, SPEC, hardware version and serial number) ...
  • Page 48 User Guide for the VC400 Video Conferencing System To view the system status via the remote control: Press (Menu soft key). The display device shows the Status menu. Press to select the desired list. Press to view the specific information. To view the system status via web user interface: Click Status.
  • Page 49 Getting Started The system status is displayed on the web user interface. To view the system status via phone user interface: Press Press to select the desired list. Press or the Enter soft key to view the specific information.
  • Page 50 User Guide for the VC400 Video Conferencing System...

  • Page 51: Customizing The Vc400 Video Conferencing System

    Customizing the VC400 Video Conferencing System You can customize your VC400 video conferencing system by personally configuring certain settings, for example, site name, time & date and language. You can add contacts to the local directory manually or from the call history. This chapter provides basic operating instructions for customizing your system.

  • Page 52: Backlight

    User Guide for the VC400 Video Conferencing System Press to scroll to Automatic Sleep Time, and then press Select desired time from the pull-down list of Automatic Sleep Time. If Always On is selected, the system will not enter the sleep mode automatically. Press (Save soft key) to accept the change.
  • Page 53 Customizing the VC400 Video Conferencing System Select the desired value from the pull-down list of Backlight Time. Click Confirm to accept the change. Site name is displayed on the status bar of the display device and VCP40 phone. You can make an IP address call to the other party, the system site name will be displayed on the remote display device.
  • Page 54 User Guide for the VC400 Video Conferencing System Edit the site name. Press (Save soft key) to accept the change. Site name is configurable via web user interface at the path Setting->General->Site Name. The default language of the display device is English, and you can change it via the remote control.

  • Page 55: Language

    Customizing the VC400 Video Conferencing System Select the desired language from the pull-down list of Language. Press (Save soft key) to accept the change. Text displayed on the display device and VCP40 phone LCD screen will change to the selected language. To change the language for the web user interface: Click on Language at the top right corner of the web page.
  • Page 56 User Guide for the VC400 Video Conferencing System The time and date are displayed on the LCD screen of the VCP40 phone and display device. You can configure the system to obtain the time and date from the SNTP (Simple Network Time Protocol) server automatically.
  • Page 57 Customizing the VC400 Video Conferencing System When Automatic is selected, the system will use daylight saving time corresponding to the selected time zone. 10. Press (Save soft key) to accept the change. Note Please refer to Appendix A - Time Zones for the list of available time zones on the system.
  • Page 58 User Guide for the VC400 Video Conferencing System 10. Select the desired secondary from the pull-down list of Secondary. 11. Press (Save soft key) to accept the change. Time and date is configurable via web user interface at the path Setting->Date&Time. You can enable the key tone feature to play a key tone when you press any key on the remote control.

  • Page 59: Key Tone

    Customizing the VC400 Video Conferencing System Press to scroll to Key Tone, and then press to enable or disable this feature. Press (Save soft key) to accept the change. Key tone is configurable via web user interface at the path Setting->General-> Key Tone.
  • Page 60 User Guide for the VC400 Video Conferencing System Press to scroll to Web Screen, and then press to enable or disable this feature. Press (Save soft key) to accept the change. To watch video images via the web user interface at the path Home. You can use the remote control or VCP40 phone to adjust the ringer volume of the system when it is idle or ringing.
  • Page 61 Customizing the VC400 Video Conferencing System The current ringer volume of the system is displayed on the left of the display device. Press on the VCP40 phone to adjust the ringer volume. The LCD screen of the VCP40 phone displays the current ringer volume. The display device will display the ringer volume simultaneously.

