In order to take advantage of the free GVSU business plan, you must download oovoo from GVSU s oovoo website:

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1 How to oovoo Download oovoo In order to take advantage of the free GVSU business plan, you must download oovoo from GVSU s oovoo website: If you already have an oovoo account, you will need to be upgraded manually to the GVSU Business Plan. To do this, oovoo@gvsu.edu and make sure to include your oovoo username and whether you are a Windows or Macintosh User. Create an Account You must register with your GVSU address. Create an oovoo ID and password (it is suggested that you use your GVSU username and password to make it easier for your colleagues to add you as a friend). The oovoo Application Window Once you log into oovoo you will see the main oovoo application window. At the top of the screen is a standard Windows style file menu that provides access to all of oovoo s features and functions. Below the File menu is your personal information which includes your oovoo ID card and current status. Below this is your Contacts list and Phone panel. 1

2 Adding Friends 1. From the main application window click on "Add friends" or go to the Contacts menu and select "Find friends". Click Search on oovoo. 2. You can then: Search by your friend's oovoo ID, Address or Display Name 3. Use Advanced Search to search by Country, City, Gender or Age oovoo Card You can include optional information about yourself in your oovoo card which can be viewed by your friends in your contact list and by others who search for you. In general it s recommended to include a display photo and as much information as possible. However, please note that privacy settings are available if you do not want strangers to view certain information like your birthday, gender and display picture. You can also prevent strangers from searching for your card or contacting you. When searching for friends, only basic information from the user s oovoo card can be viewed. To edit your oovoo card: 1. Right-click on the oovoo card display icon and select Edit my oovoo card from the drop-down menu or from the 'File' menu select 'My account' and click on 'Edit my oovoo card'. The 'Account details' tab appears. 2. Your display name is automatically added when creating your oovoo account but you can edit your display name at any time. If you would like to change your display photo, click on one of the links. 3. You can enter other optional information in the 'Personal details' and 'Interests' tabs. The information in the 'Personal details' and 'Interests' tabs can be used by others to search for your card. 2

3 4. If you want to allow your contacts to be able to view your telephone number, then click on the 'Phone numbers' tab and add your telephone numbers in the fields. 5. Click Save. Change My Status Your status is shown next to your name to let your contacts know if you're available. 1. Click on the drop-down list next to your status (or right-click on the 'oovoo' icon in the taskbar notification area and select 'Change my status' and then select: Online: This status indicates that you are online. Busy: This status indicates that you are busy. Away: This status indicates that you are away from your computer. Invisible: This status causes you to appear offline. Your contacts will not be able to call or chat with you but can send you video messages. You can also enter a personal status message. 1. Click in the Enter a status message field in the main oovoo window under your oovoo ID and type a one line message. To clear your status message, select the message and press the Delete or back space keyboard keys. Check Your Audio and Video 1. Select the Help menu or right click your oovoo card display image and click Check your audio and video. The wizard will open. 2. Select the Check button next to Webcam, Speakers and Microphone and then follow the instructions to test each device. If the selected device does not work correctly, choose No and a troubleshooting guide will open. Place an oovoo Video call 1. Double-click on an online contact(s) from the 'Contacts' tab or select an online contact(s) and click the video call icon. The 'oovoo video call' window appears with a message showing who you are calling. You can click Cancel (the red phone icon) to end the call. 2. When a contact accepts participation, he or she appears in a video pane. 3

4 Invite Additional Friends to a Video Call During the video call, each participant can invite others to join in (up to a maximum of 12 video participants and 12 phone participants depending on your oovoo plan or credits). To invite an oovoo contact to the call: 1. Click Add to call and click Contacts. A small window appears with your list of contacts. You can select different viewing options for your contact list in the sliding window. 2. Select the desired contact(s) and click Add. The contact(s) will be called. NOTE: During the video call you can also call up to 12 phone participants. A variety of subscription plans and pay-per-use credits are available enabling you to purchase phone minutes to call phones. Video Call Window Options The video call window has different options available to provide you with the best possible experience. In order to display the 'Actions' toolbar, move your mouse towards the top of the window. You can click on the thumb tack icon to "pin" it in place. To view a video in full screen: 1. Double-click on the participant's video or select Full screen from the View tab. You can return to standard view by double-clicking, pressing the Escape keyboard key or by clicking the standard view icon in the bottom right corner. Record an oovoo call: 1. Click Actions and click Record. A message will appear on each of the participant windows to let them know that the call is being recorded. Even though the notification message appears, please let everyone know that you are recording the call. You can right-click in the video call window (except on the participant videos) and select 'Record video call'. 4

