User Manual Web Meetings - Zarafa
Contents
1. 2 2 Zarafa Web Meetings overview 4 User Manual Web Meetings Release 1 0 0 2 2 2 Zarafa Web Meetings meeting area Zarafa web meetings powered by spreed Standard Zarafa Web Meetings meeting area In the Zarafa Web Meetings meeting area you have the following controls 1 start or go to anew room 2 2 3 Zarafa Web Meetings active meeting controls z ah tes F lt KA Chat mit Ryan Hughes 2 Ryan C R p g E yz 1 Hi Hi Ryan Hi Mathias Nachricht hier eingeben Zarafa Web Meetings active call In an active Zarafa Web Meetings call you have the following additional controls 1 share a youtube video 2 upload and share a PDF presentation 3 activate screensharing Note While you are in a video call you can double click in the video view area to enter or leave full screen mode 2 2 4 Zarafa Web Meetings screen sharing extension for Chrome To use the Web Meetings screen sharing feature in an active call you need to first install the Spreed me screen sharing extension from the Chrome Web Store free of charge To install the extension please visit the following page 2 2 Zarafa Web Meetings overview 5 User Manual Web Meetings Release 1 0 0 https www spreed me extension Note Screen sharing is only available for Google Chrome Important When using screen sharing on high resolution screens and internet connections with limited bandwidth please take care to share the2. This document explains how a user can work with these new communication features Important Although we Zarafa try our best to keep the information in this manual as accurate as possible we withold the right to modify this information at any time without prior notice 1 1 Intended Audience Any WebApp user on a Zarafa Collaboration Platform with installed Web Meetings extension package CHAPTER 2 Using Zarafa Web Meetings In this chapter we will introduce you into Zarafa Web Meetings and show you how to set up calls and use the advanced real time communication options 2 1 Start Zarafa Web Meetings In your Webapp you can start Web Meetings with a click on the icon Toolbar Web Meetings on User Manual Web Meetings Release 1 0 0 2 2 Zarafa Web Meetings overview Zarafa web meetings powered by spreed Rr Mathias Kiimmerle lt paun Standard O Bj rn Neumann Felix Bartels ya 71 Helmuth Neuberger Joost Hopmans Marc Scheper Michael Kromer Zarafa Web Meetings overview The main areas are 1 the toolbar 2 meeting area 3 the content area 4 the buddy list 2 2 1 Zarafa Web Meetings toolbar G sh Ben Tester vy 1 Ryan vw 1 Zarafa Web Meetings toolbar The Zarafa Web Meetings toolbar has the following buttons me Start chat show contacts buddies microphone on off mute camera on off wf Ww H preferences
3. 00 Where h b Z fa EF ttt H You are invited to join my web meeting in the following digital meeting room The meeting room gives us access to easy to use online collaboration tools like Share your screen share files start a HD video call with multiple people and send chat messages You won t have to install anything Simply follow the link above You do need one of these browsers Google Chrome Firefox Chromium or Iridium Our web meetings are powered by Zarafa Web Meetings http zarafa com webmeetings Note Please set a reminder in the appointment to ensure that you will enter the Web Meeting before the scheduled start time There are two methods for participants to enter the meeting Zarafa Users can enter the meeting from inside WebApp External participants or Zarafa users not using WebApp can enter the meeting by opening the URL included in the meeting request in a browser supported by Zarafa Web Meetings These two methods are described below 3 1 2 Joining a Zarafa Web Meeting scheduled to a meeting request from inside WebApp To enter the scheduled Zarafa Web Meeting from inside WebApp please open the meeting in your calendar and click on the Join web meeting button button No 2 in the below image By pressing the button a new browser window is opened and Zarafa Web Meetings will be loaded for your Zarafa account Other Zarafa users that participate in this meeting can enter the Web Meeting in the same