  • Page 62: Meeting Whitelist

    User Guide for the VC400 Video Conferencing System The current receiver volume of the system is displayed on the left of the display device. Press on the VCP40 phone to adjust the receiver volume. The LCD screen of the VCP40 phone displays the current receiver volume. The display device will display the receiver volume simultaneously.
  • Page 63 Customizing the VC400 Video Conferencing System To configure the meeting password via the remote control: Press (Menu soft key) to enter main menu. Press to select the Basic menu. Press to scroll to Meeting Password, and then press Check the Meeting Password checkbox. Enter the meeting password in the Password field.
  • Page 64 User Guide for the VC400 Video Conferencing System Enter the user‟s IP , account or domain name in the Meeting White Number List field. Click Add. Repeat step 2-3 to add more numbers to the meeting whitelist. To delete the meeting whitelist numbers via web user interface: Click on Directory->Meeting Whitelist.
  • Page 65 If you sign into the Yealink Cloud account, Cloud directory will display in your directory menu. The Cloud directory is created by your Cloud enterprise administrator. Only Cloud enterprise administrator can add, edit and delete Yealink Cloud contacts on the Yealink web management service, these operations will update to VC400 automatically.

  • Page 66: Placing Calls To Contacts

    User Guide for the VC400 Video Conferencing System This chapter provides operating instructions for the directory. Topics include: Adding Contacts  Placing Calls to Contacts  Editing Contacts  Deleting Contacts  Searching for Contacts  Search Source List in Dialing ...
  • Page 67 Customizing the VC400 Video Conferencing System Select the desired contact bandwidth from the pull-down list of ContactBandwidth. The default contact bandwidth is Auto. The system will select the appropriate bandwidth automatically Press (Save soft key) to save the local contact. Note If the contact already exists in the directory, the display device will prompt “Contact already exists!”.
  • Page 68 Directory. You can place calls to local contacts or conference contacts via the remote control, VCP40 phone or web user interface. If you sign into the Yealink Cloud account, you can also place calls to Cloud contacts. To place a call to a local contact or Cloud contact via the remote control: Press (Call soft key).
  • Page 69 Customizing the VC400 Video Conferencing System If multiple numbers are stored for the contact, press to highlight the desired number, and then press to dial out the number. To place a call to a conference contact and create a conference: Press (Call soft key).
  • Page 70 User Guide for the VC400 Video Conferencing System If multiple numbers are stored for the contact, press the Enter soft key or to view the contact numbers. Press to highlight the desired number. Press the Send soft key, to call the contact. To place a call to conference contact via the VCP40 phone: Press the Directory soft key to enter the Directory list.
  • Page 71 Customizing the VC400 Video Conferencing System You can select Add New Number to add new numbers for the contact. Press (Save soft key) to accept the change or press (Back soft key) to cancel. To edit a conference contact via the remote control: Press (Call soft key).
  • Page 72 User Guide for the VC400 Video Conferencing System Press (Save soft key) to accept the change or press (Back soft key) to cancel. Editing contacts is configurable via web user interface at the path Directory->Local Directory. You can delete local contacts or conference contacts via the remote control or web user interface.
  • Page 73 Customizing the VC400 Video Conferencing System You can search local contacts or conference contacts via the remote control or web user interface. If you sign into the Yealink Cloud account, you can also search for Cloud contacts. To search for contacts via the remote control: Press (Call soft key).
  • Page 74 User Guide for the VC400 Video Conferencing System If you want to match the Cloud Contacts and LADP list, make sure the Cloud Contacts and LDAP are configured already. For more information on how to configure Cloud Contacts and LDAP , contact your system administrator. To configure search source list in dialing via web user interface: Click on Directory->Setting.
