Videoconferencing Operation Troubleshooting Procedures

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1 Videoconferencing Operation Troubleshooting Procedures Starting the Vtel Unit: 1. Power up the computer (If you have a Compaq unit, the power switch is located on the front in the middle of the computer. If you have a Digital unit, the power switch is on the front top left of the computer.) Connecting to the NWOCA Video Bridge 1. Check to make sure the unit is powered up (see above). 2. Click twice on the AppsView icon on the desktop. 3. A local picture will appear on the screen 4. Click on the transparent V in the lower right hand corner 5. A Toolbar will appear 6. Click on this icon NBEC/NWOCA Page 1

2 7. Choose the Hand Dialer option, type your seven digit bridge number (to find your bridge number, go to this URL on the Internet: then click on Dial 8. Make sure the speed is set at In seconds, a second image will appear and then the Remote image will appear in the larger window. Also, at the bottom of the larger image, a green bar will appear indicating that you are connected. 10. If both windows keep the same local image, Vtel has looped back on itself. If this happens, go to the Hand Dialer and click on Hangup. Then redial. If this does not correct the connection, call NWOCA ( x2541 or x2512). Connecting a Point to Point ATM Conference: 1. Check to make sure the unit is powered up (see above). 2. Click twice on the AppsView icon on the desktop NBEC/NWOCA Page 2

3 3. A local picture will appear on the screen 4. Click on the transparent V in the lower right hand corner 5. A Toolbar will appear 6. Click on this icon 7. Choose the Hand Dialer option, type the seven digit number (to find the numbers for other schools in the NWOCA area, go to this URL on the Internet: then click on Dial 8. Make sure the speed is set at NBEC/NWOCA Page 3

4 9. In seconds, a second image will appear and then the Remote image will appear in the larger window. Also, at the bottom of the larger image, a green bar will appear indicating that you are connected. 10. If both windows keep the same local image, Vtel has looped back on itself. If this happens, go to the Hand Dialer and click on Hangup. Then redial. If this does not correct the connection, call NWOCA ( x2541 or x2512). Ending a Conference The Video Bridge reserves time for each conference. At the end of the reserved time, the bridge will automatically disconnect the parties who were involved in the conference. If you wish to terminate the conference early, follow these steps: 1. Choose the Toolbox and click on the Disconnect Icon: 2. The conference will be terminated immediately An alternate way to disconnect is: 1. Choose the Hand Dialer from the toolbar and click on the HangUp button NBEC/NWOCA Page 4

5 Audio In a videoconference, studies show that audio is more important that video. If the audio is not clear, it is difficult to communicate. To avoid problems at your site, it is important to set the speakers away from the microphone. Feedback can be avoided by placing the speakers at an angle away from the microphone and placing the speakers at least five feet away. Microphone speaker speaker Place the microphone in front and below those who are speaking. The mic is directional which means it picks up sound from a 45 angle. If the mic is above the speaker, it will not pick up the speaker s voice NBEC/NWOCA Page 5

6 Mute Microphone It is important to master the mute function for two reasons: There are times when you wish to speak but do not want the entire conference to hear you. By choosing the mute option, you will be able to hear others in the conference but they will not be able to hear you. When more than one site is involved in a conference, it is good etiquette to mute all mics (excluding the moderator). By doing this, extraneous noise (bells ringing, paper shuffling, etc.) is excluded from the conference. When you want to add something to the conference or ask a question, unmute the mic. 1. To mute the mic, click the mic button on the toolbar: 2. The mic button turns into this: 3. The same icon appears in the upper left corner of the remote window. To unmute the mic, click on the mic icon again either in the toolbar or in the remote window. Echo Cancellation Your Vtel unit has a built in echo canceller. This means that it is able to compensate for echoes coming back to your speakers. If you can hear your echoed voice, either the speakers are too close to the mic on the far end or your echo cancellation is not working properly. Etiquette There are a few things to remember when videoconferencing: gestures and phrases are exaggerated people on the remote site can hear what you say there can be starts and stops in the conversation Moving your hands a great deal can be distracting. When conversing with someone by distance, you don't want to look "dead" but at the same time you don't want to be too animated with your movements. Likewise, the audio can have more impact when videoconferencing than regular face to face conversation. For example, you might tell someone that they have lint on their shoulder when seeing them in person. When you tell them the same thing while videoconferencing, it may be insulting. If you have difficulty NBEC/NWOCA Page 6

7 hearing what the remote party is saying, find a way to tell them that is polite. Saying "I CAN'T HEAR YOU!!!" sounds very rude when videoconferencing. We are used to watching television and making comments about programs realizing that the people we are watching can't hear us. This is not the case when videoconferencing. For example, making comments about someone's hair ("Boy, is she having a bad hair day!") will be heard by the remote site and can cause hurt feelings and animosity. It is best to always react as though your mic is always open. Video Generally, there will be two windows on your computer, one remote and one local. The local screen is generally smaller than the remote. The size of the screens can be adjusted by moving the mouse to the lower right hand corner of a screen, pressing the left mouse button, and dragging the mouse to the desired size. A full screen view can be obtained by pointing the mouse on the remote screen and click the right mouse button. A window will appear and the first option is Room View. Clicking on room view will give a full screen picture of the remote site. To bring the picture back to normal, point the mouse on the remote screen and click on the right mouse button. A window will appear and the first option is Window View. Click on Window View to bring the screen to normal. Camera Selection The desktop units are configured to use a camera and an Elmo. The Elmo is a device that acts as a document camera. Instructions for using the Elmo are located in a different section of this Instruction Guide. Use the toolbar to select the proper camera. Click on the videocamera button on the toolbar. Two camera options will pop up. Click on Camera 1 for the Sony camera or click on Camera 2 for the Elmo. Note: Make sure the Elmo is on. If a black image appears, check to see if both the Elmo and Camera are on and that all lens caps have been removed NBEC/NWOCA Page 7

