Personal Videoconferencing: Using the Video Window (PC or Mac)

Personal Videoconferencing: Using the Video Window (PC or Mac) When you use Personal Videoconferencing with a PC or Mac personal computer, the video call occurs within a window separate from the OTNhub web page. Clicking within the video window shows a toolbar that contains control buttons. Some buttons allow you to toggle between actions and others have drop-down arrows that offer more options. Table of Contents 1 Video Window Toolbar and Its Controls...2 2 Self View...3 3 Speaker Volume...4 4 Microphone Volume...4 5 Privacy...5 6 Screen Layout...6 7 Full Screen...7 8 Share Your Screen...8 9 Toggle Between Shared Applications...9 10 Participants Panel...10 10.1 Far End Camera Control...10 11 Configuration Settings... 11 11.1 Status... 12 11.2 Network... 12 11.3 Devices... 13 11.4 Video... 13 11.5 Options... 13 For further assistance and technical support, contact OTN Technical Support: Phone: 1-855-654-0888 (option 2) Email: techsupport@otn.ca 1 v 6.1

1 Video Window Toolbar and Its Controls The videoconference window opens with the same layout as was used for your last videoconference. If this is your first video call, the window opens in picture-in-picture mode (Figure 1) with the other caller in the main screen and your image as a thumbnail in the lower right corner. You can re-size the screen and change the display mode to create a layout that works best for you. (If you re-size it to a smaller size, you can drag your mouse over the user s video and pan to see a larger area than what s displayed in the window.) Figure 1: Video window with picture-in-picture and toolbar Formatting Your Screen Select a screen layout with equal-sized panels or a preferred layout. Available only for multi-point invitation events. (For point-to-point calls, see self-view control.) Toggle between full-screen mode and smaller screen size. The small view is useful when you want to refer to content on your computer during a call. Sharing Your Screen Share an application window with other participants. Toggle among shared application windows. Duration of call End Call Configuration Participants Show/hide the participants panel Participants panel in view. Self-View & Picture-in-Picture (PIP) Turn on/off self-view (the ability to see yourself and Picture-in-Picture). Use the self-view or PIP feature to see what you are broadcasting to other sites. For example, to ensure that there are no background distractions or privacy issues. Audio/Visual Controls Speaker volume - up/down & mute You ve muted your speakers. Microphone volume - up/down & mute You ve muted your microphone. Privacy (turn camera off/on) You ve put yourself in privacy mode. (You see/hear others but they cannot see you.) 2 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

2 Self View Figure 2: Self-View control on toolbar Use the Self-View button to toggle between three modes for the way you see your own image: picturein-picture, equal size with other callers, or not in view. 1. Initially, your video feed appears as a thumbnail image in the lower right corner of the screen (Figure 3). 2. To include yourself in the screen layout with the same size as the other meeting participant (Figure 4), click the Self-View button a second time. Figure 3: Self-view picture-in-picture 3. To remove your image from the layout and view only the other meeting participant (Figure 5), click the Self-View button a third time. Note: If the video images do not display the names of the participants, you can turn them on. i. Open the Configuration panel. ii. Select the Options tab. iii. Select the Display - Show Participant Names radio button. (See Options on page 13.) Figure 4: Self-view equal-sized images Figure 5: Self-view off 3 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

3 Speaker Volume Figure 6: Speaker control on toolbar Use the Speaker controls to mute/unmute or adjust the volume of the sound you re hearing. 1. To mute the sound, click the Speaker button. The Speaker button turns red when the sound is muted. 2. To unmute the sound click the button again. The Speaker button is green when the sound is not muted. 3. To adjust the volume, click the Speaker drop-down arrow and drag the slider up or down. Volume adjustment slider 4 Microphone Volume Figure 7: Microphone control on toolbar Use the Microphone controls to mute/unmute or adjust the volume of the sound you re broadcasting. 1. To mute the sound, click the Microphone button. 2. To unmute the sound, click the Microphone button again. Microphone adjustment slider 3. To adjust the volume, click the Microphone drop-down arrow and drag the slider up or down. Muted Modes You can unmute yourself. The Microphone button turns red and a red line appears over the microphone icon when you mute yourself or the videoconference host has muted you. You cannot unmute yourself while in the videoconference. When the videoconference host mutes you, the Microphone button turns red and also appears greyed-out. 4 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