  • Page 75 Customizing the VC400 Video Conferencing System Press to select the desired contact, and then press to call the contact. You can import or export the contact list to share contacts between different systems or between system and application software (e.g., Outlook). The VC400 video conferencing system only supports the XML and CSV format contact lists.
  • Page 76 User Guide for the VC400 Video Conferencing System Click Browse to locate a contact list file (file format must be *.xml) from your local system. Click Confirm to import the contact list. The web user interface prompts “The original contact will be covered, continue?”. Click Confirm to complete importing the contact list.
  • Page 77 Customizing the VC400 Video Conferencing System The web user interface is shown as below: (Optional.) Check the The first line as the title checkbox. It will prevent importing the title of the contact information which is located in the first line of the CSV file. (Optional.) Check the Delete Old Contacts checkbox.
  • Page 78 User Guide for the VC400 Video Conferencing System If number1/2/3 is selected, this column will be imported to the system as the contact‟s number. Click Confirm to complete importing the contact list. The web user interface prompts “Contacts imported successfully!”. The display name must be imported to the system.
  • Page 79 Customizing the VC400 Video Conferencing System To configure the history record feature via the remote control: Press (Menu soft key) to enter main menu. Press to select the Call Features menu. Press to scroll to History Record, and then press to enable or disable this feature.
  • Page 80 User Guide for the VC400 Video Conferencing System If the call history is more than one page, you can press to turn pages. To view call history via the VCP40 phone: Press the History soft key. The VP40 LCD screen displays all call records. Press soft key to switch between All Calls, Missed Calls, Placed Calls, and Received Calls list.
  • Page 81 Customizing the VC400 Video Conferencing System Press to select the desired call history. If the call history is more than one page, you can press to turn pages. Press To place a call from the call history list via the VCP40 phone: Press the History soft key.
  • Page 82 User Guide for the VC400 Video Conferencing System If the call history is more than one page, you can press to turn pages. Press (Delete soft key) to delete the entry. To clear call history via the remote control: Press (Call soft key).
  • Page 83 Customizing the VC400 Video Conferencing System The display device prompt ”Delete all records?”. Press to select OK. Press to clear the call history. Press (Call soft key). Press to select the History menu. The display device shows recent call history. Press to select the desired call history.
  • Page 84 User Guide for the VC400 Video Conferencing System If the call history is more than one page, you can press to turn pages. Press (Add to Contact soft key). Enter contact name in the Name field. You can add more than one number for the contact. For more information, refer to Adding Contacts on page 56.
  • Page 85 Customizing the VC400 Video Conferencing System Press to select the Call Features menu. Press to scroll to Call Protocol, and then press Select desired type or Auto from the pull-down list of Call Protocol. Press (Save soft key) to accept the change. Call protocol is configurable via web user interface at the path Setting->Call Features->Call Protocol.
  • Page 86 User Guide for the VC400 Video Conferencing System To configure the uplink and downlink bandwidth via the remote control: Press (Menu soft key) to enter main menu. Press to select the Call Features menu. Press to scroll to Bandwidth Settings, and then press Select desired bandwidth from the pull-down list of Uplink Bandwidth.
  • Page 87 Customizing the VC400 Video Conferencing System The system supports the following audio devices: Auto (audio output device with the highest priority is selected automatically)  VCS Phone (VCP40 phone)  HDMI (built-in speakerphone of the display device)  Line Output (speakerphone connected to the Line Out port on the VC400 codec) ...
  • Page 88 User Guide for the VC400 Video Conferencing System Audio->Audio Output. The system supports the following audio input devices: Auto (select the audio input device with the highest priority)  Line Input (microphone connected to the Line In port on the VC400 codec) ...

