equipment i know and have used

Steps to a Successful Video Conference

CablesCable QualityCableTypeBrief DescriptionHDMIDigitalAudio / VideoDVI*Digital / Analog* Video only*ComponentAnalog Video onlyVGAAnalogVideo onlyS-VideoAnalogVideo onlyCompositeAnalogVideo only These are the common cables used in DOTs AV Department.

Highest

Lowest

* DVI has three types of connections:DVI D: Digital signal. DVI A: Analog signal. Loss of quality due to down conversion. DVI I: Digital to digital or analog to analog signal.

See CD for further details on cable information and pictures of what they look like

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Understanding the Video Conference EquipmentI have used two models of Polycom EquipmentVSX 7000 (Standard Definition)

HDX 7000 (High Definition)

What is the difference?The two units layouts are completely different, but the concept is the sameMicrophoneAbility to show a presentationRemoteCamera

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Polycom VSX 7000

Video lens. Can rotate 180 degrees.

Iris. This is where the commands from the remote are sent to. Make sure there are no obstructions between Iris and the remote

Subwoofer. This unit has the power connection to the camera and the far ends audio. (The subwoofer is your speakers)

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Polycom VSX 7000 (cont.)Microphone. Lit red when muted. Microphone not lit when unmuted. You can connect up to three microphones or two microphones and a Visual Concert Device. Green circle is the indicator light on the microphone to distinguish if it is muted/unmuted

Visual Concert Device. This unit connects your computer to the Polycom system, so you can show a presentation over the VC. Hit the Play button to transmit a presentation. Hit the Stop button to cease transmission. Only one District can transmit at a time.

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Polycom VSX 7000 (cont.)

Audio In. If you presentation has sound. Plug in 3.5mm connectionVGA In. Plug one side of VGA cable from computer and the other end here. This will allow your presentation to be seen over the VC.Network In. Plug one side of Ethernet cable from computer and the other end here. This will allow your computer to have network connection.

VGA Out. This takes the output signal and allows you to send it to another external source. Ex. Projector, T.V. etc.

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Polycom VSX 7000 (cont.)Microphone Cable. Powers on the microphone and Visual Concert Device. The Microphone cables with the ferrite filter blocks out unnecessary noise. The cables that have a ferrite filter on it should only be used for the back of the codec(camera). VGA+Ethernet+3.5mm cable. This is a unique trio that Polycom provides for the Visual Concert device. This allows you to take the video feed (VGA), network connection (Ethernet), and the audio (3.5mm) without dealing with three separate cables.

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Connections on Back of Camera

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Polycom VSX 7000 (cont.)Connection to Television. Connect S-Video cable (should always be connected) to Monitor 1. No need for audio connections since the sound comes out of the subwoofer. Make sure S-Video is selected on T.V

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Placing a Call with a VSX 7000Turn the Unit on Home screen should show up on Monitor 1 by default once powered on. If you dont see it on any of your monitor(s) press the home screen button on the remote. If you still dont see your home screen, contact OIS.

Option 1Type in the I.P address manually with remotes dial pad. (used for Point to Point). Use the dot button for I.P address. Select Call Quality to 768kps unless directed otherwise. Extension number is left blank for camera to camera calls. Only filled in when dialing a video bridge manually.

Option 2 Access the Directory by pressing the Directory button on the remote.Select the entry you wish to dial and press the call button or enter Never call into a bridge more than once. Press the Hang Up button ASAP if you connect to a bridge multiple times and select Hang Up all calls by pressing enter.

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Setting Presets with VSX 7000

Preset Button.If you want to erase the existing presets, hold down the button on the remote.

A message on the screen should say all presets deleted.

If you want to add presets. Move the camera around with the arrows

Zoom in and out as needed with the zoom buttons.

Press and hold the number you want, and a message will say the Preset stored X represents the number you are pressing

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Troubleshooting VSX 7000

Two factors can cause a 0.0.0.0 IP address. The network cable is unplugged behind the camera or at the wall.

