Certification Guide & Install Manual
Contents
1. Valume w Automatically adjust microphone Audio You can test select and adjust your speakers and microphone in the audio section We suggest that you do this prior to your meeting for the best meeting experience Video You can test and select your video camera for the best HD experience based on the video camera s available to you General You can select additional preferences For Broadview support call 1 800 Broadview Broadview NETWORKS Feedback We welcome any suggestions questions comments or feedback that you may have on making this product even better Recording You can browse or open your stored recordings all recordings are stored on your local device computer Account You can see what version of the software you currently have You can also upgrade or mange your account details What Can I Do In a Meeting When you have started or joined a meeting you can perform the following actions from the menu bar located at the bottom of the meeting window move your mouse to toggle Invite more people to join by Email IN SMS mobile users or via meeting ID link Screen share your desktop or specific application window Start a group or private chat Record your meeting Manage participants Mute and Un mute your audio Select audio connect to dial in via phone and disconnect computer audio Stop and start your video Configure your Settings Leave or end the meeting2. Screen Sharing and Annotations To start the screen sharing click the Share Screen button located in your in meeting toolbar A Audio Settings 1 Invite e Participan ts je Share Screen Chat O Record End Meeting After selecting Share Screen you can choose to share your desktop or an individual application window open on your computer Note You can select to share computer audio when sharing a video clip such as a YouTube or locally stored video clip Note If using dual monitor set up you can show the screen sharing on one monitor and the participants on the second monitor During your screen share you will have the option of using several features By selecting the Annotate button shown below on the top menu bar you can perform the following tasks For Broadview support call 1 800 Broadview Pause Share Annotate Audio Stop Video More D 644 717 616 stop Share gt e Moue Spotlight Highlighter Pen Arrow Erase All Select Mouse set as default Select Spotlight to show something on the screen with special attention Select Highlight to highlight anything on the screen with the color indicated Select Pen to write on the screen with the color indicated Select arrow to click and drop arrows on the screen where you want to call attention Select Erase All to erase all annotations made to that point Select Color to change the color of the writing and arrow annotation items Audio Video and More
3. The Audio option allows you to connection via phone and disconnect the computer audio The Video option turns video on or off depending on how you started the meeting Screen Share mode or Video mode The More option gives you added features including Participants given you a list of participants in the meeting at that time Chat given you the ability to chat with someone in the meeting Start Recording giving you the ability to record the meeting Invite giving you the ability to invite more people Hide Show Video Panel allows you to either hide or show the video panel depending on your preference and if Video is on Settings giving you access to your meeting settings End Meeting allowing you to not only stop sharing but will also give you an option to close the meeting for all O O OOO O How Do I Record a Meeting To record a meeting you will need to either be the host or the host must grant you permission to record While you are in an OfficeSuite HD Meeting move you mouse around the screen to toggle the menu bar Depending on the mode your in the toolbar will be the top or bottom of the screen For Broadview support call 1 800 Broadview sn NETWORKS Select the Record button in the More tab of the upper toolbar The Record button is located by itself on the lower screen toolbar 2 Optional Click on a participant to allow them to record 3 All participants in the meetin
4. For Broadview support call 1 800 Broadview c Broadview u NETWORKS 4 The OfficeSuite conferencing app will now open as shown below Click the Video Meeting icon to start your meeting le Test User Pro Account Y screen Share Meet Now Schedule o5 R u ou Meetings Contacts Settings Ill Start a Meeting via your mobile app 1 Access your mobile device Find the OfficeSuite conferencing app on the device If you don t have the app downloaded to your device you can easily find the app in iTunes or GooglePlay by searching for OfficeSuite Download the app for Free For Broadview support call 1 800 Broadview lt Broad lt lt w NETWORKS view 2 Touch the app to open it You will see the screen below essee ATAT 4G 11 47 AM 98 MM OfficeSuite Cloud Meetings Upcoming 3 amp Home hat etting 3 Touch the Meet Now icon to start your meeting How Do I Schedule a Meeting To schedule a meeting first you must open your OfficeSuite conferencing application and log in The click the Schedule icon as shown below For Broadview support call 1 800 Broadview eh eseee ATAT 4G 11 47 AM OfficeSuite Cloud Meetings Meet Now Upcoming p When you have opened the meeting scheduler you can then start to set up your future OfficeSuite HD Meetings Note All scheduled meetings can be started by the host at anytime regardless of the date and time settings The Schedule
