OfficeSuite HD Meeting Frequently Asked Questions

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1 OfficeSuite HD Meeting Frequently Asked Questions

2 Who Is the Host of the Meeting? You will be the host of the meeting if: You started the instant meeting You scheduled the meeting You are given the host role during a meeting What Options Do I Have as a Host? The host of the meeting has control over all functions and features in the meeting. To access these controls, select Participants located in your OfficeSuite HD Meeting menu bar. You can Mute all lines and Lock the Meeting. Why is My Meeting Timing Out? If you are using a Trial account type and you are receiving a notification that your meeting will end after 40 minutes (timing out), you may not be logged in under a paid account with the address that is associated with your OfficeSuite HD Meeting account. Please open up your OfficeSuite HD Meeting client, log out and then log in with the address that is associated with your OfficeSuite HD Meeting account. If you don t have another account, then contact Broadview to learn about upgrading to OfficeSuite HD Meeting. Note: If you have an OfficeSuite HD Meeting account and join a meeting hosted by a Trial user, then the meeting will have a 40-minute restriction because the host is a Trial user. What Is a Large Meeting? A Large Meeting allows up to 100 participants to attend a screen-sharing or video meeting. OfficeSuite HD Meeting (which allows up to 25 participants) can be upgraded to a Large Meeting (which allows up to 100 participants). Contact your Broadview representative to increase to the Large Meeting size. How Do I Give Mouse and Keyboard Control to Another Participant? While Screen Sharing in an OfficeSuite HD Meeting, you can Give mouse/keyboard control to another participant in the meeting. First, you must select Share Screen. Page 2

3 Next, move your mouse to the top of your meeting window/screen to view the dropdown screen-sharing menu. Click the Remote Control menu option and select who you want to pass control to in the participant drop-down menu as shown below. Regain Control: To regain control over your mouse and keyboard, simply click anywhere on your screen. Remote Control Using ipad : When using an ipad, you can touch and move the Mouse icon or tap the Keyboard icon to type. How Do I Switch Between Accounts? If you have more than one OfficeSuite HD Meeting account, you can log in to only one at a time. To switch between accounts, open up your application menu as shown to the right, click on the drop-down arrow and then click on Switch Account. Then log in to your other account with the address you used when you signed up with that account. If you are using Gmail to log in, you can switch between accounts much quicker if you are already logged into Gmail. What Is Personal Meeting ID? A Personal Meeting ID (PMI) is assigned to you automatically as a permanent virtual room. You can start it at anytime or schedule it for future use. Your Personal Meeting ID ( in this example) becomes your Personal Meeting URL, e.g., Page 3

4 What Is End-To-End Encryption? End-to-end security is an added layer of application security. OfficeSuite HD Meeting can encrypt all presentation content at the application layer using the Advanced Encryption Standard (AES) 128-bit algorithm. This is done at the user level; therefore, once it is enabled, all meetings must be AES encrypted. Note: Encryption affects performance as it requires more processing cycles on the end devices. Where Can I Find My Meeting ID? For PC: Your meeting ID is displayed on the left top of your OfficeSuite HD Meeting panel if the window is not increased to full screen. If you are in full screen mode, press Esc to see the meeting ID. For Mac: Your meeting ID is displayed on the middle top of your OfficeSuite HD Meeting panel. If you are in full screen mode, press Esc to see the meeting ID. For ipad and iphone : Please touch the screen to display the meeting ID. Note: If you click on Invite, you will see the Invitation URL: meeting.broadviewnet.com/j/ the numbers (10 digits) shown are your OfficeSuite HD Meeting ID. Page 4

5 How to Use a Dual Monitor Display System Requirements: PC or Mac Greater than 4-core system processor (i5 and above) due to higher processing requirement 2-core systems with > 2 GHz due to higher processing requirement Setting Up: If you have a Dual monitor setup at a conference room or office, you can follow these steps to enable Dual stream for dual monitor display on your Mac or PC. First, make sure that you have your monitors/ HDTV connected via HDMI cables (preferred) or VGA cables. Change Settings: You will need to access your computer display settings. You can do this by going to Control panel Appearance and Personalization Display Screen resolution. Then, select Extend these displays (Windows 8 example shown). Enable Dual Stream for Dual Display: You can turn on/off dual stream for dual monitor display within the OfficeSuite HD Meeting application. Open your OfficeSuite HD Meeting application and select: Settings General Content Sharing. Note: Once you have enabled and saved this setup, please start a new meeting. When OfficeSuite HD Meeting detects a dual display setup, it will open up 2 windows in full screen automatically. To exit full screen, double-click on the window. Page 5

6 How Do I Spotlight a Speaker? Spotlight speaker puts a speaker as the primary active speaker. All attendees will see this speaker as the active speaker. All attendees are also muted at that time. This feature is often used for a keynote speaker. To spotlight a speaker/video, simply select the video you wish to spotlight, click on the window, and select Spotlight Video. Once you have selected the video you want to spotlight, the selected video will be highlighted in green. To return to the active speaker, please click the highlighted window and select Cancel the Spotlight Video. Note: You must have three (3) or more participants in your meeting to select a spotlight speaker. Pin Video: When you are in an OfficeSuite HD Meeting and would like to view only a specific participant s video window, you can click on the participant s video that you wish to view and select Pin Video. Note: This will affect only your local end/view. Sharing Computer Sound During Screen Sharing OfficeSuite HD Meeting allows you to also send computer audio to remote attendees when you share a video or audio clip. To share computer audio such as YouTube, Pandora, etc., during screen sharing, click on the Screen Share menu option followed by Share Screen with Computer Sound. Note: This feature is not available on Windows XP. Page 6

7 When Can I Assign a New Host and Leave the Meeting? If you are an OfficeSuite HD Meeting Host and give a Trial or an OfficeSuite HD Meeting or Paid user host control, the meeting will continue to run for an unlimited time. If you are a Trial user and give another Trial user or an OfficeSuite HD Meeting or Paid user host control, the meeting will remain as a 40-minute limit meeting and will end after 40 minutes from the time it started. Do Web Browser Settings Allow You to Run Signed Applications? If you see an error when you attempt to launch OfficeSuite HD Meeting Your Web browser settings do not allow you to run signed applications, your IT admin has locked down your computer (PC) and does not allow new applications to be installed. Please contact your IT department to assist with the installation. Do I Need Windows 7 to Use OfficeSuite HD Meeting? OfficeSuite HD Meeting supports Windows PC with Vista, XP, Windows 7 and Windows 8 installed. Can I Use My Bluetooth Headset Device During a Video Meeting? Yes, as long as the Bluetooth device is compatible with the tablet or mobile device that you are using. If you have additional questions, click here to view the User Guide and the Quick Start Guide BROADVIEW 2015 Broadview Networks Page 7

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