5 2. To stop the recording, click Actions and click Stop Recording or select the red Recording icon at the bottom of the video call window and choose click here to stop recording. When you stop the recording, the recorded file is completed. If you start the recording again a new file begins. 3. Once you ve ended your video call a dialogue box will open indicating that your recorded file is being processed. You will be able to view the recording from the 'Recorded files' window. Select 'Management tools' from the 'File' menu and select 'Recorded calls'. The 'Recorded calls' window appears. Here you can save the recorded file in an avi format, upload it to an oovoo server or to YouTube. Share your Desktop Desktop sharing enables anyone with a GVSU oovoo plan to display content which appears on their desktop to everyone in the video call. In order to conserve resources and to make sure that no confidential information is displayed, it's recommended that you close all windows or applications that are not being used before launching the share session. 1. Click Actions and select Share desktop (if you are in side bar view, click Menu, Actions, and then Share desktop). A popup message will appear to let you know that your desktop will be viewed by all participants. Click OK. If the 'Video call' window is in the standard view, it will be automatically changed to sidebar view to display your desktop. Your desktop is displayed to the video call participants. NOTE: All Microsoft Office applications and standard web browsers are supported for desktop sharing. Showing video clips is not recommended. 2. Click Stop sharing to close the desktop sharing session. The standard view returns. Video Quality Issues If you experience audio and/or video quality problems during a call (drop-out, freezing or pixilation) check the Quality Meter located below the video panes on the left side of the window to see the amount of bandwidth available to you and the other video call participants. If red bars are being displayed, then click on the quality meter for more information and check the following: Make sure you are using a wired network connection. Close any open applications ( , web browsers, file downloads) that may be using internet bandwidth. Switch to low resolution during the video call (click Resolution and select the desired setting). 5

6 End an oovoo Call 1. To end an oovoo call, click on the End call icon (the red phone handset) at the bottom of the video call window or click the close icon in the upper right hand corner of the window. 2. A message window, ending conversation will appear and the oovoo video call window will close. Invite a friend who is not on oovoo to your Video Chat Room One of the main advantages of oovoo is that you can connect with friends, colleagues or business associates even if they do not have oovoo installed. Each oovoo account includes a Video Chat Room with a link that you can to your associates to initiate a video call. Any time you wish to speak to someone it's as easy as meeting them in your own dedicated video chat room. To Activate a Video Chat Room 1. Click oovoo in the file menu, select My account and then choose My video chat room. 2. Click the Activate All button to activate your Video Chat Room. To Send Your Video Chat Room Link 1. Select Customize Room. 2. On the Settings tab in the Room s link window, highlight the URL, right click and select Copy. 3. Paste the link into any IM or and send it to your friends and colleagues. 4. Once your friend clicks on your link their browser will open in your Video Chat Room. You will receive notification in oovoo that someone has entered your room. NOTE: Participants in web video calls need to have Java installed and enabled on their computer or if they are using Internet Explorer to have ActiveX installed which can be used instead of Java. Record and Send a Video Message You can record a voice or video message and send it to your oovoo and contacts and/or upload it to YouTube. recipients who do not have oovoo installed on their computers can click on a link to play the video message. 6

7 1. Right-click on a contact(s) and select 'Send oovoo video message'; select a single contact, click the drop down and select 'Send oovoo video message' or select a contact(s) and from the Actions menu select 'Send oovoo video message'. The 'oovoo video message' window appears. 2. If you have a web camera but prefer to send a voice message only, click the camera icon in the lower left corner. 3. Click the red record button to start recording your message. 'Recording...' appears above the video pane and a time indication bar appears below. 4. Click the blue stop button when you have finished recording your message or the recording will automatically be stopped when the time limit is reached. 5. To preview the message, click the green play button. If you want to record the message again, click the red record button. 6. If desired, you can add a short text message in the optional Enter a short message text field. The text will be sent with the video message. 7. If you are not ready to send the video message, click the close icon in the upper right corner. You will be prompted to save the message in the 'Drafts' folder. To open the message, select 'Management tools' from the 'File' menu and select 'Video messages history' and go to the 'Drafts' tab. 8. To send the draft, select the message and then click open. In the video message window click Send. Send Files You can easily send files to your contacts (up to 20 files at a time with a limit of 25MB for each file 7

