USER MANUAL. Web Based Videoconferencing (Version 3.6)

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1 USER MANUAL Web Based Videoconferencing (Version 3.6) National Informatics Centre VC Division, New Delhi Department of Electronics & Information Technology Ministry of Communications & Information Technology Prepared By : Priyanka Amarya, VC Div. Reviewed By : Dayanand Saha, VC Div. Approved By : VTV Ramana, VC Div. NIC-VC Version 3.0 Release Date Dec, 2015 Page 1 of 31

2 Amendment Logs Version No. Release Date Brief Description Change No. Section Changed 1.0 May, 2014 First release June 2015 Second Release 3.0 January 2016 Third Release NIC-VC Version 3.0 Release Date Dec, 2015 Page 2 of 31

3 Who can use WebVC services Category NIC Official NKN Block Virtual Classes Judiciary NIC employees only Who Can Apply Educational institutions under NKN. Block level officials of various states. E-Learning with over Digital Network for Education and Research institutions. Courts & Jail Users. Financial Services Financial Institutions like Banks, DRT s, Insurance etc. Other NOFN Users belonging to other govt. organizations, ministries, state govt. etc. Gram Panchayats & Users under NOFN. NIC-VC Version 3.0 Release Date Dec, 2015 Page 3 of 31

4 Recommendation for OS VidyoDesktop Compatible Platforms Windows Mac OS X Linux 3.6(27) Windows XP 32 bit Mac OS X Ubuntu 12.04, 13.10,14.04 Windows 7 32-bit and 64-bit Mac OS X Redhat Linux 6.5, 7.0 Windows 8 32-bit and 64 -bit Mac OS X OpenSUSE 12.3, 13.1 Windows bit and 64-bit Mac OS X , , Fedora 19, 20 Windows bit and 64-bit Mac OS X 10.10, , , , Debian 7 Mac OS X Scientific Linux 6.4, 6.5 NIC-VC Version 3.0 Release Date Dec, 2015 Page 4 of 31

5 Recommended Hardware Configuration A PC/ Laptop (preferably with i5 processor or better processor and 4 GB RAM) Or Apple imac system A HD Web camera (if any laptop has built-in camera can also be used). Suggested models are: C930e, c910, B910, 920 or any other equivalents USB based Microphone cum Speaker with Built-in Echo Cancellers. (Suggested models are Jabra Speak 410, Jabra Speak 510, Plantronics Calisto 620 etc.) Recommended Network NICNET / NKN Connectivity Internet connectivity of minimum 2 Mbps upload and 2 Mbps Download. Higher bandwidth ( 2 Mbps upload and 4 Mbps or more download) will give better quality and while in Multipoint conference and more number of sites can be displayed on the screen. Broadband / 3G / 4G connectivity can also be used (Not recommended, as no guarantee of bandwidth while on move and also speed depends on the location) NIC-VC Version 3.0 Release Date Dec, 2015 Page 5 of 31

6 Logging in the Portal Accounts for different users are created in different portals based on the category to which they belong. User Category NIC Official NKN Block Virtual Classrooms Judiciary Financial Services Other NOFN Portal Open the portal where your account is created in web browser. NIC-VC Version 3.0 Release Date Dec, 2015 Page 6 of 31

7 Enter URL of portal in the web browser to download Vidyo Application in your PC For first time users, click on Download Vidyo Desktop & Run file (else proceed to next slide) NIC-VC Version 3.0 Release Date Dec, 2015 Page 7 of 31

8 Enter Vidyo portal URL, user name, & Password. which you receive on your mail, after the ID Creation of Your User Id creation request. After login, following window will appear. NIC-VC Version 3.0 Release Date Dec, 2015 Page 8 of 31

9 Right click on vidyo icon in taskbar and select Contacts. This will open contact list where you can search and call users. To avoid logging in the portal every time you switch on your system, Select Configuration. Click on Options & select the following option. NIC-VC Version 3.0 Release Date Dec, 2015 Page 9 of 31

10 Now, Click on Options. If you want your site to be connected automatically as soon as user calls you, select Auto Answer Enabled. To see participants name on the screen while in a conference, select Show Participants Names and click on Apply. NIC-VC Version 3.0 Release Date Dec, 2015 Page 10 of 31

11 Testing of Audio-Video Devices Video Test : As shown above, select your Display name. Then, click on Join Room. You will get Self Video. Speaker Test : To check speaker device, play any audio file in your system. MIC test : In any point to point call, microphone level can be checked by speaking and observing variation in volume level by clicking microphone icon. NIC-VC Version 3.0 Release Date Dec, 2015 Page 11 of 31

12 Procedure to Change Password Right Click on Vidyo icon in taskbar. Click on Manage Account. This opens portal in web browser. Go to Settings and select Manage Account Click on Change Password. Enter new password & save. NOTE : intranicvc users cannot change their password using above method as their account is integrated with NIC LDAP. NIC-VC Version 3.0 Release Date Dec, 2015 Page 12 of 31

13 Forgot Password?? If you forgot the password, You can reset your password by clicking on Forgot your password as shown on right. It will open vidyo in browser. Again click on Forgot your password and enter your address registered on portal. Click on Ok. A mail is sent to your with reset link. Click on the link. Your new password will be sent to you by mail. Change the password as desired NOTE : intranicvc users cannot reset their password using above method as their account is integrated with NIC LDAP. NIC-VC Version 3.0 Release Date Dec, 2015 Page 13 of 31