  • Page 89: Audio Input Device

    Customizing the VC400 Video Conferencing System During a video training for main office and branch office, both offices need to hear the video sound, you can select this option. Press (Save soft key) to accept the change. Audio input device is configurable via web user interface at the path Setting->Video & Audio->Audio Input.
  • Page 90 User Guide for the VC400 Video Conferencing System To configure Far-end Camera Control via the remote control: Press (Menu soft key) to enter main menu. Press to select the Video & Audio menu. Press to scroll to Far-end Camera Control, and then press Press to scroll to Far Control of Camera, and then press to enable or...

  • Page 91: Placing Multiple Calls

    Using the VC400 Video Conferencing System The VC400 video conferencing system can be used to place calls, answer calls, or conduct a conference call. You can switch layout, record videos or capture screenshots during a call. This chapter provides basic operating instructions for the VC400 video conferencing system.
  • Page 92 User Guide for the VC400 Video Conferencing System If the system fails to call, you can troubleshoot the problems according to the following prompts: Prompts Description Remote system rejects your SIP call.  Remote system does not answer your SIP call. ...
  • Page 93 Press Note If you want to place a call to a Yealink Cloud contact who is in the same enterprise directory as you, you can enter the extension (the last four Cloud number) to place a call. If you want to place a call to a Cloud contact who is in different enterprise directory from you, you should enter 9-digit Cloud number to place a call.
  • Page 94 User Guide for the VC400 Video Conferencing System To place a call using the VCP40 phone: Enter the desired number using the keypad. Press or the Send soft key. To place a call via web user interface: Log into the web user interface. Click Home.
  • Page 95 Using the VC400 Video Conferencing System To place multiple calls via the VCP40 phone: Enter the desired number using the keypad. When the first party answers the call, press New Call soft key to place a new call. Enter the number of the secondary party, and then press or the Send soft key.
  • Page 96 User Guide for the VC400 Video Conferencing System The conference organizer authorizes a single member to speak via the remote control: Press (Preside soft key) during a chairman-mode conference. Press to select Single Speaker, and then press The display device shows all conference members. Press the navigation key to select the desired member.
  • Page 97 Using the VC400 Video Conferencing System Do one of the following: Press (Select soft key) to authorize the member to speak. All the other members are muted and the mute icon appears on their video images. The authorized video image is shown in a big size format, and other video images are shown in small sizes.
  • Page 98 User Guide for the VC400 Video Conferencing System Press (Full Screen soft key) to authorizes the member to speak. All the other members are muted. The authorized video image is shown in full size. Press (Cancel soft key) to cancel. Multi Speaker Conference organizer authorizes multiple members to speak, and all the other members are muted.
  • Page 99 Using the VC400 Video Conferencing System The conference organizer authorizes multiples members to speak via the remote control: Press (Preside soft key) during a chairman-mode conference. Press to select Multi Speaker, and then press The display device shows all conference members. Press the navigation key to select the desired member, and then press (Select soft key).
  • Page 100 User Guide for the VC400 Video Conferencing System icon appears on the selected video images. Do one of the following: Press to scroll to Complete, and then press to authorizes the selected members to speak. When two conference members are authorized, the authorized video images are shown in big sizes, and other video images are shown in small sizes.
  • Page 101 Using the VC400 Video Conferencing System Press (Speaker Only soft key) to authorize the selected members to speak. All the other members are muted. The organizer‟s display device only displays the authorized video images. Press (Cancel soft key) to cancel. Free Discuss Conference organizer authorizes all conference members to speak.
  • Page 102 User Guide for the VC400 Video Conferencing System The conference organizer authorizes all members to speak via the remote control: Press (Preside soft key) during a chairman-mode conference. Press to select Free Discuss, and then press All video images are shown in the same size. Only authorized conference members can speak, and other conference members are muted.
  • Page 103 Using the VC400 Video Conferencing System The organizer can do one of the following: Press to scroll to Allow, and then press to authorizes the member to speak. The mute icon disappears from the applicant‟s video image. Press to scroll to Reject, and then press to reject the request.
  • Page 104 User Guide for the VC400 Video Conferencing System To display presentation in full screen via the remote control: Press (Preside soft key) during a chairman-mode conference. Press to select Share FullScreen, and then press The presentation is shown in full size. To exit full screen via the remote control: Press (Preside soft key) during a chairman-mode conference.
  • Page 105 Using the VC400 Video Conferencing System Press to select Exit FullScreen, and then press When the system is receiving a call, you can answer or reject the call in the following ways: Using the remote control  Using the VCP40 phone ...
  • Page 106 User Guide for the VC400 Video Conferencing System Auto answer features you need to know: Parameters Description Enables or disables the system to automatically answer the Auto Answer incoming call. Enables or disables the system to turn off the microphone Auto Answer when an incoming call is answered automatically.
  • Page 107 Using the VC400 Video Conferencing System Press (Save soft key) to accept the change. If the auto answer feature is enabled, the icon will appear on the status bar of the display device. The icon will appear on the LCD screen of the VCP40 phone. Auto answer is configurable via web user interface at the path Setting->...
  • Page 108 User Guide for the VC400 Video Conferencing System When VCP40 phone is idle, you can also press the DND soft key to enable or disable this feature. DND is configurable via web user interface at the path Setting->Call Features->DND. DND during an active call You can use the DND mode to reject incoming calls automatically during an active call.
  • Page 109 Using the VC400 Video Conferencing System During a two-way call, do one of the following to end the call. Press on the remote control. Press or the End Call soft key on the VCP40 phone. Click Hang Up All button on the web user interface. The interface prompts “Hang up?”...
  • Page 110 User Guide for the VC400 Video Conferencing System Press to scroll to Remove, and then press Select the party you want to remove, and then press Press (Remove soft key). To remove any party from a multi-way call via web user interface, go to the path Home (Hover your cursor over of the number of remote system, and then click You can enable mute mode, record video, control the video and change video layout during an active call.