8 1. Right-click on a contact(s) and select 'Send files'; select a single contact, click the drop down and select 'Send files' or select a contact(s) and from the Actions menu select 'Send files'. 2. Select the file(s) and click Open. The 'Send files' window appears and the file(s) appear in the 'Files' area. You can select up to 20 files at a time by pressing the Ctrl or Shift keyboard key. 3. If desired, you can add a short message in the text field (bottom-right part of the window). 4. Click Send. The file(s) will be available to the selected contacts to download. Starting a Chat Only Session oovoo text chat sessions can be conducted with your oovoo friends who are online but you can also send chat messages to a friends who are offline. The messages will be received the next time your contacts sign in. To start a chat session: 1. Select a contact(s) and click the Text Chat icon (the gray bubble icon which appears next to the contact's name in icon and thumbnail views) or right-click on a contact(s) and select 'Start text chat'. The 'Chat' window appears and the selected contact(s) appear in the upper-right area. 2. As you begin to type your message in the Your text field the 'Send' button is enabled. To change the appearance of the text in your window only, click the Change font icon. A standard font selection window appears. NOTE: You can change the font, font style, and font size. You can also easily add emoticons to your chat messages. Click the Select an emoticon icon and then select the desired emoticon you want to insert into your chat message. You can press Shift+Enter or Ctrl+Enter to start a new line. 8

9 3. Click Send (or press Enter on the keyboard). Your name and time stamp will be highlighted in gray followed by your message in the upper-left pane. Chat messages written by other participants will be highlighted in orange. A notification will also appear when someone starts to type a message. 3. To invite more contacts, click Invite. A sliding window appears on the right side of the 'Chat' window with your list of contacts. Select the desired contact(s) and click Invite or drag a contact from the sliding window into the 'Chat' window. 4. When finished, close the chat session by clicking on the Close icon (X) in the upper right corner. In a 1- on-1 chat session the other contact will not receive a notification. When someone leaves a multi-chat session, all of the chat participants will receive a notification that this contact has left the chat session. In order to return to a multi-chat session, you will need to be added to the session by one of the participants. Using Chat History Chat history is enabled in the settings in order to let you view text chat sessions at a later time. The chat history will be saved on your computer and cannot be viewed if you sign in from a different computer. 1. After text chatting, select 'Management tools' from the 'File' menu and select 'Text chat history'. The 'Text chat history' window appears. 2. Select the contact you chatted with from the 'Contact' field. The text chat history appears. To find the contact in the drop-down list quickly, type the first characters of the contact's name in the select contact field and this will cause contacts with similar names to appear. 3. From the 'View' field, select the amount of days of history you want to display. You can type unique words in the 'Find' field and search for the text. If this text was used more than once, click Next to advance to the next row. 4. You can save the text chat history for this contact to a text file by clicking Save as. The file extension will be.txt, so make sure you select this file type in the file window in order to find the file. 5. To delete chat rows for a contact, select a record and click Remove. The chat row is cleared. To select more than one row, press the Ctrl or Shift keyboard key while selecting the rows. 9

10 6. To remove all chat history for a selected contact, click clear history. You can delete all chat history records from the 'General' setting window. 7. Click the Close icon to close the Text chat history window. To disable the chat history: 1. Select 'Settings' from the 'File' menu and then select 'Text Chat'. 2. Uncheck the Save chat history for all my chat sessions option. 3. Click Save if you changed the settings. Meeting Support If you are planning an upcoming meeting, you can schedule your event in a number of oovoo configured class and conference rooms on all of GVSU s campuses. Allendale Campus: MAK B User provides equipment or reserves oovoo computer and camera from IT office* MAK B Built-in camera with integrated microphone MAK D User provides equipment or reserves oovoo computer and camera from IT office* *NOTE: Please contact the IT office, itoffice@gvsu.edu, in advance of your meeting to reserve the equipment. Pew Campus: CHS Built-in camera with integrated microphone DEV 202A (SCB Meeting Room) - User provides equipment Traverse City Regional Center: University Center, Suite Built-in camera with integrated microphone NOTE: All classrooms on the Allendale, Holland and Pew Campuses are permanently equipped with a web cam/mic for conducting oovoo conferences. 10

11 In addition, on-site oovoo technical support is now available for GVSU faculty and staff who would like assistance when conducting an oovoo conference. To schedule a student technician for your next oovoo meeting or interview, log-in to the oovoo Support Reservation page, complete the on-line request form and submit it for final processing. Reservations must be scheduled 1 week in advance during normal business hours, Monday Friday, 8:00am 5:00pm. Any reservations with less than 1 week notice cannot be guaranteed coverage. An FOAP is required to schedule on-site technical support. The hourly rate of $25 for the first hour and $10 for each additional hour will be charged back to the FOAP. On-site support includes: Setup 30 minutes Scheduled Meeting Teardown 30 minutes NOTE: Events on the Pew Campus will also require travel time. 11