5. a Meeting screen as shown below will open For Broadview support call 1 800 Broadview lt Broadview l NETWORKS Topic Dema Meeting When Start Tue March 15 2014 1100 am gt Duration i Hr fa Min TimeZone GMT 4 00 Eastern Daylight Time Recurring meeting Meeting Type Screen Share Meeting Video does not start automatically Video Meeting Video starts automatically Meeting Option Require meeting password Enable join before host Calendar e Outlook Google Calendar Other Calendars Topic Choose a topic name for your meeting When Select a date and time for your meeting If you want a recurring meeting check the box TimeZone By default OfficeSuite will use your computers time zone setting Meeting Type Select which meeting type you would like to start the meeting o Screen Share Meeting o Video Meeting For Broadview support call 1 800 Broadview c Broadview NETWORKS Meeting Option o Ifyou want to have participants enter the meeting via a password enter the desired password in the space provided o Ifyou want an open forum to start before you open the meeting check the Enable join before host box Note The meeting will end after 40 minutes if the host doesnt join Calendar Add to any selected calendar and send out invites to participants Click the Schedule button to finish and open up which ever calendar you have selected Note Choosing
6. call 1 800 Broadview Broadview NETWORKS Video is not automatically turned on during the screen share meeting During your screen sharing any participant can start their screen sharing There is no need to pass presenter functionality Your screen sharing will stop when another participant shares their screen Note You can prevent a participant trom showing their screen by locking the screen share to only your screen and preventing others trom showing their screen Switching Windows during Screen Sharing During screen sharing you can switch between different windows or desktop by moving the cursor on your screen over the Meeting Options Bar at the top of your screen as seen below Click the Share menu option Cy P a oon Share Annotate Audio Start Video More DM 645 410 606 Stop Share A new dialog box will appear showing the screens you current have open as show below m Select a window or an application that you want to share o X Show all windows Desktop 1 Desktop 2 Inbox Microsoft Outlook Click the Show all windows link to expend the screen selection if you have more than 3 applications open Click on the screen you now want to share By sharing your Desktop either 1 or 2 if you have split screens you can show anything you open on that screen Other options during screen sharing includes Mouse keyboard control Annotate Record Mute Chat For Br
7. i chat message 4 Search Topic For Broadview support call 1 800 Broadview Broadview NETWORKS Meet Now Join Schedule Upcoming Meetings Meet Now Will allow you to start an instant meeting and invite up to 25 participants Join Will allow you to enter a 9 digit meeting ID and instantly join another hosts meeting Schedule Will allow you to set up a future OfficeSuite HD Meeting Upcoming Meetings View all of your future scheduled meetings Note Ifyou dont link you account your meeting s will be timed via our free trial account offer and each meeting will end after 40 minutes Link Your Account Login You can Link your OfficeSuite Google or Facebook account by selecting the Settings icon and then choose Link Account To logout simply select unlink account By linking your account you will also be able to view any upcoming meetings you have associated with your account eee00 ATAT 4G 10 09 PM settings Not Set Linked Account Not Linked Version Send Feedback For Broadview support call 1 800 Broadview Broadview NETWORKS Gd eeeee ATAT F 10 31 PM 32 E gt Cancel Login Email Password Forgot password OR G rat ai Login with Google Login with Facebook SSO Login Note Linking your account will also allow you to find more contacts and use features like Personal Meeting ID Settings When you ve completed linking you
8. Other Calendars will allow you to copy and paste the scheduled meeting information such as date time and meeting URL into the Email that you may send to invitees Depending on the Calendar option you have chosen a meeting invite will open for that application Within the body of the meeting invite the OfficeSuite conferencing information to access your newly scheduled meeting is automatically populated Simply add invitees to the meeting invite and send at the date and time you have designated Note Non recurring meeting ID s will expire 30 days alter the meeting is started You can re start the same meeting ID as many times as you would like within the 30 day window Note Recurring meeting ID will expire 365 days after the meeting is started on the first occurrence You can re use the meeting ID for future occurrences within the 365 day window How Do I Join a Meeting There are many ways to join a meeting Join by answering a video meeting Just like answering a phone call simply Accept the call You can also Decline if you re unable to join See the image below to view this screen Test User is calling For Broadview support call 1 800 Broadview c Broadview lt NETWORKS II Join via your desktop application Fy RJ Test User a Pro Account w Screen Share Meet Now Schedule fo r ge wh pa r gO p 4 F pes ae tn ue Meetings Contacts settings After clicking the Join ico