  • Page 111: Call Statistics

    Using the VC400 Video Conferencing System And the LCD screen of theVCP40 is shown as below: Log into the web user interface, check the Mute checkbox. If video conferencing system is muted, the icon will appear on the local video. If voice quality is poor during a call, you can enter the Call Statistics screen to view the current status of the call to find out why.
  • Page 112 User Guide for the VC400 Video Conferencing System over the other party on the left side of the screen, and then click The system supports sharing video and documents on a PC while simultaneously displaying the main video. We recommend using dual display devices for sharing contents.
  • Page 113 Using the VC400 Video Conferencing System To start/stop presentation during a call by changing the video input source: Press The display device shows Camera, Camera and PC and PC input sources. If you select PC, the remote video image is shown in big size, and the PC presentation along the right side of the screen is shown in small size.
  • Page 114 User Guide for the VC400 Video Conferencing System Same size ( ): All video images are shown in the same size.  One display devices (single screen) is connected to the VC400 codec, the default screen layout is described below: When there is one active call and local system does not start a presentation, the ...
  • Page 115 Using the VC400 Video Conferencing System The display device shows all video thumbnails and three layout soft keys. Press to select a video. Press the desired layout soft key. For example, if you select , the video layout will be shown as below. The selected video will be shown in the selected layout.
  • Page 116 User Guide for the VC400 Video Conferencing System video images, users can connect two display devices to Display1 and Display2 ports respectively. When two display devices are connected to the VC400 codec, the status bar of the primary display device will display icon.
  • Page 117 Using the VC400 Video Conferencing System When the system is during a call and starts a presentation:  In the primary display device, the remote video image is shown in big size, and the local video image along the right side of the screen is shown in small size. In the secondary display device, the presentation is shown in full size.
  • Page 118 User Guide for the VC400 Video Conferencing System displayed on the focus content. After reassigning the display content on the secondary display device, the presentation will automatically be displayed on the primary display device. Before placing a video call, you need to be familiar with how to adjust the angle and focus of the camera.
  • Page 119 Using the VC400 Video Conferencing System The display device shows the focus of the camera. Up to 10 presets can be assigned to the numeric key. Each camera preset stores the camera pan, tilt, and zoom settings. You can store the preset to a numeric key via the remote control or web user interface.
  • Page 120 User Guide for the VC400 Video Conferencing System adjust the focus of the camera. Long press any numeric key (0-9) to save the current preset position of the camera. The original preset will be overwritten if you configure a preset for the numeric key that is already associated with a preset.
  • Page 121 Using the VC400 Video Conferencing System Video input is configurable via web user interface at the path Home->Input. You can record local video via the remote control when the system is idle. During a call, the video and presentation which are shown on the display device can be recorded via the remote control and VCP40 phone.

  • Page 122: Video Recording

    User Guide for the VC400 Video Conferencing System Select the Enabled from the pull-down list of Recording. Click Confirm to accept the change. To record video when the system is idle via the remote control: Press to start recording. The display device shows and the recording time.
  • Page 123 Using the VC400 Video Conferencing System Press on the remote control or press the Stop REC soft key on the VCP40 phone to stop recording. The recording icon disappears from the screen, and the display device prompts “Successfully video recording!”. Ending the call will stop recording video automatically.
  • Page 124 User Guide for the VC400 Video Conferencing System The display device prompts “Delete this video?” Select OK, and then press to delete the video. Auto recording feature is available only when the recording feature is enabled. If it is enabled, the system will start recording automatically once a call is established. Make sure a USB flash drive has been inserted to the USB port on the VC400 Codec.
  • Page 125 Using the VC400 Video Conferencing System Select the desired value from the pull-down list of Auto Recording. Click Confirm to accept the change. You can capture the screenshot from the camera via the remote control or web user interface. You need to insert a USB flash drive to the USB port on the VC400 codec to store screenshots when you are using remote control.