4. 15 15 00 lt v Reminder 15 minutes v Busy Status Busy v Attachments You are invited to join my web meeting in the following digital meeting room https webapp zarafa com webmeetings mathias 1mk6 a6fc fdb1 cd2d The meeting room gives us access to easy to use online collaboration tools like Share your screen share files start a HD video call with multiple people and send chat messages You won t have to install anything Simply follow the link above You do need one of these browsers Google Chrome Firefox Chromium or Iridium Our web meetings are powered by Zarafa Web Meetings http zarafa com webmeetings User Manual Web Meetings Release 1 0 0 The highlighted buttons are 1 Add web meeting registers a Zarafa Web Meeting URL 2 Join web meeting opens the Web Meeting in a new window A meeting request will be sent to the invited participants See the image below for an example Reply A Reply All e Forward Fp v Accept Tentative X Deciine Propose New Time Calendar 0 amp Y 35 presentation zarafa webmeeting Please respond Mathias Kimmerle lt mk zarafaserver de gt Sent Monday 21st September 2015 13 50 To Sara Tancredi lt s tancredi zarafa com gt When Monday 21st September 2015 14 30 Monday 21st September 2015 15 00 Location https Avebapp zarafa com webmeetings mathias 1mk6 a6fc fdb1 cd2d When Monday 21st September 2015 14 30 Monday 21st September 2015 15
5. User Manual Web Meetings Release 1 0 0 Zarata BV September 29 2015 Contents Introduction 1 1 Intended Audience is lt s egora aieea 68 bee eee eee TS Using Zarafa Web Meetings 2 1 Start Zarafa Web MeetingS 2 oe e on e ge ee ee ee 2 2 Zaara Web Meetings overview 00002 ee 2 3 Starting a video conference or Chat Session 0 Scheduling Zarafa Web Meetings with 3rd parties 3 1 Scheduling a Zarafa Web Meeting oaoa 3 2 Instant Zarafa Web Meetings by e mail oaoa Legal Notice User Manual Web Meetings Release 1 0 0 Edition 7 2 1 The Zarafa Team This document the Web Meetings User Manual describes how to use the Web Meetings communication features Contents 1 CHAPTER 1 Introduction Zarafa Web Meetings is an extension package for the Zarafa Collaboration Platform ZCP Zarafa Web Meetings is a Zarafa Collaboration Platform ZCP extension and Webapp Plugin that helps you to organize meetings from within your browser You can use several communication options like videocalls chat presentations filetransfer and screensharing It enables Real Time Communication for all users on the ZCP platform The additional communication features are video voice chat screen sharing content sharing and filetransfer All functionality is integrated into the Webapp A presence service indicates if a user is logged in and ready to receive a call or a chat message
6. ail address and your name into the fields below Please join web meetings and then click on the Join button This is the sign in procedure that external participants and participants not logged in to WebApp need to use to join the meeting 3 2 Instant Zarafa Web Meetings by e mail 14 CHAPTER 4 Legal Notice Copyright 2015 Zarafa BV The text of and illustrations in this document are licensed by Zarafa BV under a Creative Commons Attribution Share Alike 3 0 Unported license CC BY SA An explanation of CC BY SA is available at the creativecommons org website In accordance with CC BY SA if you distribute this document or an adaptation of it you must provide the URL for the original version Linux is a registered trademark of Linus Torvalds in the United States and other countries MySQL is a registered trademark of MySQL AB in the United States the European Union and other countries Red Hat Red Hat Enterprise Linux Fedora and RHCE are trademarks of Red Hat Inc registered in the United States and other countries Ubuntu and Canonical are registered trademarks of Canonical Ltd Debian is a registered trademark of Software in the Public Interest Inc SUSE is a registered trademark of SUSE LLC eDirectory is a registered trademarks of Novell Inc Microsoft Windows Microsoft Office Outlook Microsoft Exchange and Microsoft Active Directory are registered trademarks o
7. f Microsoft Corporation in the United States and or other countries The Trademark BlackBerry is owned by BlackBerry and is registered in the United States and may be pending or registered in other countries Zarafa BV is not endorsed sponsored affiliated with or otherwise authorized by BlackBerry All trademarks are the property of their respective owners Disclaimer Although all documentation is written and compiled with care Zarafa is not responsible for direct actions or consequences derived from using this documentation including unclear instructions or missing information not contained in these documents 15