5 Privacy Figure 8: Privacy control on toolbar Use the Privacy button to toggle between privacy mode and video-broadcasting mode. When in privacy mode: Your video broadcast is turned off. You remain in the videoconference and can see and hear other participants, but they cannot see you. If you are sharing a document, it will continue to be visible. 1. To stop broadcasting your video (i.e., privacy mode), click the Privacy button. 2. To resume broadcasting your video, click the Privacy button again. Privacy Modes You can turn your camera back on yourself. The Privacy button turns red with a slash when you put yourself in privacy mode or the videoconference host has put you in privacy mode. You cannot turn your camera back on yourself while in the videoconference. When the videoconference host puts you in privacy mode, the Privacy button turns red with a slash and also appears greyed-out. 5 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

6 Screen Layout Figure 9: Layout control on toolbar Note: If you schedule a multi-point videoconference using Ncompass, the video layout is set during the scheduling process and you cannot change it. For point-to-point screen layout options, use the Self-View control. For non-clinical events, you can set up a multi-point (group) call through the Send Invite feature. Use the screen Layout controls to change how many participants appear on your screen and to toggle between Preferred layout and your customized layout. A single video conference can host up to 20 participants; however, the maximum number of parties that can be displayed at the same time is eight (based on voice activity the participants who have spoken most recently). Each participant can control their own personal layout. 1. To override the default layout and choose a lower number, click the Layout menu arrow and select a number in the list. 2. To switch to Preferred mode (where the person who is speaking appears in the largest image pane), click on the Layout icon itself. Layout menu Preferred mode has the following properties: The participant shown in the largest image pane changes as the speaker changes. It is automatically activated when a third party shares an application. You can stretch and re-size the video window to change the size and presentation of the layout. Figure 10: Equal-sized layout with 4 users Figure 11: Preferred layout with 4 users Screen layout notes In a multi-point call, the maximum number of displayed participants might be lower than 8 (even if there are more than 8 remote participants). For example, if the computer specifications or the available network bandwidth are not sufficient. The number of displayed screens can total up to 10 if you are using Self-View and also viewing a shared document. Remember, you have the option to view your own video feed as a thumbnail picture-in-picture, or the same size as other participants, or not at all. (See Self View on page 3.) 6 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

7 Full Screen Figure 12: Full Screen control on toolbar Use the Full Screen button to toggle between full-screen mode and restoring the window to its previous size. Mac users will see the application maximized. 1. To use your entire screen, click inside the video image to view the toolbar and then click the Full Screen button ( ). The video window expands to cover the entire screen. 2. To restore the window to its previous size, click inside the video image to view the toolbar and then click the Full Screen button ( ). Figure 13: Standard-sized window with 4 users The video window contracts to a its smaller size. 3. When the video window is a smaller size, to manually change the size of the screen, use the cursor to click and drag the video window s: bottom-right corner or bottom edge or right edge. Figure 14: Full screen with 4 users Figure 15: Manual resizing 7 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

8 Share Your Screen Figure 16: Share controls on toolbar Use the Share controls to select an open application on your computer and share it with other participants in the videoconference. 1. To select an application to share, click inside the video image to view the toolbar and then click the Share button and select an item from the list (Figure 17). 2. To share everything on your computer screen (if you want everyone to see all of your open windows), select the Display entry from the list. (Note: This works only with Windows operating systems.) When you are sharing, the Share button appears green ( ). When you first share an application or screen, the participant video shrinks to enable you to view the shared application. You can re-size the window as desired. Figure 17: Share button with menu 3. To view your own shared application, click the Toggle drop-down arrow ( ) and choose your name from the list. If later, you choose not to view your shared application, click the Toggle drop-down arrow and select None. 4. To view the shared application in a separate window (undock it), double-click the contents of the application panel (Figure 18). 5. To place the shared application back in the videoconference window (dock it), double-click the contents of the application window (Figure 19). To more easily view shared content: Set your layout to Preferred mode. The share appears in the largest panel. (See Screen Layouts - step #2 on page 6). Figure 18: Undocked shared application Figure 19: Docked shared application - preferred layout 8 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