  • Page 126: Screenshot

    User Guide for the VC400 Video Conferencing System Before capturing screenshots, you need to know the following: When receiving or making a call, it is not allowed to capture screenshots.  When recording video, it is not allowed to capture screenshots. ...
  • Page 127 Permanent version of the 8-way conference license: each VC400 has a unique  license. The license cannot be used for other systems. You need to contact Yealink resellers to purchase it, please provide the MAC address of your VC400 when purchasing.
  • Page 128 User Guide for the VC400 Video Conferencing System Click Browse to locate the 8-way conference license (the file format must be *.dat) from your local system. Click Upload to complete importing the 8-way conference license. To view 8-way conference license status via the remote control: Press (Menu soft key) to enter main menu.
  • Page 129 Using the VC400 Video Conferencing System If the 8 way MCU displays X~Y Available, it means you have imported a trail version of 8-way conference license. So the system supports up to 8-way video calls and an additional voice call (an original caller and eight other sites) in X~Y period.
  • Page 130 User Guide for the VC400 Video Conferencing System Status->License. Note Upgrading the system or performing a factory reset will not affect the imported 8-way license. If the system has been imported a trial version of the 8-way license and the license has not expired, and you import a permanent version to the system, the permanent version will overwrite the trial version.
  • Page 131 Troubleshooting This chapter provides general troubleshooting information to help you solve problems you might encounter when using your VC400 system. If you require additional information or assistance with your new phone, contact your system administrator. Ensure the system has not been physically damaged when experiencing a problem. Check whether the cables are loose and the connections are correct and secure.
  • Page 132 User Guide for the VC400 Video Conferencing System well. Press (Back soft key) to stop camera diagnostics. Network diagnosis: Press (Menu soft key) to enter main menu. Press to select the Diagnose menu. Press to scroll to Ping, and then press Enter IP address (for example, the IP address of the remote system) Press to select Start, and then press...
  • Page 133 Troubleshooting Why doesn‟t the display device display the time and date correctly? Check whether you have configured the system to obtain the time and date from the SNTP server automatically. If the system fails to connect to the SNTP server, contact your system administrator for more information.
  • Page 134 User Guide for the VC400 Video Conferencing System How to adjust room lighting? You can alter the environmental lighting and background colors of your environment to obtain the best video quality. If light levels are too low you may consider adding artificial lighting.
  • Page 135 Troubleshooting Ensure that the VC400 codec is turned on.  Ensure that you have selected the correct video input source.  Why can‟t the display device start a presentation? Ensure that the PC is properly connected to the VC400 codec. ...
  • Page 136 Adjust the priority order for your audio codec if you have chosen a low-bandwidth  audio codec to be first. For best results, ensure that the caller is using a Yealink video conferencing system.  Audio quality from your video conferencing system will vary when calling a non-Yealink system.
  • Page 137 Troubleshooting Press or press (Enter soft key). Press to scroll to Reboot & Reset, and then press Press to scroll to Reboot, and then press The display device prompts “Reboot the system?”. Select OK, and then press You can reboot the system via web user interface at the path Setting->Upgrade->Reboot.
  • Page 138 User Guide for the VC400 Video Conferencing System Click Start to begin capturing signal traffic. Recreate the error to be documented in the trace. Click Stop to stop the capture. Click Export to open the file download window, and then save the file to your local system.