8. g a Zarafa Web Meeting 11 User Manual Web Meetings Release 1 0 0 Zarafa Please join web meetings mathias 1mk6 a6fc fdb1 cd2d testuser zZarafa com Sara or logon with your Zarafa account WebApp 2 1 0 51694 ZCP 7 2 1 51682 Please enter your e mail address and your name into the fields below Please join web meetings and then click on the Join button This is the procedure that external participants need to use to join the meeting 3 2 Instant Zarafa Web Meetings by e mail You can also invite Zarafa participants and external participants to take part in a Zarafa Web Meeting instantly as soon as possible by using the WebApp e mail composer 3 2 1 Adding an instant Zarafa Web Meeting to an e mail To set up such an instant Web Meeting please create a new e mail composer as described in the WebApp User Manual In the toolbar of the WebApp e mail composer you will find the following Add web meeting button button No 1 in the below image 3 2 Instant Zarafa Web Meetings by e mail 12 User Manual Web Meetings Release 1 0 0 B Posteingang E Mail X Basen 8 E T amp hj Maweni Y T l aE EmO To Ce Subject Attachments v CourierNew 10pt B JU Six A AYE SSB EG Gy Eyl P Ai LOO MALI You are invited to join my web meeting in the following digital meeting room https webapp zarafa com webmeetings mathias infg b086 5a57 cb03 The meeting ro
9. lower resolution screen or a specific window instead of the entire screen The larger the screen is the more bandwidth is required 2 2 5 Zarafa Web Meetings screen sharing extension for Firefox To use the Web Meetings screen sharing feature in an active call with Firefox 38 or later you need to first add your domain to the screen sharing white list in Firefox s settings Please proceed the following way 1 type about config in Firefox s url line 2 search for media getusermedia screensharing allowed_domains in the settings search field 3 double clicking the setting opens an entry field to edit the list of allowed domains 4 add your domain com and your domain com for your Web App server host name separated by commas to the list 2 3 Starting a video conference or Chat Session There are different ways to start a video conference or chat session In simple words everywhere you see the green status indicator LEDs you can right click and use the contextmenu by selecting Start Web Meeting Video CallorSend Web Meeting Text Message The context menues look like these Adressbuch Eintrag Name Spreed XMPP Anzeigename a L O la Details anzeigen i ka S E Mail fe Sa E Mail senden L 2 1 Start Web Meetings Video Call 3 S Send Web Meetings Text Message 2 GAB context menu 2 3 Starting a video conference or Chat Session 6 User Manual Web Meetings Release 1 0 0 Posteinga
10. ng Y Zur Nachverfolgung markieren gt KI Seite 1 von1 D v Abgeschlossen tancredi Nichts Von Empfangen t In Junk E Mail verschieben Loschen E Sara Tancredi Dienstag 10 02 2015 10 34 test mit anhang und inline Uber chrome P Optionen S Sara Tancredi Montag 20 10 2014 13 03 Meeting Ae Ue Q4 Start Web Meetings Video Call S Sara Tancredi Montag 20 10 2014 13 01 S Send Web Meetings Text Message Mail list view context menu Mail sender and recipients context menu Depending on your choice the web meeting overview will show up with a started chat session like in the image below 2S BC Auiegen lt KA Chat mit Ryan Hughes Ryan vw 1 Hi Hi Ryan Hi Mathias Nachricht hier eingeben Zarafa Web Meetings activated chat If you choose to start a video call then a call is initiated and waiting to be accepted by your calling party 2 3 Starting a video conference or Chat Session 7 User Manual Web Meetings Release 1 0 0 2 a ahten lt KA Chat mit Ryan Hughes yy Ryan t 4 a WW 1 l Hi Hi Ryan Hi Mathias Nachricht hier eingeben Figure 2 11 Zarafa Web Meetings activated call Note If your browser has no access to your microphone camera a browser message appears asking for permisssion The Zarafa web meetings overview also tells you with a text in 1 The call setup is halted until permission is granted 2 3 Starting a video conference or Chat Se