9 Toggle Between Shared Applications Figure 20: Toggle controls on toolbar Use the Toggle controls to view a list of users who are sharing their screen and then select which shared application you want to view. Or you can hide the shared panel. You can view only one shared screen at a time. When one or more shared applications are available, the Toggle button appears green ( ). 1. To see the list of people who are sharing (including yourself), click inside the video image to view the toolbar and then click the Toggle button. The shared application currently in view appears with green highlighting. Figure 21: Toggle pop-up list 2. To choose a specific share, select the desired user s name from the pop-up list. 3. To hide the shared panel, select Stop Viewing Share from the pop-up list. 9 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

10 Participants Panel Figure 22: Participants panel controls on toolbar The Participants panel displays a list of all participating systems in the videoconference. From this panel you can access additional features. For example, far-end camera control. Your name appears in bold text. 1. To view the participants panel, click the Show Participants button ( ). The Participants panel appears on the left side of the video window. 2. To view additional control buttons for a participant, move your cursor over the participant s name in the list. If additional features are available, new control buttons appear under the participant s name. For example, far-end camera control. To hide the participants panel, click the green Show Participants button ( ). Figure 23: Participants panel displayed 10.1 Far End Camera Control The Far End Camera Control (FECC, also known as Pan, Tilt, Zoom or PTZ), allows you to manipulate the motion of a room-based system s camera. Before using the control, always inform the far side participants that you are going to move their camera. There are two requirements: The camera in the room must be motorized to enable motion. The room must be configured to allow FECC. camera control panel 1. View the participants panel and move your cursor over the participant s name in the list. If a room-based system is FECC enabled, an FECC button ( underneath the system name. 2. To display the FECC controls, click this button. The Remote Camera Control panel opens. ) appears Figure 24: Far-end camera control panel 3. To pan (move side-to-side) and tilt (up and down) the camera, or zoom in and out, click the associated control buttons. 4. To end far end camera control, click the FECC button ( ) again. 10 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

11 Configuration Settings Figure 25: Configuration button on toolbar Use the Configuration button to open a new window that allows you to configure your software, including status, attendees, network, devices, video, and other options. You can access the configuration settings at any time in a conference, not in conference, signed in, or not signed in. There are two ways to access the configuration settings: From within a videoconference window, click inside the video image to view the toolbar and then click the Configuration button ( ). From your system tray/dock, right-click (control-click on a Mac) the program icon ( ) and select Configuration from the pop-up menu (Figure 26 and Figure 27). All changes take place immediately, as soon as you click the Save or Apply button. Figure 26: Windows 7 right-click menu Figure 27: Mac ctrl-click menu Figure 28: Configuration window 11 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

11.1 Status The Status tab indicates if you are in a conference, with whom, and your current bandwidth. To view real-time details about your videoconference, click the Show Conference Status button. A Conference Status window appears that displays full details of bandwidth and CPU usage (Figure 30). Figure 29: Configuration Status tab This information can be useful if you have video quality problems. Figure 30: Conference Status window 11.2 Network A VidyoProxy address is typically provided by OTN. The Personal Videoconferencing software is configured to connect directly to the server, traversing the firewall/nat on specific TCP ports. PC Settings Clear Always use VidyoProxy (leave it unchecked). Set Web Proxy to: Use settings for Internet Explorer. Figure 31: Network settings for PC Mac Settings Clear Validate Server Certificate (leave it unchecked). Clear Always use VidyoProxy (leave it unchecked). Set Web Proxy to: Use settings from operating system. Figure 32: Network settings for Mac 12 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1

11.3 Devices This panel identifies which audio/video devices to use with the Personal Videoconferencing software. If there is more than one Speaker, Microphone, or Camera listed, select the one you want to use. Select both checkboxes: Echo Cancellation (if active) and Auto Adjust Microphone Level Once configured, DO NOT unplug/plug-in the camera, headset or speakerphone. Figure 33: Device settings If you unplug/plug-in the camera, speaker or microphone, you must re-select and save the device(s). 11.4 Video Set Video Preferences to: Best Quality (recommended). 11.5 Options Figure 34: Video preferences Do not select Incoming Calls: Auto Answer Enabled (leave it unchecked). Select the following: Start VidyoDesktop on login Play a tone when participants join/leave Show Participant Names Figure 35: Options settings 13 Personal Videoconferencing: Using the Video Window (PC or Mac) v 6.1