8 Windows Generally, there are two windows that appear on the computer screen when using the Vtel software. To toggle between one window (remote only) and two windows (remote and local) click on this button on the toolbar: Sometimes people become enamored at looking at themselves. Using this option will show only the remote site on the screen. However, the camera operator at the local site will not be able to see how the local camera is framed if this option is used. To adjust the size of the windows, place the mouse cursor in the lower right hand corner of the window until the cursor changes into a diagonal line with an arrow on both ends. Hold down on the left mouse button and drag the window to the desired size. Snapshot Camera The Vtel software offers the option of taking a snapshot of either the remote or local camera. The snapshot option places the image on the computer s clipboard. It can be viewed by using the Paint program (or other graphics program) on your computer. To take a snapshot: 1. Click on the SnapShot button: 2. Two arrows will appear. The bottom arrow is used to take a snapshot o f the remote site window and the top arrow is used to take a snapshot of the local site window NBEC/NWOCA Page 8

9 Camera Presets The camera can be preset to different positions to make it easier to maneuver when in a conference. To set camera positions: 1. Click on the toolbar V until this toolbar appears: The main function of the third toolbar is to preset the camera angles. By using these presets, the camera can quickly be positioned without having to take time during a conference to adjust the camera. As you can see, there are five presets marked A, B, C, D, and E. There is also a group preset which usually is reserved for a long shot or "cover" shot. The camera moves to a preset location when a button is selected. For example, clicking on the "A" button will move the camera to its pre-selected location. To set a Preset: 1. Move the camera to the desired angle 2. Click the "Store" button 3. Click the preset you wish to store the location in (A, B, C, D, E) The presets will automatically be stored and will remain until the locations are reset. When the Vtel program is stopped, the presets will still be there. It's a good idea to always check the presets before starting a conference so valuable conferencing time can be saved NBEC/NWOCA Page 9

10 Remote Control Another way to control the camera is by using the remote control. Using this method will allow presenters to be back away from the camera and not be tied to the mouse. The camera can be controlled by pointing the remote at the camera and using the directional arrows to tilt and pan the camera. Below the directional buttons are zoom buttons which control fast and normal zooms. Setting the camera for chasing Use the Remote and follow these steps: 1. Set camera to the proper number (usually #1) by pressing the camera 1 button NBEC/NWOCA Page 10

11 2. Press the AT button. (AT will appear at the lower left corner of the television screen.) 3. Press the Chase button until "Chase2" appears on the lower left corner of the screen. 4. Press the AE button. (AE will appear on the screen) NBEC/NWOCA Page 11

12 5. Press the Auto Zoom Button 6. Center the frame around your face (using the remote directions buttons, place the box that appear on the screen so that your face is mostly inside the box. 7. Press the Start/Stop button. 8. Press the Data Screen button once and the Frame Display button once to remove the overprinting and zoning box that are displayed on the screen NBEC/NWOCA Page 12

13 Backlight Option If a person is sitting in front of the camera is backlit (light source is from the back), it may be difficult to see facial expressions because the face will be shadowed. To compensate for this: point the remote to the camera and press the backlight button in the upper left corner of the remote. Turning the Camera On and Off Turning the camera off will not disconnect a session. The picture from the camera will be black but the audio will still be in place. The power for the camera is located on a switch in back of the camera. The most convenient way to turn the camera on and off is with the green power button on the remote. When the camera is powered on, it will do a little bow and then focus on the last position it was in when it was powered off NBEC/NWOCA Page 13

14 Using Data and Sharing Applications There are four options included on the second toolbar. Starting at the left: whiteboard; application sharing; utilities; and, toolbar command. Each of these options are explained in detail below. Whiteboard The whiteboard allows all members of the conference to participate. It is like sharing the same piece of paper and being able to add, edit, or modify whatever appears on the paper. When one member of the conference invokes this option, the whiteboard appears on everyone's screen. Participants in the conference can prepare whiteboard documents before the conference starts and then share their prepared documents with other participants. This option could also be used when explaining math, checking grammar, posing questions, etc. To invoke the whiteboard option, click on the whiteboard button on the second toolbar. Sharing Applications Applications (programs like Word, PowerPoint, Excel, WordPerfect, etc.) can be shared by everyone in a conference even if the programs do not reside on their computers. The sharing options work much like the Whiteboard option except for a few extra steps. To use the sharing option: 1. Start the program you wish to share and then diminish the program 2. Click on the Application Sharing Button 3. The documents which are running will appear in a window. Click on the document you wish to share and then click on the Share button. 4. Expand the program that you diminished in step NBEC/NWOCA Page 14

15 Utilities The utilities button defines some of the technical parameters that are used in videoconferencing. It is best not to change these parameters unless prompted to do so by NWOCA hardware personnel NBEC/NWOCA Page 15

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