11. om gives us access to easy to use online collaboration tools like Share your screen share files start a HD video call with multiple people and send chat messages You won t have to install anything Simply follow the link above You do need one of these browsers Google Chrome Firefox Chromium or Iridium Our web meetings are powered by Zarafa Web Meetings http zarafa com webmeetings The highlighted buttons are 1 Add web meeting registers a Zarafa Web Meeting URL By pressing the button a new browser window is opened and Zarafa Web Meetings will be loaded for your Zarafa account The window is opened first to ensure you are already present in this dedicated Zarafa Web Meetings room before you send out your e mail with the link to the Web Meeting Please return to the WebApp browser window and complete your e mail and sent it to the participants All participants will enter the Web Meeting room by clicking on the link included in your e mail Zarafa users that are logged in to WebApp with the same supported browser will immediately enter the room All other participants will see the following screen and will need to sign in to Web Meetings 3 2 Instant Zarafa Web Meetings by e mail 13 User Manual Web Meetings Release 1 0 0 Zarafa Please join web meetings mathias 1mk6 a6fc fdb 1 cd2d testuser zZarafa com Sara or logon with your Zarafa account WebApp 2 1 0 51694 ZCP 7 2 1 51682 Please enter your e m
12. ssion 8 CHAPTER 3 Scheduling Zarafa Web Meetings with 3rd parties In this chapter we will introduce you into using Zarafa Web Meetings scheduling features and show you how to set up calls with internal and external participants 3 1 Scheduling a Zarafa Web Meeting Start scheduling an appointment as usual with your WebApp Calendar and if necessary send out an invitation to negotiate the date and time Please refer to the WebApp User Manual for further details regarding scheduling appointments As soon as all participants have confirmed the meeting you can add a web meeting to the appointment 3 1 1 Adding a Zarafa Web Meeting to a meeting request To add a Zarafa Web Meeting to your meeting request please open the meeting in your calendar and click on the Add web meeting button button No 1 in the below image By pressing the button a unique Web Meeting URL is generated and inserted in the Location field and together with a short description in the meetings body text Now you can send the updated meeting request to the participants The following image displays an example 5J Send S T amp amp EH Add web meeting 28 Join web meetin G Recurrence Cancel invitation 4s Be er Lass T 3 To E Sara Tancredi x Subject presentation zarafa webmeeting Location https webapp zarafa com webmeetings mathias 1mk6 a6fc fdb1 cd2d Label None v Starttime 21 09 2015 14 30 gt JAI Day Event Endtime 21 09 20
13. way As soon as the further participants enter the meeting room you can call them as previously described in using Zarafa Web Meetings 3 1 Scheduling a Zarafa Web Meeting 10 User Manual Web Meetings Release 1 0 0 2 Send S T 2 74 i G Recurrence e Cancel invitation 4 H2 t ars To E Sara Tancredi x Subject presentation zarafa webmeeting Location https webapp zarafa com webmeetings mathias 1mk6 a6fc fdb1 cd2d Label None Starttime 21 09 2015 14 30 S IAI Day Event A Endtime 21 09 2015 15 00 V Reminder 15 minutes v Busy Status Busy v Attachments You are invited to join my web meeting in the following digital meeting room https webapp zarafa com webmeetings mathias 1mk6 a6fc fdb1 cd2d The meeting room gives us access to easy to use online collaboration tools like Share your screen share files start a HD video call with multiple people and send chat messages You won t have to install anything Simply follow the link above You do need one of these browsers Google Chrome Firefox Chromium or Iridium Our web meetings are powered by Zarafa Web Meetings http zarafa com webmeetings 3 1 3 Joining a Zarafa Web Meeting scheduled to a meeting request without WebApp To enter the scheduled Zarafa Web Meeting without WebApp please open URL included in the meeting request in a browser supported by Zarafa Web Meetings The following screen will appear 3 1 Schedulin
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