14 Searching Users Status Icons Search your desired far site by typing name in search field. e.g. type help and list of all helpdesk will appear. NIC-VC Version 3.0 Release Date Dec, 2015 Page 14 of 31

15 Conference Configuration Right click on vidyo icon in taskbar. Select Contacts. Now, Click on your Display name & select Room Settings. NIC-VC Version 3.0 Release Date Dec, 2015 Page 15 of 31

16 Room Settings 1. Room PIN - You can set desired security PIN & share this with guest participants of the conference. 2. COPY Clicking on it copies Room Link which can be send to guest participants by mail Creates New Room link Removes existing Room link. Options 5,6,7 & 8 have same functionality as 1,2,3 & 4 but for Webcasting feature(for users with webcasting facility) 9. Moderator PIN You can set Moderator Pin here. By sharing this PIN with any other user on the portal, you can allow him/her to control your personal meeting room. NIC-VC Version 3.0 Release Date Dec, 2015 Page 16 of 31

17 Search the user. Click on it. Making Point to Point Call If you want to join conference in muted state, click on camera, microphone or speaker icon to mute your video, microphone or speaker respectively (Here, camera & speaker are on and microphone is muted. Click on Connect with User Directly. To share your screen as soon as you join the VC, select Share screen upon Connection. This will share your Display (but mutes your audio-video). To enable your video, click on camera icon as shown below.) Similarly, unmute for microphone & speaker. NIC-VC Version 3.0 Release Date Dec, 2015 Page 17 of 31

18 When connected in a call, you will see a list of icons on bottom of screen as shown below. 1.Show Participants Shows list of participants connected. Chat with a specific conference participant. Invite Participants to conference(via contact list or ) Launch Control Meeting Page. 2. Show Group Chat Start group chat with all participants. 3. Change layout (Only functions with 8 participants) 4. Full Screen Mode 5. Start Sharing To Share Presentations 6. Toggle among shared application windows 7. Change Self-View (the ability to see yourself) 8. Privacy (Turns camera off and on) 9. Microphone volume-up/down and muted 10. Speaker volume-up/down and muted 11. Settings 12. Toggle Conference Duration & Clock 13. End Call NIC-VC Version 3.0 Release Date Dec, 2015 Page 18 of 31

19 Presentation During Videoconferencing Open desired document/application to be presented in full screen mode. Now, Click on 5 th Icon of the bottom bar and select the desire file If you want to share your computer screen, select Display in Sharing option To Stop Presentation, select last option of the menu as shown below. NIC-VC Version 3.0 Release Date Dec, 2015 Page 19 of 31

20 Making Multipoint Calls Joining a Conference in Own Room Click on your room and Connect to your Room. Or Right Click on Vidyo icon in taskbar. Click on Start My Meeting. You will be connected directly in your room. NIC-VC Version 3.0 Release Date Dec, 2015 Page 20 of 31

21 Controlling the Meeting Join your room. Now Click on Show Participants. NIC-VC Version 3.0 Release Date Dec, 2015 Page 21 of 31

22 Click on Launch Control Meeting Panel It will open in another window. Now Click on Add Participants d. Search name of user and click on Invite. NIC-VC Version 3.0 Release Date Dec, 2015 Page 22 of 31

23 NIC-VC Version 3.0 Release Date Dec, 2015 Page 23 of 31

24 NIC-VC Version 3.0 Release Date Dec, 2015 Page 24 of 31

25 Joining Other User's Room Search the User. Click on the name of user. Now click on user s Room. NIC-VC Version 3.0 Release Date Dec, 2015 Page 25 of 31

26 Inviting Guest Users Click on Invite by icon. Invite link opens in outlook as shown above. Send mail to guest users. NIC-VC Version 3.0 Release Date Dec, 2015 Page 26 of 31

27 Using the Configuration and Status Screen NIC-VC Version 3.0 Release Date Dec, 2015 Page 27 of 31

28 Using the Configuration and Status Screen NIC-VC Version 3.0 Release Date Dec, 2015 Page 28 of 31

29 Webcams Logitech HD Webcam C930e PTZ Camera _Logitech ) Logitech BCC 950 Logitech CC3000e Logitech Quick Cam pro NIC-VC Version 3.0 Release Date Dec, 2015 Page 29 of 31

30 Speakerphones with Echo cancellation Jabra 510 Head Phone Plantronics 620 Clear One Chat 50 NIC-VC Version 3.0 Release Date Dec, 2015 Page 30 of 31

31 Contact Us Web VC Helpdesk Phone : / Video Support : Help Desk 1, Help Desk 2,Help desk 1 Mail : NIC-VC Version 3.0 Release Date Dec, 2015 Page 31 of 31

Prepared By : Priyanka Amarya, VC Div. Reviewed By : Dayanand Saha, VC Div. Approved By : VTV Ramana, VC Div. Page 1 of 29

Prepared By : Priyanka Amarya, VC Div. Reviewed By : Dayanand Saha, VC Div. Approved By : VTV Ramana, VC Div. Page 1 of 29 National Informatics Centre VC Division, New Delhi Department of Electronics & Information Technology Ministry of Communications & Information Technology Prepared By : Priyanka Amarya, VC Div. Reviewed

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