  • Page 139 Troubleshooting The default system log level is 6. Click Confirm to accept the change. The web user interface prompts “Operating…Please wait…”. Export the system log referring to the following steps. Recreate the error to be documented in the trace. Click Export to save the file to your local system. How to export/import the system configurations? We may need you to provide your system configurations to help analyze problems.
  • Page 140 User Guide for the VC400 Video Conferencing System If you check the Export Passwords checkbox, the web user interface is shown as below: Click Confirm to export the configurations. To import the system configurations via web user interface: Click on Setting->Configuration. Click Browse to locate a configuration file from your local system.
  • Page 141 Troubleshooting How to upgrade firmware? To upgrade firmware via web user interface: Click on Setting->Upgrade. Click Browse to locate the firmware from your local system. Click Upgrade to upgrade the firmware. The browser pops up the dialog box “Firmware of the video conference system will be updated.
  • Page 142 User Guide for the VC400 Video Conferencing System Press to scroll to the Advanced menu. Enter admin password (default password: 0000) in the Admin Password field. Press or Press (Enter soft key). Press to scroll to Reboot & Reset, and then press Press to scroll to Reset, and then press The display device prompts “Reset to Factory?”...
  • Page 143 Without prior written consent, no organization or individual is permitted to  make any change to the structure or the safety design of the device. Yealink is under no circumstance liable to consequences or legal issues caused by such changes.
  • Page 144 User Guide for the VC400 Video Conferencing System Environmental Requirements Place the device in a well-ventilated place. Do not expose the device to  direct sunlight. Keep the device dry and free of dust.  Place the device on a stable and level platform. ...
  • Page 145 This table lists the toxic and hazardous substances contained in the machine. Based on the material type, the data is provided by the supplier and has already been validated by Yealink company. Some harmful substances contained in the material cannot be replaced according to...
  • Page 146 User Guide for the VC400 Video Conferencing System...
  • Page 147 Appendix A - Time Zones Time Zone Time Zone Name −11:00 Samoa −10:00 United States-Hawaii-Aleutian −10:00 United States-Alaska-Aleutian −09:30 French Polynesia −09:00 United States-Alaska Time −08:00 Canada(Vancouver, Whitehorse) −08:00 Mexico(Tijuana, Mexicali) −08:00 United States-Pacific Time −07:00 Canada(Edmonton, Calgary) −07:00 Mexico(Mazatlan, Chihuahua) −07:00 United States-Mountain Time −07:00...
  • Page 148 User Guide for the VC400 Video Conferencing System Time Zone Time Zone Name Denmark-Faroe Islands(Torshavn) Ireland(Dublin) Portugal(Lisboa, Porto, Funchal) Spain-Canary Islands(Las Palmas) United Kingdom(London) Morocco +01:00 Albania(Tirane) +01:00 Austria(Vienna) +01:00 Belgium(Brussels) +01:00 Caicos +01:00 Chad +01:00 Spain(Madrid) +01:00 Croatia(Zagreb) +01:00 Czech Republic(Prague) +01:00 Denmark(Kopenhagen)
  • Page 149 Appendix A - Time Zones Time Zone Time Zone Name +04:00 Armenia(Yerevan) +04:00 Azerbaijan(Baku) +04:00 Georgia(Tbilisi) +04:00 Kazakhstan(Aktau) +04:00 Russia(Samara) +04:30 Afghanistan(Kabul) +05:00 Kazakhstan(Aqtobe) +05:00 Kyrgyzstan(Bishkek) +05:00 Pakistan(Islamabad) +05:00 Russia(Chelyabinsk) +05:30 India(Calcutta) +05:45 Nepal(Katmandu) +06:00 Kazakhstan(Astana, Almaty) +06:00 Russia(Novosibirsk, Omsk) +06:30 Myanmar(Naypyitaw) +07:00...
  • Page 150 User Guide for the VC400 Video Conferencing System...
  • Page 151 Index 8-Way Conference License Declaration of Conformity Deleting an Entry from the Call History List Deleting Contacts About This Guide Directory Adding a Contact from the Call History List Display Issues Documentations Adding Contacts Do Not Disturb (DND) Adjusting the Camera Dual Screen Answering or Rejecting Calls Appendix A - Time Zones...

  • Page 152: Site Name

    User Guide for the VC400 Video Conferencing System Screenshot Searching for Contacts Keyboard Input Method Search Source List in Dialing Key Tone Service Agreements Setup Wizard Site Name Language Summary of Changes LED Instructions System Component Instructions Limitation of Liability System Diagnostics System Installation System Maintenance...

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