9. c Broadview NETWORKS OfficeSuite HD Meeting User Manual Welcome to Broadview Networks OfficeSuite HD Meeting Our service unifies cloud video conferencing simple online meeting and mobile collaboration into one easy to use platform Our solution offers the best video and web screen sharing quality across Windows Mac iOS Android and H 323 5IP room systems How Do Begin You should have received an email that will confirm who you are by asking you to Click here to activate your account You ll be asked to enter your account password and type that new password a second time to confirm you typed it correctly Click the Go button Confirm your Name Phone Number and Company information and click the option boxes that you wish to activate followed by the Save Changes button Note Save this link to your favorites This is the link you can use to update your profile at any time you wish After confirming your account information you can start a meeting By starting a meeting you will automatically download the OfficeSuite HD Meeting application onto your computer Depending on your browser you may have to open the downloadable file on the bottom left of your web browser Follow the on screen prompts to complete the download if it doesn t download automatically End the Meeting Home Options When the meeting ends you will see a new icon on your desktop Double click the icon to open the main dialog box as shown bel
10. g will see a recording indicator in the upper left corner of the screen as shown below Recording 4 When the meeting ends recording will automatically stop or you can stop the recording prior to the meeting ending What can I record You can record the active speaker content sharing with active video panel and M4A audio Active Speaker Gallery View MP4 Recording MP4 Recording Content Sharing with Active Speaker MP4 Recording Audio M4A Recording Where is my saved recording file To access your saved recorded meetings open your desktop application Then select Meetings and on the top part of window select the Recorded tab as shown below For Broadview support call 1 800 Broadview Broadview NETWORKS Topic My Meeting Tue Jun ae phe 08 53 AM Recording hoien r j carpi w Docu iments room 2013 53 48 My Meeting 06 Play Video Delete Topic My Meeting lue Jun l 013 6 46 AM Recording Path Users nicksmacpro Documents Zoom 2013 06 25 05 48 19 My Meeting Topic My Meeting Tue Jun 25 2013 08 45 AM Recording Path Users nicksmacpro Documents foom 2013 06 25 08 45 20 My Meeting Topic My Meeting Tue Jun 25 2013 08 40 AM Recordi ing t ath Users nicksmacpro Documents Zoom 2013 06 25 08 40 51 My Meeting Topic My Meeting All recorded meetings are stored locally on your device or computer Note Your recorded meeting will be c
11. meeting is synchronized How Do Invite Others To Join The are many ways to invite participants onto your hosted calls For Broadview support call 1 800 Broadview c Broadview NETWORKS Schedule an invite via your desktop application Open your desktop application and click the Schedule icon After you finish setting up your meeting the calendar you choose will open with your pre populated meeting information in the body As you would normally add invitees to your meeting requests simply add anyone you want to invite to this scheduled meeting and send the invite ll Select others from the contacts you create in the desktop application Open the desktop application and click the Contacts tab as shown below r a Add J Russ Fordyce a TL PA ETN FA 1 yop n z aii M wj Ei LT Home Meelings Settings Note A green dot for Google and Facebook only means that the person is currently online The invitees do not need to have OfficeSuite conferencing pre installed to join your meeting For Broadview support call 1 800 Broadview as Broadview NETWORKS I Invite contacts while in an OfficeSuite HD Meeting by selecting the invite tab in your in meeting toolbar as shown below ES 4 Audio Settings Invite Participants EJ Share Screen Chat O Record End Meeting From here you can Invite using your Default Google or Yahoo Email Contacts Invite u