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Polycom HDX 7000

Camera: Can rotate 180 degrees

Iris: This is where the commands from the remote are sent to. Make sure there are no obstructions between Iris and the remote

Chassis: Actual brain of the camera. Contains all the A.V/Network connections.

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Polycom HDX 7000 (cont.)

Power Button: Turns unit on and off.Microphone. Lit red when muted. Lit green when unmuted. You can connect up to three microphones. Green circles are the three indicator lights on the microphone to distinguish if it is muted/unmuted

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Microphone Cable: Powers on the microphone. Connector looks similar to a USB DVI to VGA: This cable is used for Monitor 2. Blue part is VGA, White part is DVI. Plug the white end into the cameras Monitor 2 connection and plug the blue end to the T.Vs RBG (PC) input

DVI to HDMI: This cable is used for Monitor 2 as well. Connect DVI into the cameras Monitor 2 connection and plug the HDMI to the TVs HDMI input. You need to change input in monitor setting. OIS will need to do this

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Polycom HDX 7000 (cont.)Connections on Back of Camera.

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Polycom HDX 7000 (cont.)Connection to Television. Make sure whatever input is used is selected on T.V

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Placing a Call With HDX 7000Turn the Unit on Home screen should show up on Monitor 1 by default once powered on. If you dont see it on any of your monitor(s) press the home screen button on the remote. If you still dont see your home screen, contact OIS.

Option 1Type in the I.P address manually with remotes dial pad. (used for Point to Point). Use the dot button for I.P address. Select Call Quality to 768kps unless directed otherwise. Extension number is left blank for camera to camera calls. Only filled in when dialing a video bridge manually.

Option 2 Access the Directory by pressing the Directory button on the remote.Select the entry you wish to dial and press the call button or enter Never call into a bridge more than once. Press the Hang Up button ASAP if you connect to a bridge multiple times and select Hang Up all calls by pressing enter.

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Setting Presets with VSX 7000

Preset Button.If you want to erase the existing presets, hold down the delete button on the remote.

A message on the screen should say all presets deleted.

If you want to add presets. Move the camera around with the arrows

Zoom in and out as needed with the zoom buttons.

Press and hold the number you want, and a message will say the Preset stored X represents the number you are pressing

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Troubleshooting HDX 7000Two factors can cause a 0.0.0.0 IP address. The network cable is unplugged behind the camera or at the wall.

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Safety

Rubber Cable CoverVelcro Cable Cover Ideal for covering a 2-3 light cables or 1 heavy cable Cut to various lengths (cant be adjusted) Cant over pack cords, otherwise, it becomes a safety hazard Make sure covers are flat against the ground Not designed for bends or going around corners Can be used on any flat surface Ideal for covering 4-5 cables or 2-3 heavy duty cables Cut to various lengths (can be adjusted with rolling excess) Cant over pack cords, otherwise, it becomes a safety hazard Make sure covers are flat against the ground Designed for bends or going around corners Only can be used with loop carpet. Wont work on pile carpet.

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Safety (cont.)

Important Rule: Cables always need to be covered with either a Velcro cable cover or rubber cable cover. No wires can be exposed on carpet, and the cable cover needs to lay flat to the ground.

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Safety (cont.) Pictures of a proper way to cover a cable. Cable is fully covered and the cover is flushed against the ground

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Setting up a Teleconference Two types of Polycom SoundStation (aka starfish, Star Trek phone) Polycom SoundStation Premier: Ideal for big rooms Polycom SoundStation 100 : Ideal for small to medium rooms

These Polycom phones are analog phones.

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Setting up a Teleconference Our PBX (Private Branch Exchange) digital phones will always be on the first pair, so you will normally use a two way splitter for teleconferences. Only time you will need to use a three way splitter is if the phone jack has two lines already punched down on it, or one of the pairs are bad. Splitters are sometimes wired differently at the factory. As a result, if you get no dial tone after plugging the phone connector into the splitter, try plugging the connector into the other vacant port

OR

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Setting up a Teleconference Polycom SoundStation Premier (aka starfish, Star Trek phone)Ideal for Big Conference Rooms

Whats included with the premier?

