NU Desktop Videoconferencing User Guide Effective September 1, 2014 Software version 3.1

Transcription

1 NU Desktop Videoconferencing User Guide Effective September 1, 2014 Software version HELP

2 Table of Contents Introduction... 3 Updates for version Download and Login... 4 Pre-Call Preparation... 5 Invite Guests... 5 Calling Methods... 6 Conference in Your Room... 6 Direct Call or Join Someone s Room... 7 Desktop to Desktop... 7 Desktop to Room-Based System... 7 Desktop to MCU Session... 7 Desktop to Multipoint Videoconferences... 7 Guest Participation... 8 Call from Your Meeting Room... 9 In Call Controls Understanding Status Icons Settings Effective Fall

3 NU Desktop Videoconferencing: User Guide Version 3.1 Updates September 1, Simplified Interface You can use all features of Vidyo within the application, so there s no need to access the web browser to login, get room links or control your meeting. However, if you are managing a meeting, there is a quick access button that will allow you to access the web interface to administer your account. 2. Private and Group Chat During a videoconference, you can enable the Participants List and Chat components to begin chatting others in the conference. Also, with a specific participant, you can initiate a private chat simultaneously. Messages in Group and Private chat will be indicated with an red number over the Participants List icon in the toolbar. 3. Guests will now join via a web browser For those who have not installed Vidyo before (as a guest or an account holder), access will now be provided within the web browser. A browser plug-in will need to be installed and will not require an admin account to do so. For those Guests that already have Vidyo installed, the program can be updated to take advantage of the new features and the web browser is not required. Q 4. Share data using your ipad with VidyoSlate Using an ipad, you can download VidyoSlate from the App Store. Login with the same netid/password, search for and join the videoconference as a participant. Once connected, share your data from the ipad into the videoconference. Effective Fall

4 VidyoDesktop Version 3.1 enables you to easily join Vidyo conference calls, either as a guest or as a registered user, make point-to-point calls, invite others to your meetings, and control your Vidyo conferencing experience all from a single application with a slick and intuitive user interface. Downloading and Logging In To download VidyoDesktop, use your favorite browser to enter Click Download VidyoDesktop. 1. Follow the on-screen instructions or visit the NUIT Desktop Videoconferencing webpages for more detailed installation instructions for your Mac or Windows computer. When you are ready to log in, enter your netid and netid password and click Log In. Effective Fall

5 Pre-Call Preparation Viewing Your Contacts List 1. Enter a name in this text box to search for a contact. As soon as you begin typing, search results appear. 2. The number of contacts in your contacts list. 3. The status and name of the contact or room. Click to view information about the contact or room, place a direct call to the contact, join the contact s room, or join the public room. For more information about placing a call or joining a contact s room, see Making a Direct Call or Joining a Conference in Someone Else s Room on page Click to Invite Guests to a videoconference. The meeting invitation automatically opens with your default desktop mail application, and pre-fills with your personal meeting room information. You can enter the addresses of the guests you want to invite to the meeting or edit the content before sending. 5. The Settings will allow you to change specific settings of your Vidyo software to improve the video quality, change devices or adjust the network configuration to work through firewalls. It also provides detailed specs on performance of your computer, the software and the network. See page 11 (Settings) for more details. Effective Fall

6 Calling Methods Joining a Conference in Your Own Room 1. Click to view more information about your room or to join your room. Your personal room is always the first entry in the list of contacts 2. The status of the room, the room s extension, and the tenant name. For more information about status, see Understanding the Status Icons on page Click Join to join your room 4. The number of participants in your room (if any). 5. The list of participants in your room (if any). Effective Fall

7 Make a Direct Call, Join a Conference in Someone Else s Room 1. Click to view more information about the contact, place a direct call to a contact, or join the contact s room. 2. Click this icon to add or remove this contact from your contacts list. 3. The status and name of the contact, the contact s extension, and the tenant name. For more information about status, see Understanding the Status Icons on page Click Call to place a direct call to the contact. If this contact is in a busy or offline state, the Call button will be disabled. 5. The list of that contact s rooms. Click a room to join it. 6. For public rooms, tap the room to view more information about the public room or join the public room. You cannot make a direct call to a public room. Effective Fall

8 Desktop to Room-based system Follow these steps to conduct a one-to-one or a one-to-many videoconference using an existing videoconference room (H.323 videoconference system such as Polycom, Tandberg/Cisco, LifeSize), either on or off campus. 1. Determine the IP address of the videoconference system you will be connecting with from on- or off-campus. Contact your department tech support for assistance. 2. From the Vidyo interface, enter the number 3, followed by the IP address of the room-based videoconference system. (ex ). Note: The number 3 is necessary to enable a desktop videoconference call to connect to a room-based system. 3. Once the IP address is entered, click Call. If the room-based system can receive a call, they will connect. Desktop to MCU session Follow these steps when a videoconference is hosted by the NUIT Videoconference Bridge. You can connect and participate with your NU Desktop Videoconferencing account. 1. Find out the MCU session number of the videoconference from the videoconference coordinator 2. Using Vidyo, enter the number 3, followed by the MCU session number. a. You should request the MCU number from the videoconference Effective Fall