12. n as shown above a new window will open Enter the meeting ID of the scheduled meeting you are trying to join in the space provided followed by you name and click the Join button as show on the screen below For Broadview support call 1 800 Broadview ce lt Broadview 4d NETWORKS Please enter your meetng ID and your name Meeting ff II Join via URL link in meeting invite Each meeting invite comes with a link that allows participants to join simply by clicking on it Participants will be taken right into meeting without a need to enter the meeting ID first Users may be asked for their name if that s required by the host as a way to identify everyone on the call IV Join via IM Chat The meeting invite link can also be applied to a chat session A participant can click on the link to open the meeting from the Chat application too V Join via the http officesuite zoom us webpage Click on the Join a Meeting button Enter your video call ID to join as shown below Join Video Meeting Video Meeting ID VI Join using Dial in from your phone You can join a meeting via teleconferencing by using your landline or mobile device by dialing the number provided in the invitation you received You will be asked to enter the meeting ID Note If you are already in the meeting via a computer for the screen share video portion you Will also be asked to enter your 2 digit participant ID number so that your access to the
13. oadview cE lt Broadview NETWORKS OfficeSuite works on your iPhone iPad and any other iOS device You can download the OfficeSuite app from the Apple App Store Simply type OfficeSuite in the search option and select the conferencing app When you have the OfficeSuite app installed tap the OfficeSuite application icon on your IOS device to open the meeting controls In the meeting controls you can enable Contacts Enabling contacts will allow you to invite family friends and colleagues that already exist in your contacts list Note Adding contacts to your OfticeSuite HD Meeting app will allow you to invite others quickly into an OfficeSuite HD Meeting and send one on one or group messages Click the Contacts button on the bottom of the screen Then enter your number in the Phone number field as seen below eeoa ATAT 10 16 PM a gt 28 E Cancel Phone Number 1 United States ___ Enter your number here For Broadview support call 1 800 Broadview Broadview NETWORKS OfficeSuite will send you a message with your verification code that you can then enter to verify your phone Now you re ready to start inviting your contacts Select Invite to choose which contacts you would like to add You can also select Chat and choose someone you would like to send IM messages to eco ATAT 4G 10 08 PM Chats ta Search Topic eco ATAT 4G 10 08 PM gt 38 8 __ Compose a new Gnats D
14. oadview support call 1 800 Broadview c Broadview NETWORKS Show participant list Open video Pause the screen sharing etc Stop Share To end your screen share meeting simply select Stop Share and then select End Meeting for All Note If you started your video screen share when you click Stop Share your meeting Will return to the Video Meeting mode Switching to Video Meeting If you would like to add video during screen sharing click the Start Video menu option as seen below a Cy P a FA ose Pause Share Annotate Audio Start Video More ID 643 410 606 SLO Sane Video Layouts There are 4 video layouts for single monitor systems Window View Full Screen View Gallery View Mini View For Dual monitor setup you can view your screen share presentation on one monitor and the participant s video on the second monitor Video Layout during screen sharing There are 3 layouts if you enabled video during screen sharing Minimized View shows who s talking via text only Active Speaker View shows active speaker only All Speaker View shows all speakers 4 at a time with up and down scrolling Note You can move the window layout at any time Fit to window There is an option in Settings to fit to window as default For Broadview support call 1 800 Broadview Broadview NETWORKS Fit to window can reduce the quality for the video on the
15. onverted and added after you have ended the meeting that you were currently recording What can do with my saved recording Using you mouse toggle over your saved recording to view your options Play video Selecting Play from your desktop application will play the saved meeting with your default media player Open Selecting Open will allow you to view your saved file in your device or computer s folder Delete After deleting your saved recorded meeting it will still be saved to your local device or computer What formats will me recordings be saved as After you have ended your meeting your recorded file will be converted and saved to your local device computer You will have four 4 different file types to choose from For Broadview support call 1 800 Broadview R Broadview NETWORKS M3U playlist A playlist to play the individual MP4 files Windows only MP4 file Video file or split video and screen sharing files Windows and Mac MA4A file A single audio only file VLC player MP4 file A single file for video and screen sharing view via VLC Player Windows MP4 file A single file for video and screen sharing Mac Only Note The VLC Player MP4 file and single MP4 Mac tile can also be opened by Quicktime player You can convert the file to MOV and edit using iMovie Change the location of stored recordings You can change the location of where your recorded meeting file is