Phone: Dial Pad Volume Controls Mute Flash Change Caller ID LCD Display

Base Station: Speaker All Audio Visual Connection on back

Satellite Mics: have up to 4 Mics 2 hookups at Phone 2 hookups at Base Station Mute buttons synchronize with all other satellite Mics / Phone

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Setting up a Teleconference What cables do I need?If using the Phone and Station unit:

Phone CordPower Cord

Polycom TransformerIf using the Phone ONLY:

Satellite MicsUsed with either setup

Ethernet Cord

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Setting up a Teleconference Polycom SoundStation 100 (aka starfish, Star Trek phone)Ideal for Small to Medium Conference RoomsWhats included with the V100?Phone: Dial Pad Volume Controls Mute FlashWall Transformer: Ethernet Cable (Power) RJ 11 (Phone cable) Audio Input / Output(RCA)

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Setting up a Teleconference What cables do I need?

Polycom Transformer A

Polycom Transformer B Can unplug and plug in different size RJ 11 (phone and RJ45 (Ethernet for power) Audio Input / Output

Cant unplug and plug in different size RJ 11 (phone and RJ45 (Ethernet for power) Audio Input / Output

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Setting up a Teleconference Understanding the Layout of the Premiere

Dial Pad

Mute your sound over phone call

Increase or Decrease phone call volume

Hold button down to use white fonts above keys

Redial last number dialed

Phone ON/ OFF Hook

Three way conference call

Displays phone #. Entered manually by hitting:Shift Flash #

(Not tied into phone line)

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Setting up a Teleconference

When Muted:

Three lights on phone are lit a steady red,

LCD says MuteWhen Unmuted:

Three lights on phone are lit a steady green

Satellite Microphone

MutedUnmuted

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Setting up a Teleconference Understanding the Layout of the 100

Dial Pad

Mute your sound over phone call

Increase or Decrease phone call volume

Phone ON/ OFF Hook

Three way conference call

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When Muted:

Three lights on phone flash redWhen Unmuted:

Three lights on phone are lit a steady green

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Hang Up a Teleconference Call

Press the OFF Button when you are finished with your teleconference

THIS IS VERY IMPORTANT BECAUSE MOST CONFERENCE CALLS ARE LONG DISTANT, AND THE PHONE WILL NOT DISCONNECT AFTER A CERTAIN ALLOTED TIME

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Setting up a Wireless Computing Keyboard/Mouse Combo

RF( Radio Frequency) ReceiverCan be used with any Wireless Computing mouse and keyboard.

Synchronization Button. Press this button to sync Mouse and Keyboard. Once pressed, the receiver will flash red for 60 sec. In that time you will need to sync mouse and keyboard

Not Synced

Synced

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Setting up a Wireless Computing Keyboard/Mouse ComboWireless Computing MouseCan be used with any Wireless Computing RF Receiver

Battery CompartmentTakes two AA Batteries

Sync Button to RF-Receiver

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Setting up a Wireless Computing Keyboard/Mouse Combo

Battery CompartmentTakes two AA Batteries

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Setting up a Wireless Computing Keyboard/Mouse ComboBattery CompartmentTakes two AA Batteries

If Keyboard wont sync, you will need to follow these instructions

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Setting up a Laptop to T.V (cont.)Connect Laptop to T.V through a VGA cable

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3.5mm (audio cable) doesnt reach? Use an 3.5mm extensionSetting up a Laptop to T.V (cont.)