9 coordinator, or whomever had made the videoconference reservation i. The number 3 is necessary to enable a desktop videoconference call to connect to an MCU session. (ex ) 3. Once the MCU session number is entered, click on Call. a. If the MCU session is active and able to receive a connection, the call will be connected. If you ve entered the number incorrectly or the MCU session is not yet active, you will not connect. Desktop Multipoint Videoconference Each account has the ability to host a multipoint videoconference by using the Join Room option. Up to 7 total participants per account. 1. Notify others of the scheduled videoconference meeting 2. Instruct them to login to the portal, search for your name and choose to Join Room a. Each account has a capacity for up to 7 total connections, including yourself 3. You will log into the portal, click on My Room and click Join Room. a. This will connect you with the others b. Other guests can join your room by using the method below. Call Out From Your Meeting Room While in your meeting room, you can easily dial out to other Vidyo users or videoconference systems. 1. Click the Show Participants icon in the toolbar At the top, click the Invite Others icon Enter the name of the person or the IP address (with the prefix) of the videoconference system you re adding into the meeting 4. Click on the correct name or IP address (with the prefix) below 5. Click Invite to initiate the call If the person or videoconference system is available and can answer the call, they will join the meeting. Effective Fall

10 Guest Participation 1. Click the Show Participants icon in the toolbar At the top, click the Send icon to send an to your guests 3. When your Guest clicks the link in the they receive, their browser will open to the Guest Login page. Enter a name to join. 4. Update/Download and Install Vidyo a. If you re using an older Vidyo version as a Guest, you ll be prompted to update your software please do so. b. If you do not have Vidyo installed or running when you attempt to login as a Guest, you ll be prompted to download the Vidyo web browser plugin 5. Locate the plug-in in your browsers download folder 6. Run the application to start the installation 7. Click Trust to begin the installation Effective Fall

11 8. When prompted to login as a Guest, enter your name and select the devices to use in the videoconference 9. After joining, you can participate within the videoconference. 10. Chat is not available with the Web client 11. The functions of the web browser mimic the desktop client but are in different locations. 12. You perform the following functions in the web browser a. Control your media microphone, camera, speaker b. Full screen display c. Disconnect call d. View current time or duration of videoconference connection e. View list of participants f. Share data from your computer g. Turn on/off Self-View h. Change the Layout i. Adjust Settings change camera, microphone or speaker Effective Fall

12 13. The guest view in the web browser will display video windows, shared content/presentations and has Effective Fall

13 Understanding the Status Icons Contact Status Icon Description The contact is online and available to receive a direct call or to join a room. The contact is online but is currently in a call or conference. You cannot make a direct call to this contact; however, you can join the contact s room. The contact is offline (not logged into the VidyoPortal). You cannot make a direct call to this contact; however, you can join the contact s room Room Status Icon Description The room is available and empty, so you can enter the room. The room is available and PIN-protected. If you attempt to join the room, you will be asked to enter a PIN. The room is occupied but available to enter. The room is locked, so you cannot enter it. The room is full, so you cannot enter it. Effective Fall

14 In-Call Controls Button Description View a list of the conference participants and chat with them; invite participants to the conference (via the contact list or by ); launch the Control Meeting panel which provides access to the conference moderation options. Chat with all participants as part of the conference group chat. Select how to view the participants video windows during the conference; control the maximum number of windows. Enter and exit full screen. On Mac OS, this button appears on the upper left side of the video window. Select which application or screen you wish to share in the conference. Effective Fall

15 Toggle among the applications or screens that are being shared during the conference. Toggle your self-view preference. Mute, unmute, and control your speakerphone volume. Mute, unmute, and control your microphone volume. Show or hide the video feed from your camera. Open the Settings page. Toggle between the conference time and a clock. End the conference. Settings The settings are accessible via the gear icon in your Vidyo application window (see Pre-Call on page 5). Effective Fall

16 Screen Description View user and conference status information; generate diagnostics reports. For Firewall Traversal: Select the Always use VidyoProxy check box if you want VidyoDesktop to always connect via the assigned VidyoProxy. Select the microphone, speaker, and camera you are using; select your video quality preferences; control echo cancellation; set whether you want the microphone level to be automatically adjusted. Select the language of the user interface, whether you want VidyoDesktop to automatically start when you log in, whether you want VidyoDesktop to automatically answer incoming calls, and more. View the VidyoDesktop version being used; check for software updates. Effective Fall

17 Show Conference Status Conference Status provides details for diagnostics and can display: - Bandwidth in use - CPU Utilization - Video and Audio encoding information (what you re sending) - Video and Audio decoding information (what you re receiving) - Video and Audio resolutions and bitrates Effective Fall