16. ow The default tab is Home For Broadview support call 1 800 Broadview Broadview NETWORKS Test User SMB Pro Account W Screen Share Meeting Video Meeting Schedule Meeting Join a Meeting L F Lal z er 5 e a Meetings Contacts Settings This dialog box allows you to Click on Screen Share Meeting to start a meeting sharing your desktop or application Click on Video Meeting to start a video meeting Click on Schedule Meeting to set up a future meeting Click on Join a Meeting to join a meeting that has already been started Note Click on the account drop down arrow to view your profile check for updates switch accounts and log out For Broadview support call 1 800 Broadview c Broadview i NETWORKS How Do I Start A Screen Share Meeting If you would like to start an instant meeting using screen share you can do so by selecting the Screen Share Meeting icon on the Home tab screen Test User Pro Account Y Meet Now 4 lrg O k Fag Meetings Contacts settings A screen share meeting starts with screen sharing and audio VolP or PSTN call in Video is not turned on automatically After selecting Screen Share Meeting your meeting will start You will first be prompted to select the window or desktop to share Then you will be prompted to invite other participant s to your screen share meeting For Broadview support
17. r account you can access more OfficeSuite features and settings for your iOS device In Settings you can Adda profile picture and choose a screen name View your Linked account View your personal 10 digit meeting ID See what version of OfficeSuite you re using Send us feedback Spread the word about OfficeSuite Add already existing contacts from your mobile device Receive pop up notifications from IM messages Enable Disable Safe Driving Mode Connect OfficeSuite to another computer device using Airplay Note Your screen name will show as your name in your OfficeSuite HD Meetings application For Broadview support call 1 800 Broadview c Broadview NETWORKS What Is Personal Meeting ID Personal Meeting ID PMI is assigned to you automatically as a permanent virtual room You can start it at anytime or schedule it for a future use Your Personal Meeting ID becomes your Personal Meeting URL eg https officesuite zoom us j 5551112222 If you are on a Paid plan you can customize the 10 digit ID For example you can make the ID your phone number Follow these steps to customize 1 Open your OfficeSuite desktop application or mobile app Click on the Meetings button on the Home page as shown below gt ba Og Settings Then click the edit button as shown below Personal Meeting ID 869 384 8954 Then click Change your Personal Meeting ID as sho
18. r when joining a meeting v Use Telephone Dial 1 415 762 9988 1 646 568 7788 International numbers available Meeting ID s iuiafiatka Participant ID 13 About Settings In the OfficeSuite desktop application you will have a Settings option Under Settings you will have the following options Note You can also access these settings in your in meeting toolbar during an OfficeSuite HD Meeting For Broadview support call 1 800 Broadview 7 Broadview NETWORKS M Y Audio Video gt o General Feedback Recording Account Be U Settings a Audio p Speakers Automatically adjust microphone Audio You can test select and adjust your speakers and microphone in the audio section We suggest that you do this prior to your meeting for the best meeting experience Video You can test and select your video camera for the best HD experience based on the video camera s available to you General You can select additional preferences Feedback We welcome any suggestions questions comments or feedback that you may have on making this product even better Recording You can browse or open your stored recordings all recordings are stored on your local device computer Account You can see what version of the software you currently have You can also upgrade or mange your account details Getting Started With IOS For Broadview support call 1 800 Br
19. rencing space to connect with other corporate locations Broadview s OfficeSuite HD Meeting software allows for the use of these room systems to connect to a regular meeting To start turn on the TV or screen used for the video presentation in the conference room Activate the room system camera Use the controls to make a call Inthe prompt enter the OfficeSuite IP Address you may need to use a remote for this step You can enter the number like you would on a TV but to get the period you may need to hold the number 1 until you see the period display Then let go of the 1 key and you can enter the next number Note The IP Address will be in the following design number dot number dot number dot number example 4 34 125 151 Click Call When the system connects you will be prompted to enter the Meeting ID This will be the number that is at the end of the OfficeSuite URL that is sent to you example https officesuite zoom us j 424782207 You will now be connected to the meeting For Broadview support call 1 800 Broadview ce Broadview m NETWORKS For Broadview support call 1 800 Broadview