Make sure you plugged the T.V carts power into a wall outlet

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Setting up a Laptop to T.V (cont.) Turn the laptop and T.V on. Log into the laptop. Extend your monitor or clone it, Each laptop has a hot key for extending its screen to a T.V (2nd monitor) 1st cycle clones monitor 2nd cycle blacks out laptop screen and extends to 2nd monitor 3rd cycle exits cloning all togetherModelHot KeyIBM ThinkPad T43PFunction + F11Dell Latitude D810Function + F8Dell Latitude D820Function + F8Dell Latitude E6500Function + F8HP 8510 P/WFunction + F4Panasonic ToughbookFunction + F3

Note: Windows 7 allows you to hit to connect to a projector (any model)

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Setting up a Laptop to T.V (cont.)Screen Resolution: How many pixels in the screen to display the image

Most of our T.Vs and projector are designed have 1024 X 768 as the native resolution Some of the laptops high resolutions arent supported by our T.Vs and ProjectorsChange Screen Resolutions (Windows XP) Right click anywhere on the desktop and select Properties

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Setting up a Laptop to T.V (cont.) Scroll over to the Settings tab and select your screen resolution Hit Apply to preview the resolution or hit OK if you want to change without preview

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Setting up a Laptop to T.V (cont.)Screen Resolution: How many pixels in the screen to display the image

Most of our T.Vs and projector are designed have 1024 X 768 as the native resolution Some of the laptops high resolutions arent supported by our T.Vs and ProjectorsChange Screen Resolutions (Windows 7) Right click anywhere on the desktop and select Screen Resolution

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Setting up a Laptop to T.V (cont.) Hit the drop down arrow for Resolution to change. Hit Identify if you dont know which monitor is 1 or 2. Display will let you know the Manufacturer or Model Number of your selected Monitor Hit Apply to preview the resolution or hit OK if you want to change without preview

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Setting up a Laptop to T.V (cont.)

Once you are done with your screen resolution and cloning your displays, you should have a scenario similar to the following picture

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Setting up a Laptop to T.V (cont.) Do you want the laptop lid down and still have the picture on the screen?Windows XP Go to Start Menu > Control Panel (Classic View) > Power Options > Advance Tab > When I close the lidSelect Do Nothing > Apply or OK

You should now be able to close the laptop lid and maintain the desktop picture on the TV screen

If resolution changes, refer to the Changing Resolution slide

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Setting up a Laptop to T.V (cont.) Do you want the laptop lid down and still have the picture on the screen?Windows 7 Go to Start Menu > Control Panel > Power Options > Choose what closing the lid does > Select Do Nothing on battery and plugged in > Save Changes

You should now be able to close the laptop lid and maintain the desktop picture on the TV screen

If resolution changes, refer to the Changing Resolution slide

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Setting up a Laptop to T.V (cont.)Connecting internet to a laptop

You can plug a computer into any active port.

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Setting up a Laptop to T.V (cont.)

If your cable isnt plugged into the computer, a data port, or you are in plugged into is a inactive data jack, you will see a icon in your toolbar. A network cable is unplugged will only appear for a few seconds if internet connection is interrupted and the popup message will disappear Once you plug the network cable into an active jack, you will see the turn into . If the icon disappears and you see traffic on the Ethernet port, you have an active connection. Try going to a website like www.google.com to confirm your internet connection

Connecting Internet to a Laptop (cont.)

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Setting up a Laptop to ProjectorWhat should I request? Projector ScreenWhat are you connecting to the projector?Laptop, DVD player, VHS Player, etc.Internet Access (Optional) Wireless Keyboard / Mouse (Optional)Internet Access

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Setting up a ProjectorSource Type of Cables can be used (May vary)Desktop / Laptop DVD / VHSPlayer

(Composite)(Video Only) (RCA)(Audio Only) (S-Video) (Video Only) (RCA)(Audio Only) (RCA)(Audio Only)(Component) (Video Only)

(HDMI)(Audio/Video)

(DVI)(Video Only)

(3.5 mm)(Audio Only) (3.5 mm)(Audio Only)Highest

Lowest

(VGA)(Video Only)Highest

Lowest

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Setup Layout of a Projector / Computer

VGA cable

Having the projector image centered with the screen will give you a perfectly - squared image Having the projector image angled with the screen will give you a trapezoid image. You will need to reposition the projector or use keystone to correct the image

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Optoma DLP Projector

Inputs:DVI-DVGACompositeS-Video3.5mm RCASerialOutput(s)VGA

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Projectors Manual Focus / Zoom

Turn projector OnHit twice to turn OFFRe-Sync your sources connectionSelect different InputsAccess main menu

If you plugged a 3.5mm into projector, you can adjust the projectors speakers

Keystone: Digitally render the picture to offset a to

Note: The picture quality, especially the font, will decrease.


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Lens closedLens openFront Foot to elevate projectorTurn Dial to raise footer in order to angle projector


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Turning Optoma DLP Projector OFF

Press Power Button to turn OFF, message below will appear Press the button one more time to turn OFF Wait until the fan completely turns OFF

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Setting up DVD/VCR to T.VMake sure you play the DVD in the computer at least the day before because of compatibility issues.What causes compatibility issues? Propriety Players needed to play the file Certain codecs/plug-ins Disk might not have been finalized Disk is damaged DVD format may not be supported

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Setting up a DVD/VCR to TVType of Cables can be used (May vary)

(Composite)(Video Only) (RCA)(Audio Only) (S-Video) (Video Only) (RCA)(Audio Only) (RCA)(Audio Only)(Component) (Video Only)

(HDMI)(Audio/Video)

(DVI)(Video Only)

(3.5 mm)(Audio Only) (3.5 mm)(Audio Only)Highest

Lowest

(VGA) (Video Only)

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GoToMeeting / GoToWebinarsYou will need a GoToMeeting license When approved, you will receive your new license in an email from: GoToMeeting Care [[email protected]]

Reference the GoToMeeting / GoToWebinar manuals Video Trainings on GoToMeetings website under Video & Training

Once your account is setup, you can log into the application 3 ways:

GoToMeetings Website: http://www.gotomeeting.com/fec/

Desktops Tool Tray:

Outlooks Toolbar: (set in Preferences- Integrations)

Hosting a GoToMeeting

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GoToMeeting / GoToWebinars (cont.)Accessing GoToMeetings through the website

Click the on top right of the Home Page Enter your login information and select Login In

Click to start a GoToMeeting or GoToWebinar: You can also edit audio connections and see what meetings you have been in

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GoToMeeting / GoToWebinars (cont.)If the software isnt downloaded on the computer you are using, you will need to install the software by clicking Download GoToMeeting.

Meeting Now: Automatically generates a meeting based off your preferences . You will need to within the GoToMeeting to add attendees .

Schedule Meeting:Allows you to Name your meeting, pick date/time, meeting password (optional) and your audio connection

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GoToMeeting / GoToWebinarsAccessing GoToMeetings through the toolbar

Look for the on your desktop toolbar and right click on it Here you can manage your webinars and meetings. You can join somebody elses webinar or meeting.

Meet Now If you havent signed in, you will be prompted to Once logged in, GoTo will create your meeting based on your preferences. Invite others to your meeting via button in the menu window Schedule a Meeting.. Create an upcoming meeting My Webinars Redirects you to http://www.gotomeeting.com/fec/ to view your upcoming meetings

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GoToMeeting / GoToWebinarsEditing Preferences

Startup: Configure if you want GoTo to launch at startup Whether you want your login information to be remembered on the computer you are using General: Save chat logs from your meetings, time limit for screen sharing Meetings: What attendees will see when joining meeting What messages host will see in the chat logs for GoToMeetings Webinars: What messages host will see in the chat logs for GoToWebinars Recording: How you want to record your meetings different formats Integrations: What applications you want GoToMeeting to work with. Ex: Outlook Audio: Configure/Test your Microphone and Speaker configuration

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Presentation Clickers

Launch slide showsAdvance slides back and forth Timer Black Screen Green laser pointer Launch slide showsAdvance slides back and forth Timer Black Screen Red laser pointer Advance slides back and forth Wireless Mouse Red laser pointer

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Loading a FileUse a Universal Serial Bus (USB) flash driveAKA memory stick, thumb drive, presentation stickUse a CD or DVDAccess the file from a network drive

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equipment i know and have used

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