20. screen Original size will maintain the original quality C Audio EM Video g General Content Sharing Enter full screen mode automatically when starting video Enter full screen mode automatically when viewing the shared screen w Atto window automatically when viewing the shared screen Enable dual stream for dual monitor You can also make this change when Viewing a shared screen presentation How Do I Host A Video Meeting There are several ways to Host a Video Meeting Listed below are 3 different ways to start that process Start a meeting via the web portal 1 To host a video meeting you can go to http officesuite zoom us and click the Host a Meeting button 2 You will be taken to the login page where you can enter the Email and password that you have created for your account or use your Google Gmail or Google App or Facebook account 3 Then click on the Start Meeting button 4 Your meeting will now open Il Start a meeting via your desktop app 1 On your desktop click the OfficeSuite conferencing icon 2 Inthe dialog box click the Host a Meeting button For Broadview support call 1 800 Broadview c Broadview NETWORKS 3 Login to the app with your Email and password that you have created for your account or use your Google Gmail or Google App or Facebook account as shown below or Sign Up Or o r a Login with Facebook Remember me l f Forgot your password
21. sing your Favorites Google or Facebook IM Contacts Youcan Copy URL or Copy Invitation and paste it anywhere for your contacts to use to join the meeting See the screen below for these details M Invite people to join meeting 202 229 531 x Email Contacts Contacts Meeting Information Choose your email service to send invitation O O Default Email Gmail Yahoo Mail Copy URL UAL https bvnzoom us j 202229531 Scheduled Meetings Select the Meetings tab to view start edit or delete your personal meeting ID scheduled meetings and recorded meetings Start Select start to begin the pre scheduled meeting that you have listed in your upcoming meetings For Broadview support call 1 800 Broadview c Broadview NETWORKS Edit You can edit or update your scheduled meeting Delete Selecting delete will permanently delete your scheduled meeting Copy URL You can copy your scheduled meeting s URL and manually paste into an email IM SMS etc Note If you do not see your scheduled meeting click the refresh tab in the upper right hand corner to update retresh the meeting list How Do I Configure My Settings You can find the Settings tab in the main dialog box or in the in meeting menu bar After clicking on Settings you will have the following options Settings x ead Audio EA video General Feedback Speakers Recording Volume EE Account LI Microphone
22. stored on your computer Open the desktop application and click the Settings button On the left menu click the Recording option From here you can Change where your recorded file will be stored Select an option to pop up a location selection each time a recorded meeting en Auclia Recording video General Store my recordings at Feedback C Documents and Setting a 0 Recording 241 GE remaining Pra Account Zn w Choose a location far recorded files when meeting ends How Do I Join By Teleconferencing You can join an OfficeSuite HD Meeting via teleconferencing audio conferencing using a traditional dial up phone This is useful in occasions where You don t have a microphone or speaker on your PC Mac You don t have a smartphone iOS or Android while on the road You could not connect to a network for video and VolP computer audio Joining by Teleconferencing Join by computer for video and phone for audio For Broadview support call 1 800 Broadview Broadview NETWORKS Join an OfficeSuite HD Meeting at https officesuite zoom us Enter your 9 or 10 digit meeting ID When you are in the meeting select the Audio option in the menu bar Follow the instructions in the dialog box to Use Telephone as shown below OO0O Audio Conference Your audio is not yet connected v Use Computer Mic amp Speakers Audio Settings __ Automatically connect audio using compute
23. wn below Personal Meeting ID 869 384 8954 Change Your Personal Meeting ID Meeting Type Screen Share Meeting Video does not start automatically e Video Meeting Video starts automatically Meeting Options __ Require meeting password __ Enable join before host Close Save For Broadview support call 1 800 Broadview c Broadview NETWORKS Click Copy to copy your Personal Meeting URL to paste into Email SMS IM invitation etc as shown below Upcoming Recorded CJ Personal Meeting ID 869 384 8954 Start Edit Copy About My Account To access and view your Account you will need to visit https officesuite zoom us and select the Login tab located in the upper right hand corner of the web page Log in using your OfficeSuite Google or Facebook account Once you access your OfficeSuite profile select the My Account tab as shown below My Profile My Meetings My Account gt Billing User Management REST API Meeting Connector Room Connector Single Sign On M M Here you can view your Account type Your role and you can Cancel Terminate your account For Broadview support call 1 800 Broadview e Broadview D NETWORKS How Do I Connect OfficeSuite HD Meeting To My Room Conferencing System Many companies have a Video conferencing system in their physical confe
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